How to apply for data

Getting started

Accessing administrative data is highly complex, however all projects are assigned a request coordinator to support the application process from start to finish. 

To get started, applicants should contact the ISPD Client Services team to establish:

• Purpose: Initial contact between the applicant and the Department will assist with the identification of data requirements and assessment of whether the request is viable. 
• Support: If viable, a Request Coordinator from the ISPD Client Services team will be assigned to the project to guide applicants to devleop a draft application. This draft is essential to progress the application process. 
• Scope: Applicants may seek linked data for research or non-research purposes. See below for more information. 

Non-research applications

Applicants seeking data for non-research purposes, including operational, policy, planning or evaluation activities, are advised to contact ISPD Client Services. 

Non-research applications must obtain the relevant data custodian approvals for use and undergo goverance checks to ensure appropriate data handling and compliance.  

Research applications

Applicants seeking data for research purposes are advised to contact the ISPD Client Services team via the research pathway.

Research applications are designed for projects that aim to generate knowledge, such as:

• academic studies,
• clinical trials,
• or population health research.

To understand more about the stages of the research application process, applicants are encouraged to familiarise themselves with the Roles and Responsibilities document, which outlines key requirements and approval stages. 

These applications require ethics approval and compliance with research governance frameworks. Applicants will need to prepare a draft application, including an Application for Data Form, a Data Management Plan and variable lists for all requested datasets. These required documents can be found in 'Data Forms'. 

The Department of Health charges a fee to provide data linkage services for research projects. Charges for Data Linkage Services and information on how requests for WA Health system data are prioritised is outlined in the Prioritisation and Costing Framework (PDF, 363 KB).

This framework applies to all requests for WA health system data and is intended to provide all stakeholders with key information regarding the Department of Health’s prioritisation and costing approach.

In recognition of the system-wide benefits of providing data services to generate evidence and inform service planning and policy, the Department of Health does not recover the full costs of providing data linkage services.

Funds derived from these charges assist in supporting staff and equipment used for the on-going development of the WA Data Linkage System.

Price Estimate Calculator

The Price Estimate Calculator provides a preliminary cost estimate for accessing data through the Data Linkage Services within the WA Department of Health.

Researchers can use this calculator for:

• grant applications – helping to budget for research proposals
• financial feasibility – assessing project affordability
• project scope – estimating costs based on study design

Please note that cost estimates are intended to serve as a general guideline, and estimates are based on a self-assessment of your project requirements. More precise quotations will be provided to prospective applicants during the expression of interest phase.

The provision of a cost estimate does not constitute approval of the project, and does not include an assessment of the feasibility of the study. This can only be determined during the 'Data Custodian Feasibility Assessment' stage of the Data Linkage Services application process.

If you require linkage of external datasets, you are encouraged to contact the client services team or the relevant data linkage unit. If you have queries about the Price Estimate Calculator, please use the FAQs button in the calculator, or contact the ISPD Client Services team for assistance.

Applicants should familiarise themselves with the Research Data Services Roles and Responsibilities guide.

This document outlines stakeholder duties in facilitating access to data for research purposes, and the activities or approval requirements for each stage of the process, including researcher responsibilities throughout the application process.

For an overview of the activities and interdependent approval requirements, see the ‘Data applications for research purposes’ flowchart.

With the right approvals, data from the WA Department of Health is available for both research and non-research related purposes.

We strongly recommend reading the 'WA Health Data Linkage Services - Limitations and Suitable Use of Linked Data' document prior to applying for data. 

Accessing administrative data for research is highly complex. All projects are assigned a request coordinator to support the application process from start to finish.

Ethical approval

Application for ethical review (WA Health Central Human Research Ethics Committee)

WA Health Ethics forms and other ethics documentation (e.g. amendments, confidentiality declarations) are submitted via the WA Health Research Governance Service (RGS).

Visit the WA Health Central Human Research Ethics Committee to learn more about ethical approval for research projects. 

Research governance approval

Research projects that involve health information from the WA Department of Health’s data collections must undergo site-specific assessment through the WA Department of Health Research Governance Office (RGO). Site authorisation from the Director General (DG) or relevant delegate must be received before data is accessed, used, or disclosed for research.

Site-specific assessments ensure that the principles, requirements, and standards of research set out in the National Health and Medical Research Council's (NHMRC) Australian Code for the Responsible Conduct of Research (2018) are met. 

Governance reviews are crucial in ensuring responsible research conduct, participant safety, data privacy, financial integrity, and compliance with legal and regulatory standards. 

You can read more about governance review criteria at WA Health Research Authorisation and Monitoring Forms Guidelines. Further information is available via RGS.