Data Matching Process:
Once a request has been approved and data sharing agreements have been signed, agency Data Stewards assemble the requested datasets.
These datasets are separated into two files. One file is used for matching purposes and includes only identifying fields like name and date of birth. The other file fulfills the request and contains demographic data, enrollment, completion and other requested records. The matching files are sent separately to the Data Integration Hub for matching, removal of identifiers and the creation of link tables. The other file - "analytic file" - is sent to the Operating Group for disclosure review, data quality reporting.
The files with the matching data are destroyed once the linkage has been approved and generic group numbers and fake ID numbers are in place. The process protects individual privacy by separating the data at all stages of the process, by using meaningless fake record numbers, and by destroying the data used to create the links.
Data recipients are given access to the matched, de-identified records and the link tables for analysis.