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Submissions :: Protocol review process :: Expedited/Exempt Review :: Exemption :: Archival Data :: Private records

Private Records

Private records are data that were not collected with the intent to conduct research, but instead exists for the purpose of collecting information on individuals for the individual’s own sake.  For example, student records, medical records, credit histories, etc, are private records that are maintained by agencies other than the individual but contain personal information about the individual.  Some of these records are collected by government agencies and by law are accessible to the public, thus they fall under the publicly-available data sets category.  Private records are governed by privacy laws and regulations, thus requiring special permission to access the records as well as additional safeguards for using the data.  This section will look specifically at student records and medical records*, two types of private records that are regularly requested for research.  However, other similar types of records require that the researcher identify the procedure for obtaining access to the records and describe the safeguards for using this information.  Private records generally require permission to access the data and the Board will need to know that you will obtain (or have already obtained) proper permission to access the data.  If you have access to the data as part of your profession, you will need to obtain permission to use it for your research.  These records can still qualify for exemption if the data are received stripped of identifiers.

*Please note that the IRB-SBS does not review studies that obtain information from medical records. All studies involving medical records are reviewed by the IRB-HSR.

Section Topics

Medical records and HIPAA
Student records and classroom data

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