Alcohol and Other Drug Treatment Services National Minimum Data Set 2010–11
Specifications and collection manual
May 2010

The Australian Institute of Health and Welfare is Australia’s national
health and welfare statistics and information agency. The Institute’s mission is
 better information and statistics for better health and wellbeing.

© Australian Institute of Health and Welfare 2010

This work is copyright. Apart from any use as permitted under the Copyright Act 1968, no part may be reproduced without prior written permission from the Australian Institute of Health and Welfare. Requests and enquiries concerning reproduction and rights should be directed to the Head, Media and Communications Unit, Australian Institute of Health and Welfare, GPO Box 570, Canberra ACT 2601.

This publication is part of the Australian Institute of Health and Welfare’s Drug statistics series. A complete list of the Institute’s publications is available from the Institute’s website <www.aihw.gov.au>. 

ISSN 1442 7230
ISBN 978 1 74249 036 6
Suggested citation 
Australian Institute of Health and Welfare 2010. Alcohol and Other Drug Treatment Services National Minimum Data Set 2010–11: specifications and collection manual. Drug statistics series no. 24. Cat. no. PHE 125. Canberra: AIHW.
Australian Institute of Health and Welfare 
Board Chair
Hon. Peter Collins, AM, QC

Director 
Penny Allbon

Any enquiries about or comments on this publication should be directed to:
Dr Rob Hayward
Drug Surveys and Services Unit
Australian Institute of Health and Welfare
GPO Box 570
Canberra ACT 2601
Phone: (02) 6244 1000
Email: rob.hayward@aihw.gov.au 

Published by the Australian Institute of Health and Welfare
Please note that there is the potential for minor revisions of data in this report.
Please check the online version at <www.aihw.gov.au> for any amendments.

Contents
Abbreviations
Summary
1	Introduction
1.1	How to use this document
1.2	Why do we need a national collection?
1.3	Brief history of the national collection
1.4	Roles and responsibilities
IGCD AODTS–NMDS Working Group
Related groups
Government health authorities
Alcohol and other drug treatment providers
Australian Institute of Health and Welfare
2	Scope of the AODTS–NMDS
2.1	Which agencies?
Included
2.2	Which clients?
Included
Excluded
2.3	Which activities?
Included
Excluded
3	What’s new for 2010–11?
3.1	Changes in 2010–11
4	AODTS data items
4.1	Overview of data items in the NMDS
4.2	Key definitions
4.2.1	Episode of treatment for alcohol and other drugs
4.2.2	Episode of treatment for alcohol and other drugs—treatment commencement date
4.2.3	Episode of treatment for alcohol and other drugs—cessation reason
4.3	Establishment-level items
4.3.1	Establishment identifier
4.3.2	Australian State/Territory identifier (establishment)
Additional information for AODTS–NMDS data collectors
4.3.3	Establishment sector
4.3.4	Region code
4.3.5	Establishment number
4.3.6	Geographical location of service delivery outlet
4.4	Episode-level items
4.4.1	Client type (alcohol and other drug treatment services)
4.4.2	Country of birth
4.4.3	Date of birth
4.4.4	Date of cessation of treatment episode for alcohol and other drugs
4.4.5	Date of commencement of treatment episode for alcohol and other drugs
4.4.6	Indigenous status
Additional information for AODTS–NMDS data collectors
4.4.7	Injecting drug use status
4.4.8	Main treatment type for alcohol and other drugs
4.4.9	Method of use for principal drug of concern
4.4.10 Other drug of concern
4.4.11 Other treatment type for alcohol and other drugs
4.4.12 Person identifier
4.4.13 Preferred language
4.4.14 Principal drug of concern
4.4.15 Reason for cessation of treatment episode for alcohol and other drugs
4.4.16 Sex
4.4.17 Source of referral to alcohol and other drug treatment service
4.4.18 Treatment delivery setting for alcohol and other drugs
4.5	A summary of data element changes
5	Collection procedures, data quality and validation checks
5.1	Collation of the national data set
5.2	Data transfer
Service providers to health authorities
Health authorities to AIHW
File format
File transfer method
File content
Accompanying information
File specification
AIHW contacts for further information on file transfer
5.3	Data quality
General checks that should be conducted
5.4	AIHW validation checks
6	AODTS–NMDS privacy and data principles
6.1	Introduction
6.2 	Relevant background material
Privacy Act and Information Privacy Principles
Relevant AIHW data policies
Relevant state and territory policies and practices
6.3	Responsibilities and principles
Responsibilities of the treatment agencies
Responsibilities of the jurisdictions
Principles
7	Data release guidelines for the AODTS–NMDS
7.1	Purpose
7.2	Background
7.3	Options for access to unpublished data
7.4	Requests to AIHW for summarised national data
7.5	Requests to AIHW for access to unit record data in the national database
7.6	Requests to states and territories for summarised or unit record data
Release of summarised state and/or territory data
7.7	Requests from states and territories for the full data extract including NGOTGP agency data
7.8	Requests from the AODTS–NMDS Working Group to explore data at meetings
7.9	AIHW charging policy for ad hoc information services
7.10	Data access forms
7.11	Other alcohol and other drug data
Appendix 1: A history of data element changes
Appendix 2: Members of the IGCD AODTS–NMDS Working Group
Appendix 3: Australian Standard Geographical Classification
Appendix 4: Standard Australian Classification of Countries
Appendix 5: Australian Standard Classification of Languages
Appendix 6: Australian Standard Classification of Drugs of Concern
Appendix 7: Steps for protecting privacy
Appendix 8: Privacy and the AIHW
Appendix 9: National Aboriginal and Torres Strait Islander Health Data Principles
References
List of tables

Abbreviations
ABS	Australian Bureau of Statistics
AHMAC	Australian Health Ministers’ Advisory Council
AIHW	Australian Institute of Health and Welfare
AOD	Alcohol and other drugs
AODTS–NMDS	Alcohol and Other Drug Treatment Services National Minimum Data Set
ASCDC	Australian Standard Classification of Drugs of Concern
ASCL	Australian Standard Classification of Languages
ASGC	Australian Standard Geographical Classification
IGCD	Intergovernmental Committee on Drugs
IPPs	Information Privacy Principles
METeOR	AIHW’s Metadata Online Registry
NDARC	National Drug and Alcohol Research Council
NEHIPC	National E-Health Information Principal Committee
NHDD	National health data dictionary
NHIA	National Health Information Agreement
NHIMG	National Health Information Management Group
NHISSC	National Health Information Standards and Statistics Committee
NLI	National Localities Index
NMDS	national minimum data set
NPPs	National Privacy Principles
SACC	Standard Australian Classification of Countries
SIMC	Statistical Information Management Committee
SLA	Statistical Local Area
Summary
This document is a guide for drug treatment agencies, state and territory health departments and other people involved in collecting and transmitting data for the 2010–11 Alcohol and Other Drug Treatment Services National Minimum Data Set (AODTS–NMDS). It contains definitions of the data elements in the collection, and guidelines about collecting and transmitting the data in 2010–11. This document is one of a series of similar documents that provide information to assist participants in each year of the collection. 
This publication was updated by Karen Blakey-Fahey, Kristina Da Silva and Rob Hayward of the Australian Institute of Health and Welfare (AIHW), advised and assisted by members of the Intergovernmental Committee on Drugs AODTS–NMDS Working Group. The AIHW gratefully acknowledges the funding provided by the Australian Government Department of Health and Ageing.

1	Introduction
1.1	How to use this document
These guidelines have been prepared as a reference for all those involved in collecting and supplying data for the Alcohol and Other Drug Treatment Services National Minimum Data Set (AODTS–NMDS). They should be useful to staff in Australian Government and state and territory departments, and alcohol and other drug treatment agency staff directly involved in the collection and reporting of the data set. 
Anyone looking for information about the meaning of specific data elements will find details in Chapter 4. That is the place to go for questions such as: ’What is a closed treatment episode?’ and ’How is “expiation” defined when it’s recorded as a reason for cessation?’.
Chapter 4 includes detailed data item definitions (which remain the same even when the data item is used in other data collections), additional information specifically for alcohol and other drug treatment services (AODTS) data collectors, and examples of how the data items are used in AODTS–NMDS publications from the Australian Institute of Health and Welfare (AIHW). 
This publication also provides a comprehensive guide to the AODTS–NMDS collection, including:
•	some history on the collection’s purpose and development
•	the scope of the national data set
•	information about changes and variations made to the data set over time
•	information about the data validation procedures that are undertaken by the AIHW
•	the privacy and data principles that govern the collection
•	data release guidelines.
1.2	Why do we need a national collection?
The aim of the AODTS–NMDS is to combine standardised Australian Government, state and territory data so that national information about clients accessing alcohol and other drug treatment, service usage and treatment programs can be reported. It is also expected that the collection will provide agencies with access to basic data relating to drug problems and treatment responses in their areas. The data derived from the national collection are used, with information from other sources (for example admitted patient data and national surveys), to inform debate, policy decisions and strategies that occur within the alcohol and other drug treatment sector.
National minimum data sets (NMDSs) for health collections are minimum sets of data elements agreed to by the relevant national data committee. The AODTS–NMDS was originally agreed by the then National Health Information Management Group (NHIMG) for mandatory collection and reporting at the national level. One NMDS may include data elements that are included in another NMDS, thereby extending consistency of data standards across related fields. An NMDS depends on a national agreement to collect a complete set of uniform data and supply them as part of the national collection, but does not preclude health jurisdictions and individual agencies and service providers from collecting additional data to meet their own specific needs. In fact, for most states and territories the AODTS–NMDS is a subsection of a larger data set that is collected by the health jurisdiction for management purposes. The intention, however, is that the AODTS–NMDS data items have standardised definitions and collection methods in all states and territories so that this information may be compared and used to inform planning and policy developments for reducing drug-related harm.
1.3	Brief history of the national collection
The AODTS–NMDS emanated from the national forum ‘Treatment and research—where to from here?’ held in 1995 by the Alcohol and other Drugs Council of Australia. Clinicians, researchers and government administrators who attended the forum agreed that a lack of comparable national data for alcohol and other drug treatment services was limiting the overall effectiveness of service provision. The then Commonwealth Department of Health and Family Services funded the first phase of the current AODTS–NMDS project—a joint feasibility study conducted by the National Drug and Alcohol Research Centre (NDARC) and the Alcohol and other Drugs Council of Australia.
On completion of the feasibility study, the National Drug Strategy Unit in the then Commonwealth Department of Health and Aged Care took responsibility for overseeing the carriage of phase two—the development of the AODTS–NMDS. In September 1998, the Intergovernmental Committee on Drugs (IGCD) recommended the establishment of an interim working group to implement phase two. The initial working group comprised representatives from four states (New South Wales, Victoria, Queensland and South Australia), the AIHW, NDARC and the then Australian Government Department of Health and Aged Care. 
The AODTS–NMDS has since become a national project of the IGCD AODTS–NMDS Working Group. Current membership consists of representatives from all states and territories, the Australian Bureau of Statistics (ABS), the NDARC, the Australian Government Department of Health and Ageing (DoHA) and the AIHW. Development of the data elements for the national collection continued throughout 1999 and the data set was subsequently endorsed by the IGCD. In December 1999, the Australian Government and state and territory governments, through the NHIMG, endorsed the AODTS–NMDS and collection began on 1 July 2000. 
Output from the NMDS each year includes an annual report, a national bulletin, state and territory data briefings, and interactive data cubes. The full range of reports, plus data from the interactive electronic data cubes (multidimensional representations of data which provide fast retrieval and drill down facilities), are available from the AIHW website: <www.aihw.gov.au/drugs/index.cfm>.
The IGCD has supported the continued development of the AODTS–NMDS since its inception. The AIHW has maintained a coordinating role in the project, including providing the secretariat and, until 2004, the chair for the IGCD AODTS–NMDS Working Group. The AIHW is responsible for collating, analysing and reporting on AODTS–NMDS data, undertaking data development work, and highlighting national and jurisdictional implementation and collection issues. The AIHW is also the data custodian of the national collection.
1.4	Roles and responsibilities
IGCD AODTS–NMDS Working Group
The IGCD AODTS–NMDS Working Group is responsible for developing and implementing the AODTS–NMDS. Members include representatives from each state and territory, the AIHW, the ABS, NDARC, and the Australian Government’s Drug Strategy Branch in DoHA. The AODTS–NMDS Working Group works closely with expert national health information bodies such as the National Health Information Standards and Statistics Committee (NHISSC). The majority of working group members play a role in coordinating the collation of data from service providers within their jurisdiction, then forwarding these data to the AIHW for the national data set. The working group also has a large input into the national annual report that is produced by the AIHW. Working group members are responsible for providing approval for their jurisdiction’s data to be analysed. The AIHW provides the secretariat for the working group and the roles of chair and deputy chair are rotated among working group members. Since the establishment of the working group the role of chair has been filled by members from New South Wales, South Australia, Victoria and Western Australia. The names and contact details of the IGCD AODTS–NMDS Working Group (current at March 2010) are in Appendix 2.
Related groups
The AODTS–NMDS was developed and implemented under the terms of the National Health Information Agreement (NHIA). Under the NHIA, the Australian Government, states and territories are committed to working with the AIHW, the ABS and others to develop, collate and report national health information. The NHIA aims to ensure that the compilation and interpretation of national information is appropriate to government and community requirements, and that data are collected and reported efficiently. The NHIA operates under the auspices of the Australian Health Ministers’ Advisory Council (AHMAC). The National E-health Information Principal Committee (NEHIPC) and the NHISSC, together with other national working groups such as the IGCD AODTS–NMDS Working Group, provide the mechanism for state and territory endorsement of data standards and collections.
All data elements and supporting items that form the AODTS–NMDS are included in the National health data dictionary available through METEOR at <meteor.aihw.gov.au/content/index.phtml/itemId/181162>. Any revisions to the data elements or changes to the AODTS–NMDS must be endorsed by the NHISCC and NEHIPC. For additional information regarding data development and governance mechanisms, see AIHW’s publication on creating nationally consistent health information (AIHW 2010) <www.aihw.gov.au/publications/index.cfm/title/11438>.

Box 1: Key committees involved in the National Health Information Agreement and the development of the AODTS–NMDS
AHMAC is a committee of the heads of the Australian Government, state and territory health authorities and the Australian Government Department of Veterans’ Affairs. 
IGCD acts as one of the advisory bodies supporting the Ministerial Council on Drug Strategy. It consists of senior officers who represent health, law enforcement, education and Customs agencies in Australian jurisdictions and New Zealand. 
NEHIPC advises AHMAC on e-health and information strategies and facilitates collaboration among the Australian Government and states and territories to implement these strategies.
NHISSC endorses national information standards and specifications for statistical collections for health information.
Government health authorities
The AODTS–NMDS is a set of standard data elements that the Australian Government and state and territory health authorities have agreed to collect. All health authorities have custodianship of their own data collections under the NHIA. It is the responsibility of each health authority to establish and coordinate the collection of data from their publicly funded alcohol and other drug treatment service providers. To ensure that the AODTS–NMDS is effectively implemented and collected, these authorities need to: 
•	allocate establishment identifiers and ensure that these are consistent with establishment identifiers used in other NMDS collections where appropriate
•	assign agencies with appropriate codes (after consultation) for the data element Geographical location of service delivery outlet
•	establish a coding system to be used for the Person identifier, whether it be unique to the agency or be implemented in cooperation with other agencies in the region, the district or across the state or territory
•	establish a suitable process for collecting client-level information (for example use of data entry software) and a process for agencies to deliver the data to the Australian Government or state or territory authority
•	establish timelines for the delivery of data to the relevant health authority 
•	establish a process to check and validate data at the state and territory level and, where possible, assist and advise on data quality at the agency level.
Governmental health authorities also need to ensure that appropriate information security and privacy procedures are in place. Health authorities are responsible for ensuring that the collection, use, disclosure, storage and handling of the information contained in the AODTS–NMDS comply with the standards outlined in the Information Privacy Principles for Commonwealth agencies, and the National Privacy Principles for private sector organisations (see Chapter 6). In particular, data custodians are responsible for ensuring that their data holdings are protected from unauthorised access, alteration or loss. Health authorities are also responsible for ensuring that their procedures comply with any existing legislation in their state or territory.
Alcohol and other drug treatment providers
Drug treatment agencies whose data will be included in the national collection are responsible for collecting the agreed data elements and forwarding this information to the appropriate health authority as arranged. Agencies are responsible for ensuring that:
•	the required information is accurately recorded, and should inform their health authority if they have difficulty collecting the information 
•	their clients are generally aware of the purpose for which the information is being collected, the fact that the collection of the information is authorised or required, and if any personal information will be passed on to another agency 
•	their data collection and storage methods comply with the standards as outlined in the Information Privacy Principles (for Commonwealth agencies) and the National Privacy Principles (for private sector organisations). (See Chapter 6 for further details.) In particular, they are responsible for maintaining the confidentiality of their clients and need to ensure that their procedures comply with any existing legislation in their state or territory.
Australian Institute of Health and Welfare
The AIHW is responsible for collating and validating data from jurisdictions into a national data set and analysing and reporting on that data. The IGCD AODTS–NMDS Working Group is responsible for overseeing the development, implementation and collection of the AODTS–NMDS. The AIHW is responsible for coordinating and managing this process as well as secretariat duties for the working group. The AIHW is also the data custodian of the national collection and is responsible for the timely reporting of the information as well as facilitating research access to the data (subject to confidentiality constraints). As national data custodian, the AIHW is responsible for ensuring that appropriate security procedures are in place for the storage, use and release of the information. (See Appendix 8 for further details about AIHW policy and procedures on information and security.)
2	Scope of the AODTS–NMDS
It is critical that drug treatment agencies know whether they need to report their activities under the NMDS and, if they are required to report, which of their service components are included in the AODTS–NMDS collection. 
Some alcohol and other drug treatment agencies, such as prison-based treatment services, are not required to report because they are outside the scope of the collection (see Section 2.1). 
Other agencies provide treatment activities that fall both inside and outside the intended scope of the national data set (see Section 2.2). In these situations, only the information recorded for clients accessing a treatment activity that falls within the intended scope should be forwarded to a health authority for inclusion in the AODTS–NMDS collection. 
It is also important to note that alcohol and other drug services are constantly changing and improving. If a new service does not clearly fit in to the scope lists below, the relevant state or territory health authority will consult with the AODTS–NMDS Working Group (through the AIHW) to clarify whether the service should report to the collection.
Details about which agencies, clients and activities are to be included or excluded from the AODTS–NMDS collection are below. The scope of the collection has remained unchanged since the collection’s inception. Wording changes between different years’ specifications have sought only to clarify practice rather than to change the scope in any way. 
2.1	Which agencies?
Included
•	All publicly funded (at state, territory and/or Australian Government level) government and non-government agencies that provide one or more specialist alcohol and/or drug treatment services are included, including residential and non-residential agencies. 
•	Acute care hospitals or psychiatric hospitals are included if they have specialist alcohol and drug units that provide treatment to non-admitted patients (for example outpatient services). 
•	Aboriginal or mental health services may also be included if they provide specialist alcohol and other drug treatment. 
Excluded
•	Agencies whose sole function is to prescribe and/or provide dosing for opioid pharmacotherapy treatment are excluded. These services are excluded only because of the complexity of the service delivery structure, and the range of agencies and practitioners in private and general practice settings.
•	Agencies that provide primarily accommodation or overnight stays such as ‘halfway houses’ and ‘sobering-up shelters’ are excluded.
•	Agencies that provide services concerned primarily with health promotion (for example needle and syringe programs) are excluded. 
•	Treatment services based in prison or other correctional institutions are excluded. 
•	Alcohol and drug treatment units in acute care or psychiatric hospitals that only provide treatment to admitted patients are excluded. 
•	Private treatment agencies that do not receive public funding are excluded.
•	The majority of Australian Government-funded Indigenous substance use services or Aboriginal primary health care services are not included in the collection.
2.2	Which clients?
Included
•	All clients who are assessed and/or accepted for one or more types of treatment for their own, or another person’s, alcohol and other drug problem from an alcohol and other drug treatment service are included. (See the data element Main treatment type for alcohol and other drugs and the data element Client type (Alcohol and other drug treatment services).)
Excluded
•	Clients who are on an opioid pharmacotherapy program and who are not receiving any other form of treatment that falls within the scope of the AODTS–NMDS are excluded.
•	People who seek advice or information but have not been formally assessed and accepted for treatment where such an assessment is required for the relevant treatment type are excluded. (Note that some treatment episodes entail ‘assessment only’. See Main treatment type for alcohol and other drugs in Section 4.3 for more information.)
•	Admitted patients in acute care or psychiatric hospitals are excluded.
•	Clients treated in agencies that are excluded from the collection are excluded.
•	Clients receiving support solely from the majority of Australian Government-funded Indigenous substance use services or Aboriginal primary health care services that also provide treatment for alcohol and other drug problems are excluded.
•	Clients aged under 10 years are excluded, irrespective of whether they were provided with services or received these services from agencies included in the collection.
2.3	Which activities?
Treatment activities in the alcohol and other drug sector are varied and range from preventive programs through to intense individual interventions such as long-term rehabilitation. The AODTS–NMDS covers treatment activities that focus on an individual client and have an identifiable beginning and end date. For example, community education programs and group counselling are generally not included. Treatments reported to the NMDS include assessment, counselling (including brief interventions), support and case management, withdrawal management, rehabilitation, information and education, pharmacotherapy and other interventions.
The unit of measurement used for treatment activities in the collection is the ‘closed treatment episode’. A treatment episode refers to a period of contact, with defined dates of commencement and cessation, between a client and a treatment provider. Treatment episodes vary in length from one day to several months or longer depending on the type of treatment provided. A treatment episode is considered to be closed when the treatment plan has been completed; there is a change in main treatment type, principal drug of concern or delivery setting; or for other reasons such as imprisonment. (See Reason for cessation of treatment episode for alcohol and other drugs in Section 4.3 for more information.)
Included
•	All closed treatment episodes for the types of treatment specified in the data element Main treatment type for alcohol and other drugs that have been completed within the 
2010–11 financial year are included. (See the data element Date of cessation of treatment episode for alcohol and other drugs in Section 4.3 for more information.)
Excluded
•	Any methadone or other opioid pharmacotherapy dosage or prescription received by a client where no other treatment type is received are excluded.
•	All treatment episodes that are still open (that is, treatment episodes that have not ended) are excluded.
•	Needle and syringe exchange activities are excluded.

