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If you, as a researcher, need to send research health data generated within UVA to an organization outside of UVA, you will need to first work with UVA SOM Office of Grants & Contracts to establish the proper legal agreement. Additionally, prior to sending datasets, a researcher must obtain certification of the actual data.

PLEASE NOTE: The Data Certification process is available for actual data only, which The Research & Clinical Trial Analytics Team (RCTA) Team must review IN FULL. We do not certify lists, data elements, or descriptions of data that will be collected, or descriptions of data that have already been collected, in lieu of reviewing and certifying actual data. If the data file is too large to email, please reach out to the RCTA Team for assistance.

To request data certification, download and complete the document attached (linked to the right) including both the sending and receiving information. Send an email to ResearchData@uvahealth.org with the full data set and completed document. The RCTA Team will analyze and respond back with a certification document (PDF) that the dataset is one of the following:

• De-identified Dataset
• Limited Dataset
• Identifiable Dataset

If our preliminary discussion or examination finds the full dataset too large for our timely and efficient review, we will request a subset of the data to be submitted rather than the entire data set.

This certification must then be sent by the researcher to the UVA Grants & Contracts Office prior to the data leaving UVA.

This portal page provides further information about patient identifiers as well as a link to government resources.