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Home and Community Care Program Data Access Protocol
Contents
Foreword ................................................................................................................................................ 3
General Enquiries ................................................................................................................................. 3
Glossary of Terms ................................................................................................................................. 3
1. Background .......................................................................................................................... 5
1.1 The HACC Program ....................................................................................................................... 5
1.2 HACC Minimum Data Set ............................................................................................................ 6
1.3 HACC MDS collection method .................................................................................................... 7
1.4 Scope of the HACC MDS collection ............................................................................................. 7
1.5 HACC MDS Data Fields ................................................................................................................ 8
2. HACC MDS Data Use ...................................................................................................... 11
2.1 HACC MDS Data Availability .................................................................................................... 11
2.2 Conditions of Use of HACC MDS Data .................................................................................... 11
Data Ownership .................................................................................................................................. 11
Data Security ....................................................................................................................................... 12
3. Access to HACC MDS Data ............................................................................................ 13
3.1 Requests for data in the public domain ..................................................................................... 13
3.2 Requests for aggregated data not in the public domain ......................................................... 13
3.3 Requests for unit record data ...................................................................................................... 13
3.4 Exemptions .................................................................................................................................... 14
Appendix 1: State and Territory HACC MDS Data Stewards ..................................................... 16
Appendix 2: Request for Aggregated HACC MDS Data .............................................................. 17
Appendix 3: Request for Unit Record HACC MDS Data ............................................................. 19
Foreword
This document establishes standards and processes for the release of information from the Home
and Community Care (HACC) Program National Minimum Data Set (MDS) Collection. This
framework is designed to protect the privacy of individual HACC clients and agencies.
HACC MDS data can be accessed by government agencies, HACC service provider agencies,
academic and research organisations, and individuals. The application process will vary
according to the applicant and the type of information requested.
HACC MDS data stewards are under no obligation to release data to any organisation or
individual. Fees may be charged for access to data, at the discretion of each jurisdiction.
General Enquiries
General enquiries about the access to or use of HACC MDS data, the progress of an existing
request or this document should be directed to:
The HACC MDS National Data Steward
C/- Australian Government Department of Health and Ageing
MDP 507, GPO Box 9848, Canberra, ACT, 2601
Tel: (02) 6289 5473
Fax: (02) 6289 8049
Email: [email protected]
Glossary of Terms
Agency means an organisation providing HACC-funded services (Service Provider)
Aggregated Data means statistics which relate to broad classes, groups, or categories, so that it
is not possible to distinguish the properties of individuals within those classes, groups, or
categories. For example, the number clients within age ranges, receiving particular services
within a region.
Data means HACC MDS data, provided by the National Data Repository.
Data Steward refers to Commonwealth, State and Territory government officials who are
responsible for governance of HACC MDS data. This role includes assessing requests for
HACC MDS data.
HACC Program means the Home and Community Care Program
NDR Means the National Data Repository, the central repository for HACC MDS data from all
providers.
Older persons refers to HACC clients aged 65 years or more, plus Indigenous HACC clients
aged 50 to 64.
Secure storage means that the data is protected by such security safeguards as is reasonable in
the circumstances to take against loss, unauthorised access, use, modification or disclosure, and
other misuse. This includes the maintenance of both physical and electronic security.
Service Provider means an organisation providing HACC-funded services.
Statistical Linkage Key (SLK). The HACC MDS SLK enables client data reported by
different service providers to be matched, enabling a more accurate picture of client numbers
and patterns of assistance. The HACC MDS SLK is considered the unique identifier for each
client. It consists of certain letters of the clients name as well as their date of birth and sex code.
It enables client data that is reported by different service providers and reported across different
collection periods (quarters) to be matched, enabling a more accurate picture of client numbers
and patterns of assistance over time. The de-identified nature of the HACC MDS SLK aims to
preserve the anonymity of client data.
Unit record data refers to records pertaining to individual clients.
Unlinked unit record data means data contained in Extract 1 of the HACC MDS data collection,
which are unmatched client records.
Linked unit record data means data contained in Quarterly Extract 2 of the HACC MDS data
collection, which are client records that have been combined on the basis of having the same
Statistical Linkage Key.
Younger persons with a Disability refers to HACC clients aged 0 to 49, plus non-indigenous
HACC clients aged 50 to 64 (including HACC clients aged 50 to 64 whose Indigenous status is
unknown).
