Deposit Data
Are You Ready to Deposit Data to PCODR?
*Please note, data depositing is currently limited to PCORI Awardees.
Pre-Deposit: Meetings can be arranged with PCODR staff to ask any questions you may have regarding what needs to be deposited and what preparations are needed to have files ready to deposit (guided by the Checklist for PCODR Data Deposit). A Data Contributor Agreement (DCA) (docx), will be shared with Awardees and must be signed prior to submission of the Draft Final Research Report (DFRR). A Data Sharing Kick-Off Call will be held with Awardees and PCODR staff after DFRR submission to review data de-identification and preparation of the Full Data Package for deposition.
DCA Submission Instructions: The DCA should be processed through the Participating Awardee institution’s appropriate channel (such as the office of general counsel) and a signed version should be sent to [email protected] with the acronym PCODR in the subject of the message. If any edits are requested by the institution, please submit a tracked changes version of the DCA to [email protected] with the acronym PCODR in the subject of the message.
Deposit: This stage begins once the DCA is signed, Awardees have submitted their DFRR, and the Data Sharing Kick-Off Call has been held. Awardees will upload their datasets and associated files using ICPSR’s secure online deposit form.
Where Can You Find Help with Depositing Data to PCODR?
- Checklist for PCODR Data Deposit (PDF 124K) provides steps for preparing data for deposit.
- HIPAA Privacy Rule Checklist (Word 30K) provides tips for de-identifying data before deposit.
- Data Sharing Webinar [VIDEO] gives information on the PCORI Data Sharing Policy and a detailed overview of the Patient-Centered Outcomes Data Repository (PCODR).
- Demonstration of ICPSR’s New Data Deposit System [VIDEO] provides a quick tutorial on the online tool for depositing data.
- Data Deposit Roadmap provides an overview of the steps from pre-deposit through post-release of the data.
- Frequently Asked Questions include FAQs for PCORI grantees depositing data into PCODR.
- Additional help is arranged by contacting [email protected] with any questions about depositing.
Full Data Package: The Analyzable Data Set, Full Protocol, metadata, data dictionary, full statistical analysis plan (including all amendments and all documentation for additional work processes), and analytic code from a PCORI-funded research project. At present, all PCORI research awardees are expected to deposit full data package.
Data Deposit Roadmap: What Happens After You Deposit data to PCODR?
PCODR takes PCORI-funded data and makes it findable and reusable. Many people and processes are required to ensure not only that confidential data are handled responsibly, but that the data are readily available and usable to anyone, whether involved in the original study or not. After you submit your data to ICPSR the steps are:
Awardees meet with PCODR staff for an introductory call explaining the data deposition process. During the call the Checklist for PCODR Data Deposit will be reviewed and PCODR staff will describe how to prepare the Full Data Package for submission. Additionally, deidentifying data and the DCA are discussed.
- Note: A signed DCA should be obtained by the DFRR submission date prior to the data sharing kick-off call.
PCODR staff assists the awardee with the deposit, reviews the deposit to prepare for data processing/ enhancement (curation) and tracks and coordinates with the curation unit. PCODR staff determines if all parts of the Full Data Package have been deposited.
PCODR staff does an initial review which includes evaluating the quality and completeness of the data files and disclosure review to determine if there are disclosure concerns with the data.
PCODR staff discusses all evaluation and disclosure review findings with the awardee, requests any additional documentation or files and potentially returns the deposit to the awardee for further work.
PCODR staff creates the data-processing plan, develops studylevel documentation/ descriptors, processes the data and performs quality control reviews on the product.
In collaboration with the awardee, PCODR staff releases the study and its documentation, performs quality checks and announces the release. Study documentation will be released on the website and deidentified data will be available upon request through the Virtual Data Enclave (VDE).
PCODR staff provides approved users with technical support of the data, supplies restricted data applicant support, processes and monitors restricted use applications, performs study updates and processes data resupplies as needed. Step 7 does not represent the end of this cycle. When datasets are updated (e.g., series are added, etc.), awardees may re-enter the cycle at Step 2 or Step 4 depending on what type of study updates are being made.