The Database Monitoring sub-Group (DMsG) is a sub-group of PIAG. PIAG was asked to take over the functions of the Security and Confidentiality Advisory Group, which acted as 'gatekeeper' to data held in the Hospital Episode Statistics database and other national databases and to permit use of the National Strategic Tracing Service for purposes which fell outwith routine NHS uses. PIAG has delegated some of these functions to the DMsG.

Additionally, there have been legal changes to the role of the Office of National Statistics (ONS), and the NHS Central Register has moved from the ONS to the Information Centre for Health and Social Care. Consequently, PIAG has taken back the delegated authority previously given to the ONS Advisory Group for Medical Research (AGMR) with respect to flagging and tracing on the Central Register (previously NHSCR). This work has also been delegated to the DMsG. Both SCAG and the AGMR, have now been closed.

The intention is that applications should only be reviewed by one committee, either PIAG or the DMsG. The following table explains which type of application will be reviewed by which committee. Where the DMsG considers that there are particular issues that should be considered by PIAG, applications may be referred to PIAG.

Applications that need to be considered by PIAG will need to complete the PIAG application form in addition to HES or the MRIS application forms, where these apply. The Integrated Research Application System (IRAS) includes both PIAG and HES forms. These can be accessed at www.myresearchproject.org.uk. In due course it is hoped to include provision for MRIS approval within IRAS. Where applications need to be considered by PIAG and include HES data, the HES forms should also be sent to the PIAG Secretariat as well as to the Information Centre.

How to apply for HES data

More details of how you should apply for HES data, what application forms you need to complete and where they need to be sent can be found on the HES On-line website www.hesonline.nhs.uk along with details of what data items in HES are deemed sensitive and what are deemed identifiable. The HES application has also been included on IRAS, the Integrated Research Application System www.myresearchproject.org.uk.

How to apply for Central Register data

Applications should be made using the Information Centre's application form and submitted to the Information Centre. Please see www.ic.nhs.uk/mris for more information.
Where this includes registration data, the Information Centre will ensure that review is sought from the General Registrar's Office in the same way as previously undertaken by the ONS Medical Research Secretariat.

The ONS will continue to hold births and deaths data for statistical purposes, which may be of relevance to medical research. Advice about the type of data that will continue to be available to researchers from the ONS should be sought from the Mortality or Fertility teams at the ONS by emailing mortality@ons.gov.uk or fertility@ons.gov.uk, respectively. Where researchers wish to access only birth or death registration data and not NHS or other health data then applications should be submitted to the ONS for review by the General Registrar's Office.
ONS staff, Information Centre staff and PIAG Secretariat staff will share information relating to applications to facilitate the application process for applicants.

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