Requesting Data

Before You Start

Review data request options
Learn about fees, timelines, and privacy requirements

How to Request Data

Complete the Data Request Form
Submit required documents (e.g., research ethics approval if applicable)
BORN reviews your request and will contact you for next steps

Data Request Options

If you need a custom report with aggregated, de-identified information to answer a specific question, this is considered an Aggregate Data Request.

Once the Data Request/Research Coordinator receives your completed inquiry form, they will review it and contact you to confirm any additional details.

Initial review: 6–8 weeks
Turnaround time: depends on the complexity of your request; an estimate will be provided after the review

Request Aggregated Data

Record-Level Data

A Record-Level Data Request provides individual-level, de-identified data for detailed research and analysis. This process is more complex than aggregate data requests and may take several months to complete.

Application Requirements

Submission of a research and analysis plan
Research Ethics Board (REB) approval
Iterative risk assessment of re-identification
Signed confidentiality agreements
A data sharing/research agreement between BORN and your institution

Timelines

Initial review: 6–8 weeks
Turnaround time: depends on the scope and complexity of the request; an estimate will be provided after review

Alternative Option

If researchers need record-level data but prefer BORN to conduct the analysis, BORN can complete the work internally and provide results as aggregate tables.

For cost details and further information, contact science@bornontario.ca

Request Record-Level Data

Datasets

BORN maintains two main types of datasets:

Historical Birth Record Data (fiscal 2006–2011)
Combined Maternal-Child Data (fiscal 2012 onwards)

When submitting a dataset request, you must specify which dataset you need.

Dataset Comparison

Feature	Historical Birth Record Data	Combined Maternal-Child Data
Time Period	Fiscal 2006–2011	Fiscal 2012 onwards
Data sources	Niday Perinatal Database; Ontario Midwifery Program Maternal Newborn Reporting System	BORN Information System (screening, pregnancy, complex pregnancy, birth, NICU, newborn screening)
Terminology	Older terms; not always aligned with current dictionary	Updated terms and data dictionary
Data elements	Limited; some not linkable to current elements	Expanded and standardized
Linkage	May not be possible to link some older elements to new dataset	Fully linkable within BORN system

Request Dataset

Data Costing Policy

BORN applies fees to recover the costs of preparing aggregate and record-level data for external requestors. Costs depend on the nature and complexity of the request and the time required by analysts to prepare the dataset or tables.

Cost Estimates

Provided after an initial consultation and assessment of your request
Can be used for grant applications, funded research projects, and QI/Policy work

What Costs Include

Opening of file and initial consultation
Data de-identification process
Analyst time for preparation and verification
BORN administrative fee

Reduced Fees

Reduced rates may be available for students without grant funding

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