Clearance process

Access to the National Health Data Hub (NHDH) Secure Access Environment, including the Research Only Network (RON) and the Secure Environment for Analysing Data (SEAD), is provided through a virtual desktop. These virtual desktops do not allow file import or export without prior approval from the AIHW NHDH data custodian.

Analysts wishing to ingress and egress content through RON and SEAD must submit requests through the AIHW ICT service desk. Internal AIHW users must raise a ticket via the ICT service desk. External (non-AIHW) RON and SEAD users must email the AIHW ICT Secure Environments at [email protected]. The service desk ticket creates the appropriate approval workflow and tasks to the relevant personnel to action the request.

Input vetting clearance process in RON and SEAD

Analysts wishing to ingress their own data, code or files into the RON and SEAD must send the files along with the input clearance briefing through the AIHW ICT Secure Environments Team at [email protected].

For AIHW internal RON and SEAD users, an ingress request must be submitted through the ICT Service Catalogue, where a ticket will be created. Choose either the ServiceDesk RON menu or the ServiceDesk SEAD menu to fill out an ingress form. Ensure that you provide as much information as possible to the request, specifically the project that you are working in and the identity of the data custodian(s).

The service desk will email you an acknowledgement that the ticket is created, including a ticket reference. The service desk will assign your request to the data custodian to review the file(s) and either approve, reject, or ask for further information. Once the ticket is approved, your files will be moved to the Ingress Approved folder in either RON or SEAD under your Project and User ID folder so you can access them.

For non-AIHW RON and SEAD users, please follow these steps:

  1. Please email the AIHW ICT Secure Environments Team at [email protected].
  2. Ensure the subject line includes RON/SEAD - Ingress Request - <ProjectID><ProjectName>
  3. Attach the file(s) to be ingressed to the email.
  4. Include any relevant additional documentation, such as:
    • Project Name
    • Researcher ID
    • Input clearance briefing document see Attachment 11 [Docx 45kB]
    • Purpose, range, and nature (if applicable)
    • Description of the file
    • Date required

An email will be generated and sent to you as confirmation that the request was received. The request will then be sent to the data custodian for consideration. Upon the data custodian's decision, you will be notified by email. Any approved files will be transferred to the project directory folder.

 Output vetting clearance process in RON and SEAD

Analysts wishing to egress their research outputs or codes out of the RON and SEAD, must send the files along with the output clearance briefing through the AIHW ICT service desk. 

Output vetting checking guidelines

Vetting checks are required to be implemented on outputs that are requested for release from NHDH. These checks include but are not limited to:

  • Demographic disaggregation presented in the output are consistent with those outlined in the project proposal.
  • Counts between 1 and 10 have been suppressed (this includes the suppression of measures, for example, rates, with underlying counts between 1 and 10).
  • National level data needs to be checked to see if a state or territory is dominating the cell contribution, and state or territory level data needs to be checked to see if a hospital is dominating the cell contribution.
  • Minimum geographic area to be released is SA3.
  • Denominator populations for geographical units, by demographic specifications (for example, age and sex), must be greater than 1,000. Analysts must ensure compliance of reporting unit rules for each geographical unit.
  • Consequential suppressions have been applied to ensure that suppressed data cannot be derived from totals, and/or from data in other cells and/or tables.

For more detailed guidelines, please refer to Attachment 10: Output clearance request briefing AIHW National Health Data Hub [Docx 56kB].

For AIHW internal RON and SEAD users, an egress request must be submitted through the ICT Service Catalogue, where a ticket will be created. Choose either the ServiceDesk RON menu or the ServiceDesk SEAD menu to fill out an egress form. Ensure that you provide as much information as possible to the request, specifically the project that you are working in and the identity of the data custodian(s).

The service desk will email you an acknowledgment that the ticket is created, including a ticket reference. The service desk will assign your request to the data custodian to review the file(s) and either approve, reject, or ask for further information. Once the ticket is approved, your files will be moved to the Egress Approved folder in either RON or SEAD under your Project and User ID folder so you can access them.

For non-AIHW RON and SEAD users, please follow these steps:

  1. Move the data file(s) requiring egress to a folder in the Output drive in your project. The name of the folder should be the same as your SEAD logon username.
  2. Please email the AIHW ICT Secure Environments Team at [email protected].
  3. Ensure the subject line includes RON/SEAD-Egress request- <ProjectID><ProjectName>
  4. Attach any relevant documentation to the request including (if required):
    • Egress request forms, see Attachment 10
    • Weighted outputs: including the unweighted frequencies in the output.
    • Graphs/charts: including the underlying numbers used to produce the graphs/charts
    • Any relevant code and log files
    • Description of the Output and analysis
    • Date required.

An email will be generated and sent to you as confirmation the request was received.

The request will be sent to the data custodians for approval, and you will be notified of when the request has been assessed. The SEAD Administrator and/or data custodian may contact you for additional information, if required. 

Outputs generally take 3-5 business days to be cleared if all the rules have been followed. Outputs where the rules have been improperly applied will take longer. Large outputs will also take longer, and it is advisable to email the NHDH inbox for curators to anticipate large volume of work. To minimise clearance time, ensure that requests contain only necessary outputs, and the rules have been correctly applied.

NHDH Third-party release process

The purpose of this request is to seek approval for analytical outputs that have been previously approved from the secure access environment to be shared publicly. Once approved, the outputs can be used in reports, presentations or content can be published and be shared with a broad external audience.

  • Analysts need to send a third-party release briefing (Attachment 8) and all relevant release materials to [email protected] for review and clearance by the NHDH data custodian.
  • For projects where state/ territory data is presented in outputs, approval from the NHDH Advisory Committee and/or data custodian will be required. This includes drafts and final reports. Other draft outputs will be provided to the NHDH Advisory Committee for information after being cleared by the NHDH data custodian. Please refer to the Governance protocols for more information.

Outputs relating to First Nations peoples

For projects producing outputs that may relate to First Nations peoples, including projects not classified as First Nations focussed projects, please also refer to: NHDH First Nations Communication Guide [PDF 195KB]. This guide can also be found on our Resources - Australian Institute of Health and Welfare webpage.