3	What’s new for 2010–11?
Over the period of time that the collection has been operating, data elements have been refined and improved by the AODTS–NMDS Working Group. (See Section 4.4 and Appendix 1 for a detailed history of data element changes.)
3.1	Changes in 2010–11
There are minimal changes to the collection in the 2010–11 year. The data elements are the same as those used in 2009–10 and their definitions have not changed. The following changes may be of interest.
The IGCD agreed to provide direction to the AODTS–NMDS Working Group for future development of the AODTS–NMDS. 
•	The IGCD noted that a review paper will be provided to the next IGCD meeting on September 2010, which will outline the usefulness of the current NMDS as an information source for drug services policy, data gaps and options for the future development of the NMDS.
Scope guidelines have been clarified, including:
•	the need to consult the AODTS–NMDS Working Group about new service types to determine whether they are in scope and should be reporting to the collection.
The removal of the ‘Attachment A’ form from the specifications documentation:
•	This form will be removed from the specifications documentation and drafts will be provided at each August working group meeting, with final documentation being circulated before each data submission process.
Data load guidelines have been clarified:
•	Details are outlined in Section 5.4 AIHW validation checks, in regard to the loading process. This is a separate step in the cleaning and validation process. Loading errors are required to be amended by jurisdictions before validations can be applied. 
‘Assessment only’ episode duration:
•	The AIHW will continue to monitor ‘assessment only’ duration and will provide information to jurisdictions on episode duration of 2–29 days, 1–3 months and longer than 3 months. In agreement with the AODTS–NMDS Working Group, the AIHW has added a validation check for these episodes exceeding 90 days.
Two classifications used for data elements in the AODTS–NMDS have been updated. These updates have implications for the coding of Geographical location of service delivery outlet and Country of birth. See appendixes 3 and 4 for details.
4	AODTS data items
4.1	Overview of data items in the NMDS
The AODTS–NMDS collects two types of data items: establishment-level elements and episode-level elements. Establishment-level items relate to the agencies that provide alcohol and other drug treatment. They are reported to the AIHW by state and territory health departments and the Australian Government Department of Health and Ageing. Episode-level items include demographic information about the person receiving treatment, together with information about the drugs of concern and the treatment provided. Episode-level items are collected by treatment agencies and transmitted to health departments, which combine them with establishment-level items and send them to the AIHW for collation.
Table 4.1: Data items collected in the AODTS–NMDS
Treatment agency items	Episode items	
Establishment identifier (including):	Person identifier	
Australian state/territory identifier (establishment)	Sex	
Establishment sector 	Date of birth	
Region code	Country of birth	
Establishment number	Indigenous status	
Geographical location of service delivery outlet (ASGC)	Preferred language	
	Client type (alcohol and other drug treatment services)	
	Source of referral to alcohol and other drug treatment service 	
	Date of commencement of treatment episode for alcohol and other drugs	
	Date of cessation of treatment episode for alcohol and other drugs	
	Reason for cessation of treatment episode for alcohol and other drugs	
	Treatment delivery setting for alcohol and other drugs	
	Method of use for principal drug of concern	
	Injecting drug use status	
	Principal drug of concern	
	Other drug of concern (1st)	
	Other drug of concern (2nd)	
	Other drug of concern (3rd)	
	Other drug of concern (4th)	
	Other drug of concern (5th)	
	Main treatment type for alcohol and other drugs	
	Other treatment type for alcohol and other drugs (1st)	
	Other treatment type for alcohol and other drugs (2nd)	
	Other treatment type for alcohol and other drugs (3rd)	
	Other treatment type for alcohol and other drugs (4th)	
4.2	Key definitions
Underpinning the AODTS–NMDS collection are some key definitions or supporting data element concepts. These definitions allow data collectors to answer the questions: ’What is a treatment episode?’ and ’How do I know when a treatment episode starts and finishes?’. The data elements that follow are extracts from the National health data dictionary (NHDD).

4.2.1	Episode of treatment for alcohol and other drugs
Identifying and definitional attributes	
Metadata item type:	Object Class	
METeOR identifier:	268961	
Registration status:	Health, Standard 01/03/2005	
Definition:	The period of contact, with defined dates of commencement and cessation, between a client and a treatment provider or team of providers in which there is no change in the main treatment type or the principal drug of concern, and there has not been a non-planned absence of contact for greater than three months.	
Context:	Alcohol and drug treatment services. This concept is required to provide the basis for a standard approach to recording and monitoring patterns of service utilisation by clients.	
Specialisation of:	Episode of care (Episode of treatment for alcohol and other drugs status)	
Collection and usage attributes	
Guide for use:	A treatment episode must have a defined date of commencement of treatment episode for alcohol and other drugs and a date of cessation of treatment episode for alcohol and other drugs. 
A treatment episode can have only one main treatment type for alcohol and other drugs and only one principal drug of concern. If the main treatment or principal drug changes then the treatment episode is closed and a new treatment episode is opened. 
A treatment episode may also be considered closed (ceased) if there is a change in the treatment delivery setting or the service delivery outlet. Where the change reflects a substantial alteration in the nature of the treatment episode, for instance where an agency operates in more than one treatment setting (or outlet) they may consider that a change from one setting (or outlet), to another necessitates closure of one episode and commencement of a new one.	
Collection methods:	Is taken as the period starting from the date of commencement of treatment and ending at the date of cessation of treatment episode.	

Source and reference attributes	
Submitting organisation:	Intergovernmental Committee on Drugs National Minimum Data Set - Working Group	
Relational attributes	
Related metadata references:	Supersedes Treatment episode for alcohol and other drugs, version 2, DEC, NHDD, NHIMG, Superseded 01/03/2005.pdf (15.1 KB)	
Data Element Concepts implementing this Object Class:	Episode of treatment for alcohol and other drugs—treatment type (other) Health, Superseded 13/10/2005	

4.2.2	Episode of treatment for alcohol and other drugs—treatment commencement date
Metadata item type:	Data Element Concept	
METeOR identifier:	269541	
Registration status:	Health, Standard 01/03/2005	
Definition:	The date on which a treatment episode for alcohol and other drugs commences.	
Context:	Alcohol and other drug treatment services	
Object Class attributes	
Identifying and definitional attributes	
Object class:	Episode of treatment for alcohol and other drugs	
METeOR identifier:	268961	
Registration status:	Health, Standard 01/03/2005	
Definition:	The period of contact, with defined dates of commencement and cessation, between a client and a treatment provider or team of providers in which there is no change in the main treatment type or the principal drug of concern, and there has not been a non-planned absence of contact for greater than three months.	
Context:	Alcohol and drug treatment services. This concept is required to provide the basis for a standard approach to recording and monitoring patterns of service utilisation by clients.	
Specialisation of:	Episode of care (Episode of treatment for alcohol and other drugs status)	
Collection and usage attributes	
Guide for use:	A treatment episode must have a defined date of commencement of treatment episode for alcohol and other drugs and a date of cessation of treatment episode for alcohol and other drugs. 
A treatment episode can have only one main treatment type for alcohol and other drugs and only one principal drug of concern. If the main treatment or principal drug changes then the treatment episode is closed and a new treatment episode is opened. 
A treatment episode may also be considered closed (ceased) if there is a change in the treatment delivery setting or the service delivery outlet. Where the change reflects a substantial alteration in the nature of the treatment episode, for instance where an agency operates in more than one treatment setting (or outlet) they may consider that a change from one setting (or outlet), to another necessitates closure of one episode and commencement of a new one.	
Collection methods:	Is taken as the period starting from the date of commencement of treatment and ending at the date of cessation of treatment episode.	
Source and reference attributes	
Submitting organisation:	Intergovernmental Committee on Drugs National Minimum Data Set - Working Group	
Property attributes	
Identifying and definitional attributes	
Property:	Treatment commencement date	
METeOR identifier:	269255	
Registration status:	Health, Standard 01/03/2005	
Definition:	The date of the first service contact in which an assessment and/or treatment occurred, whichever occurred first.	
Property group:	Service provision event	
Source and reference attributes	
Submitting organisation:	Australian Institute of Health and Welfare	
Data element concept attributes	
Relational attributes	
Data Elements implementing this Data Element Concept:	Episode of treatment for alcohol and other drugs—treatment commencement date, DDMMYYYY Health, Standard 01/03/2005	
4.2.3	Episode of treatment for alcohol and other drugs—cessation reason
Metadata item type:	Data Element Concept	
METeOR identifier:	269484	
Registration status:	Health, Standard 01/03/2005	
Definition:	The reason for the client ceasing to receive a treatment episode from an alcohol and other drug treatment service.	
Context:	Alcohol and other drug treatment services	
Object Class attributes	
Identifying and definitional attributes	
Object class:	Episode of treatment for alcohol and other drugs	
METeOR identifier:	268961	
Registration status:	Health, Standard 01/03/2005	
Definition:	The period of contact, with defined dates of commencement and cessation, between a client and a treatment provider or team of providers in which there is no change in the main treatment type or the principal drug of concern, and there has not been a non-planned absence of contact for greater than three months.	
Context:	Alcohol and drug treatment services. This concept is required to provide the basis for a standard approach to recording and monitoring patterns of service utilisation by clients.	
Specialisation of:	Episode of care (Episode of treatment for alcohol and other drugs status)	
Collection and usage attributes	
Guide for use:	A treatment episode must have a defined date of commencement of treatment episode for alcohol and other drugs and a date of cessation of treatment episode for alcohol and other drugs. 
A treatment episode can have only one main treatment type for alcohol and other drugs and only one principal drug of concern. If the main treatment or principal drug changes then the treatment episode is closed and a new treatment episode is opened. 
A treatment episode may also be considered closed (ceased) if there is a change in the treatment delivery setting or the service delivery outlet. Where the change reflects a substantial alteration in the nature of the treatment episode, for instance where an agency operates in more than one treatment setting (or outlet) they may consider that a change from one setting (or outlet), to another necessitates closure of one episode and commencement of a new one.	
Collection methods:	Is taken as the period starting from the date of commencement of treatment and ending at the date of cessation of treatment episode.	
Source and reference attributes	
Submitting organisation:	Intergovernmental Committee on Drugs National Minimum Data Set - Working Group	
Property attributes	
Identifying and definitional attributes	
Property:	Cessation reason	
METeOR identifier:	269077	
Registration status:	Health, Standard 01/03/2005	
Definition:	The reason for ending an event or process.	
Property group:	Exit/leave from service event	
Source and reference attributes	
Submitting organisation:	Australian Institute of Health and Welfare	
Data element concept attributes	
Relational attributes	
Data Elements implementing this Data Element Concept:	Episode of treatment for alcohol and other drugs—cessation reason, code N[N] Health, Standard 01/03/2005	

4.3	Establishment-level items
This section details the establishment-level data elements agreed for collection under the AODTS–NMDS. The data elements are referred to by their short or commonly used names. There are only two establishment-level items in the NMDS—Establishment identifier and Geographical location of service delivery outlet. Establishment identifier is made up of four other elements (see Table 4.1). These are detailed directly after Establishment identifier in this section.
The establishment-level items are presented in two parts. The first part contains a copy of the user friendly version of the data element from the National health data dictionary (NHDD). This version and a ‘technical’ version of each element can be accessed via the AIHW online metadata repository (METeOR) at <meteor.aihw.gov.au>. Note that data elements can be found in METeOR under their technical names.
Data elements in the NHDD may be used in multiple data collections. Therefore, these specifications contain general information for use in health data sets. 
Please refer to the additional information for AODTS–NMDS data collectors for further clarification on data element use within the collection.
4.3.1	Establishment identifier
Identifying and definitional attributes	
Technical name:	Establishment—organisation identifier (Australian), NNX[X]NNNNN	
METeOR identifier:	269973	
Registration status:	Health, Standard 01/03/2005	
Definition:	The identifier for the establishment in which episode or event occurred. Each separately administered health care establishment to have a unique identifier at the national level.	
Data Element Concept:	Establishment—organisation identifier	
Value domain attributes	
Representational attributes	
Representation class:	Identifier	
Data type:	String	
Format:	NNX[X]NNNNN	
Maximum character length:	9	
Data element attributes	
Collection and usage attributes	
Guide for use:	Concatenation of: 
Australian state/territory identifier (character position 1);
Sector (character position 2); 
Region identifier (character positions 3-4); and 
Organisation identifier (state/territory), (character positions 5-9).	
Comments:	Establishment identifier should be able to distinguish between all health care establishments nationally.	
Source and reference attributes	
Origin:	National Health Data Committee	
Relational attributes	
Related metadata references:	Supersedes Establishment identifier, version 4, Derived DE, NHDD, NHIMG, Superseded 01/03/2005.pdf (17.0 KB)
Is formed using Establishment—Australian state/territory identifier, code N Health, Standard 01/03/2005
Is formed using Establishment—organisation identifier (state/territory), NNNNN Health, Standard 01/03/2005
Is formed using Establishment—sector, code N Health, Standard 01/03/2005
Is formed using Establishment—region identifier, X[X] Health, Standard 01/03/2005	
Implementation in Data Set Specifications:	Acute coronary syndrome (clinical) DSS Health, Standard 01/10/2008
Admitted patient mental health care NMDS 2010–2011 Health, Standard 05/01/2010
Admitted patient palliative care NMDS 2010–11 Health, Standard 05/01/2010
Community mental health care NMDS 2010–2011 Health, Standard 05/01/2010
Elective surgery waiting times (removals data) NMDS 2009– Health, Standard 03/12/2008
Health care client identification DSS Health, Standard 03/12/2008
Mental health establishments NMDS 2009–2010 Health, Standard 02/12/2009
Non-admitted patient emergency department care NMDS 2010–2011 Health, Standard 22/12/2009
Outpatient care NMDS Health, Standard 04/07/2007
Perinatal NMDS 2010–2011 Health, Standard 02/12/2009
Public hospital establishments NMDS 2010–2011 Health, Standard 05/01/2010
Residential mental health care NMDS 2010–2011 Health, Standard 05/01/2010	
Implementation start date:	01/07/2010	

Additional information for AODTS–NMDS data collectors
The Establishment identifier is a nationally unique identifier for each alcohol and other drug treatment agency included in the AODTS–NMDS collection. It is the responsibility of each jurisdiction’s health authority to assign a unique establishment identifier to each agency. 
Classification
	NNX[X]NNNNN
Missing values
Missing values are not permitted for this data item.
Other information
The Establishment identifier is a combination of four other data elements:
	–	Australian state/territory identifier—which gives the first ‘N’
	–	Establishment sector—which gives the second ‘N’
	–	Region code—which gives ‘X[X]’
	–	Establishment number—which gives the final ‘NNNNN’.
•	An example Establishment identifier is ‘32AB12346’:
3	
2	
AB	
12346	

Queensland	
Public sector	
Queensland area health services region	
Establishment number	

•	All establishment identifiers in the ‘establishment file’ should match one establishment identifier in the ‘client file’.
•	There should be the same number of establishment identifiers in both the ‘establishment file’ and the ‘client file’ (allowing for repetition of establishment identifiers in the ‘client file’).	
Why is this data item collected?
When constructed from its four constituent parts, Establishment identifier provides an identifier of the establishment that provides the service for each closed treatment episode in the collection. This identifier includes the state or territory in which the establishment is located, if the establishment is public or private, the region it is in, and a further unique identifying number.

