1. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008 STEVE – Data Preparation Steps

2. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008

3. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008 Data Preparation Steps Step 1: Go to the NAPHSIS web site at www.naphsis.org and download the IJE file layoutswww.naphsis.org

4. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008  Under Resources, select the link for Inter-jurisdictional Exchange of Vital Records

5. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008  Then select the link at the bottom of the page: Process for Electronic Inter- Jurisdictional Exchange of Vital Records

6. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008  Choose the link for the file you wish to download (see IJE Mortality File handout)

7. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008  Determine which IJE file formats you plan to use 2003 Natality Pre-2003 Natality Mortality (combined) Fetal Death (new) ITOP (new) Marriage (future) Divorce (future)

8. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008 Data Preparation Steps Step 2: Create files in the IJE formats

9. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008  The first section of the birth, death and fetal death layouts is the same as the NCHS layout NCHS Standard Record Layout 14 N Date of Death--YearDOD_YR 52 A State of DeathDSTATENCHS Part 8 (from FIPS table 5-2) Note special codes for Canadian provinces: AB Alberta BC British Columbia MB Manitoba NB New Brunswick NF or NL Newfoundland and Labrador NT Northwest Territories NS Nova Scotia NU Nunavut ON Ontario PE Prince Edward Island QC Quebec SK Saskatchewan YT Yukon Territory

10. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008  Provide information for the additional data fields If they are in your database and if your laws and policies allow If you can’t provide the information, then leave the fields blank

11. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008  However, it is important to include the geographic information Geographic alpha descriptions for states, counties and cities Addresses and zip codes for the many jurisdictions that use GIS

12. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008 Data Preparation Steps Step 3: Determine which fields your jurisdiction can share With other jurisdictions With other public health programs With other organizations With researchers

13. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008  Review your jurisdiction’s current IJE Agreement data exchange requirements Review the addenda to your current agreement Review the IJE Agreement data sharing information on the NAPHSIS website

14. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008  Select the link at the bottom of the page: Signatory Info for 2005-2009 Inter-jurisdictional Exchange Agreement

15. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008  Then select 2005-2009 Jurisdictional Responses to see a cross reference table

16. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008  The following is a sample under birth programs and the Infant Death Review tab

17. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008  Under STEVE, all data sharing decisions will be at the data element level Use the draft worksheet from NAPHSIS to begin thinking about your data exchange rules and permissions Identify if each element can be shared or not with each designated recipient Conditions will no longer be attached to data or groups of data

18. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008 Data Preparation Steps Step 4: Prepare your systems to receive files in the various IJE formats

19. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008  Your time and effort to send and receive IJE files will pay off Eliminates data entry of the out of state records Provides more complete provisional resident data on a timely basis Helps jurisdictions that have automated the birth-death match

20. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008  Plan accordingly! Remember that you will be receiving births in two formats until all jurisdictions revise You will still have to exchange the “old” way with selected jurisdictions until everyone is a STEVE trading partner Take advantage of IJE Committee volunteers who can help you

21. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008  Take full advantage of STEVE to make your life easier! If possible, schedule the exports and imports to automatically run Trading partners will receive timely data without human intervention Set up mailboxes for the programs you normally give data to Avoid resource-intensive preparation of data extracts for your data users

22. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, Florida June 1–5, 2008 mark.miller@dhhs.ne.gov mark.miller@dhhs.ne.gov 402-471-0355