Data Access and Publication Policy
Utah Crash Outcome Data Evaluation System (CODES)
Data Access
It is the policy of CODES to support legitimate access to its crash data
file. This document governs the access of CODES data files. CODES will refer
any request for non-aggregated patient-identifiable information by third-party
payers, employers, or individuals, except as outlined under this document,
to the data supplier. The CODES staff will not release any data files except
as outlined herein.
The CODES dataset will routinely be available by written request to the
CODES office. The specific contents of this data set are listed in the Appendix
of this document. The request for this dataset must include the following
information:
1. the name, address, and telephone number of the requester;
2. a statement of the purpose for which the data will be used;
3. the year for which data are requested;
4. the format desired for the data (options are Dbase, comma delimited ASCII,
or column delimited (SDF)).
The written request must explicitly state that the CODES data will only
be used for the purpose described in the request. Furthermore, the request
must include the following statement:
"The undersigned agrees that the Crash Outcome Data Evaluation System
(CODES) data set may not be transferred to any other party. The CODES data
set is provided by the Utah CODES staff for the exclusive purpose delineated
in this letter. The undersigned acknowledge that the sale or redistribution
of this data set in any form is expressly prohibited."
The CODES data set will be provided to all agencies and hospitals which
have provided original data files which contribute to the data set. The
hospitals which provide original data files will be provided with a CODES
data set that includes identification of their own hospital patients.
There will be no cost for the CODES data set for agencies and hospitals
which have provided original data files which contribute to the data set.
There will be a charge of $300.00 per data set for academic institutions
and non-profit organizations, and $1000.00 per data set to all other requesters.
Special reports must be approved by the CODES Advisory Committee. The cost
of special reports is negotiable.
The CODES data set occupies approximately 50 megabytes, and is available
on tape cartridges (Quic-80 or 9 track reel). To provide the data set on
floppy disks will require an additional $250.00 fee.
Publication
Utah CODES Project Reports
The Utah CODES staff will generate an Annual Report consisting of an analysis
of the impact of safety device use on morbidity, mortality, and health care
costs in the state of Utah. This report will consist entirely of aggregate
data, will not segregate any information by hospital or provider, and will
be reviewed and approved by the CODES Advisory Committee prior to public
release. Any information contained in the Annual Report or the entire Annual
Report may be disseminated to other agencies, news media, or any other interested
group of individuals.
Research Manuscripts
Research manuscripts which are derived from the CODES data set as described
in the Appendix do not require review or approval of the CODES Advisory
Committee or staff. If desired, authors may submit such manuscripts to members
of the CODES Advisory Committee for assistance or constructive criticism.
Copies of completed manuscripts which contain data derived from the CODES
data set should be forwarded to the CODES data center.
Methodological Research Manuscripts
Research manuscripts which are prepared by the CODES staff concerning the
probabilistic linkage or statistical methodology will require analysis of
identifiers which are not included in the CODES data set outlined in the
Appendix. Such manuscripts may not include any such specific identifiers,
but may include an analysis of those identifiers as they impact on the specific
methodology. Such research manuscripts will not require review by the CODES
Advisory Committee. Courtesy copies of all manuscripts will be provided
to all CODES Advisory Committee members.
Other Publications
Other publications (e.g. news articles, legislative analyses or summaries)
which are generated from the CODES data set as described in the Appendix
need not be reviewed by the CODES staff or the CODES Advisory Committee.
However, such review may be of assistance to authors of these publications,
and will be available to authors at the discretion of the CODES staff.
CODES Data Set Users
Please forward all papers, manuscripts, abstracts, etc., which contain CODES
data derived from the CODES data set to the CODES data center.
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