4.3.2	Australian State/Territory identifier (establishment)
Identifying and definitional attributes	
Metadata item type:	Data Element	
Technical name:	Establishment—Australian state/territory identifier, code N	
METeOR identifier:	269941	
Registration status:	Health, Standard 01/03/2005	
Definition:	An identifier of the Australian state or territory in which an establishment is located, as represented by a code.	
Data element concept attributes	
Identifying and definitional attributes	
Data element concept:	Establishment—Australian state/territory identifier	
METeOR identifier:	269461	
Registration status:	Health, Standard 01/03/2005
Community services, Standard 01/03/2005	
Definition:	An identifier of the Australian state or territory in which an establishment is located.	
Object class:	Establishment	
Property:	Australian state/territory identifier	
Value domain attributes	
Identifying and definitional attributes	
Value domain:	Australian state/territory code N	
METeOR identifier:	304682	
Registration status:	Health, Standard 03/08/2005
Community services, Standard 03/08/2005
Housing assistance, Standard 03/08/2005	
Definition:	The code set representing Australian states and territories.	
Representational attributes	
Representation class:	Code	
Data type:	Number	
Format:	N	
Maximum character length:	1	

Permissible values:	Value	
Meaning	

1	
New South Wales	

2	
Victoria	

3	
Queensland	

4	
South Australia	

5	
Western Australia	

6	
Tasmania	

7	
Northern Territory	

8	
Australian Capital Territory	

9	
Other territories (Cocos (Keeling) Islands, Christmas Island and Jervis Bay Territory)	

Collection and usage attributes	
Guide for use:	The order presented here is the standard for the Australian Bureau of Statistics (ABS). Other organisations (including the Australian Institute of Health and Welfare) publish data in state order based on population (that is, Western Australia before South Australia and Australian Capital Territory before Northern Territory). 	
Source and reference attributes	
Reference documents:	Australian Bureau of Statistics. Australian Standard Geographical Classification (ASGC). Cat No. 1216.0. Canberra: ABS.	
Data element attributes	
Collection and usage attributes	
Guide for use:	This metadata item applies to the location of the establishment and not to the patient's area of usual residence.	
Source and reference attributes	
Submitting organisation:	Australian Institute of Health and Welfare	
Origin:	National Health Data Committee 
National Community Services Data Committee	
Relational attributes	
Related metadata references:	Is used in the formation of Service delivery outlet—geographic location, code (ASGC 2009) NNNNN Health, Standard 02/10/2009
Is used in the formation of Establishment—geographical location, code (ASGC 2009) NNNNN Health, Standard 02/10/2009
Is used in the formation of Establishment—organisation identifier (Australian), NNX[X]NNNNN Health, Standard 01/03/2005	
Implementation in Data Set Specifications:	Admitted patient care NMDS 2010–2011 Health, Standard 22/12/2009
Community mental health care NMDS 2010–2011 Health, Standard 05/01/2010
Mental health establishments NMDS 2010–2011 Health, Standard 02/12/2009
Residential mental health care NMDS 2010–2011 Health, Standard 05/01/2010	

Additional information for AODTS–NMDS data collectors
The Australian state/territory identifier is the first ‘N’ in the Establishment identifier, which follows the format ‘NNX[X]NNNNN’. 
Missing values
Missing values are not permitted for this data item.	
Why is this data item collected?
This data item is one of four items which make up the overall data element Establishment identifier. It allows the analysis of data by state and territory. These analyses provide information about issues such as the treatments provided and drugs of concern in each state and territory.
Example of how Australian state/territory identifier (establishment) is used
Alcohol was the most frequently reported principal drug of concern in all states and territories in 2007–08. The Northern Territory had the largest proportion of alcohol-related treatment episodes (73%) and Tasmania the smallest (32%). 
Source: AIHW 2009. 
4.3.3	Establishment sector
Identifying and definitional attributes	
Metadata item type:	Data Element	
Technical name:	Establishment—sector, code N	
METeOR identifier:	269977	
Registration status:	Health, Standard 01/03/2005	
Definition:	A section of the health care industry with which a health care establishment can identify, as represented by a code.	
Data element concept attributes	
Identifying and definitional attributes	
Data element concept:	Establishment—sector	
METeOR identifier:	269458	
Registration status:	Health, Standard 01/03/2005	
Definition:	A section of the health care industry with which a health care establishment can identify.	
Context:	Health services.	
Object class:	Establishment	
Property:	Sector	
Value domain attributes	
Identifying and definitional attributes	
Value domain:	Sector code N	
METeOR identifier:	270572	
Registration status:	Health, Standard 01/03/2005	
Definition:	A code set representing sectors.	
Representational attributes	
Representation class:	Code	
Data type:	Number	
Format:	N	
Maximum character length:	1	
Permissible values:	Value	
Meaning	

1	
Public	

2	
Private	

Data element attributes	
Collection and usage attributes	
Guide for use:	This data element is used to differentiate between establishments run by the government sector (code 1) and establishments that receive some government funding but are run by the non-government sector (code 2).
CODE 1 is to be used when the establishment:
•	operates from the public accounts of a Commonwealth, state or territory government or is part of the executive, judicial or legislative arms of government, 
•	is part of the general government sector or is controlled by some part of the general government sector, 
•	provides government services free of charge or at nominal prices, and 
•	is financed mainly from taxation.
CODE 2 is to be used only when the establishment: 
•	is not controlled by government, 
•	is directed by a group of officers, an executive committee or a similar body 
•	elected by a majority of members, and 
•	may be an income tax exempt charity.	
Relational attributes	
Related metadata references:	Is used in the formation of Establishment—organisation identifier (Australian), NNX[X]NNNNN Health, Standard 01/03/2005	
Implementation in Data Set Specifications:	Admitted patient care NMDS 2010-2011 Health, Standard 22/12/2009
Community mental health care NMDS 2010-2011 Health, Standard 05/01/2010
Health care client identification DSS Health, Standard 03/12/2008
Mental health establishments NMDS 2010-2011 Health, Standard 02/12/2009
Residential mental health care NMDS 2010-2011 Health, Standard 05/01/2010	

Additional information for AODTS–NMDS data collectors
Establishment sector is the second ‘N’ in the Establishment identifier NNA[A]NNNNN. 
Missing values
Missing values are not permitted for this data item.	
Why is this data item collected?
This data item provides information about the location of treatment agencies in the public (government) or private (non-government) sectors. In practice, ‘private’ agencies (agencies that do not receive any government funding) are excluded as they are not within scope for the collection. 
Example of how Establishment sector is used
Half of the agencies were identified as government providers in 2007–08 (50% or 330 out of 658).
Source: AIHW 2009. 

4.3.4	Region code
Identifying and definitional attributes	
Metadata item type:	Data Element	
Technical name:	Establishment—region identifier, X[X]	
METeOR identifier:	269940	
Registration status:	Health, Standard 01/03/2005	
Definition:	An alphanumeric identifier for the location of health services in a defined geographic or administrative area.	
Data element concept attributes	
Identifying and definitional attributes	
Data element concept:	Establishment—region identifier	
METeOR identifier:	269459	
Registration status:	Health, Standard 01/03/2005	
Definition:	An identifier for the location of health services in a defined geographic or administrative area.	
Context:	All health services.	
Object class:	Establishment	
Property:	Region identifier	
Value domain attributes	
Identifying and definitional attributes	
Value domain:	Identifier X[X]	
METeOR identifier:	270574	
Registration status:	Health, Standard 01/03/2005	
Definition:	A combination of alphanumeric characters that identify an entity.	
Representational attributes	
Representation class:	Identifier	
Data type:	String	
Format:	X[X]	
Maximum character length:	2	

Data element attributes	
Collection and usage attributes	
Guide for use:	Domain values are specified by individual states/territories. Regions may also be known as Areas or Districts. Any valid region code created by a jurisdiction is permitted.	
Relational attributes	
Related metadata references:	Supersedes Region code, version 2, DE, NHDD, NHIMG, Superseded 01/03/2005.pdf (14.3 KB)
Is used in the formation of Establishment—organisation identifier (Australian), NNX[X]NNNNN Health, Standard 01/03/2005	
Implementation in Data Set Specifications:	Admitted patient care NMDS 2010–2011 Health, Standard 22/12/2009
Community mental health care NMDS 2010–2011 Health, Standard 05/01/2010
Health care client identification DSS Health, Standard 03/12/2008
Mental health establishments NMDS 2010–2011 Health, Standard 02/12/2009
Residential mental health care NMDS 2010–2011 Health, Standard 05/01/2010	
Additional information for AODTS–NMDS data collectors
The Region code makes up the ‘XX’ in the Establishment identifier (NNX[X]NNNNN). The Region code identifies the area health services region in which each alcohol and other drug treatment agency is located in the state or territory.
Classification
X[X]
Missing values
Missing values are not permitted for this data item.
Other information
•	Domain values are specified by individual states and territories as the health authority allocates the relevant region code.
•	The field size for this data element will be one alpha character (A) between A and Z if there are fewer than 26 regions in the state or territory.
•	If there are more than 26 regions in the state or territory the field size will be two alpha characters (XX). For example, the 27th region would be ‘AA’ and 28th region ‘AB’.
•	Also, this field is case sensitive so the same case (upper or lower) needs to be used for the Establishment identifier in both the Establishment file and the Episode file for data transmission.	
Why is this data item collected?
This data item is one of four items which make up the overall data element Establishment identifier.
Example of how Region code is used
This data item helps with the administration of the collection and does not directly affect any published information.

4.3.5	Establishment number
Identifying and definitional attributes	
Metadata item type:	Data Element	
Technical name:	Establishment—organisation identifier (state/territory), NNNNN	
METeOR identifier:	269975	
Registration status:	Health, Standard 01/03/2005	
Definition:	An identifier for an establishment, unique within the state or territory.	
Data element concept attributes	
Identifying and definitional attributes	
Data element concept:	Establishment—organisation identifier (state/territory)	
METeOR identifier:	269922	
Registration status:	Health, Standard 01/03/2005	
Definition:	An identifier for an establishment, unique within the state or territory.	
Context:	All health services.	
Object class:	Establishment	
Property:	Organisation identifier	
Value domain attributes	
Identifying and definitional attributes	
Value domain:	Identifier NNNNN	
METeOR identifier:	270570	
Registration status:	Health, Standard 01/03/2005
Community services, Recorded 27/03/2007	
Definition:	A combination of numeric characters that identify an entity.	
Representational attributes	
Representation class:	Identifier	
Data type:	Number	
Format:	NNNNN	
Maximum character length:	5	

Data element attributes	
Collection and usage attributes	
Comments:	Identifier should be a unique code for the health care establishment used in that state/territory.	
Relational attributes	
Related metadata references:	Supersedes Establishment number, version 4, DE, NHDD, NHIMG, Superseded 01/03/2005 .pdf (14.6 KB)
Is used in the formation of Establishment—organisation identifier (Australian), NNX[X]NNNNN Health, Standard 01/03/2005	
Implementation in Data Set Specifications:	Admitted patient care NMDS 2010-2011 Health, Standard 22/12/2009
Cancer (clinical) DSS Health, Standard 22/12/2009
Community mental health care NMDS 2010-2011 Health, Standard 05/01/2010
Health care client identification DSS Health, Standard 03/12/2008
Mental health establishments NMDS 2010-2011 Health, Standard 02/12/2009
Residential mental health care NMDS 2010-2011 Health, Standard 05/01/2010	
Additional information for AODTS–NMDS data collectors
The Establishment number is the last ‘NNNNN’ of the Establishment identifier (NNX[X]NNNNN). The Establishment number uniquely identifies an alcohol and other drug treatment agency within a state or territory. It is the responsibility of each jurisdiction’s health authority to assign an establishment number to each agency. Some agencies have separate administrative offices and service delivery outlets, or more than one service delivery outlet. The IGCD AODTS–NMDS Working Group has agreed that a code will be included in the Establishment number to identify individual service delivery outlets where there is more than one for an agency.
Definition
An identifier for an establishment, unique within the state or territory.
Classification
NNNNN
Missing values
Missing values are not permitted for this data item.
Other information
Establishment number must be unique for each establishment or service delivery outlet. For example, the fictitious agency ‘DrugHelp’ has central offices in Adelaide City. These offices contain both administrative staff for the whole DrugHelp organisation and AOD staff to provide counselling to people in the local area. DrugHelp also has two smaller sites in the Adelaide suburbs to provide AOD services to people in those areas. Appropriate Establishment numbers for DrugHelp would be:
DrugHelp (central Adelaide)	12345
DrugHelp (suburban Adelaide)	12346
DrugHelp (second suburban outlet)	12347	
Why is this data item collected?
This data item is one of four items which make up the overall data element Establishment identifier.
Example of how Establishment number is used
This data item assists with administration of the collection. For example, it assists the AIHW to track changes in agencies over collection periods. It may also be available to researchers if appropriate to their projects, agreed by the AIHW Ethics Committee and all jurisdictions. 
4.3.6	Geographical location of service delivery outlet
Identifying and definitional attributes	
Technical name:	Service delivery outlet—geographic location, code (ASGC 2009) NNNNN	
METeOR identifier:	386787	
Registration status:	Health, Standard 02/10/2009	
Definition:	Geographical location of a site from which a health/community service is delivered, as represented by a code.	
Data Element Concept:	Service delivery outlet—geographic location	
Value domain attributes	
Representational attributes	
Classification scheme:	Australian Standard Geographical Classification 2009	
Representation class:	Code	
Data type:	Number	
Format:	NNNNN	
Maximum character length:	5	
Data element attributes	
Collection and usage attributes	
Guide for use:	The geographical location is reported using a five digit numerical code to indicate the Statistical Local Area (SLA) within the reporting state or territory, as defined in the Australian Standard Geographical Classification (ASGC). It is a composite of State identifier and SLA (first digit = State identifier, next four digits = SLA).
The Australian Bureau of Statistics' National Localities Index (NLI) can be used to assign each locality or address in Australia to an SLA. The NLI is a comprehensive list of localities in Australia with their full code (including SLA) from the main structure of the ASGC. For the majority of localities, the locality name (suburb or town, for example) is sufficient to assign an SLA. However, some localities have the same name. For most of these, limited additional information such as the postcode or State can be used with the locality name to assign the SLA.
In addition, other localities cross one or more SLA boundaries and are referred to as split localities. For these, the more detailed information of the number and street of the establishment is used with the Streets Sub- index of the NLI to assign the SLA.	
Comments:	To enable the analysis of the accessibility of service provision in relation to demographic and other characteristics of the population of a geographic area.	
Source and reference attributes	
Submitting organisation:	Intergovernmental Committee on Drugs National Minimum Data Set Working Group	
Origin:	Australian Standard Geographical Classification (ABS Cat. No. 1216.0)	
Relational attributes	
Related metadata references:	Supersedes Service delivery outlet—geographic location, code (ASGC 2008) NNNNN Health, Superseded 02/10/2009
Is formed using Establishment—Australian state/territory identifier, code N Health, Standard 01/03/2005	
Implementation start date:	01/07/2010	
Additional information for AODTS–NMDS data collectors
The Geographical location of service delivery outlet relates to the site from which a drug treatment service is delivered. As with Establishment identifier, it is the responsibility of each jurisdiction’s health authorities to identify and assign the relevant SLA code to each agency. For agencies with more than one location, the geographical location relates to the service delivery outlet. 
Classification
NNNNN
Missing values
Missing values are not permitted for this data item.
Other information
•	Responses to this data item should come in the format given in the Australian Standard Geographical Classification (ASGC) (ABS cat. no. 1216.0). The ASGC is updated on an annual basis with a date of effect of 1 July each year. The 2008 edition will be used for the 2010–11 collection period because of the timing of updates to the ASGC and their incorporation into the METeOR data element. If it is not possible to use the 2008 version, state and territory health authorities are requested to advise the AIHW which version has been used (on the Attachment A form with their data submission).
•	Some jurisdictions have used the ABS’s National Localities Index to assist with assigning SLAs to their treatment agencies in previous years. This index will no longer be updated (with the last version applicable until 30 June 2008). For the 2010–11 data collection, please use the ‘Locality to SLA 2008 Concordance’ on the ABS website or contact the AIHW for assistance.
•	The first digit for Geographical location of service delivery outlet must be the same as the Australian state/territory identifier in the Establishment identifier.	
Why is this data item collected?
This data item is collected to get an understanding about the location of agencies and of how different variables pertaining to closed treatment episodes, such as the principal drug of concern and the type of treatment, appear in different geographical locations.
Example of how Geographical location of service delivery outlet is used
Treatment agencies were mostly located in Major cities (57%) and Inner regional areas (26%) in 2007–08. Under 1% were located in Very remote areas.
Agencies located in Major cities provided proportionally more withdrawal management (detoxification) (18%) than agencies in Very remote areas (3%). 
Source: AIHW 2009.
4.4	
Episode-level items
This section details the episode-level data elements agreed for collection under the AODTS–NMDS. The data elements are referred to by their short or commonly used names. For ease of use, the items are listed alphabetically.
As for establishment-level items, the data element information for episode-level data is presented in two parts. The first part contains a copy of the ‘user friendly’ version of the data element from the National health data dictionary. This version and a ‘technical’ version of each element can be accessed via the AIHW online metadata repository (METeOR) at <meteor.aihw.gov.au>. Note that elements can be found in METeOR under their technical names. 
Data elements listed in the National health data dictionary are frequently used in multiple collections, therefore these specifications contain general information for use in health data sets.
Please refer to the additional information for AODTS–NMDS data collectors for further clarification on data element use in the collection.

4.4.1	Client type (alcohol and other drug treatment services)
Identifying and definitional attributes	
Technical name:	Episode of treatment for alcohol and other drugs—client type, code N	
METeOR identifier:	270083	
Registration status:	Health, Standard 01/03/2005	
Definition:	The status of a person in terms of whether the treatment episode concerns their own alcohol and/or other drug use or that of another person, as represented by a code.	
Data Element Concept:	Episode of treatment for alcohol and other drugs—client type	
Value domain attributes	
Representational attributes	
Representation class:	Code	
Data type:	Number	
Format:	N	
Maximum character length:	1	
Permissible values:	Value	
Meaning	

