Data Steward Registration
Introduction
This section is designed to outline the procedure for requesting creation of a Google Cloud Storage Bucket and identifying and registering an Organization’s Data Steward. The Google Cloud Storage Bucket is the place within the DRC system to which EHR data files will be uploaded. A Data Steward is the personnel who will upload Electronic Health Record (EHR) data files to the Data and Research Center (DRC) on behalf of their Organization.
The process applies to all program partner organizations that are responsible for sharing participant data (e.g., EHR) with the DRC. This document details the steps required to request creation of a Bucket and to register a Data Steward with the DRC.
Keywords
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SOP: Standard Operating Procedure
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DRC: Data and Research Center
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EHR: Electronic Health Records
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Bucket: Location within Google Cloud Environment where a site's data is stored
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Data Steward: Individual at an organization responsible for uploading EHR data
Responsibility
Each Organization tasked with uploading EHR data files or other Participant data to the DRC is required to request creation of a Bucket and register personnel who will fulfill the Data Steward role. The Data Steward is an individual at an organization responsible for uploading EHR data to their organization’s specified bucket within the DRC. An organization may designate a maximum of two (2) Data Stewards at a time in order to ensure backup coverage.
Each Organization is responsible for notifying the DRC in a timely manner whenever de-provisioning of Bucket access for a Data Steward or the organization is necessary. De-provisioning or the unregistration of personnel designated as Data Steward or of an organization itself is completed by sending an email to drcsupport@vumc.org. Data Steward(s) are responsible to adhere to the procedure outlined in this document.
Provisioning a PMI Ops Account for the Data Steward
Request creation of pmi-ops.org account for Data Steward(s) by filling out the REDcap form named DRC New User Request form. Access Managers at institutions should submit requests on behalf of data stewards and other users.
On the REDcap form, you must select for "EHR Data Steward" and will need to run and review the following below. All information is available on the New User Access form.
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Run the aou-ehr-file check on data and attach the results.html file generated to the REDcap form
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Signed copy of DRC IT Rules of Behavior for Privileged Use. Note that the entire document must be attached, not just the signature page.
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Attestation of completion of institutional general security training
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Signed copy of DRC Role Based Training
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HHS Information Security for IT Administrators & PMI DRC FISMA Contingency Plan and Incident Response Training should be completed and are attached at the end of this SOP
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Attestation that the Data Steward Knowledge Check has been completed. A score of 80% or higher is required to obtain Data Steward status (please refer to the Making a Submission before taking the knowledge check)
De-provisioning a PMI Ops Account
Request account to be de-provisioned by sending an email to drcsupport@vumc.org with the subject line “Account De-Provision.” Include the following information:
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Name of Organization or Individual to be de-provisioned.
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If it is an individual include a replacement contact.
Onboarding Deck (link)
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