steve – data preparation steps

2008 NAPHSIS Annual MeetingCelebrating 75 Years of ExcellenceOrlando, Florida June 1–5, 2008

STEVE – Data Preparatio

n Steps


Data Preparation Steps

Step 1: Go to the NAPHSIS web site at www.naphsis.org and download the IJE file layouts


Under Resources, select the link for Inter-jurisdictional Exchange of Vital Records


Then select the link at the bottom of the page: Process for Electronic Inter-Jurisdictional Exchange of Vital Records


Choose the link for the file you wish to download (see IJE Mortality File handout)


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)



Step 2: Create files in the IJE formats


The first section of the birth, death and fetal death layouts is the same as the NCHS layout

NCHS Standard Record Layout

1 4 N Date of Death--Year DOD_YR

5 2 A State of Death DSTATE

NCHS 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 TerritoriesNS Nova ScotiaNU Nunavut ON Ontario PE Prince Edward Island QC Quebec SK Saskatchewan YT Yukon Territory


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


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



Step 3: Determine which fields your jurisdiction can share With other jurisdictions With other public health programs With other organizations With researchers


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


Select the link at the bottom of the page: Signatory Info for 2005-2009 Inter-jurisdictional Exchange Agreement


Then select 2005-2009 Jurisdictional Responses to see a cross reference table


The following is a sample under birth programs and the Infant Death Review tab


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



Step 4: Prepare your systems to receive files in the various IJE formats


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


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


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


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steve – data preparation steps

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