1	
Own alcohol or other drug use 	

2	
Other's alcohol or other drug use	

Collection and usage attributes	
Guide for use:	CODE 1 Own alcohol or other drug use 
Use this code for a client who receives treatment or assistance concerning their own alcohol and/or other drug use.
Use this code where a client is receiving treatment or assistance for both their own alcohol and/or other drug use and the alcohol and/or other drug use of another person.
CODE 2 Other’s alcohol or other drug use
Use this code for a client who receives support and/or assistance in relation to the alcohol and/or other drug use of another person.	
Collection methods:	To be collected on commencement of a treatment episode with a service.	
Data element attributes	
Collection and usage attributes	
Guide for use:	Where Code 2 Other's alcohol or other drug use is reported, do not collect the following data elements:
Episode of treatment for alcohol and other drugs—drug of concern (principal), code (ASCDC 2000 extended) NNNN;
Episode of treatment for alcohol and other drugs—drug of concern (other), code (ASCDC 2000 extended) NNNN;
Client—injecting drug use status, code N; and 
Client—method of drug use (principal drug of concern), code N.	
Comments:	Required to differentiate between clients according to whether the treatment episode concerns their own alcohol and/or other drug use or that of another person to provide a basis for description of the people accessing alcohol and other drug treatment services.	
Source and reference attributes	
Submitting organisation:	Intergovernmental Committee on Drugs National Minimum Data Set Working Group	
Relational attributes	
Related metadata references:	Supersedes Client type - alcohol and other drug treatment services, version 3, DE, NHDD, NHIMG, Superseded 01/03/2005.pdf (15.5 KB)	
Implementation start date:	01/07/2010	
Additional information for AODTS–NMDS data collectors
Definition
Client type (alcohol and other drug treatment services) refers to the status of a person in terms of whether the treatment episode concerns their own alcohol and/or other drug use or that of another person.
Missing values
Missing values are not permitted for this data item. 
Other information
•	Where Client type is coded 2 (other’s alcohol or other drug use), neither the Main treatment type nor other (additional) treatment types should be coded ‘1–withdrawal management (detoxification)’, ‘3–rehabilitation’ or ‘4–pharmacotherapy’.
•	Where Client type is 2 do not collect (leave blank) Principal drug of concern, Other drug of concern, Injecting drug use status and Method of use.	
Why is this data item collected?
This data item is collected to get an understanding of whether clients are accessing alcohol and other drug treatment services for assistance with their own drug use or for assistance with issues associated with another person’s drug use.
Example of how Client type (alcohol and other drug treatment services) is used
In 2007–08, 96% of all closed treatment episodes involved clients seeking treatment for their own alcohol or other drug use, a similar proportion as in previous years. 
People seeking treatment in relation to someone else’s drug use were older, with a median age of 42 years, than those seeking treatment for their own drug use (32 years). 
Source: AIHW 2009. 
4.4.2	Country of birth
Identifying and definitional attributes	
Technical name:	Person—country of birth, code (SACC 2008) NNNN	
METeOR identifier:	370943	
Registration status:	Health, Standard 01/10/2008
Community services, Standard 02/06/2008
Housing assistance, Standard 24/11/2008	
Definition:	The country in which the person was born, as represented by a code.	
Data Element Concept:	Person—country of birth	
Value domain attributes	
Representational attributes	
Classification scheme:	Standard Australian Classification of Countries 2008	
Representation class:	Code	
Data type:	Number	
Format:	NNNN	
Maximum character length:	4	
Collection and usage attributes	
Guide for use:	The Standard Australian Classification of Countries 2008 (SACC) is a four-digit, three-level hierarchical structure specifying major group, minor group and country.
A country, even if it comprises other discrete political entities such as states, is treated as a single unit for all data domain purposes. Parts of a political entity are not included in different groups. Thus, Hawaii is included in Northern America (as part of the identified country United States of America), despite being geographically close to and having similar social and cultural characteristics as the units classified to Polynesia.	
Data element attributes	
Collection and usage attributes	
Collection methods:	Some data collections ask respondents to specify their country of birth. In others, a pre-determined set of countries is specified as part of the question, usually accompanied by an ‘other (please specify)’ category.
Recommended questions are: 
In which country were you/was the person/was (name) born?
Australia 
Other (please specify)
Alternatively, a list of countries may be used based on, for example common Census responses.
In which country were you/was the person/was (name) born? 
Australia 
England 
New Zealand 
Italy 
Viet Nam 
India 
Scotland 
Philippines 
Greece 
Germany 
Other (please specify)
In either case coding of data should conform to the SACC. 
Sometimes respondents are simply asked to specify whether they were born in either 'English speaking' or 'non-English speaking' countries but this question is of limited use and this method of collection is not recommended.	
Comments:	This metadata item is consistent with that used in the ABS collection methods and is recommended for use whenever there is a requirement for comparison with ABS data (last viewed 2/6/2008).	
Relational attributes	
Related metadata references:	Supersedes Person—country of birth, code (SACC 1998) NNNN Health, Superseded 01/10/2008, Community services, Superseded 02/06/2008, Housing assistance, Superseded 24/11/2008	
Implementation in Data Set Specifications:	Acute coronary syndrome (clinical) DSS Health, Standard 01/10/2008
Admitted patient care NMDS 2010–2011 Health, Standard 22/12/2009
Admitted patient mental health care NMDS 2010–2011 Health, Standard 05/01/2010
Admitted patient palliative care NMDS 2010-11 Health, Standard 05/01/2010
Cardiovascular disease (clinical) DSS Health, Standard 22/12/2009
Community mental health care NMDS 2010–2011 Health, Standard 05/01/2010
Computer Assisted Telephone Interview demographic module DSS Health, Standard 03/12/2008
Disability Services NMDS (July 2009) Community services, Standard 11/11/2009
Health care client identification DSS Health, Standard 03/12/2008
Non-admitted patient emergency department care NMDS 2010–2011 Health, Standard 22/12/2009
Perinatal NMDS 2010–2011 Health, Standard 02/12/2009
Registered chiropractic labour force DSS Health, Standard 10/12/2009
Registered dental and allied dental health professional labour force DSS Health, Standard 10/12/2009
Registered medical professional labour force DSS Health, Standard 10/12/2009
Registered midwifery labour force DSS Health, Standard 10/12/2009
Registered nursing professional labour force DSS Health, Standard 10/12/2009
Registered optometry labour force DSS Health, Standard 10/12/2009
Registered osteopathy labour force DSS Health, Standard 10/12/2009
Registered pharmacy labour force DSS Health, Standard 10/12/2009
Registered physiotherapy labour force DSS Health, Standard 10/12/2009
Registered podiatry labour force DSS Health, Standard 10/12/2009
Registered psychology labour force DSS Health, Standard 10/12/2009
Residential mental health care NMDS 2010–2011 Health, Standard 05/01/2010	
Implementation start date:	01/07/2010	
Additional information for AODTS–NMDS data collectors
Definition
The country in which the client was born.
Classification
NNNN (as coded in the ABS Standard Australian Classification of Countries, ABS cat.no. 1269.0, Appendix D—SACC). The SACC is updated from time to time. The latest version is the second edition and was released on 19 May 2008. This edition should be used unless otherwise advised to the AIHW on the Attachment A form that accompanies the data submission. Changes since the previous version of the SACC include changes to the coding of the Channel Islands, and Serbia and Montenegro.
0000 Inadequately Described 
0001 At Sea 
0003 Not Stated 
Missing values
Use code 0003 for missing values.
Other information
Responses to this data item should be provided in the format given in the SACC four-digit (individual country) level (ABS 2008:Appendix D).	
Why is this data item collected?
This data item is collected to get an understanding of the countries of birth of clients accessing alcohol and other drug treatment services. Country of birth is used in demographic analysis of clients in the collection.
Example of how Country of birth is used
Most clients of drug treatment agencies in 2007–08 were Australian-born (86% of treatment episodes involved people born in Australia). England (2%) and New Zealand (2%) were the next most common countries of birth
Source: AIHW 2009.
4.4.3	Date of birth
Identifying and definitional attributes	
Technical name:	Person—date of birth, DDMMYYYY	
METeOR identifier:	287007	
Registration status:	Health, Standard 04/05/2005
Community services, Standard 25/08/2005
Housing assistance, Standard 20/06/2005	
Definition:	The date of birth of the person.	
Data Element Concept:	Person—date of birth	
Value domain attributes	
Representational attributes	
Representation class:	Date	
Data type:	Date/Time	
Format:	DDMMYYYY	
Maximum character length:	8	
Data element attributes	
Collection and usage attributes	
Guide for use:	If date of birth is not known or cannot be obtained, provision should be made to collect or estimate age. Collected or estimated age would usually be in years for adults, and to the nearest three months (or less) for children aged less than two years. Additionally, an estimated date flag or a date accuracy indicator should be reported in conjunction with all estimated dates of birth. 
For data collections concerned with children’s services, it is suggested that the estimated date of birth of children aged under 2 years should be reported to the nearest 3 month period, i.e. 0101, 0104, 0107, 0110 of the estimated year of birth. For example, a child who is thought to be aged 18 months in October of one year would have his/her estimated date of birth reported as 0104 of the previous year. Again, an estimated date flag or date accuracy indicator should be reported in conjunction with all estimated dates of birth.	
Collection methods:	Information on date of birth can be collected using the one question: 
What is your/(the person’s) date of birth?
In self-reported data collections, it is recommended that the following response format is used: 
Date of birth: _ _ / _ _ / _ _ _ _ 
This enables easy conversion to the preferred representational layout (DDMMYYYY).
For record identification and/or the derivation of other metadata items that require accurate date of birth information, estimated dates of birth should be identified by a date accuracy indicator to prevent inappropriate use of date of birth data. The linking of client records from diverse sources, the sharing of patient data, and data analysis for research and planning all rely heavily on the accuracy and integrity of the collected data. In order to maintain data integrity and the greatest possible accuracy an indication of the accuracy of the date collected is critical. The collection of an indicator of the accuracy of the date may be essential in confirming or refuting the positive identification of a person. For this reason it is strongly recommended that the data element Date—accuracy indicator, code AAA also be recorded at the time of record creation to flag the accuracy of the data.	
Comments:	Privacy issues need to be taken into account in asking persons their date of birth.
Wherever possible and wherever appropriate, date of birth should be used rather than age because the actual date of birth allows a more precise calculation of age.
When date of birth is an estimated or default value, national health and community services collections typically use 0101 or 0107 or 3006 as the estimate or default for DDMM. 
It is suggested that different rules for reporting data may apply when estimating the date of birth of children aged under 2 years because of the rapid growth and development of children within this age group which means that a child's development can vary considerably over the course of a year. Thus, more specific reporting of estimated age is suggested. 	
Source and reference attributes	
Origin:	National Health Data Committee 
National Community Services Data Committee	
Reference documents:	AS5017 Health Care Client Identification, 2002, Sydney: Standards Australia
AS4846 Health Care Provider Identification, 2004, Sydney: Standards Australia	
Relational attributes	
Related metadata references:	Supersedes Person—date of birth, DDMMYYYY Health, Superseded 04/05/2005, Community services, Superseded 25/08/2005
See also Date—estimate indicator, code N Community services, Standard 27/04/2007
See also Date—accuracy indicator, code AAA Health, Standard 04/05/2005, Community services, Standard 30/09/2005
Is used in the formation of Episode of admitted patient care—major diagnostic category, code (AR-DRG v 6) NN Health, Standard 22/12/2009
Is used in the formation of Episode of admitted patient care—diagnosis related group, code (AR-DRG v 6) ANNA Health, Standard 22/12/2009
Is used in the formation of Episode of admitted patient care—length of stay (including leave days) (postnatal), total N[NN] Health, Standard 04/07/2007
Is used in the formation of Episode of admitted patient care—length of stay (including leave days) (antenatal), total N[NN] Health, Standard 04/07/2007	
Implementation in Data Set Specifications:	Acute coronary syndrome (clinical) DSS Health, Standard 01/10/2008
Admitted patient care NMDS 2010-2011 Health, Standard 22/12/2009
Admitted patient mental health care NMDS 2010-2011 Health, Standard 05/01/2010
Admitted patient palliative care NMDS 2010-11 Health, Standard 05/01/2010
AROC inpatient data set specification Health, Candidate 14/02/2007
Cancer (clinical) DSS Health, Standard 22/12/2009
Cardiovascular disease (clinical) DSS Health, Standard 22/12/2009
Child protection and support services (CPSS) client cluster Community services, Standard 30/04/2008
Child protection and support services (CPSS) sibling cluster Community services, Standard 30/04/2008
Children's Services NMDS Community services, Standard 18/12/2007
Community mental health care NMDS 2010-2011 Health, Standard 05/01/2010
Computer Assisted Telephone Interview demographic module DSS Health, Standard 03/12/2008
Diabetes (clinical) DSS Health, Standard 21/09/2005
Disability Services NMDS (July 2009) Community services, Standard 11/11/2009
Health care client identification DSS Health, Standard 03/12/2008
Health care provider identification DSS Health, Standard 03/12/2008
Health labour force NMDS Health, Standard 01/03/2005
Juvenile Justice Client file cluster Community services, Standard 14/09/2009
Juvenile Justice NMDS 2007 Community services, Standard 27/03/2007
Non-admitted patient emergency department care NMDS 2010-2011 Health, Standard 22/12/2009
Perinatal NMDS 2010-2011 Health, Standard 02/12/2009
Residential mental health care NMDS 2010-2011 Health, Standard 05/01/2010
SAAP Client Collection National Minimum Data Set Community services, Standard 30/11/2007	
Implementation start date:	01/07/2010	
Information specific to this data set:	This field must not be null.
National Minimum Data Sets:
For the provision of State and Territory hospital data to Commonwealth agencies this field must:
•	be less than or equal to Admission date, Date patient presents or Service contact date
•	be consistent with diagnoses and procedure codes, for records to be grouped.	
Additional information for AODTS–NMDS data collectors
Definition
The day, month and year when the person seeking drug treatment was born.
Classification
ddmmyyyy
Missing values
Use code 01011900 for missing values.
Other information
•	Where the date of birth is not provided directly by the client, other records such as referral documents may be used to establish or estimate the date of birth.
•	Where the day and/or month of birth is unknown, estimate the year of birth and enter ‘0101’ as the day and month. (Please do not use 0107 or 3006 of the relevant year to estimate Date of birth. These codes are not used for AODTS–NMDS purposes.)
•	Where the date of birth is unknown, and year of birth cannot be estimated, enter ‘01011900’.
•	For privacy reasons, ‘age in years’ will be the output data item rather than ‘date of birth’.
•	The Date of birth should be before Date of commencement and before Date of cessation.
•	There should be no clients where the Date of birth for the client equates to the client being aged less than 10 years (when age is calculated using Date of birth and Date of cessation).	
Why is this data item collected?
Date of birth is required to derive the age of clients for demographic analyses, and for analysis by age (or age group) at a point in time. Age is used for analysis of service utilisation, and comparison with population data.
Example of how Date of birth is used

Table 4.2: Closed treatment episodes by sex and age group, 2007–08 (per cent)
	Age group (years)		Total 
(no.)	Median age	
Sex/client type	10–19	20–29	30–39	40–49	50–59	60+	Total(a)			
Persons(b)	
Own drug use	11.2	31.9	29.1	17.9	7.1	2.5	100.0	147,721	32	
Other’s drug use	17.9	12.5	15.5	20.4	21.6	10.8	100.0	6,277	42	
Total persons	11.4	31.1	28.6	18.0	7.7	2.9	100.0	. .	32	
Total (number)	17,618	47,936	44,007	27,722	11,788	4,440	. .	153,998	. .	
(a)	Includes ‘not stated’ for age.
(b)	Includes ‘not stated’ for sex.
4.4.4	Date of cessation of treatment episode for alcohol and other drugs
Identifying and definitional attributes	
Technical name:	Episode of treatment for alcohol and other drugs—treatment cessation date, DDMMYYYY	
METeOR identifier:	270067	
Registration status:	Health, Standard 01/03/2005	
Definition:	The date on which a treatment episode for alcohol and other drugs ceases.	
Data Element Concept:	Episode of treatment for alcohol and other drugs—treatment cessation date	
Value domain attributes	
Representational attributes	
Representation class:	Date	
Data type:	Date/Time	
Format:	DDMMYYYY	
Maximum character length:	8	
Data element attributes	
Collection and usage attributes	
Guide for use:	Refers to the date of the last service contact in a treatment episode between the client and staff of the treatment provider. In situations where the client has had no contact with the treatment provider for three months, nor is there a plan in place for further contact, the date of last service contact should be used. Refer to the glossary item Cessation of treatment episode for alcohol and other drugs to determine when a treatment episode ceases.
The date must be later than or the same as the treatment commencement date for the episode of treatment for alcohol and other drugs.	
Comments:	Required to identify the cessation of a treatment episode by an alcohol and other drug treatment service.	
Source and reference attributes	
Submitting organisation:	Intergovernmental Committee on Drugs National Minimum Data Set Working Group	
Relational attributes	
Related metadata references:	Supersedes Date of cessation of treatment episode for alcohol and other drugs, version 2, DE, NHDD, NHIMG, Superseded 01/03/2005.pdf (14.6 KB)	
Implementation start date:	01/07/2010	
Information specific to this data set:	The date must be later than or the same as the treatment commencement date for the episode of treatment for alcohol and other drugs.	

Additional information for AODTS–NMDS data collectors
Definition
The day, month and year when a treatment episode for alcohol and other drugs ceases.
Classification
ddmmyyyy
Missing values
Missing values are not permitted for this data item.
Other information
•	Months with less than 31 days should not have Date of cessation recorded as the 31st.
•	No Date of cessation should be recorded as 30 or 31 February.
•	There should be no Date of cessation recorded as 29 February in a non-leap year.
•	Date of cessation must fall within the financial year of the collection (that is,. 1 July 2009 to 30 June 2010).	
Why is this data item collected?
Date of cessation of treatment episode for alcohol and other drugs is required to derive the duration of treatment episodes. Duration can then be related to other variables such as demographics, principal drug of concern and treatment type. 
Example of how Date of cessation is used
The median number of days for a treatment episode in 2007–08 was 17, which was the same as the previous year. Information and education only had a median duration of 1 day. Counselling had a median duration of 47 days.
Source: AIHW 2009.
4.4.5	Date of commencement of treatment episode for alcohol and other drugs
Identifying and definitional attributes	
Technical name:	Episode of treatment for alcohol and other drugs—treatment commencement date, DDMMYYYY	
METeOR identifier:	270069	
Registration status:	Health, Standard 01/03/2005	
Definition:	The date on which the first service contact within the treatment episode when assessment and/or treatment occurs.	
Data Element Concept:	Episode of treatment for alcohol and other drugs—treatment commencement date	
Value domain attributes	
Representational attributes	
Representation class:	Date	
Data type:	Date/Time	
Format:	DDMMYYYY	
Maximum character length:	8	
Data element attributes	
Collection and usage attributes	
Guide for use:	A client is identified as commencing a treatment episode if one or more of the following apply:
•	they are a new client, 
•	they are a client recommencing treatment after they have had had no contact with the treatment provider for a period of three months or had any plan in place for further contact, 
•	their principal drug of concern for alcohol and other drugs has changed, 
•	their main treatment type for alcohol and other drugs has changed, 
•	their treatment delivery setting for alcohol and other drugs has changed.	
Comments:	Required to identify the commencement of a treatment episode by an alcohol and other drug treatment service.	
Source and reference attributes	
Submitting organisation:	Intergovernmental Committee on Drugs National Minimum Data Set Working Group	
Relational attributes	
Related metadata references:	Supersedes Date of commencement of treatment episode for alcohol and other drugs, version 2, DE, NHDD, NHIMG, Superseded 01/03/2005.pdf (14.1 KB)
Supersedes Commencement of treatment episode for alcohol and other drugs, version 2, DEC, NHDD, NHIMG, Superseded 01/03/2005.pdf (13.5 KB)	
Implementation start date:	01/07/2010	
Information specific to this data set:	The date must be earlier than or the same as the treatment cessation date for the episode of treatment for alcohol and other drugs.	

Additional information for AODTS–NMDS data collectors
Definition
The day, month and year when a treatment episode for alcohol and other drugs commences.
Classification
ddmmyyyy
Missing values
Missing values are not permitted for this data item.
Other information
•	The commencement of a treatment episode is the first service contact between a client and a treatment provider when assessment and/or treatment occurs.
•	The Date of commencement should be earlier than or the same as the Date of cessation and later than Date of birth.
•	Months with less than 31 days should not have Date of commencement recorded as the 31st.
•	No Date of commencement should be recorded as 30 or 31 February.
•	There should be no Date of commencement recorded as 29 February in a non-leap year.	
Why is this data item collected?
Date of commencement is used together with Date of cessation to derive the duration of treatment episodes. 
Example of how Date of commencement is used
In 2007–08, heroin-related treatment episodes were the longest out of all drug types, with a median length of 29 days. Alcohol-related episodes were 16 days and ecstasy treatment around 4 days.
Source: AIHW 2009.

