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2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
STEVE – Data Preparatio
n Steps
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
Data Preparation Steps
Step 1: Go to the NAPHSIS web site at www.naphsis.org and download the IJE file layouts
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
Under Resources, select the link for Inter-jurisdictional Exchange of Vital Records
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
Then select the link at the bottom of the page: Process for Electronic Inter-Jurisdictional Exchange of Vital Records
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
Choose the link for the file you wish to download (see IJE Mortality File handout)
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
Determine which IJE file formats you plan to use
2003 Natality Pre-2003 Natality Mortality (combined) Fetal Death (new) ITOP (new) Marriage (future) Divorce (future)
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
Data Preparation Steps
Step 2: Create files in the IJE formats
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
The first section of the birth, death and fetal death layouts is the same as the NCHS layout
NCHS Standard Record Layout
1 4 N Date of Death--Year DOD_YR
5 2 A State of Death DSTATE
NCHS Part 8 (from FIPS table 5-2)Note special codes for Canadian provinces:AB Alberta BC British Columbia MB Manitoba NB New Brunswick
NF or NL Newfoundland and Labrador NT Northwest TerritoriesNS Nova ScotiaNU Nunavut ON Ontario PE Prince Edward Island QC Quebec SK Saskatchewan YT Yukon Territory
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
Provide information for the additional data fields
If they are in your database and if your laws and policies allow
If you can’t provide the information, then leave the fields blank
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
However, it is important to include the geographic information
Geographic alpha descriptions for states, counties and cities
Addresses and zip codes for the many jurisdictions that use GIS
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
Data Preparation Steps
Step 3: Determine which fields your jurisdiction can share With other jurisdictions With other public health programs With other organizations With researchers
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
Review your jurisdiction’s current IJE Agreement data exchange requirements
Review the addenda to your current agreement
Review the IJE Agreement data sharing information on the NAPHSIS website
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
Select the link at the bottom of the page: Signatory Info for 2005-2009 Inter-jurisdictional Exchange Agreement
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
Then select 2005-2009 Jurisdictional Responses to see a cross reference table
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
The following is a sample under birth programs and the Infant Death Review tab
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
Under STEVE, all data sharing decisions will be at the data element level
Use the draft worksheet from NAPHSIS to begin thinking about your data exchange rules and permissions
Identify if each element can be shared or not with each designated recipient
Conditions will no longer be attached to data or groups of data
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
Data Preparation Steps
Step 4: Prepare your systems to receive files in the various IJE formats
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
Your time and effort to send and receive IJE files will pay off
Eliminates data entry of the out of state records
Provides more complete provisional resident data on a timely basis
Helps jurisdictions that have automated the birth-death match
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
Plan accordingly!
Remember that you will be receiving births in two formats until all jurisdictions revise
You will still have to exchange the “old” way with selected jurisdictions until everyone is a STEVE trading partner
Take advantage of IJE Committee volunteers who can help you
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008
Take full advantage of STEVE to make your life easier!
If possible, schedule the exports and imports to automatically run
Trading partners will receive timely data without human intervention
Set up mailboxes for the programs you normally give data to
Avoid resource-intensive preparation of data extracts for your data users
2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008