"How long will it take to get data?" is a common question that is asked of Population Data BC (PopData). There is no simple answer to this question as it depends on many factors.
PopData has been working with Data Stewards to reduce wait times by:
- Developing strong agreements, policies and frameworks clarifying the roles and processes involved in application receipt and approval.
- Moving the coordination and intake of applications to PopData so that there is a single hub of communications.
- Providing researchers with technical support in defining study populations.
- Developing policies and support systems to aid researchers in the completion of DARs prior to submission.
Requirements that will likely increase your wait time to receive data
- A Request involving multiple external data providers (which will require multiple data agreements).
- A Request with an externally derived cohort, e.g. the external provider will be sending cohort to PopData.
- Data sets requiring Data Stewardship Committee (DSC) approval: e.g. PharmaNet, Covid-19 data sets, etc.
Common causes of delays
Common causes of delays in the application process are listed below, with advice on what a Researcher can do to minimize delays.
- An incomplete DAR
Incomplete DAR applications cannot be reviewed by Data Stewards. Use DAR help when filling out the DAR.
What you can do
- Submit to Data Access Unit (DAU) for review before Data Stewards.
- Work with DAU on completing the DAR Provide all supporting documents and attachments.
- Request only data needed for the analysis; be ready to provide justifications.
- Inconsistencies in the DAR package
Inconsistent information in the DAR and appendices raises concern by Data Stewards and cannot be submitted for review.
What you can do
- Scan ALL supporting documents for consistent titles, date ranges, study population descriptions, etc. and update them.
- Modifications submitted prior to approval
Modification to the original request post-submission requires full re-consideration of the project by all Data Stewards.
What you can do
- Work with the DAU to ensure that you have requested the data that best answers your research question(s) at the outset.
- Wait until all outstanding ideas and questions have been answered/included before submitting your DAR.
- Researcher response time
The request for information signals that the project is actively being reviewed. If there is a delay in response, the focus may move to another project.
Projects automatically become inactive with extended non-response. For further information, go to: Researcher response times.
What you can do
- Answer emails as soon as you are able, or communicate expected delays.
- Request assistance or clarification from the DAU if a request for information is unclear Document communications you receive regarding your project.
- Project information not updated with the DAU
As the coordinator of applications, the DAU needs to be able to assure all Data Stewards that they are all reviewing the most up-to-date materials.
Late discovered information may require re-review by Data Stewards.
What you can do
Notify the DAU immediately of:
- Any change in the status of approvals.
- Any change to external applications.
- Any change in the status of REB approvals.
- Funding changes.
- Any other change you think may affect your project.
- Sensitive / identifiable data requested
The more sensitive the request for information, the greater level of scrutiny the request undergoes.
What you can do
- Ensure you ask for the minimum data required to answer your research question(s).
- Ensure there is comprehensive justification for requests. This may include a field by field justification.
- Time period of requests
Requests for current data can be made up to the end of the current fiscal or calendar year. However PopData receives data updates with a lag time of one year or more.
What you can do
- Ask your Data Access Unit contact when the current-year data is expected before including it in an application.
- External data requests/external study population/cohort
Extracts cannot be actioned until receipt of the external study population/cohort.
What you can do
- Ensure that the DAU has the up to date contact information for external Data Stewards involved in your project.
- Work with the DAU and external Data Stewards to clearly outline the linkage strategy for the project.
See also: Researcher response time