4.4.6	Indigenous status
Identifying and definitional attributes	
Technical name:	Person—Indigenous status, code N	
METeOR identifier:	291036	
Registration status:	Health, Standard 04/05/2005
Community services, Standard 25/08/2005
Housing assistance, Proposed 02/11/2009	
Definition:	Whether a person identifies as being of Aboriginal or Torres Strait Islander origin, as represented by a code. This is in accord with the first two of three components of the Commonwealth definition.	
Data Element Concept:	Person—Indigenous status	
Value domain attributes	
Representational attributes	
Representation class:	Code	
Data type:	Number	
Format:	N	
Maximum character length:	1	
Permissible values:	Value	
Meaning	

1	
Aboriginal but not Torres Strait Islander origin	

2	
Torres Strait Islander but not Aboriginal origin	

3	
Both Aboriginal and Torres Strait Islander origin	

4	
Neither Aboriginal nor Torres Strait Islander origin	

Supplementary values:	Value	
Meaning	

9	
Not stated/inadequately described	

Collection and usage attributes	
Guide for use:	This metadata item is based on the Australian Bureau of Statistics (ABS) standard for Indigenous status. For detailed advice on its use and application please refer to the ABS Website as indicated in the Reference documents. 
The classification for Indigenous status has a hierarchical structure comprising two levels. There are four categories at the detailed level of the classification which are grouped into two categories at the broad level. There is one supplementary category for 'not stated' responses. The classification is as follows: 
Indigenous: 
•	Aboriginal but not Torres Strait Islander origin. 
•	Torres Strait Islander but not Aboriginal origin. 
•	Both Aboriginal and Torres Strait Islander origin. 
Non-indigenous: 
•	Neither Aboriginal nor Torres Strait Islander origin.
Not stated/ inadequately described: 
This category is not to be available as a valid answer to the questions but is intended for use: 
•	Primarily when importing data from other data collections that do not contain mappable data. 
•	Where an answer was refused. 
•	Where the question was not able to be asked prior to completion of assistance because the client was unable to communicate or a person who knows the client was not available.
Only in the last two situations may the tick boxes on the questionnaire be left blank.	
Data element attributes	
Collection and usage attributes	
Collection methods:	The standard question for Indigenous Status is as follows: 
[Are you] [Is the person] [Is (name)] of Aboriginal or Torres Strait Islander origin?
(For persons of both Aboriginal and Torres Strait Islander origin, mark both 'Yes' boxes.) 
No.................................................... 
Yes, Aboriginal............................... 
Yes, Torres Strait Islander............ 
This question is recommended for self-enumerated or interview-based collections. It can also be used in circumstances where a close relative, friend, or another member of the household is answering on behalf of the subject. It is strongly recommended that this question be asked directly wherever possible. 
When someone is not present, the person answering for them should be in a position to do so, i.e. this person must know well the person about whom the question is being asked and feel confident to provide accurate information about them. 
This question must always be asked regardless of data collectors' perceptions based on appearance or other factors. 
The Indigenous status question allows for more than one response. The procedure for coding multiple responses is as follows: 
If the respondent marks 'No' and either 'Aboriginal' or 'Torres Strait Islander', then the response should be coded to either Aboriginal or Torres Strait Islander as indicated (i.e. disregard the 'No' response). 
If the respondent marks both the 'Aboriginal' and 'Torres Strait Islander' boxes, then their response should be coded to 'Both Aboriginal and Torres Strait Islander Origin'.
If the respondent marks all three boxes ('No', 'Aboriginal' and 'Torres Strait Islander'), then the response should be coded to 'Both Aboriginal and Torres Strait Islander Origin' (i.e. disregard the 'No' response). 
This approach may be problematical in some data collections, for example when data are collected by interview or using screen based data capture systems. An additional response category 
Yes, both Aboriginal and Torres Strait Islander...
may be included if this better suits the data collection practices of the agency or establishment concerned.	
Comments:	The following definition, commonly known as 'The Commonwealth Definition', was given in a High Court judgement in the case of Commonwealth v Tasmania (1983) 46 ALR 625.
'An Aboriginal or Torres Strait Islander is a person of Aboriginal or Torres Strait Islander descent who identifies as an Aboriginal or Torres Strait Islander and is accepted as such by the community in which he or she lives'.
There are three components to the Commonwealth definition:
•	descent; 
•	self-identification; and 
•	community acceptance.
In practice, it is not feasible to collect information on the community acceptance part of this definition in general purpose statistical and administrative collections and therefore standard questions on Indigenous status relate to descent and self-identification only.	
Source and reference attributes	
Origin:	National Health Data Committee
National Community Services Data Committee	
Reference documents:	Australian Bureau of Statistics 1999. Standards for Social, Labour and Demographic Variables. Cultural Diversity Variables, Canberra. Viewed 3 August 2005.	
Relational attributes	
Related metadata references:	Supersedes Person—Indigenous status, code N Health, Superseded 04/05/2005, Community services, Superseded 25/08/2005	
Implementation in Data Set Specifications:	Acute coronary syndrome (clinical) DSS Health, Standard 01/10/2008
Admitted patient care NMDS 2010-2011 Health, Standard 22/12/2009
Admitted patient mental health care NMDS 2010-2011 Health, Standard 05/01/2010
Admitted patient palliative care NMDS 2010-11 Health, Standard 05/01/2010
AROC inpatient data set specification Health, Candidate 14/02/2007
Cardiovascular disease (clinical) DSS Health, Standard 22/12/2009
Child protection and support services (CPSS) - out-of-home care NMDS pilot (2008) Community services, Standard 30/04/2008
Child protection and support services (CPSS) client cluster Community services, Standard 30/04/2008
Children's Services NMDS Community services, Standard 18/12/2007
Community mental health care NMDS 2010-2011 Health, Standard 05/01/2010
Computer Assisted Telephone Interview demographic module DSS Health, Standard 03/12/2008
Diabetes (clinical) DSS Health, Standard 21/09/2005
Disability Services NMDS (July 2009) Community services, Standard 11/11/2009
Elective surgery waiting times (census data) NMDS 2009- Health, Standard 03/12/2008
Elective surgery waiting times (removals data) NMDS 2009- Health, Standard 03/12/2008
Health care client identification DSS Health, Standard 03/12/2008
Juvenile Justice Client file cluster Community services, Standard 14/09/2009
Juvenile Justice NMDS 2007 Community services, Standard 27/03/2007
Non-admitted patient emergency department care NMDS 2010-2011 Health, Standard 22/12/2009
Perinatal NMDS 2010-2011 Health, Standard 02/12/2009
Registered chiropractic labour force DSS Health, Standard 10/12/2009
Registered dental and allied dental health professional labour force DSS Health, Standard 10/12/2009
Registered medical professional labour force DSS Health, Standard 10/12/2009
Registered midwifery labour force DSS Health, Standard 10/12/2009
Registered nursing professional labour force DSS Health, Standard 10/12/2009
Registered optometry labour force DSS Health, Standard 10/12/2009
Registered osteopathy labour force DSS Health, Standard 10/12/2009
Registered pharmacy labour force DSS Health, Standard 10/12/2009
Registered physiotherapy labour force DSS Health, Standard 10/12/2009
Registered podiatry labour force DSS Health, Standard 10/12/2009
Registered psychology labour force DSS Health, Standard 10/12/2009
Residential mental health care NMDS 2010-2011 Health, Standard 05/01/2010
SAAP Client Collection National Minimum Data Set Community services, Standard 30/11/2007
SAAP Demand for Accommodation National Minimum Data Set Community services, Standard 30/11/2007	
Implementation start date:	01/07/2010	

Additional information for AODTS–NMDS data collectors
Definition
Indigenous status is a measure of whether a person identifies as being of Aboriginal or Torres Strait Islander origin.
Classification
1	Aboriginal but not Torres Strait Islander origin
2	Torres Strait Islander but not Aboriginal origin
3	Both Aboriginal and Torres Strait Islander origin
4	Neither Aboriginal nor Torres Strait Islander origin
9	Not stated/inadequately described
Missing values
The not stated/inadequately described category is not to be available as a valid answer to the question but may be used when the client refuses to answer.	
Why is Indigenous status collected?
This data item is an essential demographic component of the AODTS–NMDS, along with items such as age and sex. This data item is used to explore the relationship between the Indigenous status of clients and other data items in the AODTS–NMDS.
Example of how Indigenous status is used
Table 4.3: Closed treatment episodes(a) by principal drug of concern and Indigenous status, 2007–08
Principal drug 
of concern	Indigenous	Non-Indigenous	Not stated	Total	
	No.	Per cent	No.	Per cent	No.	Per cent	No.	Per cent	
Alcohol	8,484	52.8	54,113	43.5	3,105	42.9	65,702	44.5	
Amphetamines	1,480	9.2	14,416	11.6	692	9.6	16,588	11.2	
Benzodiazepines	131	0.8	2,241	1.8	115	1.6	2,487	1.7	
Cannabis	3,471	21.6	26,842	21.6	1,551	21.4	31,864	21.6	
Cocaine	27	0.2	411	0.3	19	0.3	457	0.3	
Ecstasy	58	0.4	1,215	1.0	48	0.7	1,321	0.9	
Nicotine	237	1.5	2,214	1.8	97	1.3	2,548	1.7	
Opioids									
Heroin	1,097	6.8	13,655	11.0	819	11.3	15,571	10.5	
Methadone	180	1.1	2,010	1.6	106	1.5	2,296	1.6	
Morphine	172	1.1	1,139	0.9	79	1.1	1,390	0.9	
Total opioids(b)	1,587	9.9	18,634	15.0	1,159	16.0	21,380	14.5	
All other drugs(c)	583	3.6	4,344	3.5	447	6.2	5,374	3.6	
Total	16,058	100.0	124,430	100.0	7,233	100.0	147,721	100.0	
Per cent of Indigenous status	10.9	. .	84.2	. .	4.9	. .	100.0	. .	
(a)	Excludes treatment episodes for clients seeking treatment for the drug use of others.
(b)	‘Total opioids’ includes the balance of opioid drugs coded according to ASCDC. See Appendix 5.
(c)	Includes balance of principal drugs of concern coded according to ASCDC. See Appendix 5.
Source: AIHW 2009. 

4.4.7	Injecting drug use status
Identifying and definitional attributes	
Technical name:	Client—injecting drug use status, code N	
METeOR identifier:	270113	
Registration status:	Health, Standard 01/03/2005	
Definition:	The client's use of injection as a method of administering drugs, as represented by a code.	
Data Element Concept:	Client—injecting drug use status	
Value domain attributes	
Representational attributes	
Representation class:	Code	
Data type:	Number	
Format:	N	
Maximum character length:	1	
Permissible values:	Value	
Meaning	

1	
Last injected three months ago or less	

2	
Last injected more than three months ago but less than or equal to twelve months ago	

3	
Last injected more than twelve months ago	

4	
Never injected	

Supplementary values:	Value	
Meaning	

9	
Not stated/inadequately described	

Data element attributes	
Collection and usage attributes	
Collection methods:	To be collected on commencement of treatment with a service.
For clients whose treatment episode is related to the alcohol and other drug use of another person, this metadata item should not be collected.	
Comments:	This metadata item has been developed for use in clinical settings. A code that refers to a three-month period to define 'current' injecting drug use is required as a clinically relevant period of time.
The metadata item may also be used in population surveys that require a longer timeframe, for example to generate 12-month prevalence rates, by aggregating Codes 1 and 2. However, caution must be exercised when comparing clinical samples with population samples.
This metadata item is important for identifying patterns of drug use and harms associated with injecting drug use.	
Source and reference attributes	
Submitting organisation:	Intergovernmental Committee on Drugs National Minimum Data Set Working Group	
Relational attributes	
Related metadata references:	Supersedes Injecting drug use status, version 2, DE, NHDD, NHIMG, Superseded 01/03/2005.pdf (15.8 KB)	
	
Implementation start date:	01/07/2010	

Additional information for AODTS–NMDS data collectors
Definition
The client’s use of injection as a method of administering drugs, including intravenous, intramuscular and subcutaneous forms of injection.
Missing values
Use code 9 for missing values.
Other information
Where Injecting drug use status is coded 4 (Never injected), check that Method of use is not coded 3 (injects).	
Why is this data item collected?
This data item is collected to explore the levels of injection or needle use associated with drug treatment clients. Potentially, this allows a measure of health risk in the treatment population.
Example of how Injecting drug use status is used
In 2007–08, 50% of closed treatment episodes involved clients who reported never having injected drugs, 20% involved clients who identified themselves as current injectors; that is, injected within the previous 3 months, and a further 18% involved clients who reported they had injected drugs in the past (7% between 3 months and 12 months ago and 11%, 12 or more months ago). This item was reported as ‘not stated’ in 12% of episodes involving people seeking treatment for their own drug use
Source: AIHW 2009.
4.4.8	Main treatment type for alcohol and other drugs
Identifying and definitional attributes	
Technical name:	Episode of treatment for alcohol and other drugs—treatment type (main), code N	
METeOR identifier:	270056	
Registration status:	Health, Standard 01/03/2005	
Definition:	The main activity determined at assessment by the treatment provider to treat the client's alcohol and/or drug problem for the principal drug of concern, as represented by a code.	
Data Element Concept:	Episode of treatment for alcohol and other drugs—treatment type	
Value domain attributes	
Representational attributes	
Representation class:	Code	
Data type:	Number	
Format:	N	
Maximum character length:	1	
Permissible values:	Value	
Meaning	

1	
Withdrawal management (detoxification)	

2	
Counselling	

3	
Rehabilitation	

4	
Pharmacotherapy	

5	
Support and case management only	

6	
Information and education only	

7	
Assessment only	

8	
Other	

Collection and usage attributes	
Guide for use:	CODE 1 Withdrawal management (detoxification)
This code refers to any form of withdrawal management, including medicated and non-medicated, in any delivery setting.
CODE 2 Counselling
This code refers to any method of individual or group counselling directed towards identified problems with alcohol and/or other drug use or dependency. This code excludes counselling activity that is part of a rehabilitation program as defined in Code 3.
CODE 3 Rehabilitation
This code refers to an intensive treatment program that integrates a range of services and therapeutic activities that may include counselling, behavioural treatment approaches, recreational activities, social and community living skills, group work and relapse prevention. Rehabilitation treatment can provide a high level of support (i.e. up to 24 hours a day) and tends towards a medium to longer-term duration. Rehabilitation activities can occur in residential or non-residential settings. Counselling that is included within an overall rehabilitation program should be coded to Code 3 for Rehabilitation, not to Code 2 as a separate treatment episode for counselling.
CODE 4 Pharmacotherapy
Refers to pharmacotherapies that include those used as maintenance therapies (e.g. naltrexone, buprenorphine, and methadone treatment) and those used as relapse prevention. Use Code 1 (withdrawal management) where a pharmacotherapy is used solely for withdrawal. Note collection exclusions: excludes treatment episodes for clients who are on an opioid pharmacotherapy maintenance program and are not receiving any other form of treatment.
CODE 5 Support and case management only
Refers to when there is no treatment provided to the client other than support and case management (e.g. treatment provided through youth alcohol and drug outreach services). This choice only applies where support and case management treatment is recorded as individual client data and the treatment activity is not included in any other category.
CODE 6 Information and education only
Refers to when there is no treatment provided to the client other than information and education. It is noted that, in general, service contacts would include a component of information and education.
CODE 7 Assessment only
Refers to when there is no treatment provided to the client other than assessment. It is noted that, in general, service contacts would include an assessment component. 	
Data element attributes	
Collection and usage attributes	
Guide for use:	Only one code to be selected.
To be completed at assessment or commencement of treatment. 
The main treatment type is the principal activity as judged by the treatment provider that is necessary for the completion of the treatment plan for the principal drug of concern. The main treatment type for alcohol and other drugs is the principal focus of a single treatment episode. Consequently, each treatment episode will only have one main treatment type. 
For brief interventions, the main treatment type may apply to as few as one contact between the client and agency staff.
	
Comments:	Information about treatment provided is of fundamental importance to service delivery and planning.	
Source and reference attributes	
Submitting organisation:	Intergovernmental Committee on Drugs National Minimum Data Set Working Group	
Relational attributes	
Related metadata references:	Supersedes Main treatment type for alcohol and other drugs, version 1, DE, NHDD, NHIMG, Superseded 01/03/2005.pdf (18.9 KB)	
	
Implementation start date:	01/07/2010	

Additional information for AODTS–NMDS d ata collectors
Definition
The Main treatment type for alcohol and other drugs is the main activity determined necessary at assessment by the treatment provider to treat the client’s alcohol and/or drug problem for the principal drug of concern.
Missing values
Missing values are not permitted for this data item.
Other information
•	If Main treatment type is coded 5, 6 or 7, then Other treatment type 1–4 must be blank.
•	If Main treatment type is coded 1, 3 or 4, then Client type (alcohol and other drug treatment services) must not be coded 2. 
•	A single client record can not have the same Main treatment type code recorded more than once, with the exception of code 8 (Other).
•	Code 7 (Assessment only): AIHW will continue monitoring ‘assessment only’ duration and will provide information to jurisdictions on episode duration of 2–29 days, 
1–3 months, and longer than 3 months. Validation checks will be applied at 30- and
90-day durations.
•	Code 8 (Other): refers to other main treatment types such as nicotine replacement therapy or outdoor therapy. 
•	If pharmacotherapy is the Main treatment type (coded as ‘other ‘), then an ‘other (additional) treatment type’ must be recorded.	
Why is this data item collected?
This data item is collected to explore the types of treatments being accessed by clients. Main treatment type is then analysed with reference to other data set variables.
Example of how Main treatment type for alcohol and other drugs is used
Table 4.4: Trends in main treatment type, 2001–02 to 2007–08
Main treatment type	2001–02(a)	2002–03	2003–04	2004–05	2005–06	2006–07	2007–08	
	(per cent)	
Withdrawal management (detoxification)	19.1	18.9	18.4	17.9	17.1	16.6	16.2	
Counselling	38.9	41.5	37.6	40.2	37.8	38.7	37.3	
Rehabilitation	6.3	7.5	8.6	7.7	7.5	7.4	7.2	
Support and case management only	6.1	6.9	8.4	7.9	8.2	8.3	8.0	
Information and education only	9.8	8.0	7.6	8.9	9.7	9.3	9.8	
Assessment only	14.6	12.7	14.9	12.4	15.3	15.1	14.3	
Other(b) 	5.1	4.4	4.5	5.0	4.4	4.5	7.2	
Total	100.0	100.0	100.0	100.0	100.0	100.0	100.0	
(a)	Excludes South Australia.
(b)	‘Other’ includes closed treatment episodes where the main treatment was reported as pharmacotherapy.
Source: AIHW 2009. 
4.4.9	Method of use for principal drug of concern
Identifying and definitional attributes	
Technical name:	Client—method of drug use (principal drug of concern), code N	
METeOR identifier:	270111	
Registration status:	Health, Standard 01/03/2005	
Definition:	The client's self-reported usual method of administering the principal drug of concern, as represented by a code.	
Data Element Concept:	Client—method of drug use (principal drug of concern)	
Value domain attributes	
Representational attributes	
Representation class:	Code	
Data type:	Number	
Format:	N	
Maximum character length:	1	
Permissible values:	Value	
Meaning	

1	
Ingests	

2	
Smokes 	

3	
Injects	

4	
Sniffs (powder)	

5	
Inhales (vapour)	

6	
Other	

Supplementary values:	Value	
Meaning	

9	
Not stated/inadequately described	

Data element attributes	
Collection and usage attributes	
Guide for use:	CODE 1 
Refers to eating or drinking as the method of administering the principal drug of concern.	
Collection methods:	Collect only for principal drug of concern. 
To be collected on commencement of treatment with a service.	
Comments:	Identification of drug use methods is important for minimising specific harms associated with drug use, and is consequently of value for informing treatment approaches.	
Source and reference attributes	
Submitting organisation:	Intergovernmental Committee on Drugs National Minimum Data Set Working Group	
Relational attributes	
Related metadata references:	Supersedes Method of use for principal drug of concern, version 1, DE, NHDD, NHIMG, Superseded 01/03/2005.pdf (14.7 KB)	
Implementation start date:	01/07/2010	

Additional information for AODTS–NMDS data collectors
Definition
The client’s usual method of administering the principal drug of concern as stated by the client.
Missing values
Use code 9 for missing values.
Other information
Where Method of use for principal drug of concern is coded 3 (Injects), check that Injecting drug use status is not coded 4 (Never injected).	
Why is this data item collected?
This data item is collected to get an understanding of the prevalence of the different methods of drug use. This is then related to many other data items in the data set.
Example of use of Method of use for principal drug of concern.
In 2007–08, where amphetamines were the principal drug of concern, injecting was the most common method of use (66%), followed by smoking (17%) and ingesting (11%)
Source: AIHW 2009. 
4.4.10 Other drug of concern
Identifying and definitional attributes	
Technical name:	Episode of treatment for alcohol and other drugs—drug of concern (other), code (ASCDC 2000 extended) NNNN	
METeOR identifier:	270110	
Registration status:	Health, Standard 01/03/2005	
Definition:	A drug apart from the principal drug of concern which the client states as being a concern, as represented by a code.	
Data Element Concept:	Episode of treatment for alcohol and other drugs—drug of concern	
Value domain attributes	
Representational attributes	
Classification scheme:	Australian Standard Classification of Drugs of Concern 2000	
Representation class:	Code	
Data type:	String	
Format:	NNNN	
Maximum character length:	4	
Supplementary values:	Value	
Meaning	