1. Background
1.1 The HACC Program
The HACC Program is a major provider of essential community care services to frail aged people
and their carers, and younger people with disabilities and their carers. The HACC Program’s main
objective is to promote and enhance the independence of people in these client groups.
The HACC Program was formed as a joint Australian Government, State and Territory initiative
under the Home and Community Care Act 1985. Prior to 1 July 2011, the Australian
Government contributed approximately 60% of program funding and maintained a broad
strategic role for the program. The States and Territories were responsible for the day to day
administration of the Program.
In 2010, the Prime Minister, Premiers and Chief Ministers of states and territories reached an
historic agreement at the COAG, on health and hospitals reform – the establishment of the
National Health Reform Agreement (NHRA).
Aged and Community Care Officials (ACCO) were subsequently convened in 2010 to provide a
forum for Commonwealth and state/territory officials to progress multilateral discussions on the
existing aged care programs and reforms now outlined in the NHRA.
In July 2011, ACCO agreed that each jurisdiction participating in the reforms will continue to
collect HACC MDS data until the HACC MDS is superseded by a National Disability Minimum
Data (NDMDS) and an Ageing and Aged Care data collection.
At the Data Transfer Working Group (DTWG) meeting held in Canberra on the 7th of
September, the Commonwealth announced that from 1 July 2011, the Commonwealth assumed
sole data stewardship of HACC MDS data for care recipients from the aged cohort. The
Commonwealth also recognised that the states and territories are the sole data stewards of
HACC MDS data for younger care recipients.
Schedule F of the NHRA relates to basic community care services delivered through the HACC
program and details changes to roles and responsibilities that will lead to a National aged care
system and a National Disability Services system. This will include the development of a
National Disability Minimum Data Set (NDMDS). At present the NDMDS is expected to be
available from 1 July 2014.
Schedule F (Aged Care and Disability Services) of the NHRA does not apply to Victoria or
Western Australia. Consequently, arrangements in Victoria and Western Australia remained
unchanged.
The HACC Program is part of a broader framework of community and health services funded by
the Australian Government, States and Territories or jointly. The services within this framework
are both residential and community based. Examples include community health care services,
disability services, residential aged care homes, Community Aged Care Packages, the National
Respite for Carers Program and the Veterans’ Home Care Program administered by the
Department of Veterans’ Affairs.
The HACC Program aims to:
Provide a comprehensive, coordinated and integrated range of basic maintenance and support
services for frail older people and people with a disability and their carers;
Support these people to be more independent at home and in the community, thereby
enhancing their quality of life and/or preventing their inappropriate admission to long term
residential care; and
Provide flexible, timely services that respond to the needs of consumers.
1.2 HACC Minimum Data Set
The objectives of the HACC MDS are to:
Provide HACC program managers with data for policy development, strategic planning and
performance monitoring against agreed output/outcome criteria;
Assist HACC service providers to provide high quality services to their clients by informing
improvements in the internal management of HACC-funded service delivery; and
Facilitate consistency and comparability between HACC data and other aged, community
care and health data collections.
The HACC MDS contains client-based data that allows measurement of the range and intensity
of service provision, and the mapping of service outputs at a regional level as well as by service
provider. The HACC MDS data collection contributes to enhancements in program planning,
enabling funding to be related to measurable outputs, and improved accountability for HACC
Program funds.
A complete list of HACC MDS data items is provided at Section 1.5 HACC MDS Data Fields.
Since implementation of the collection in January 2001, improvements continue to be made in
the quality and comprehensiveness and use of HACC MDS data. The HACC MDS Data Reform
Working Group established in 2003, contributed to improvements in the data collection. In
2010, the Data Transfer Working Group replaced the Data Reform Working Group and
continues to contribute to improvements in the data collection.
HACC MDS Version 2 was introduced after a comprehensive evaluation and consultation
process with State and Territory stakeholders and the collection of HACC MDS Version 2
commenced from 1 January 2006.
During 2005-06 and 2006-07 data was provided in a mix of both Version 1 and Version 2
formats, and data supplied in MDS Version 1 format was mapped to the closest equivalent in
MDS version 2.
Information on the HACC MDS Version 2, including the current edition of Home and
Community Care Program National Minimum Data Set User Guide Version 2.0 (which
incorporates the HACC Data Dictionary) may be obtained from the Australian Government
website (at http://www.health.gov.au.
