Data Preparation and Submission Schedule

DOE-STD-1190-2007

4.2 Data Preparation and Submission Schedule

Participating sites generate a complete, unabridged roster as of January 1 of each calendar

year and generate updated rosters each quarter. Quarterly updates are generated

approximately April 1, July 1, and October 1 of each year. Updated rosters may be

submitted more frequently at the site's discretion. Arrangements for roster submissions on

an alternative schedule must be made with the Data Center. Illness and injury data including

selected information about various types of adverse health events must be reported monthly

to the Data Center. Submissions are due at the Data Center by the 15th day of the following

month; however, as stated previously, some sites have made arrangements to submit their

data on a different schedule depending on their internal data capture systems. OSHA data

are also submitted on a monthly basis when the site elects to capture these data directly from

a source in their Safety organization. If annual CAIRS data submissions are substituted,

only an annual submission is expected in conformance with the CAIRS program's data

submission requirements.

4.3 Worker Confidentiality Protection

All data submitted to the Data Center contain unique, coded identification (ID) numbers to

link the records of a particular worker. Each site should assign every worker on the roster a

unique, permanent, coded ID number to protect the confidentiality of the worker included in

the database. Only this coded number is used to identify data pertaining to the worker.

Names, Social Security numbers, or other personal identification information will not appear

in the Illness and Injury Surveillance database. Encoding an identifier should not be based

on overly simplistic schemes, such as the reversal of the social security number, and must

not produce duplicate identifiers. Moreover, the encryption scheme should not be based on

an identifier such as a personnel number that is subject to change if there is a change in

contractors. Only one worker may be assigned to an identification number. If the worker

leaves the workforce, the identification number cannot be reassigned to a different

individual. A former worker returning to the workforce should be reassigned his/her

original identification number. Both numeric and alphanumeric identifiers are acceptable.