0005	
Opioid analgesics not further defined	

0006	
Psychostimulants not further defined	

Collection and usage attributes	
Guide for use:	The Australian Standard Classification of Drugs of Concern (ASCDC) provides a number of supplementary codes that have specific uses and these are detailed within the ASCDC e.g. 0000 = inadequately described.
Other supplementary codes that are not already specified in the ASCDC may be used in National Minimum Data Sets (NMDS) when required. In the Alcohol and other drug treatment service NMDS, two additional supplementary codes have been created which enable a finer level of detail to be captured: 
CODE 0005 Opioid analgesics not further defined
This code is to be used when it is known that the client's principal drug of concern is an opioid but the specific opioid used is not known. The existing code 1000 combines opioid analgesics and non-opioid analgesics together into Analgesics nfd and the finer level of detail, although known, is lost.
CODE 0006 Psychostimulants not further defined 
This code is to be used when it is known that the client's principal drug of concern is a psychostimulant but not which type. The existing code 3000 combines stimulants and hallucinogens together into Stimulants and hallucinogens nfd and the finer level of detail, although known, is lost.
Psychostimulants refer to the types of drugs that would normally be coded to 3100-3199, 3300-3399 and 3400-3499 categories plus 3903 and 3905.	
Data element attributes	
Collection and usage attributes	
Guide for use:	Record each additional drug of concern (according to the client) relevant to the treatment episode. The other drug of concern does not need to be linked to a specific treatment type.
More than one drug may be selected. There should be no duplication with the principal drug of concern.	
Collection methods:	Any other drug of concern for the client should be recorded upon commencement of a treatment episode.
For clients whose treatment episode is related to the alcohol and other drug use of another person, this metadata item should not be collected.	
Comments:	This item complements principal drug of concern. The existence of other drugs of concern may have a role in determining the types of treatment required and may also influence treatment outcomes.	
Source and reference attributes	
Submitting organisation:	Intergovernmental Committee on Drugs National Minimum Data Set Working Group	
Relational attributes	
Related metadata references:	Supersedes Other drug of concern, version 3, DE, NHDD, NHIMG, Superseded 01/03/2005.pdf (16.4 KB)	
Implementation start date:	01/07/2010	
Additional information for AODTS–NMDS data collectors
Definition
Other drug or drugs that are of concern to the client (apart from the principal drug of concern).
Classification
NNNN
Missing values
For a ‘not stated’ response, leave this item blank.
Other information
•	Responses to this data item should come in the format given in the Australian Standard Classification of Drugs of Concern (ASCDC), ABS cat. no. 1248.0 (ABS 2000) (attached as Appendix F). This includes two supplementary codes
–	Code 0005 (Opioid analgesics not further defined): to be used when it is known that the client’s Principal drug of concern is an opioid but the specific opioid used is not known.
–	Code 0006 (Psychostimulants not further defined): to be used when it is known that the client’s Principal drug of concern is a psychostimulant but not which type.
•	Check that the code chosen for Principal drug of concern is not repeated for Other drug of concern 1–5. A single client record can not have the same drug code recorded more than once, with the exception of ‘0001’ and ‘9000’.
•	If Other drug of concern 1 is coded ‘0000’ or ‘0001’ then other drugs 2–5 must be blank.
•	Where Client type (alcohol and other drug treatment services) is coded 2, Other drug of concern 1 must be blank.	
Why is this data item collected?
This data item is collected to get an understanding of the range of drugs that are of concern to clients.
Example of how Other drug of concern is used
By combining the principal drug of concern and all ‘other’ drugs of concern reported, it is possible to analyse how many treatment episodes included alcohol as a drug of concern. The figure below shows the proportion of treatment episodes where alcohol was the principal drug of concern (44%) together with the proportion of episodes where alcohol was reported as being a concern (either as the principal or other drug) (60%). 

Figure 1: Principal drug of concern and all drugs of concern, 2007–08
Vertical bar chart showing, for principal drug of concern and all drugs of concern, type of drug on y-axis and proportion of closed treatment episodes (per cent).
Source: Table A3.7, AIHW 2009.

4.4.11 Other treatment type for alcohol and other drugs
Identifying and definitional attributes	
Technical name:	Episode of treatment for alcohol and other drugs—treatment type (other), code [N]	
METeOR identifier:	270076	
Registration status:	Health, Standard 01/03/2005	
Definition:	All other forms of treatment provided to the client in addition to the main treatment type for alcohol and other drugs, as represented by a code.	
Data Element Concept:	Episode of treatment for alcohol and other drugs—treatment type	
Value domain attributes	
Representational attributes	
Representation class:	Code	
Data type:	Number	
Format:	[N]	
Maximum character length:	1	
Permissible values:	Value	
Meaning	

1	
Withdrawal management (detoxification)	

2	
Counselling	

3	
Rehabilitation	

4	
Pharmacotherapy	

5	
Other	

Collection and usage attributes	
Guide for use:	CODE 1 Withdrawal management (detoxification)
Refers to any form of withdrawal management, including medicated and non-medicated.
CODE 2 Counselling
Refers to any method of individual or group counselling directed towards identified problems with alcohol and/or other drug use or dependency. This selection excludes counselling activity that is part of a rehabilitation program as defined in Code 3.
CODE 3 Rehabilitation
Refers to an intensive treatment program that integrates a range of services and therapeutic activities that may include counselling, behavioural treatment approaches, recreational activities, social and community living skills, group work and relapse prevention. Rehabilitation treatment can provide a high level of support (i.e. up to 24 hours a day) and tends towards a medium to longer-term duration. Rehabilitation activities can occur in residential or non-residential settings. Counselling that is included within an overall rehabilitation program should be coded to Code 3 for Rehabilitation, not to Code 2 as a separate treatment episode for counselling.
CODE 4 Pharmacotherapy
Refers to pharmacotherapies that include those used as maintenance therapies (e.g. naltrexone, buprenorphine, and methadone treatment) and those used as relapse prevention. Use Code 1 (withdrawal management) where a pharmacotherapy is used solely for withdrawal. Note collection exclusions: excludes clients who are on an opioid pharmacotherapy maintenance program and are not receiving any other form of treatment.	
Data element attributes	
Collection and usage attributes	
Guide for use:	To be completed at cessation of treatment episode.
Only report treatment recorded in the client's file that is in addition to, and not a component of, the main treatment type for alcohol and other drugs. Treatment activity reported here is not necessarily for principal drug of concern in that it may be treatment for other drugs of concern.
More than one code may be selected.	
Collection methods:	This field should be left blank if there are no other treatment types for the episode.	
Comments:	Information about treatment provided is of fundamental importance to service delivery and planning.	
Source and reference attributes	
Submitting organisation:	Intergovernmental Committee on Drugs National Minimum Data Set Working Group	
Relational attributes	
Related metadata references:	Supersedes Other treatment type for alcohol and other drugs, version 1, DE, NHDD, NHIMG, Superseded 01/03/2005.pdf (16.7 KB)	
Implementation start date:	01/07/2010	
Additional information for AODTS–NMDS data collectors
Definition
All other forms of treatment for alcohol and other drugs provided to the client in addition to the Main treatment type.
Missing values
For a ‘not stated’ response, leave this item blank.
Other information
•	A single client record can not have the same Main treatment type code recorded more than once, with the exception of code 5 (other).
•	There are a maximum of four other (additional) treatment types that can be entered.
•	Other treatment type 1 should be blank if Main treatment type is coded 5, 6 or 7.
•	If Other treatment type 1 is blank, then Other treatment type 2–4 must also be blank.
•	If Other treatment type 1 is coded 1, 3 or 4, Client type (alcohol and other drug treatment services) must not be coded 2.
•	If the Main treatment type is pharmacotherapy, an Other treatment type must be reported.	
Why is this data item collected?
This data item is collected to get an understanding of the range of treatments that clients are undergoing.
Example of how Other treatment type for alcohol and other drugs is used
Of the 153,998 closed treatment episodes where clients were seeking treatment in 2007–08, 17,893 episodes reported at least two treatment types—that is, a main treatment type and at least one other treatment type. Over half of the additional treatments reported were counselling.
Source: AIHW 2009.

4.4.12 Person identifier
Identifying and definitional attributes	
Technical name:	Person—person identifier, XXXXXX[X(14)]	
METeOR identifier:	290046	
Registration status:	Health, Standard 04/05/2005
Community services, Standard 25/08/2005	
Definition:	Person identifier unique within an establishment or agency.	
Data Element Concept:	Person—person identifier	
Value domain attributes	
Representational attributes	
Representation class:	Identifier	
Data type:	String	
Format:	XXXXXX[X(14)]	
Maximum character length:	20	
Data element attributes	
Collection and usage attributes	
Guide for use:	Individual agencies, establishments or collection authorities may use their own alphabetic, numeric or alphanumeric coding systems.
Field cannot be blank.	
Source and reference attributes	
Reference documents:	AS5017 Health Care Client Identification, 2002, Sydney: Standards Australia
AS4846 Health Care Provider Identification, 2004, Sydney: Standards Australia	
Relational attributes	
Related metadata references:	Supersedes Person—person identifier (within establishment/agency), XXXXXX[X(14)] Health, Superseded 04/05/2005, Community services, Superseded 25/08/2005	
Implementation in Data Set Specifications:	Acute coronary syndrome (clinical) DSS Health, Standard 01/10/2008
Admitted patient care NMDS 2010-2011 Health, Standard 22/12/2009
Admitted patient mental health care NMDS 2010-2011 Health, Standard 05/01/2010
Admitted patient palliative care NMDS 2010-11 Health, Standard 05/01/2010
AROC inpatient data set specification Health, Candidate 14/02/2007
Cancer (clinical) DSS Health, Standard 22/12/2009
Cardiovascular disease (clinical) DSS Health, Standard 22/12/2009
Community mental health care NMDS 2010-2011 Health, Standard 05/01/2010
Health care provider identification DSS Health, Standard 03/12/2008
Juvenile Justice Client file cluster Community services, Standard 14/09/2009
Juvenile Justice Detention file cluster Community services, Standard 14/09/2009
Juvenile Justice NMDS 2007 Community services, Standard 27/03/2007
Juvenile Justice Order file cluster Community services, Standard 14/09/2009
Non-admitted patient emergency department care NMDS 2010-2011 Health, Standard 22/12/2009
Perinatal NMDS 2010-2011 Health, Standard 02/12/2009
Residential mental health care NMDS 2010-2011 Health, Standard 05/01/2010	
Implementation start date:	01/07/2010	
Additional information for AODTS–NMDS data collectors
Definition
The Person identifier is a unique code within the alcohol and other drug treatment establishment or agency.
Classification
Alphanumeric
Missing values
Missing values are not permitted for this data item.
Other information
•	This identifier is not unique across agencies but must be unique within an agency.
•	The Person identifier should not include apostrophes, hyphens, inflections, dashes or spaces.
•	The name of the client should not be used as their Person identifier.	
Why is this data item collected?
This data item is used for editing at the establishment or collection authority level and, could potentially be used for episode linkage. A Person identifier will only be released to persons who have met all the conditions of the AIHW ethics committee and received approval from all relevant jurisdictions.
Example of how Person identifier is used
This data item is administrative and does not directly affect any published information.

4.4.13 Preferred language
Identifying and definitional attributes	
Technical name:	Person—preferred language, code (ASCL 2005) NN{NN}	
METeOR identifier:	304128	
Registration status:	Health, Standard 08/02/2006
Community services, Standard 29/04/2006	
Definition:	The language (including sign language) most preferred by the person for communication, as represented by a code.	
Data Element Concept:	Person—preferred language	
Value domain attributes	
Representational attributes	
Classification scheme:	Australian Standard Classification of Languages 2005	
Representation class:	Code	
Data type:	Number	
Format:	NN{NN}	
Maximum character length:	4	
Collection and usage attributes	
Guide for use:	The Australian Standard Classification of Languages (ASCL) has a three- level hierarchical structure. The most detailed level of the classification consists of base units (languages) which are represented by four-digit codes. The second level of the classification comprises narrow groups of languages (the Narrow Group level), identified by the first two digits. The most general level of the classification consists of broad groups of languages (the Broad Group level) and is identified by the first digit. The classification includes Australian Indigenous languages and sign languages.
For example, the Lithuanian language has a code of 3102. In this case 3 denote that it is an Eastern European language, while 31 denote that it is a Baltic language. The Pintupi Aboriginal language is coded as 8713. In this case 8 denote that it is an Australian Indigenous language and 87 denote that the language is Western Desert language.
Language data may be output at the Broad Group level, Narrow Group level or base level of the classification. If necessary significant Languages within a Narrow Group can be presented separately while the remaining Languages in the Narrow Group are aggregated. The same principle can be adopted to highlight significant Narrow Groups within a Broad Group.	
Data element attributes	
Collection and usage attributes	
Guide for use:	This may be a language other than English even where the person can speak fluent English.	
Source and reference attributes	
Submitting organisation:	Australian Institute of Health and Welfare	
Reference documents:	ABS cat. no. 1267.0. Australian Standard Classification of Languages (ASCL), 2005-06. Canberra: Australian Bureau of Statistics	
Relational attributes	
Related metadata references:	See also Person—main language other than English spoken at home, code (ASCL 2005) NN{NN} Health, Standard 08/02/2006, Community services, Standard 29/04/2006, Housing assistance, Standard 10/02/2006
Supersedes Person—preferred language, code NN Health, Superseded 08/02/2006	
Implementation in Data Set Specifications:	Cardiovascular disease (clinical) DSS Health, Standard 22/12/2009	
Implementation start date:	01/07/2010	
Additional information for AODTS–NMDS data collectors
Definition
The language (including sign language) most preferred by the person for communication. This may be a language other than English even where the person can speak fluent English.
Classification
Preferred language is reported as a four-digit code (NNNN).
Missing values
Use code 0002 for ‘not stated’ responses.
Guide for use and validation checks
•	Responses to this data item should be provided in the four-digit format given in the Australian Standard Classification of Languages (ASCL), ABS cat. no. 1267.0 (ABS 2005a). 
•	From July 2007, the four-digit code for the data item Preferred language has been the appropriate level for collection at the agency level. 	
Why is this data item collected?
This data item is collected to get an understanding of the preferred language of clients accessing alcohol and other drug treatment services. Preferred language is used in demographic analysis of clients in the collection.
Example of how Preferred language is used
As in previous reporting periods, English was the most frequently reported preferred language in 2007–08. English was reported in 96% of treatment episodes as the preferred language of the client. Other preferred languages were relatively uncommon, with the second most preferred language being Australian Indigenous languages (1%).
Source: AIHW 2009. 

4.4.14 Principal drug of concern
Identifying and definitional attributes	
Technical name:	Episode of treatment for alcohol and other drugs—drug of concern (principal), code (ASCDC 2000 extended) NNNN	
METeOR identifier:	270109	
Registration status:	Health, Standard 01/03/2005	
Definition:	The main drug, as stated by the client, that has led a person to seek treatment from the service, as represented by a code.	
Context:	Required as an indicator of the client's treatment needs.	
Data Element Concept:	Episode of treatment for alcohol and other drugs—drug of concern	
Value domain attributes	
Representational attributes	
Classification scheme:	Australian Standard Classification of Drugs of Concern 2000	
Representation class:	Code	
Data type:	String	
Format:	NNNN	
Maximum character length:	4	
Supplementary values:	Value	
Meaning	

0005	
Opioid analgesics not further defined	

0006	
Psychostimulants not further defined	

Collection and usage attributes	
Guide for use:	The Australian Standard Classification of Drugs of Concern (ASCDC) provides a number of supplementary codes that have specific uses and these are detailed within the ASCDC e.g. 0000 = inadequately described.
Other supplementary codes that are not already specified in the ASCDC may be used in National Minimum Data Sets (NMDS) when required. In the Alcohol and other drug treatment service NMDS, two additional supplementary codes have been created which enable a finer level of detail to be captured: 
CODE 0005 Opioid analgesics not further defined
This code is to be used when it is known that the client's principal drug of concern is an opioid but the specific opioid used is not known. The existing code 1000 combines opioid analgesics and non-opioid analgesics together into Analgesics nfd and the finer level of detail, although known, is lost.
CODE 0006 Psychostimulants not further defined 
This code is to be used when it is known that the client's principal drug of concern is a psychostimulant but not which type. The existing code 3000 combines stimulants and hallucinogens together into Stimulants and hallucinogens nfd and the finer level of detail, although known, is lost.
Psychostimulants refer to the types of drugs that would normally be coded to 3100-3199, 3300-3399 and 3400-3499 categories plus 3903 and 3905.	
Data element attributes	
Collection and usage attributes	
Guide for use:	The principal drug of concern should be the main drug of concern to the client and is the focus of the client's treatment episode. If the client has been referred into treatment and does not nominate a drug of concern, then the drug involved in the client's referral should be chosen.	
Collection methods:	To be collected on commencement of the treatment episode.
For clients whose treatment episode is related to the alcohol and other drug use of another person, this metadata item should not be collected.	
Source and reference attributes	
Submitting organisation:	Intergovernmental Committee on Drugs National Minimum Data Set Working Group	
Relational attributes	
Related metadata references:	Supersedes Principal drug of concern, version 3, DE, NHDD, NHIMG, Superseded 01/03/2005.pdf (16.5 KB)	
Implementation start date:	01/07/2010	
Additional information for AODTS–NMDS data collectors
Definition
The main drug, as stated by the client, that has led him or her to seek treatment from the service.
Classification
NNNN
Missing values
Missing values are not permitted for this data item, unless Client type (alcohol and other drug treatment services) is coded 2, which must be left blank.
Other information
•	The ABS Australian Standard Classification of Drugs of Concern (ABS cat. no. 1248.0) must be used to code this item (attached as Appendix F). This includes 2 supplementary codes
–	Code 0005 (Opioid analgesics not further defined): to be used when it is known that the client’s Principal drug of concern is an opioid but the specific opioid used is not known
–	Code 0006 (Psychostimulants not further defined): to be used when it is known that the client’s Principal drug of concern is a psychostimulant but not which type.
•	Check that the code chosen for Principal drug of concern is not the same as a code chosen for Other drug of concern 1–5 (with exception of ‘0001’ coded as Principal drug of concern and 1st Other drug of concern and ‘9000’– miscellaneous drugs).
•	For drug diversion treatment episodes, information about the principal drug of concern is sometimes not collected directly from the client. In such cases, the Principal drug of concern should be recorded as 0000 (inadequately described).
•	Principal drug of concern is to be left blank, where Client type (alcohol and other drug treatment services) is ‘2’ do not collect. 	
Why is this data item collected?
This data item is collected to get an understanding of the types of drugs of concern to clients. Principal drug of concern is then analysed with reference to other data set variables.
Example of how Principal drug of concern is used
Nationally in 2007–08, alcohol (44%) and cannabis (22%) were the most common principal drugs of concern in treatment episodes, followed by opioids (13% of all closed treatment episodes, with heroin accounting for 11%) and amphetamines (11%). Overall, fewer than 2% of closed treatment episodes were for the principal drugs ecstasy and cocaine (0.9% and 0.3% respectively).
Source: AIHW 2009.
4.4.15 Reason for cessation of treatment episode for alcohol and other drugs
Identifying and definitional attributes	
Technical name:	Episode of treatment for alcohol and other drugs—cessation reason, code N[N]	
METeOR identifier:	270011	
Registration status:	Health, Standard 01/03/2005	
Definition:	The reason for the client ceasing to receive a treatment episode from an alcohol and other drug treatment service, as represented by a code.	
Data Element Concept:	Episode of treatment for alcohol and other drugs—cessation reason	
Value domain attributes	
Representational attributes	
Representation class:	Code	
Data type:	Number	
Format:	N[N]	
Maximum character length:	2	
Permissible values:	Value	
Meaning	

