We encourage applicants to contact the Data Disclosure Team as early in the research approval process as possible. By contacting the team early, applicants will get a better understanding of data availability and its limitations, expected timelines and estimated costs associated with the data request.
Note: Even with this initial review by the Data Disclosure Team, the application package is not considered complete without all of the required documentation.
How the Process Works
A typical research data request requires input from a number of teams across the organization.
Once the completed application package is submitted, a feasibility assessment is conducted to ensure we have the ability to complete the request.
- The Data Disclosure Team then works with the research team who submitted the application to draft the dataset creation plan and estimate the cost of the request. The request is reviewed by the Data Disclosure Working Group, comprised of research, privacy and data subject matter experts.
- The working group recommends the request for approval by the Data Disclosure Subcommittee. If approved, the applicant is sent a copy of the Research Data Disclosure Agreement. Once the cost estimate provided earlier is signed, our analysts can begin the work. This may include creating a cohort for a study, extracting the data required, linking multiple datasets and quality assurance steps.
Dialogue with the research team may be required. Upon completion of the data extraction and quality checks, as well as execution of the Research Data Disclosure Agreement and administrative fee payment by the applicant, the data is disclosed in a secure manner.
How Long the Process Takes
The time from intake to data disclosure will depend on several factors, including the completeness of the application package, the complexity of the request and the number of requests currently in process. A fulfillment time estimate will be provided as part of the dataset creation plan.
The complexity of a request is determined by:
- number of data sources required
- type of data required (some datasets are more complex than others)
- size of study cohort
- whether the cohort is generated by the Ontario Health (Cancer Care Ontario) analyst
- type of quality assurance steps required
Simple data requests are quicker to fulfill than complex ones. In all cases, the Data Disclosure Team will keep the applicant fully informed about fulfillment time during the process. If the applicant is providing the cohort, fulfillment time will dependent on when we receive the cohort.
Please note that the Data Disclosure Team is now working with fewer resources than before. This means the review, approval and fulfillment of the request may take longer.