FAQs

General

Q: How can I identify eligible cohorts available in MSDW?

Q: What Data sources are available in the Data Warehouse?

Q: How far back does the data go?

Q: How often is the data refreshed?

Q: What data fields are available in MSDW?

Q: Is there a centralized information point regarding all data available to Sinai researchers?

Q: If I want identifiable data or a custom report, what should I do?


MSDW Processes/Approvals

Q: How much are the Data Warehouse services?

Q: Do I have to give a fund number?

Q: What paperwork/approvals do I need for an IRB research project?

Q: Can I receive a cost and time estimate before agreeing to my data request?

Q: Can I submit a recurring request?

Q: Can I make changes to my data request requirements?

Q: What if there is an issue with the data after my ticket has been closed?


Receiving Data

Q: When do I get my data?

Q: How will my data be provided to me?


User Support

Q: What are ways I can meet with the MSDW team to discuss my needs?

Q: Who can I contact if I have questions?


 

Q: How can I identify eligible cohorts available in MSDW?

A: You can search the Mount Sinai Data Warehouse (MSDW) to identify eligible cohorts by using one of our de-identified self-service tools: the Cohort Query Tool (CQT), i2b2, TriNetX, or OMOP/OHDSI. You can learn more about the tools here: https://msdw.mountsinai.org/

Q: What Data sources are available in the Data Warehouse?

A: There are over 25 different data sources feeding into the MSDW. There is a comprehensive list located here that provides background information on the different types of data that are available to you.

Q: How far back does the data go?

A: January 1st, 2003 is the cutoff date for data that is available in the MSDW. Please note that there are some limitations with older data.

Q: How often is the data refreshed?

A: The data in the MSDW is refreshed nightly.

Q: What data fields are available in MSDW?

A: There are many fields of information from which to select and our Data Analysts can help you to determine what will work best for your research. At a high level the MSDW offers clinical, billing and operational data

Also, please see our comprehensive list of data sources for more details here.

Q: Is there a centralized information point regarding all data available to Sinai researchers?

A: Yes, there is. You can browse here for more information on the data that is available in the MSDW.

Q: If I want identifiable data or a custom report, what should I do?

A: The MSDW team will work with our researchers to provide custom queries. You can open a ticket to request information here

Q: How much are the Data Warehouse services?

A: Custom queries with our analysts are charged back at a rate of $160 per hour. A fund number is required to get started. You can open a ticket to request information here. Please sure to budget for this when developing your grant applications.

Q: Do I have to give a fund number?

A: Yes, a fund number must be provided for all IRB Approved projects. Quality, process, financial improvement or similar (non-research) projects, are covered by combined Hospital/School support of the Data Warehouse. There is no chargeback to individual requestors for these types of projects. See the MSDW charge back policy here.

Q: What paperwork/approvals do I need for an IRB research project?

A: All IRB project requests should include an IRB approval letter and protocol document. You can learn more about the IRB process through the Office of Research Services here.

Q: Can I receive a cost and time estimate before agreeing to my data request?

A: Yes, cost estimates for approved projects will be provided to the user based on the complexity of the request, and the department’s charge back policy. Please note, if project specifications change, the final price may be adjusted.

Q: Can I submit a recurring request?

A: Yes, for recurring data delivery request, a new ticket must be created and submitted via JIRA which can be found here.

Q: Can I make changes to my data request requirements?

A: Yes, changes can be made to your data request. Please note that these changes may affect the cost and timeline of the original request.

Q: What if there is an issue with the data after my ticket has been closed?

A: If there is an issue with your data after your ticket has been closed, please open a new ticket for “existing reports” and provide the original request ticket number. You can do this here.

Q: When do I get my data?

A: Once you have approved the data during a meeting with your Data Analyst, an invoice will be emailed to you. Upon payment, you will receive the remainder of your data.

Q: How will my data be provided to me?

A: Data delivery methods conform to Mount Sinai IT Security Officer and Privacy Officer policies.

1. via Mount Sinai email
Data may be sent to MSDW users via internal Mount Sinai email without leaving Mount Sinai’s secured network. According to policy, these files are not encrypted.

2. via external email
Data may be sent to MSDW users via external email systems. All data sent via external email must be encrypted and password protected.

3. via shared drives
Files too large to be sent via email may be written to properly secured departmental shared drives. These files must be encrypted and password protected, to protect against inadvertent access by other users of the shared drives.

4. via FTP
Large files may be pushed via secured FTP verified user-supplied FTP servers. These files must be encrypted and password protected, to protect against inadvertent delivery to an unsecured or unintended FTP site.

5. via secured data media
Files may be delivered by copying to a secured encrypted thumb drive of a type authorized by the Mount Sinai IT Security Officer. When this type of device is utilized it must be hand-delivered to the intended user.

7. via Mount Sinai One Drive
Large files may be uploaded to Mount Sinai One Drive. These files must be encrypted and password protected, to protect against inadvertent delivery to an unsecured or unintended user.

6. Sending data externally
For cooperative research involving external collaborators or other institutions, data may be delivered to identified collaborators, provided that they are named in the research plan/IRB approval, and may be sent via any of the above methods.

User responsibility
It is emphasized in training, and reinforced when data is delivered, that users are expected to abide by Mount Sinai IRB and PPHS policy, HIPAA/Privacy regulations, and Mount Sinai IT Security policy, with regard to proper use of data and protection of PHI.

Q: What are ways I can meet with the MSDW team to discuss my needs?

A: If your request requires further clarification, the MSDW team is available to meet via Webex, in person and email. Please submit a support ticket here.

Q: Who can I contact if I have questions?

A: Please send a support request with your questions here.