1	
Treatment completed	

2	
Change in main treatment type	

3	
Change in the delivery setting	

4	
Change in the principal drug of concern	

5	
Transferred to another service provider	

6	
Ceased to participate against advice	

7	
Ceased to participate without notice	

8	
Ceased to participate involuntary (non-compliance)	

9	
Ceased to participate at expiation	

10	
Ceased to participate by mutual agreement	

11	
Drug court and /or sanctioned by court diversion service	

12	
Imprisoned, other than drug court sanctioned	

13	
Died	

98	
Other	

Supplementary values:	99	
Not stated/inadequately described	

Collection and usage attributes	
Guide for use:	To be collected on cessation of a treatment episode. Codes 1 to 12 listed above are set out as follows to enable a clearer picture of which codes are to be used for what purpose:
Treatment completed as planned:
CODE 1 Treatment completed
Client ceased to participate:
CODE 6 Ceased to participate against advice
CODE 7 Ceased to participate without notice
CODE 8 Ceased to participate involuntary (non-compliance)
CODE 9 Ceased to participate at expiation
Ceased to participate at expiation:
CODE 11 Drug court and/or sanctioned by court diversion service
CODE 12 Imprisoned, other than drug court sanctioned
Treatment not completed (other):
CODE 2 Change in main treatment type
CODE 3 Change in the delivery setting
CODE 4 Change in the principal drug of concern
CODE 5 Transferred to another service provider
Treatment ceased by mutual agreement:
CODE 10 Ceased to participate by mutual agreement

CODE 1 Treatment completed
This code is to be used when all of the immediate goals of the treatment have been completed as planned. Includes situations where the client, after completing this treatment, either does not commence any new treatment, commences a new treatment episode with a different main treatment or principal drug, or is referred to a different service provider for further treatment. 
CODE 2 Change in main treatment type
A treatment episode will end if, prior to the completion of the existing treatment, there is a change in the main treatment type for alcohol and other drugs. See also Code 10. 
CODE 3 Change in the delivery setting
A treatment episode may end if, prior to the completion of the existing treatment, there is a change in the treatment delivery setting for alcohol and other drugs. See also Code 10 and the Guide for use section in metadata item Episode of treatment for alcohol and other drugs. 
CODE 4 Change in the principal drug of concern
A treatment episode will end if, prior to the completion of the existing treatment, there is a change in the principal drug of concern. See also Code 10. 
CODE 5 Transferred to another service provider
This code includes situations where the service provider is no longer the most appropriate and the client is transferred/referred to another service. For example, transfers could occur for clients between non-residential and residential services or between residential services and a hospital. Excludes situations where the original treatment was completed before the client transferred to a different provider for other treatment (use Code 1). 
CODE 6 Ceased to participate against advice
This code refers to situations where the service provider is aware of the client's intention to stop participating in treatment, and the client ceases despite advice from staff that such action is against the client's best interest.
CODE 7 Ceased to participate without notice
This code refers to situations where the client ceased to receive treatment without notifying the service provider of their intention to no longer participate.
CODE 8 Ceased to participate involuntary (non-compliance)
This code refers to situations where the client's participation has been ceased by the service provider due to non-compliance with the rules or conditions of the program. 
CODE 9 Ceased to participate at expiation
This code refers to situations where the client has fulfilled their obligation to satisfy expiation requirements (e.g. participate in a treatment program to avoid having a criminal conviction being recorded against them) as part of a police or court diversion scheme and chooses not to continue with further treatment.
CODE 10 Ceased to participate by mutual agreement
This code refers to situations where the client ceases participation by mutual agreement with the service provider even though the treatment plan has not been completed. This may include situations where the client has moved out of the area. Only to be used when Code 2, 3 or 4 is not applicable. 
CODE 11 Drug court and/or sanctioned by court diversion service
This code applies to drug court and/or court diversion service clients who are sanctioned back into jail for non-compliance with the program. 
CODE 12 Imprisoned, other than drug court sanctioned
This code applies to clients who are imprisoned for reasons other than Code 11.	
Data element attributes	
Collection and usage attributes	
Comments:	Given the levels of attrition within alcohol and other drug treatment programs, it is important to identify the range of different reasons for ceasing treatment with a service.	
Source and reference attributes	
Submitting organisation:	Intergovernmental Committee on Drugs National Minimum Data Set Working Group	
Relational attributes	
Related metadata references:	Supersedes Reason for cessation of treatment episode for alcohol and other drugs, version 2, DE, NHDD, NHIMG, Superseded 01/03/2005.pdf (22.4 KB)	
Implementation start date:	01/07/2010	
Additional information for AODTS–NMDS data collectors
Definition
The reason for ending the treatment episode from an alcohol and other drug treatment service. 
Missing values
Use Code 99 for missing values.
Other information
Refer to other data element information as appropriate, for example, Main treatment type.	
Why is this data item collected?
This data item is collected to get an understanding of the reasons that episodes of treatment end. Reason for cessation is then analysed with reference to other data set variables.
Example of how Reason for cessation of treatment episode for alcohol and other drugs is used
Treatment completion was the cessation reason for 55% of treatment episodes in 2007–08. ‘Ceased to participate without notice’ was the second reason for cessation at 16% of treatment episodes for alcohol.
Source: AIHW 2009. 
4.4.16 Sex
Identifying and definitional attributes	
Technical name:	Person—sex, code N	
METeOR identifier:	287316	
Registration status:	Health, Standard 04/05/2005
Community services, Standard 25/08/2005
Housing assistance, Standard 10/02/2006	
Definition:	The biological distinction between male and female, as represented by a code.	
Data Element Concept:	Person—sex	
Value domain attributes	
Representational attributes	
Representation class:	Code	
Data type:	Number	
Format:	N	
Maximum character length:	1	
Permissible values:	Value	
Meaning	

1	
Male	

2	
Female	

3	
Intersex or indeterminate	

Supplementary values:	Value	
Meaning	

9	
Not stated/inadequately described	

Collection and usage attributes	
Guide for use:	Diagnosis and procedure codes should be checked against the national ICD-10-AM sex edits, unless the person is undergoing, or has undergone a sex change or has a genetic condition resulting in a conflict between sex and ICD-10-AM code.
CODE 3 Intersex or indeterminate
Intersex or indeterminate, refers to a person, who because of a genetic condition, was born with reproductive organs or sex chromosomes that are not exclusively male or female or whose sex has not yet been determined for whatever reason.
Intersex or indeterminate, should be confirmed if reported for people aged 90 days or greater.	
Comments:	The definition for Intersex in Guide for use is sourced from the ACT Legislation (Gay, Lesbian and Transgender) Amendment Act 2003.	
Source and reference attributes	
Origin:	Australian Capital Territory 2003. Legislation (Gay, Lesbian and Transgender) Amendment Act 2003	
Reference documents:	Legislation (Gay, Lesbian and Transgender) Amendment Act 2003. See http://www.legislation.act.gov.au/a/2003-14/20030328-4969/pdf/2003-14.pdf.	
Data element attributes	
Collection and usage attributes	
Collection methods:	Operationally, sex is the distinction between male and female, as reported by a person or as determined by an interviewer. 
When collecting data on sex by personal interview, asking the sex of the respondent is usually unnecessary and may be inappropriate, or even offensive. It is usually a simple matter to infer the sex of the respondent through observation, or from other cues such as the relationship of the person(s) accompanying the respondent, or first name. The interviewer may ask whether persons not present at the interview are male or female. 
A person's sex may change during their lifetime as a result of procedures known alternatively as sex change, gender reassignment, transsexual surgery, transgender reassignment or sexual reassignment. Throughout this process, which may be over a considerable period of time, the person’s sex could be recorded as either Male or Female. 
In data collections that use the ICD-10-AM classification, where sex change is the reason for admission, diagnoses should include the appropriate ICD-10-AM code(s) that clearly identify that the person is undergoing such a process. This code(s) would also be applicable after the person has completed such a process, if they have a procedure involving an organ(s) specific to their previous sex (e.g. where the patient has prostate or ovarian cancer).
CODE 3 Intersex or indeterminate
Is normally used for babies for whom sex has not been determined for whatever reason.
Should not generally be used on data collection forms completed by the respondent. 
Should only be used if the person or respondent volunteers that the person is intersex or where it otherwise becomes clear during the collection process that the individual is neither male nor female.
CODE 9 Not stated/inadequately described
Is not to be used on primary collection forms. It is primarily for use in administrative collections when transferring data from data sets where the item has not been collected.	
Source and reference attributes	
Origin:	Australian Institute of Health and Welfare (AIHW) National Mortality Database 1997/98 AIHW 2001 National Diabetes Register, Statistical Profile, December 2000 (Diabetes Series No. 2.)	
Reference documents:	Australian Bureau of Statistics
AS4846 Health Care Provider Identification, 2004, Sydney: Standards Australia
AS5017 Health Care Client Identification, 2002, Sydney: Standards Australia
In AS4846 and AS5017 alternative codes are presented. Refer to the current standard for more details.
	
Relational attributes	
Related metadata references:	Supersedes Person—sex (housing assistance), code N Housing assistance, Superseded 10/02/2006
Supersedes Person—sex, code N Health, Superseded 04/05/2005, Community services, Superseded 31/08/2005
Is used in the formation of Episode of admitted patient care—major diagnostic category, code (AR-DRG v 6) NN Health, Standard 22/12/2009
Is used in the formation of Episode of admitted patient care—diagnosis related group, code (AR-DRG v 6) ANNA Health, Standard 22/12/2009
Is used in the formation of Episode of admitted patient care—diagnosis related group, code (AR-DRG v5.1) ANNA Health, Superseded 22/12/2009
Is used in the formation of Episode of admitted patient care—major diagnostic category, code (AR-DRG v5.1) NN Health, Superseded 22/12/2009	
Implementation in Data Set Specifications:	Acute coronary syndrome (clinical) DSS Health, Standard 01/10/2008
Admitted patient care NMDS 2010-2011 Health, Standard 22/12/2009
Admitted patient mental health care NMDS 2010-2011 Health, Standard 05/01/2010
Admitted patient palliative care NMDS 2010-11 Health, Standard 05/01/2010
AROC inpatient data set specification Health, Candidate 14/02/2007
Cancer (clinical) DSS Health, Standard 22/12/2009
Cardiovascular disease (clinical) DSS Health, Standard 22/12/2009
Child protection and support services (CPSS) client cluster Community services, Standard 30/04/2008
Child protection and support services (CPSS) sibling cluster Community services, Standard 30/04/2008
Children's Services NMDS Community services, Standard 18/12/2007
Community mental health care NMDS 2010-2011 Health, Standard 05/01/2010
Computer Assisted Telephone Interview demographic module DSS Health, Standard 03/12/2008
Diabetes (clinical) DSS Health, Standard 21/09/2005
Disability Services NMDS (July 2009) Community services, Standard 11/11/2009
Health care client identification DSS Health, Standard 03/12/2008
Health care provider identification DSS Health, Standard 03/12/2008
Juvenile Justice Client file cluster Community services, Standard 14/09/2009
Juvenile Justice NMDS 2007 Community services, Standard 27/03/2007
Non-admitted patient emergency department care NMDS 2010-2011 Health, Standard 22/12/2009
Perinatal NMDS 2010-2011 Health, Standard 02/12/2009
Registered chiropractic labour force DSS Health, Standard 10/12/2009
Registered dental and allied dental health professional labour force DSS Health, Standard 10/12/2009
Registered medical professional labour force DSS Health, Standard 10/12/2009
Registered midwifery labour force DSS Health, Standard 10/12/2009
Registered nursing professional labour force DSS Health, Standard 10/12/2009
Registered optometry labour force DSS Health, Standard 10/12/2009
Registered osteopathy labour force DSS Health, Standard 10/12/2009
Registered pharmacy labour force DSS Health, Standard 10/12/2009
Registered physiotherapy labour force DSS Health, Standard 10/12/2009
Registered podiatry labour force DSS Health, Standard 10/12/2009
Registered psychology labour force DSS Health, Standard 10/12/2009
Residential mental health care NMDS 2010-2011 Health, Standard 05/01/2010
SAAP Client Collection National Minimum Data Set Community services, Standard 30/11/2007
SAAP Demand for Accommodation National Minimum Data Set Community services, Standard 30/11/2007	
Implementation start date:	01/07/2010	

Additional information for AODTS–NMDS data collectors
Definition
The biological sex of the person.
Missing values
Use Code 9 for missing values.
Other information
•	Code 3 is not used in the AODTS–NMDS.
•	The term ‘sex’ refers to the biological differences between males and females, while the term ‘gender’ refers to the socially expected/perceived dimensions of behaviour associated with males and females—masculinity and femininity. The ABS advises that the correct terminology for this data element is ‘sex’.	
Why is this data item collected?
This data item is collected to get an understanding of the sex of clients accessing treatment. Sex is then analysed with reference to other data set variables.
Example of how Sex is used
•	The sex distribution of clients receiving treatment in 2007–08 was almost identical to that of previous collection periods.
•	Male clients accounted for two-thirds of all closed treatment episodes, which has been the case since 2001–02. 
•	Female clients accounted for the majority (67%) of treatment episodes for someone else’s drug use.
Source: AIHW 2009. 

4.4.17 Source of referral to alcohol and other drug treatment service
Identifying and definitional attributes	
Technical name:	Episode of treatment for alcohol and other drugs—referral source, code NN	
METeOR identifier:	269946	
Registration status:	Health, Standard 01/03/2005	
Definition:	The source from which the person was transferred or referred to the alcohol and other drug treatment service, as represented by a code.	
Data Element Concept:	Episode of treatment for alcohol and other drugs—referral source	
Value domain attributes	
Representational attributes	
Representation class:	Code	
Data type:	String	
Format:	NN	
Maximum character length:	2	
Permissible values:	Value	
Meaning	

01	
Self	

02	
Family member/friend	

03	
Medical practitioner	

04	
Hospital	

05	
Mental health care service	

06	
Alcohol and other drug treatment service	

07	
Other community/health care service	

08	
Correctional service	

09	
Police diversion	

10	
Court diversion	

98	
Other	

Supplementary values:	Value	
Meaning	

99	
Not stated/inadequately described	

Collection and usage attributes	
Guide for use:	CODE 03 Medical practitioner
Includes medical specialists, vocationally registered general practitioners, vocationally registered general practitioner trainees and other primary-care medical practitioners in private practice.
CODE 04  Hospital
Includes public and private hospitals, hospitals specialising in dental, ophthalmic aids and other specialised medical or surgical care, satellite units managed and staffed by a hospital, emergency departments of hospitals, and mothercraft hospitals. Excludes psychiatric hospitals, psychiatric units and drug and alcohol units located within or operating from hospitals, and outpatient clinics (see codes 05-07).
CODE 05 Mental health care service
Includes both residential and non-residential services.
Includes psychiatric hospitals and psychiatric units within and outside of hospitals.
CODE 06 Alcohol and other drug treatment service
Includes both residential and non-residential services. Includes drug and alcohol units within and outside of hospitals.
CODE 07 Other community/health care service
Includes outpatient clinics and aged care facilities.
CODE 09 Police diversion
This code should be used when a person detained for a minor drug offence is formally referred to treatment by the police in order to divert the offender from the criminal justice pathway.
CODE 10 Court diversion
This code refers to the diversion of an offender into drug education, assessment and treatment at the discretion of a magistrate. This may occur at the point of bail or prior to sentencing.
CODE 98 Other
Includes persons referred under a legislative act (other than Drug Diversion Act) e.g. Mental Health Act.	
Data element attributes	
Collection and usage attributes	
Comments:	Source of referral is important in assisting in the analyses of inter-sectoral patient/client flow and for health care planning.	
Source and reference attributes	
Submitting organisation:	Intergovernmental Committee on Drugs National Minimum Data Set Working Group	
Relational attributes	
Related metadata references:	Supersedes Source of referral to alcohol and other drug treatment service, version 3, DE, NHDD, NHIMG, Superseded 01/03/2005.pdf (17.2 KB)	
Implementation start date:	01/07/2010	

Additional information for AODTS–NMDS data collectors
Definition
The source from which the person was transferred or referred to the alcohol and other drug treatment service.
Missing values
Use Code 99 for missing values.
Other information
•	Code 98 (Other): Includes persons referred under a legislative act (other than Drug Diversion Act), for example state and territory mental health Acts. This code may also include persons referred to treatment through community services, government departments, remand or prison, education (through teachers and schools), and the Australian Community Service Organisation/Community Offenders Advice and Treatment Service
•	referrals from solicitors to treatment programs should be coded to 01 (self-referral).	
Why is this data item collected?
This data item is collected to get an understanding of the avenues through which clients are referred to drug treatment services.
Example of how Source of referral to alcohol and other drug treatment service is used
In 2007–08, self-referral was the most common source of referral for clients seeking treatment for their own drug use (35%), followed by referrals from alcohol and other drug treatment services (10%) and correctional services (10%).
Source: AIHW 2009. 
4.4.18 Treatment delivery setting for alcohol and other drugs
Identifying and definitional attributes	
Technical name:	Episode of treatment for alcohol and other drugs—service delivery setting, code N	
METeOR identifier:	270068	
Registration status:	Health, Standard 01/03/2005	
Definition:	The main physical setting in which the type of treatment that is the principal focus of a client's alcohol and other drug treatment episode is actually delivered irrespective of whether or not this is the same as the usual location of the service provider, as represented by a code.	
Data Element Concept:	Episode of treatment for alcohol and other drugs—service delivery setting	
Value domain attributes	
Representational attributes	
Representation class:	Code	
Data type:	Number	
Format:	N	
Maximum character length:	1	
Permissible values:	Value	
Meaning	