1.3 HACC MDS collection method HACC MDS data is collected by HACC-funded service providers either electronically or via
paper forms. Data is collected progressively and aggregated for transmission in accordance with
a quarterly collection cycle. Aggregated data is transmitted during the collection months
immediately following each quarterly activity period.
HACC MDS data is either sent:
To a State Data Repository (New South Wales, Victoria, Northern Territory and Tasmania)
and then to the National Data Repository; or
Directly to the National Data Repository.
All HACC MDS data transmissions are validated by the National Data Repository with feedback
provided to service providers or State Data Repositories.
Figure 1. HACC MDS collection arrangements
1.4 Scope of the HACC MDS collection
The HACC MDS collection comprises data about all individuals receiving HACC-funded
assistance from service providers located in Australia. To be included in the HACC MDS
collection a client must be known to a service provider as an individual. Clients are not included
in the HACC MDS collection where they are not known to a service provider as individuals, e.g.
clients helped anonymously through general telephone enquiries, or where advocacy work is
conducted on behalf of clients in general rather than for specific individuals.
Any service delivered to an individual known client that involves HACC funding is within the
scope of the HACC MDS collection. Services that do not involve HACC funding are not
reported under the HACC MDS.
The collection of HACC MDS information is on the basis of informed client consent and clients
may choose to opt-out of the collection. All data in relation to individual clients is de-identified
by service providers, ensuring that the privacy of individuals is protected.
1.5 HACC MDS Data Fields The HACC MDS has defined data fields. Any request for data needs to be restricted to that
which can be delivered from this set of fields, specifying the fields required and explaining how
they will be used in analyses.
HACC MDS v2 incorporated a number of significant changes to the HACC MDS data elements.
The changes are described below:
Revised definitions of the assistance types: Nursing, Social Support, Centre-Based Day Care,
Counselling/Support, Information and Advocacy, Assessment, and Case Management.
The assistance type, Counselling/Support, Information and Advocacy has been split into two
types Counselling/Support, Information and Advocacy (care recipient) and
Counselling/Support, Information and Advocacy (carer).
The assistance type Case Planning/Review and Coordination has been revised and renamed
Client Care Coordination. In addition, the counting methodology for Goods and Equipment
has been amended to enable the total amount of each category of item to be counted.
Collection of full demographic and circumstance data for the care recipient and a core set of
elements for the carer.
Details of the data fields may be found in the HACC MDS V2 User Guide available from: the
Australian Government’s website.
Differences between v1 and v2 data fields are summarised in the table below.
HACC MDS v1 HACC MDS v2 Comment
Reason for HACC client status Omitted
Accommodation setting after cessation of service
Omitted
First given name First given name No change
Family name/surname Family name/surname No change
Date of birth Date of birth No change
Sex Sex No change
Country of birth Country of birth No change
Living arrangements Living arrangements No change
Government pension/benefit status Government pension/benefit status
No change
Suburb/town/locality Suburb/town/locality No change
Postcode Postcode No change
Carer—existence of Carer—existence of No change
Carer residency status Carer residency status No change
HACC MDS v1 HACC MDS v2 Comment
Total amount of type of assistance received (time)
Total amount of type of assistance received (time)
No change
Total amount of type of assistance received (quantity)
Total amount of type of assistance received (quantity)
No change
Total amount of type of assistance received (cost)
Total amount of type of assistance received (cost)
No change
HACC client (data concept) HACC client (data concept) Reporting change
Area of residence Australian state/ territory identifier
Name change
Date of last assessment Date of last update Name change
Indigenous status Indigenous status Coding change
Main language spoken at home Main language spoken at home
Coding change
Accommodation setting Accommodation setting Coding change
Relationship of carer to care recipient Relationship of carer to care recipient
Coding change
Source of referral Source of referral Coding change
Main reason for cessation of service Main reason for cessation of service
Coding change
Primary type of assistance received Primary type of assistance received
Definitional and coding changes
Total assistance with goods and equipment received
Total assistance with goods and equipment received
Changes to reporting amounts
Date of birth estimate flag New element
DVA card status New element
Functional status New element
Additional functional status items
New element
Statistical linkage key information missing flag
New element
Carer’s letters of name New element
Carer’s date of birth New element
Carer’s date of birth estimate flag
New element
Carer’s sex New element
Carer’s Australian state/ territory identifier
New element
Carer’s Suburb/town/locality New element
Carer’s Postcode New element
Carer’s country of birth New element
Carer’s main language spoken at home
New element
Carer’s Indigenous status New element
HACC MDS v1 HACC MDS v2 Comment
Carer for more than one person
New element
Date of entry into HACC service episode
New element
Date of exit from HACC service episode.
