Data Portal

The Data Portal will offer confidential datasets that require SAMHSA approval for access to protect identifiable data from disclosure. We expect to reopen the Data Portal in the fall of 2017.

The Data Portal can only be accessed from approved computer location(s) and IP address(es) at researchers' organizations. Users are required to maintain the confidentiality of the data in the Data Portal. Researchers cannot transfer data into or out of the Data Portal.

All prior users who were approved and had already accessed the Data Portal at the time it went offline will continue to be approved to use the Data Portal. You will not need to reapply as long as certain criteria are met.

We encourage you to subscribe to SAMHDA news so that you get all the notifications and announcements about when the Data Portal will be ready and when the call for new applications is open.

What is the process for obtaining access to the Data Portal?

The process for obtaining access to the Data Portal will be as follows:

  1. A call for new applications to access the Data Portal will typically occur once per year, but that may vary. The call is open for a period of one month.
  2. During this period, users will apply online for access to the Data Portal and an online instruction manual will be available for users to follow.
  3. SAMHSA staff will review the applications and approve the appropriate applicants. An applicant can only be a U.S. government agency, university, or research organization. Applicants must respond to any inquiries from SAMHSA regarding the Data Portal application within a 3-week period.
  4. If given access, your institution and each member of the team must sign/execute an Affidavit of Nondisclosure.
  5. Each team member must complete the online training and become a designated CIPSEA agent. This must reoccur on a yearly basis to maintain access.
  6. SAMHSA will perform an on-site inspection of the institution.

What Documents Must be Filled Out When Applying for Online Access the Data Portal?

After your online application is granted preliminary approval, the receiving organization team must complete the training quiz and sign the following forms:

  1. The Blank DUA and Affidavit of Nondisclosure (Page 8) must be signed by the Principal Project Officer (PPO) and the legal department’s Receiving Organization Representative or someone legally authorized to sign on behalf of the applicant organization. The PPO also needs to sign and notarize Appendix C of this same form. This completed, signed, and dated form must be uploaded to the Data Portal application and the original must be mailed to SAMHSA.
  2. Appendix C is attached as a separate form because every member of the team must complete and notarize this form if they are NOT Federal employees. This form must be uploaded to the Data Portal application and the original must be mailed to SAMHSA.
  3. If team members are Federal employees, they must sign and date Appendix D (no notary needed). This form must be uploaded to the Data Portal application and the original must be mailed to SAMHSA.

Other documents:

  1. The Data Portal Confidentiality Procedures Manual describes the procedures that must be followed when using the Data Portal – please distribute to your team with Appendix C.
  2. The SAMHDA Data Portal Access Application Instructional Manual includes instructions on how to submit your application online.

What will happen when the Data Portal reopens?

We will first focus on previous users of the Data Portal and re-grant them access to the Data Portal. These are users who had access and had already used the Data Portal. Next, we will onboard researchers who had received prior approval for Data Portal access, but had not yet gained access. After we migrate all the previously-approved researchers into the newly-launched Data Portal, we will start the process of determining when the next call for new applications will be held.

We currently do not have a timeline on when the next call for new applications to the Data Portal will occur, but we expect it to take place in 2018 at the earliest.

What is the process if I had prior access to the Data Portal?

Prior users of the Data Portal will be contacted in batches, as described below:

  • The first batch will be those who already had access to the Data Portal and were already using the portal and have analysis files in the portal that will be restored for their use.
    • SAMHDA will automatically include the previous project information in the Data Portal, which must be reviewed and updated by the Principal Project Officer (PPO).
    • Login information for the application process will be sent to the PPO.
    • The institute must sign/execute a new Data Use Agreement with SAMHSA.
    • Team members must retake the training and sign the Data Use Agreement and CIPSEA designations.
  • The second batch will be those who had approval, but did not have prior access.
  • Once these two groups are successfully onboarded, a determination on when a call for new applications will be planned and an email will be sent to those subscribed to SAMHDA news.

We encourage you to subscribe to SAMHDA news so that you get all the notifications and announcements about when the Data Portal will be ready and when the call for new applications is open.

Will I have to download software to obtain access to the Data Portal?

We will notify you beforehand so that you can download the proper software, etc. in advance of the migration to the new Data Portal.

What are the differences between PDAS, RDAS, and the Data Portal?

PDAS
The Public-use Data Analysis System (PDAS) is an online analysis tool for users to analyze public-use data files (PUFs). This tool allows users to review study variables, run crosstab analyses, perform logistic regressions, and download the results of any analysis to CSV format.

RDAS
The Restricted-use Data Analysis System (RDAS) is an online tool that lets users output custom crosstabs using restricted-use NSDUH files (RUFs) that pass built-in confidentiality restraints. RDAS will be available to anyone who is willing to create a simple user account. It is similar to the publicly-accessible PDAS tool, except it is populated with restricted data, including certain geographic identifiers not available in the NSDUH PUFs.

The RDAS has most of the variables available on the full RUF, including state identifiers. All RDAS estimates use a minimum of two years of pooled data; single-year estimates are not available using RDAS. Only the NSDUH data will be available in the initial release of RDAS.

Data Portal
The Data Portal will offer confidential datasets that require SAMHSA approval for access to protect identifiable data from disclosure. The Data Portal grants access to the full restricted use file (RUF) for each year for the available datasets, including NSDUH, DAWN, medical examiner files, and clinical adult interviews.