Apply to Use NDI

Application process

The service provided by the National Death Index (NDI), part of the National Center for Health Statistics, is available solely to researchers. They can use NDI data only for statistical purposes in public health and medical studies.

To receive NDI services, researchers must first be approved by an independent advisory board. Applications are submitted through the NDI Portal, an electronic system which applicants can access after creating an account.

Step 1: Check your eligibility

Before you apply, make sure your project is eligible. Carefully read the eligibility requirements and use them to evaluate your project. If you determine that your project meets the requirements to access NDI data, proceed to Step 2.

Step 2: Create an account to access the NDI Portal

To access the NDI Portal, the project's principal investigator must create an account by filling out the form below and clicking "submit." Criteria in Step 1 must first be met.

By submitting this information, you are requesting access to a U.S. government-owned computer system. You will receive further information via email.

Step 3: Monitor your email for an invitation

NDI will reach out with further instructions.

You'll receive an invitation to register from "SAMS-No-Reply (CDC)." If you have not received an email within three business days, please check your spam folder.

Missing your invitation?
If you have checked your spam folder and still haven't received the expected email, please contact NDI staff at 301-458-4444 or ndi@cdc.gov. Please include your first and last name, and the email and phone number used in your access request.

Step 4: Submit your application

Follow the email's instructions to log into the NDI Portal. Fill out the entire application by providing answers for every question and including all required documentation.

Once finished, submit the draft and an NDI application number will be automatically assigned and emailed to you by the NDI Portal. NDI staff will also be notified that a new application has been submitted.

NDI staff will review the application and may ask the applicant to make revisions. Applicants must complete the application, and submit all required documents, before it will be shared with an independent NDI Advisory Board for review and comment.

The application review process can take approximately 2–3 months.

Step 5: Prepare and send your files

While your application is under review, you can prepare your study subjects' records for submission.

Carefully follow the instructions in Chapter 2 of the User's Guide.

When the application is approved, your project's principal investigator or project director will receive an approval package with all forms and worksheets needed for the search.

File specifications

You can provide your files using a CD or our secure File Transfer Protocol (sFTP) site. Files must be password-protected using self-decrypting software, such as PointSec, PGP, 7-Zip, or WinZip. Email ndi@cdc.gov if you need to make other arrangements to transmit your information.

Along with your files, you also must complete and submit—

• A separate NDI Transmittal Form for each file.
• A Worksheet for Calculating NDI Charges.

Files being provided on a CD must be sent via overnight mail. Please email your tracking number to ndi@cdc.gov so that we can verify shipment and delivery. Send the password to open your encrypted files in a separate email.

Step 6: Receive and assess your results

NDI staff usually return your encrypted NDI search results and your original data files to you within two weeks of file submission.

Important note

Use your own assessment criteria or the suggested NDI assessment criteria to assess your results and identify the "true matches." A true match is the one that is likely to be correct for a given subject. It is your responsibility to determine which, if any, of the possible NDI matches is the correct match.

You have the option to purchase death certificates on your own directly from state vital statistics offices. You can use this option for all true matches. You also can use this option to make decisions about questionable matches, but the ultimate decision about what is "questionable" is yours.

Step 7: Repeated searches (excluding reruns)

Repeated searches (excluding reruns) of NDI data must be approved by NDI staff. If your project would like to request a repeated search, the project's principal investigator must send an email to ndi@cdc.gov for the application to be unlocked.

Once the application is unlocked, the principal investigator must verify within the NDI Portal that no significant changes have occurred. If there were any changes, the application must be revised and the appropriate documentation provided. All applicants must upload the most current IRB approval letter and resubmit the application for review.

Find detailed information about repeated use of NDI data on page 4 of the application criteria document.