New element
Notes:
1. The HACC MDS Guidelines incorporate the HACC Data Dictionary and provide
comprehensive information about HACC MDS data elements and instructions on how to
report them. Both documents are available from the Australian Government website at:
http://www.health.gov.au
2. HACC MDS Data Use
2.1 HACC MDS Data Availability
There are four different levels at which HACC MDS data may be made available:
1. Data aggregated to the National level;
2. Data aggregated to the level of one or more States or Territories;
3. Data aggregated to levels within one or more States or Territories;
4. Unit record data for one or more States or Territories.
It is expected that the majority of requests will be met with the use aggregated data, or for small
subsets of data elements at unit record level. The specific process to access HACC MDS data
will vary according to the type of request. These processes are detailed in the Access to HACC
MDS Data section of this document.
Note that the financial year data extracts produced by the HACC MDS National Data Repository
are recognised as the official data source for all reporting and research purposes. Consequently,
preliminary (quarterly) HACC MDS data extracts will not be released.
2.2 Conditions of Use of HACC MDS Data
Data Ownership
The Australian Government Department of Health and Ageing and contributing State and
Territory Governments retain ownership of HACC MDS data.
Individual HACC service provider agencies are recognised for their contribution.
From 1 July 2011, the Australian Government Department of Health and Ageing retains
ownership of data for older persons1 for all States and Territories, other than Victoria and
Western Australia where data stewardship is shared. State and Territory Governments retain
ownership of data for younger persons with a disability2, other than Victoria and Western
Australia where data stewardship is shared.
Aged and Community Care Officials (the senior government administrators responsible for the
HACC Program) are the Data Stewards for the HACC MDS Collection, are responsible for the
implementation of this Protocol and collectively constitute the HACC MDS Data Access
1 older people include all HACC clients aged 65 years or more plus Indigenous HACC clients aged 50-64
2 younger people with a disability include all HACC clients aged 0-49, plus non-Indigenous HACC clients aged 50-64
(including HACC clients aged 50-64 where Indigenous Status is unknown).
Committee. ACC Officials can delegate management of their jurisdictions’ HACC MDS data to
HACC Program administrators. The ACC Official representing the Australian Government
Department of Health and Ageing acts as National Data Steward for the HACC MDS Collection.
Contact details for Data Stewards are at Appendix 1.
Data Security
The Australian Government Department of Health and Ageing manages the HACC MDS
National Data Repository. The National Data Repository maintains a secure physical and
computer environment for the HACC MDS database and supporting systems.
The collection, storage and use of HACC MDS data are governed by Information Privacy
Principles (IPPs) and National Privacy Principles (NPPs) which have been established by the
Privacy Act 1988 and State Privacy Laws. Information on these is available at
http://privacy.gov.au/act/index.html
Any HACC MDS client level data provided by data stewards in response to a request must be
securely stored to prevent unauthorised or accidental access, modification, loss, damage,
copying or usage. Procedures must be put in place to protect the information whilst in
transmission.
Purpose of use
Data must only be used for the purposes for which access was approved. It will not be used to
affect an individual’s entitlement, or access, to services. Research purposes are to be restricted
to only the research project described in the approved data request. Should data be required for
an additional purpose a new data access request must be submitted.
Publication
Data stewards may request that copies of draft publications are provided three months before the
publication date. Copies of all publications that use HACC MDS data are to be provided to the
HACC MDS data access committee.
All published analysis will adhere to minimum levels of aggregation, such that particular
individuals and agencies cannot be identified. Any tables, graphs, or commentary derived from
the use of the data will also protect the identity of individuals and agencies.
Disposal
All data provided pursuant to this protocol, including any duplicate copies, or other copies
created through manipulation of the original data, are to be returned to the issuer and/or deleted,
physically destroyed or rendered irrecoverable at the times specified in the notification of
approval.
