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Ministry of Health

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The Information Management and Knowledge Services branch of the Ministry of Health is accountable for authorizing health information sharing and data access decisions and agreements.

An information sharing agreement identifies the purpose of the data sharing; the party's lawful authority to use, collect and/or disclose the information in question; a summary of required information; and a description of security measures that will be applied to protect the shared information.

The Process

Submission to the Ministry

The requestor completes the Health Data Request form and submits the form to the Ministry of Health at the following email address:

In-depth Review

The application is reviewed for completeness, including provision of any supporting documentation, such as privacy impact assessments, security and threat risks assessments, service contracts, transfer under agreements, memorandum of understandings, business plans, project charters, etc.

If issues are identified during the in-depth review, consultation with another Ministry of Health program area or with another ministry may be required, i.e.:

Ministry staff reviews the application to ensure appropriate use of data according to legislation and policy. Part of the review process may include a teleconference with all stakeholders to discuss the application and clarify questions. Ministry staff develops the appropriate agreement to document the terms and conditions.

Agreement Sign-off

The finalized agreement is signed off by all parties. The ministry staff will coordinate this effort.

Data Preparation and Delivery

After sign off, the parties begin data preparation according to terms and conditions set out in the agreement. The approved dataset is then transferred securely to the appropriate party via the ministry's approved method of file transfer.

Analysis Outputs

All written materials intended for public dissemination as an outcome of the data analysis must be submitted to the ministry for review and comment prior to release. The ministry is committed to providing feedback/comment within 45 business days of submission.

Project Closure

Upon completion of the analysis, requestors must ensure data destruction compliance and ensure necessary project closure documents are completed and submitted to the ministry.