Inventory of Urban Health Related Data covering the Greater Toronto Area - Supporting Documentation

RRFSS External Data Requests

External data requests are requests for the RFFSS dataset from groups/organizations outside of the RRFSS-Participating Health Units. This includes requests made by a RRFSS representative on behalf of an external organization. Each RRFSS-Participating Health Unit claims ownership of their health unit-specific data generated by the RRFSS. As such, external requests for a specific health unit’s data can be handled directly by that health unit. It is acceptable for RRFSS-Participating Health Units to enter into third partner agreements to sell their own health unit-specific data. In order to assure confidentiality, no personal identifiers shall be included in data to third partners.

In the nature of collaboration, the RRFSS Representatives should be notified of any partnerships with other agencies.

External requests will be sent to the RRFSS Coordinator to be distributed to the appropriate RRFSS-Participating Health Units.  All requests for data must be received in writing. The requests will be reviewed, and approved separately, by each RRFSS -Participating Health Unit identified in the request. 

RRFSS data requests must address the following:

• Purpose and relevance of the project,
• Research methodology,
• Plans for analysis and dissemination,
• Names of person who will access the data,
• Confidentiality,
• Data retention period,
• Data security issues,
• Timelines.

Get a PDF version of the RRFSS External Data Request Form

Process of Review and Approval:

1. Upon notification of a request for data, a copy of the RRFSS External Data Request Form and a copy of the RRFSS Data Analysis General Principles and Guidelines (MOO Section 3.1) will be sent to the requester. 
2. Upon receipt of the request form, the RRFSS Coordinator will verify that all sections of the form have been completed.
3. A copy of the completed request form will be forwarded to each RRFSS-Participating Health Unit identified in the request.
4. Each RRFSS-Participating Health Unit that approves the request will sign the request form (Section C) and send it to the RRFSS Coordinator.
5. The RRFSS Coordinator will forward all RRFSS-Participating Health Units signed agreements to the requester for his/her signature (Section D).
6. Completed forms, signed by both the RRFSS-Participating Health Unit and the requester, shall be sent to the RRFSS Coordinator.
7. The RRFSS Coordinator will send a copy of the completed forms to each RRFSS-Participating Health Unit that signed the request.
8. The Coordinator will make arrangements for the release of the RRFSS data for the stated purposes, only after receipt of the completed agreement signed by both the Person Seeking Access (Section C) and the appropriate RRFSS-Participating Health Units (Section D). 
9. The RRFSS Coordinator will provide an update of any External Data Requests at RRFSS Steering Group meetings.

Control of Information After Data is Released:

Reports or documents in which the data supplied by RRFSS is interpreted, reported or referred to must be submitted to the appropriate RRFSS-Participating Health Units for review prior to publication, disclosure, release or dissemination.  Acknowledgement of the RRFSS must be made.

External agencies requesting RRFSS data must not release the data to another third party without prior written permission from the RRFSS Steering Group; with the exception of the above approved publication/release/document.  Requests for further release of data must be made in writing.

Any use and dissemination of data must adhere to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA); specifically no identifying or personal information may be disclosed.

This procedure will be reviewed on an annual basis.

Date: October 2, 2002

Revised: November 27, 2003/January 23, 2004/February 2, 2004/March 12, 2004/April 22, 2004