3. Access to HACC MDS Data
3.1 Requests for data in the public domain
The HACC MDS Annual Bulletins are compiled based on the financial year and are available
free of charge from the Australian Government’s website
The HACC MDS Annual Bulletin compiles statistics from state and territory HACC programs to
provide information at national levels of service care provision, and to inform planning, policy
and research.
Approval is not required to access and use these publications, although they should be cited in
tables and text of reports and formal correspondence. It is expected that these publications will
satisfy the majority of information requests.
3.2 Requests for aggregated data not in the public domain
Requests for aggregated HACC MDS data not publicly available require the submission of a
Request for Aggregated HACC MDS Data. The Data Steward will maintain a record of the
application and advise the applicant of the outcome of the request. Subject to approval, the Data
Steward will advise the applicant of the conditions of data release and the approximate cost and
timing of release.
Requests for aggregated data encompassing more than one jurisdiction will be referred by the
National Data Steward to the HACC MDS Data Access Committee, comprised of each
jurisdictional Data Steward for the jurisdictions involved or their nominated representative,
where:
The request includes data for younger people with a disability. OR
The request includes either Victoria or Western Australia and does not include younger
people with a disability
3.3 Requests for unit record data Applications for unit record HACC MDS data require the submission of the form Request for
Unit Record HACC MDS Data.
Requests for unit record data that encompass more than one jurisdiction will be referred by the
National Data Steward to the HACC MDS Data Access Committee, comprised of each
jurisdictional Data Steward for the jurisdictions involved or their nominated representative, for
approval, where:
The request includes data for younger people with a disability. OR
The request includes either Victoria or Western Australia and does not include younger
people with a disability
In considering requests for unit record data, Data Stewards will consider the following:
The extent to which the data will be used for the purposes for which it was originally
collected, i.e. strategic planning, policy development and research;
The extent to which HACC Program managers and the broader community will benefit from
the proposed research or analysis; and
The extent to which client and agency confidentiality will be protected, including how the
data will be used, disclosed, stored and destroyed.
The track record of the applicant in complying with the conditions placed on previous
releases of administrative data.
Applicants should note the following points:
1. Data Stewards can impose additional caveats on the release of information. Caveats include
restrictions and conditions on the use, subsequent use, or the destruction of material which
has been provided.
2. Data Stewards may withhold or restrict the release of data if in their opinion it is possible to
use the output to identify individuals or groups, or if any other data security issue arises. The
Data Custodian may also negotiate with the applicant to minimise the likelihood of
identification of individuals or agencies.
3. Data Stewards may determine that the purpose of a request would be met with the provision
of aggregated data.
4. In cases where the applicant has failed to comply with conditions placed on previous releases
of data, Data Stewards may deny the request, or require that those conditions are met prior to
any new request being considered.
Upon processing of the application, the applicant will be informed of the outcome of the request
the approximate cost and timing and proposed mechanism for data transmission.
The Data Steward will inform the applicant of the reasons if the request has been denied.
3.4 Exemptions Data Stewards do not require a request form to release HACC MDS data, and do not need to
maintain details of requests, in the following situations:
1. Release of HACC MDS data to government departments directly involved in the
administration of the HACC Program. This includes the regular distribution of data extracts
from the National Data Repository via the Australian Government to each jurisdiction.
2. Internal release of HACC MDS data within administering departments, for planning,
accountability and policy purposes.
3. Release of HACC MDS data to the contributing agency
AGGREGATED DATA
(NOT IN PUBLIC DOMAIN)
UNIT RECORD DATA
(1) Requests for data encompassing more than one jurisdiction will be referred by the National Data Steward to the HACC
MDS Data Access Committee, comprised of each jurisdictional Data Steward for the jurisdictions involved or their
nominated representative, where:
the request includes data for younger people with a disability. AND/OR
(2) the request includes either Victoria or Western Australia. Requests for data from one jurisdiction must be referred to the
State/Territory Data Steward, UNLESS the request only includes data for older people and is for New South Wales,
Queensland, South Australia, Tasmania, the Northern Territory or the Australian Capital Territory, in which case the
request must be referred to the National Data Steward.
