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.

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: Request access to apply

If your project meets the criteria in Step 1, the project's principal investigator can request access to the electronic NDI application by filling out the form below and clicking “submit.”

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 for accessing the electronic application form.

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 electronic application

Follow the email's instructions to log into the application system. Enter all required information into the application. All NDI applications must include either a letter documenting a full review by your Institutional Review Board (IRB), an expedited IRB review, or an "exempt from review" IRB status.

When you have filled out the application, submit the draft.

The electronic system automatically assigns an NDI number to your application when you submit it.

You will receive an automated email to inform you of the NDI number. NDI staff also receive an update to let them know a new application has been submitted.

NDI staff will review the application and may ask the applicant to make revisions. Once the application is complete, 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)

NDI staff must approve any request for repeated searches of NDI data. NDI staff will request your assurance that no significant changes have taken place since the initial application approval. Examples of significant changes are a new principal investigator, new funding source, or another party receiving identifiable data. If a significant change has occurred, then you must update your existing NDI application before a repeat search request will be approved.

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. The principal investigator must verify within the NDI Portal that no significant changes have occurred, and if so, revise and submit appropriate documentation. All applicants must upload the most current IRB approval letter.

Once the application is unlocked, your principal investigator must use the NDI Portal to—

• Verify that no significant changes have occurred since the original application was submitted
• Revise and submit appropriate documentation
• Upload the most current IRB approval letter
• Resubmit the application

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