Creating a De-Identified Data Set

If a data set is appropriately de-identified in accordance with HIPAA, the data set is no longer subject to HIPAA.  The Health Information Privacy & Compliance Office and the IRB strongly encourage the use of de-identified data sets whenever possible.  To create a de-identified data set that meets HIPAA standards, the following identifiers of individuals or of relatives, employers or household members of the individual must be removed, and there can be no knowledge that the de-identified information can be used alone or in combination with other information to identify the individual:  

  •  Names;
  •  All geographic subdivisions smaller than a State, including street address, city, county, precinct, zip code, and their equivalent geocodes (except that the initial three digits of a zip code may be used if, according to the current publicly available data from the Bureau of the Census, the geographic unit formed by combining all zip codes with the same three initial digits contains more than 20,000 people AND the initial three digits of a zip code for all such geographic units containing 20,000 or fewer people is changed to 000)
  •  All elements of dates (except the year) for dates directly related to an individual, including birth date, admission date, discharge date, date of death; and all ages over 89 and all elements of dates (including the year) indicative of such age, except that such ages and elements may be aggregated into a single category of age 90 or older;
  •  Telephone numbers;
  •  Fax numbers;
  •  Electronic mail addresses;
  •  Social security numbers;
  •  Medical record numbers;
  •  Health plan beneficiary numbers;
  •  Account numbers;
  •  Certificate/license numbers;
  •  Vehicle identifiers and serial numbers, including license plate numbers;
  •  Device identifiers and serial numbers;
  •  Web Universal Resource Locators (URLs);
  •  Internet Protocol (IP) address numbers;
  •  Biometric identifiers, including finger and voice prints;
  •  Full face photographic images and any comparable images; and
  •  Any other unique identifying number, characteristic, or code (except as permitted for purposes of reidentification as explained below)

A code or other means of record identification may be assigned to allow information de-identified to be re-identified, provided that such code or record identification:

  • is not derived from or related to information about the individual;
  • is not otherwise capable of being translated so as to identify the individual; 
  • is not used or disclosed for any other purpose, and
  • does not disclose the mechanism for re- identification