Request involves data
from more than one
State/ Territory1 (1)
Request involves data
from only one
State/ Territory2 (2)
Request involves data
from more than one
State/ Territory (1)
Request involves data
from only
one State/ Territory (2)
Submit
Request for Aggregated
HACC MDS Data form
to National Data
Steward
Submit
Request for Aggregated
HACC MDS Data
form to State/Territory
Data Steward
Submit
Request for Unit Record
HACC MDS Data form
to National Data
Steward
Submit
Request for Unit Record
HACC MDS Data form
to
State/Territory Data
Steward
National Data Steward
to
(a) maintain record of
request, and
(b) inform applicant of
estimated cost and
timing
Data Steward to
(a) maintain record of
request, and
(b) inform applicant of
estimated cost and timing
National Data Steward
to
(a) maintain record of
request in HACC MDS
Data Access Register,
and
(b) inform applicant of
estimated cost and
timing
Data Steward to
(a) maintain record of
request in HACC MDS
Data Access Register,
and
(b) inform applicant of
estimated cost and
timing
National Data Steward
refers request to HACC
MDS Data Access
Committee for
consideration
Data Steward to assess
request
National Data Steward
refers request to HACC
MDS Data Access
Committee for
consideration
Data Steward to assess
request
Assess whether data requested could be considered ‘identifiable’;
Assess scientific rigour of project, benefits to HACC Program, and ethical acceptability
Additional caveats to be imposed on data release as required
Once all requirements satisfied, Data Steward to provide applicant with data
Applicant to provide Data Steward with copies of any final reports, results or other documents
Unit record file destroyed
Appendix 1: State and Territory Data Custodians
Australian Capital Territory HACC MDS
Data Steward
Home and Community Care Program
Level 2, 11 Moore Street
ACT Health
GPO Box 825
CANBERRA ACT 2601
Tel: (02) 6207 8734 Fax: (02) 6205 0866
South Australia HACC MDS Data Steward
Office for the Ageing
Department for Families and Communities
PO Box 70, Rundle Mall
ADELAIDE SA 5000
Tel: (08) 8207 0435 Fax: (08) 8207 0555
Email: [email protected]
New South Wales HACC MDS Data Steward
Business Improvement
Department of Ageing, Disability and Home Care
Level 5, 83 Clarence Street
SYDNEY NSW 2000
Email: [email protected]
Tasmania HACC MDS Data Steward
HACC Unit, Health Services
Department of Health and Human Services
GPO Box 125
HOBART TAS 7001
Tel: (03) 6233 4737 Fax: (03) 6233 4949
Northern Territory HACC MDS Data
Steward
Aged & Disability
Department of Health and Families
PO Box 40596
DARWIN NT 0800
Tel: (08) 8999 2770 Fax: (08) 8999 2488
Victorian HACC MDS Data Steward
Coordinated and Home Care Unit
Department of Human Services
GPO Box 4057
MELBOURNE VIC 3001
Tel: (03) 9096 8424 Fax: (03) 9096 9162
Email: [email protected]
Queensland HACC MDS Data Steward
Department of Communities, Disability Services
and Child Safety
Planning and Performance Reporting
GPO Box 806
BRISBANE QLD 4001
Tel: (07) 3239 0823
Email: [email protected]
Western Australia HACC MDS Data Steward
Aged Care Policy Directorate
Department of Health
PO Box 8172
PERTH WA 6849
Tel: (08) 9222 2343 Fax: (08) 9222 2192
Appendix 2: Request for Aggregated HACC MDS Data
Section 1: Project Title and Contact Details
Project Title
Project Manager
Contact Officer
Phone
Fax
Organisation
Division, Branch, Unit
Address
Signature of Project Manager
Date
Section 2: Project Details
State the objectives of your project.
Describe the data you are requesting, including all variables, cross tabulations and how
you would like the data represented.
Describe how the data will be used, and indicate the analysis methodology proposed
and any reports (published or unpublished) that results are to be included in.
What is the anticipated project completion date?
Appendix 3: Request for Unit Record HACC MDS Data
Section 1: Project Title and Contact Details
Project Title
Principal Investigator
Contact Officer
Phone
Fax
Organisation
Division, Branch, Unit
Address
Signature of Principal Investigator
Date
Section 2: Project Details
State the objectives of your project and explain how it relates to HACC data.
Explain why unit record data is required (why aggregated data can not meet the project requirement)
Describe how you would like the data to be provided. Note that HACC MDS data extracts are typically provided in comma delimited (CSV) format.
