Oregon Integrated Client Services (ICS) Data

Department of Human Services (DHS) Oregon Health Authority (OHA) Office of Forecasting, Research, and Analysis (OFRA)

Individual-level data on clients served by most OHA and DHS programs. ICS compiles information from a variety of data sources and de-duplicates client records from within and across programs. ICS data include eligibility, enrollment, and service episode information in addition to geographic and employment information.

Unit of Observation:
Individual
Personally Identifiable Information Available for Linking:
Yes
Geography:
Oregon, United States of America
Years Available:
2000 - present
Cost:
Free
Frequency of Updates:
Monthly
Universe:

Individuals enrolled in most OHA and DHS programs or involved in the Oregon Employment Department or Oregon Housing and Community Services. See Feeder Systems on slide 9.

Access

Individual-level, de-identified ICS data are available to researchers by application. Researchers must submit an Information Access Agreement (IAA) to the Office of Forecasting, Research, and Analysis. Researchers may contact the ICS coordinator to begin this process. The ICS Data Use Committee reviews applications that include all relevant details of the research project, explicitly state how the research will support the missions of the DHS and OHA, outline why the data are necessary in order to conduct the research project, and describe how the data will be used. Researchers may need approval from an Institutional Review Board (IRB) and must agree to abide by DHS and OHA administrative policies. If researchers are interested in accessing data from the Oregon Employment Department through the ICS Data Warehouse, additional permissions must be obtained directly from the Oregon Employment Department.

Timeline for Access

After the establishment of a Data Use Agreement, receipt of ICS data should take approximately two weeks. The timeline for requests involving multiple data sources varies.

If the research project is completed within one year, all data must be destroyed or returned within 60 days of the project’s completion, and DHS and OHA must be notified. If the research project lasts more than one year, an alternate written agreement with DHS and OHA granting an extension is required.

Lag Time

Unknown.

Cost

There is no fee associated with accessing data from ICS.

Linking

Option One:

Researchers may request data based off a description of the desired sample. OFRA will send the file, excluding identifiers, back to the researchers.

This process is primarily available for small samples and may require additional Data Use Agreements with government entities that are smaller than the state.

Option Two:

  1. Researchers may have a third party* send a finder file to OFRA containing identifying information (e.g., name, date of birth, and Social Security number) on a defined list of individuals.

  2. OFRA will match third-party identifiers with the requested data and send the matched, de-identified information to researchers.

*Researchers may send the finder file themselves, however, this is not preferred by OFRA.

Identifiers Available for Linking

  • Date of birth
  • First and last name
  • Social Security number
  • OFRA will link on all of the identifiers provided above.

Linking to Outside Data Sources

OFRA will link data to outside data sources (e.g., All Payer All Claims database or Medicaid encounter data), but researchers will need separate DUAs with those agencies. The additional DUAs must include permission for OFRA to match the researchers’ data with the other requested data sources. 

Data Contents

ICS contains demographic, geographic, and employment information on clients of most DHS and OHA programs (e.g., Vocational Rehabilitation, Aging and People with Disabilities, Healthy Kids Connect, etc.) in addition to data from the Oregon Employment Department, Department of Corrections, and Oregon Housing and Community Services. Since the original function of ICS data was to inform caseload forecasting, the data is organized around service episode history. 

Partial List of Variables

Address, census tract ID, county ID, county name, state senate district, state congressional district, federal congressional district, school district ID, DHS district, age, rural/urban flag, homeless status, person type (e.g., head of household), date of birth/death, age at death, gender, race, ethnicity, preferred language, tribal affiliation, total earnings by quarter, hours worked per quarter, service start and end dates.

J-PAL Randomized Evaluations Using this Data Set

Unknown.

Last reviewed