List which specific data elements are required.
Who will have access to the data provided? Supply names and positions of everyone involved and describe their involvement in the project.
Describe how the data will be used, including detail of the methodology proposed.
How and to whom will the results be disseminated? Indicate any reports (published or unpublished) that it might be included in.
What is the anticipated project completion date?
Which privacy principles are relevant to this request and what steps have you taken to address these?
Describe how you and/or your organisation will securely store and maintain the confidentiality of the HACC MDS data provided.
How will HACC MDS data be disposed of at the conclusion of the project?
Has your project been approved by an ethics committee at your institution?
YES NO
If YES, please provide the name of the committee and the date it was approved, and attach a copy.
If NO, please explain why there is no Institutional Ethics Approval.
Undertaking
I, _____________________________________________________________ Full name and position of Responsible Officer
in the ________________________________________________________ Name of Department or Organisation
HEREBY ACKNOWLEDGE that privacy legislation applies to the use of HACC MDS data. I UNDERTAKE that the
above mentioned organisation and/or individual/s will use the information in accordance with the following conditions.
1. The unit record file will not be matched, in whole or in part, with any other information for the purposes of attempting to identify individuals, nor will any other attempt to identify an individual be made.
2. The individual/organisation will not disclose or release the information to any other individual or organisation,
except as statistical information that does not identify an individual.
3. Access to the unit record file will be restricted to only those employees of the organisation who are directly
responsible to the Principal Investigator. The Principal Investigator will explain to any employees granted access
to the information the conditions attached to its use, and provide to the HACC Data Access Committee with
information on any changes to the personnel listed in the application.
4. Access will not be granted to any other organisation without specific approval of the HACC Data Access
Committee.
5. The information will only be used for purposes such as program planning, policy development and research.
6. The information will not be used as a basis for any legal, administrative or other actions that could directly affect
any particular individuals or organisations as a result of their identification in this project.
7. The identifying information will be used only for the project proposed and described in this application. Use of
any of this information in any other project will not be undertaken until a separate application form has been
submitted to, and approved by, the Data Steward.
8. Results of the project will be made available for consideration by the Data Access Committee, if so requested,
prior to any public release.
9. The Data Owners will be acknowledged in all reports and publications resulting from this project, and will be
provided with a copy of all such reports and publications.
10. The unit record file will be destroyed in a manner that prevents recovery at the time agreed in the notification of
data release.
11. The released information/data are provided as an information resource only. Whilst all reasonable care has been
taken in the preparation of the information/data, the Australian Government and State and Territory Governments
are not able to warrant the accuracy of the information/data and accept no responsibility for any loss, injury or any
other liability incurred by any person that arises as a result of the use of the information/data by any person or
organisation.
12. The recipient will comply in all respects with the requirements of the Privacy Act 1988.
13. Copyright in all data is vested in the Australian Government and contributing State and Territory Governments.
14. Any publication which uses the data must identify the HACC MDS National Data Repository as the source.
Signature: _________________________________________________________________________________
This application must be signed by a responsible officer with the authority or delegation to commit the above mentioned
organisation to the terms and conditions above.
Date:__________________________
Witness
Name:
Position: ______________________________________________________
Organisation/Unit: ______________________________________________
Signature: _____________________________________________________
Date:__________________________
All employees of the above organisation who will be granted access to the information must be listed and must agree to
comply with the conditions included in the undertaking.
When completed, please return this form to the appropriate Data Steward as identified in the HACC MDS Data
Access Protocol at Appendix 1.
Principal Investigator
Name: ____________________________________________________________________________________
Position: __________________________________________________________________________________
Organisation/Unit: __________________________________________________________________________
Signature: _________________________________________________________________________________
Date: ___________________________
Details of any other person/s who will have access to the data
The Data Access Committee is to be informed of any changes to the personnel listed here
Name: ____________________________________________________________________________________
Position: __________________________________________________________________________________
Organisation/Unit: __________________________________________________________________________
Signature: _________________________________________________________________________________
Date: ____________________________
Please attach details of any other person who will have access to the data.
Witness
Name: ____________________________________________________________________________________
Position: __________________________________________________________________________________
Organisation/Unit: __________________________________________________________________________
Signature: _________________________________________________________________________________
Date: ____________________________