1	
Non-residential treatment facility	

2	
Residential treatment facility	

3	
Home	

4	
Outreach setting	

8	
Other	

Collection and usage attributes	
Guide for use:	Only one code to be selected at the end of the alcohol and other drug treatment episode. Agencies should report the setting in which most of the main type of treatment was received by the client during the treatment episode. 
CODE 1 Non-residential treatment facility
This code refers to any non-residential centre that provides alcohol and other drug treatment services, including hospital outpatient services and community health centres.
CODE 2 Residential treatment facility
This code refers to community-based settings in which clients reside either temporarily or long-term in a facility that is not their home or usual place of residence to receive alcohol and other drug treatment. This does not include ambulatory situations, but does include therapeutic community settings. 
CODE 3 Home
This code refers to the client's own home or usual place of residence. 
CODE 4 Outreach setting
This code refers to an outreach environment, excluding a client’s home or usual place of residence, where treatment is provided. An outreach environment may be any public or private location that is not covered by Codes 1–3. Mobile/outreach alcohol and other drug treatment service providers would usually provide treatment within this setting.	
Data element attributes	
Source and reference attributes	
Submitting organisation:	Intergovernmental Committee on Drugs National Minimum Data Set Working Group	
Relational attributes	
Related metadata references:	Supersedes Treatment delivery setting for alcohol and other drugs, version 2, DE, NHDD, NHIMG, Superseded 01/03/2005.pdf (15.8 KB)	
Implementation start date:	01/07/2010	
Additional information for AODTS–NMDS data collectors
Definition
The main physical setting in which the type of treatment that is the principal focus of a client’s alcohol and other drug treatment episode is actually delivered to a client (irrespective of whether or not this is the same as the usual location of the service provider).
Missing values
Missing values are not permitted for this data item.
Guide for use and validation checks
Code 8 (Other): refers to other treatment delivery settings such as prison facilities or correctional settings.	
Why is this data item collected?
This data item is collected to get an understanding of the kind of settings in which clients are receiving treatment.
Example of how Treatment delivery setting for alcohol and other drugs is used
Treatment delivery setting refers to the setting in which the main treatment is provided—settings include non-residential or residential facilities, homes, outreach settings or other settings. In 2007–08, 67% of treatment episodes were provided in non-residential treatment facilities and 18% were provided in residential facilities. Treatment in the client’s home was least common at 2% of treatment episodes.
Source: AIHW 2009.
4.5	A summary of data element changes
Table 4.5 presents a historical record of changes made to the data elements and the introduction of new elements, from 2001–02 to 2010–11. The ticks in the table represent changes to the data element in that year. For further information about these changes please refer to Appendix 1.
Table 4.5: History of data elements in the AODTS–NMDS 
		New/changed	
Data element	METeOR ID	01–02	02–03	03–04	04–05	05–06	06–07	07–08(a)	08–09	09–10	10–11	
Establishment-level data elements												
Establishment identifier (comprising):	269973	‘yes’										
Australian state/territory identifier (establishment)	269941			‘yes’								
Establishment sector	269977	‘yes’			‘yes’							
Region code	269940											
Establishment number	269975	‘yes’										
Geographical location of service delivery outlet	329151	—	—	New					‘yes’	‘yes’	‘yes’	
Episode (client-level) data elements												
Client type (alcohol and other drug treatment services)	270083		‘yes’	‘yes’								
Country of birth	270277	‘yes’										
Date of birth	287007											
Date of cessation of treatment episode for alcohol and other drugs	270067	New										
Date of commencement of treatment episode for alcohol and other drugs	270069	‘yes’										
Establishment identifier	269973	‘yes’										
Indigenous status	291036			‘yes’								
Injecting drug use status	270113			‘yes’								
Main treatment type for alcohol and other drugs	270056	New			‘yes’							
Method of use for principal drug of concern	270111											
Number of service contacts within a treatment episode for alcohol & other drugs	270117	New	‘yes’	‘yes’	removed							
Other drug of concern	270110			‘yes’	‘yes’							
Other treatment type for alcohol and other drugs	270076	New			‘yes’							
Person identifier	290046											
(continued)	

Table 4.5 (continued): History of data elements in the AODTS–NMDS
		New/changed	
Data element	METeOR ID	01–02	02–03	03–04	04–05	05–06	06–07	07–08(a)	08–09	09–10	10–11	
Episode (client-level) data elements (continued)												
Preferred language	304128						‘yes’					
Principal drug of concern	270109			‘yes’	‘yes’							
Reason for cessation of treatment episode for alcohol and other drugs	270011	New			‘yes’							
Sex	287316			‘yes’								
Source of referral to alcohol and other drug treatment service	269946			‘yes’	‘yes’							
Treatment delivery setting for alcohol and other drugs	270068	New			‘yes’							
Supporting items												
Cessation of treatment episode for alcohol and other drugs	327302	‘yes’						‘yes’				
Commencement of treatment episode for alcohol and other drugs	327216	‘yes’						‘yes’				
Episode of treatment for alcohol and other drugs	268961	New			‘yes’			‘yes’				
Service contact	268983	New			removed							
Service delivery outlet	268970	—	—	New				‘yes’				
(a)	Changes in 2007–08 were a consequence of re-engineering the data elements for inclusion in METeOR. It is important to note that these changes do not alter the way data is collected for the AODTS–NMDS. 
5	Collection procedures, data quality and validation checks
This section provides information on the data collection and transfer process for the 2010–11 collection and includes data quality and validation checks. The information contained in this section is to be used by jurisdictional health authorities to prepare appropriate edit checks for the 2010–11 collection and for the cleaning of the 2010–11 data before transmission. It should also be used by jurisdictions to inform their agencies of the type, and use, of appropriate codes when collecting and collating the 2010–11 AODTS–NMDS data.
5.1	Collation of the national data set
The collation of a national data set involves five distinct stages (see Figure 2). 
The first stage is the collection of the agreed data elements by service providers for each client who is eligible for inclusion in the collection. (See next paragraph for important information about privacy and confidentiality.) Service providers then forward their collected information to the designated health authority for collation. This process will differ across jurisdictions, as service providers in some states and territories are required to forward their data to an area or region coordinator, whereas in other states and territories the data are forwarded directly to the central authority. 
Privacy and confidentiality must be considered whenever data about individuals or service provider organisations are collected or disseminated. The Privacy Amendment (Private Sector) Act 2000 regulates the way that private sector organisations can collect, use, keep secure and disclose personal information. It gives individuals the right to know what information an organisation holds about them and a right to correct information if it is wrong. It is the responsibility of the service provider to inform every client that data about them will be sent to the relevant health authority in their state or territory and may, in a de-identified form, be collated into a national data set for statistical purposes. (Please also refer to Chapter 6 for information relating to the privacy and confidentiality of data.)
The second stage involves the designated health authority collating the data (as per tables 5.1 and 5.2) that were forwarded by the service providers. At this stage the data should also undergo a rigorous validation process to ensure the quality of the information using the validation checks in tables 5.3 and 5.4. Health authorities are required to allocate establishment-level data elements. The collated unit record data are then forwarded to the AIHW, together with frequency tables and the ‘Attachment A’ form. 
At stage three, the AIHW receives the collated Australian Government and state and territory data for validation. The first step is to load the data into the validator. Sometimes errors such as blank fields and incorrect years prevent the data from loading, and need to be corrected by the jurisdiction before further validations can be undertaken. Further corrections might be necessary depending on the results of the validation checks.
When the validation process is finished, the AIHW sends an electronic summary validation report to each Australian Government and state and territory health authority (which includes all queries and identified problems with their data relating to checks specified in tables 5.3 and 5.4) for resolution and clarification. 
At stage four, Australian Government and state and territory health authorities assess which of the changes specified in the summary validation report need to be made to the data, and then make those changes. Details of the changes made are to be added to the appropriate section of the summary validation report and the report returned electronically to AIHW together with a revised data file and revised frequency tables for final checking.
AIHW checks that the changes have been made and the revised frequency tables are correct. Australian Government and state and territory health authorities can then approve their final data set (that is, send an email to AIHW authorising the loading of their data to the national database). The jurisdiction’s data are then loaded to the national database where all data are stored by the AIHW ready for analysis and reporting.
Note that:
•	no data are to be directly submitted by service providers to the AIHW
•	the information transferred from service providers to health authorities and then to the AIHW does not include client names, only a Person identifier code that is generated by the service provider.
Figure 2: The key stages in the AODTS–NMDS collection, collating and reporting process
Flow chart diagram showing:
Stage 1 -Service providers
•	Collect relevant client-level data
•	Check quality of data
•	Forward data to relevant health authority as agreed
Stage 2 - Jurisdiction health authority
•	Collate data forwarded by service providers
•	Allocate establishment-level data elements
•	Check quality of data (as specified in tables 5 and 6)
•	Forward data to the AIHW along with frequencies and Attachment A (as specified in Table 7 and Section 5.5)
Stage 3 - AIHW
•	Data are received from jurisdictions, along with frequency tables and Attachment A
•	Run validation and quality checks on the data (as specified in tables 5 and 6) 
•	Send electronic summary of validation report for resolution and clarification, including recommendations for action, to each jurisdiction.
Stage 4 - Jurisdiction health authority and service providers
•	Jurisdictions check data queries and if necessary, obtain help from service providers to resolve problems
•	Jurisdictions make changes to data, indicate changes on validation report where appropriate and return it to AIHW together with revised data set and frequency tables
Stage 5 - AIHW
•	Check revised frequency tables, follow up discrepancies, and request sign-off from jurisdiction
•	Final national database is collated and stored by AIHW
•	Data are analysed and national report prepared. 
Annual national report on NMDS for alcohol and other drug treatment services

5.2	Data transfer
Service providers to health authorities
Protocols for the transfer of data from alcohol and other drug treatment agencies to their jurisdictional health authority vary between states and territories. Each health authority responsible for the AODTS–NMDS collection will contact service providers within the scope of the collection to inform them of the required format and timing of the data transfer.
Health authorities to AIHW
The NMDS data are forwarded to the AIHW annually by each jurisdiction. Data are requested for a financial year reference period (1 July to 30 June). Data for the period 1 July 2010 to 30 June 2011 will be requested by the AIHW in October 2011. This timing allows 3 months for agencies to identify and close those treatment episodes where there has been no contact with the client since the previous financial year. This ensures that all treatment episodes provided in the relevant financial year are included in the data set. 
It is expected that the Australian Government and state and territory health authorities will aim to supply these data to the AIHW by the end of November 2011. The results of the analysis of these data, at both the national and state and territory levels, will be reported during 2012. 
File format
When jurisdictions are satisfied that their data are clean, and that all practical follow-up has been completed, unformatted data should be forwarded to the AIHW contact in the following form: Comma Separated Values (CSV) format (also see tables 5.1 and 5.2 for file specifications).
For example, a single client unit record will look like the following:
12A00101, PID99, 1, 05061977, 1101, 4, 1201, 1, 01, 02092001, 03122001, 07, 02, 1, 3201, 0003, , , 2, 4, 2, 8, , , , 
The following file types can also be accepted by the AIHW:
•	Microsoft Excel file
•	Microsoft Access file.
If the data are collected using Microsoft Access or Microsoft Excel, save the data file as a ‘.csv’ file by selecting this file type under the ‘Save as’ function.
File transfer method
To ensure that the data set remains secure during transmission, the AIHW recommends the data be sent:
•	in a comma separated values (.csv) format
•	as a password-protected zipped file (at least 8 alphanumeric characters)
•	on a floppy disk or CD-Rom
•	via registered mail to: 
Australian Institute of Health and Welfare
Attn. Amber Jefferson
GPO Box 570
Canberra ACT 2601 
At the same time, a separate email or letter should be sent to the AIHW AODTS–NMDS contact (Amber Jefferson—see contact details below), advising the password needed to unzip the data file. 
To ensure data privacy, the AIHW strongly recommends that jurisdictions should not transmit data as an email attachment. Email can be tampered with or intercepted and therefore is not safe without strong encryption. 
Please contact Amber Jefferson at the AIHW for more detailed information in relation to data transfer if necessary (amber.jefferson@aihw.gov.au, phone: 02 6244 1137).
File content
There should be two files for each jurisdiction:
•	establishment file (statistical unit = alcohol and other drug treatment agency/organisation)
•	episode file (statistical unit = closed treatment episode).
Please ensure column descriptors are included for both files.
Accompanying information
When transferring data to the AIHW, each jurisdiction should include the following documentation:
1.	Summary frequencies, which are used by the AIHW to verify information when compiling the national data set (see Table 5.5); and
2.	Data submission details (also known as ‘Attachment A’). 
This attachment is designed to obtain a description of the file and to identify variables that do not conform to the standard definitions and any translation or manipulation of the data necessary to achieve national standards. This information will assist the AIHW to correctly load and interpret the data. 
As agreed in the March 2010 Working Group meeting, this form will be removed from the specifications documentation and drafts will be provided at each August working group meeting with the final documentation circulated before each data submission process. In the past, small changes to the form have been made at the time of the jurisdiction submission process. This has included providing extra information or checks to Attachment A, making the form in the specifications out of date.
Mandatory data items
•	Establishment identifier
•	Person identifier
•	Client type (alcohol and other drug treatment services)
•	Principal drug of concern
•	Main treatment type for alcohol and other drugs
•	Treatment delivery setting for alcohol and other drugs
•	Date of commencement of treatment episode for alcohol and other drugs
•	Date of cessation of treatment episode for alcohol and other drugs.
Note: For Principal drug of concern, where Client type (alcohol and other drug treatment services) is ‘Other’s alcohol or other drug use’ (Code 2), Principal drug of concern should be left blank; and where the information provided is not sufficient to code to a principal drug category, the ‘inadequately described’ code (0000) should be used. 

File specification 
As noted earlier, the proposed file structure for the transmission of data from jurisdictions to the AIHW is two comma separated value (.csv) files (establishment file and episode file). The following tables specify the order in which the data items should be provided to the AIHW in each of the files.
Table 5.1: Specifications for data transfer to AIHW of establishment file
Label	Item	Data type	Format	Minimum size	Maximum size	
1	Establishment identifier	Alphanumeric	‘XXXXXXXXX’	9	9	
2	Geographical location of service delivery outlet	Numeric	NNNNN	5	5	

Following is an example of how one line of the Establishment file might look if viewed in a test viewer such as Notepad:              ‘XXXXXXXXX’,60675
Table 5.2: Specifications for data transfer to AIHW of episode file
Label	Item	Data type	Format	Minimum size	Maximum size	
1	Establishment identifier	Alphanumeric	‘XXXXXXXXX’	9	9	
2	Person identifier	Alphanumeric	‘XXXXXXXX’	1*	12*	
3	Sex	Numeric code	N	1	1	
4	Date of birth	Date	ddmmyyyy	8	8	
5	Country of birth	Numeric code	NNNN	1	4	
6	Indigenous status	Numeric code	N	1	1	
7	Preferred language	Numeric code	NNNN	1	4	
8	Client type (alcohol and other drug treatment services)	Numeric code	N	1	1	
9	Source of referral to alcohol and other drug treatment service	Numeric code	NN	1	2	
10	Date of commencement of treatment episode for alcohol and other drugs	Date	ddmmyyyy	8	8	
11	Date of cessation of treatment episode for alcohol and other drugs	Date	ddmmyyyy	8	8	
12	Reason for cessation of treatment episode for alcohol and other drugs	Numeric code	NN	1	2	
13	Treatment delivery setting for alcohol and other drugs	Numeric code	N	1	1	
14	Method of use for principal drug of concern	Numeric code	N	1	1	
15	Injecting drug use status	Numeric code	N	1	1	
16	Principal drug of concern	Numeric code	NNNN	1	4	
17a	Other drug of concern (1)	Numeric code	NNNN	1	4	
(continued)

Table 5.2 (continued): Specifications for data transfer to AIHW of client-level data
Label	Item	Data type	Format	Minimum size	Maximum size	
17b	Other drug of concern (2)	Numeric code	NNNN	1	4	
17c	Other drug of concern (3)	Numeric code	NNNN	1	4	
17d	Other drug of concern (4)	Numeric code	NNNN	1	4	
17e	Other drug of concern (5)	Numeric code	NNNN	1	4	
18	Main treatment type for alcohol and other drugs	Numeric code	N	1	1	
19a	Other treatment type for alcohol and other drugs (1)	Numeric code	N	1	1	
19b	Other treatment type for alcohol and other drugs (2)	Numeric code	N	1	1	
19c	Other treatment type for alcohol and other drugs (3)	Numeric code	N	1	1	
19d	Other treatment type for alcohol and other drugs (4)	Numeric code	N	1	1	
*	The size limits for Person identifier are arbitrary and should be adjusted by jurisdictions to align with existing systems.
Following is an example of how one line of the episode file might look like if viewed in a text viewer such as Notepad:
‘XXXXXXXXX’,12983476541,1,27011977,1012,3,1201,1,5,15082003,03022004,2,1,2,1,2300,4015,,,,2,,,,,
AIHW contacts for further information on file transfer
Ms Amber Jefferson	Drug Surveys and Services Unit
	Phone: (02) 6244 1137
	Email: amber.jefferson@aihw.gov.au

Dr Rob Hayward	Drug Surveys and Services Unit
	Phone: (02) 6249 5143
	Email: rob.hayward@aihw.gov.au

5.3	Data quality
Data collections require ongoing attention to quality. There is a need to attend to how questions are asked and information is obtained, data entry, the handling of missing and erroneous information, edit checking and following up with data providers to ensure the highest quality data possible.
To ensure that the AIHW is supplied with a useable national data set, it is essential that jurisdictions clean (edit) the data they receive from service providers before they transfer it to the AIHW. The quality of the NMDS data will also be enhanced if service providers check the quality of their data before sending it to their jurisdictional health authority. This can be done, for example, by jurisdictional health authorities undertaking the validation checks that are performed by the AIHW (tables 5.3 and 5.4). In collating the data into a national database, the AIHW also follows a formal validation process to maximise data quality (see Section 5.4).
General checks that should be conducted
Service providers and jurisdictions should perform the following quality checks before the data are sent to the AIHW.
•	Missing agencies: Jurisdictions should ensure that all agencies within scope of the collection have sent data for the entire collection period.
•	Missing data: Jurisdictions should investigate missing data to ensure that agencies are reporting all AODTS–NMDS data items. A reasonable attempt should be made to resolve missing data issues, at both the agency level and the unit record level. 
•	Incorrect codes: Jurisdictions should ensure that agencies use the correct codes for all data items. This may involve mapping codes at the state or territory office before sending data to AIHW. Coding errors that cannot be corrected should be coded to the appropriate default value (for example, inadequately described).
•	Region codes: The Region code component (AA) of the Establishment identifier is case sensitive. Where alpha characters are used the same case should be used in the establishment file as in the episode file, that is, both upper case or both lower case.
•	Duplicate records: Jurisdictions should check for duplicate unit records. When records are identified as possible duplicates, the agency should be consulted to ensure that unit records have not been mistakenly submitted on more than one occasion. The following data items are used by AIHW to check for duplicates
–	Establishment identifier 
–	Person identifier 
–	Australian state/territory identifier
–	Date of birth
–	Date of commencement of treatment episode for alcohol and other drugs
–	Date of cessation of treatment episode for alcohol and other drugs
–	Principal drug of concern 
–	Main treatment type for alcohol and other drugs
–	Treatment delivery setting for alcohol and other drugs.
•	Reporting period: The cessation dates of treatment episodes should be checked to ensure that only treatment episodes that closed within the valid reporting period (1 July 2010 to 30 June 2011) are included in the 2010–11 collection.
•	Data inclusion: Jurisdictions should ensure that data not within scope of the AODTS–NMDS are excluded from the collated data set sent to the AIHW (for example methadone or other opioid pharmacotherapy treatment where there are no main or other treatment types). 
•	Establishment identifiers: Jurisdictions should ensure that establishment identifiers used on the establishment data file are the same as those used on the client data file and that there are the same number of establishments on each file.
•	Geographical location of service delivery outlet: Jurisdictions should ensure that all Geographical location of service delivery outlet codes begin with a valid state or territory identification number, and are a valid SLA for the period in question, that is, 2010–11.
•	Client type (alcohol and other drug treatment services): Jurisdictions should ensure that for clients who attend treatment because of another person’s alcohol or other drug use (client type = 2), the following data elements are left blank 
–	Method of use for principal drug of concern 
–	Injecting drug use status 
–	Principal drug of concern 
–	Other drug of concern.

5.4	AIHW validation checks
The AIHW will apply an editing process to validate the data before loading it into a national database. This process is broken into loading, cleaning and validation of submitted data. It is assumed that jurisdictions will also perform validation checks (as specified in tables 5.3 and 5.4) and fix any errors that they can before the data are sent to the AIHW. The editing process involves five types of checks (in consultation with the data providers).
1.	Data load checks are used to ensure the jurisdiction data loads successfully onto the AIHW data validation tool. For example
–	the specified order for the data items in the establishment and episode files are outlined in tables 5.1 and 5.2. The data will fail to load if the order is incorrect.
Coding errors such as
–	alpha characters in numeric fields 
–	incorrect Date of Birth
–	incorrect Source of referral 
–	incorrect Date of commencement 
–	incorrect Date of cessation formats
will prevent the data from loading.
If these issues arise, the jurisdiction will be required to amend the data before it can be loaded by AIHW for further checking; and possible further editing will be required if a number of the formats are incorrect.
2.	Duplicate record checks are made. 
3.	Range checks are used to ensure that values entered for each data element are within a valid numeric range (see tables 5.3 and 5.4). For example, responses to the data element Injecting drug use status should only be coded within the range of 1–4 or as 9. A response that does not fall within this range is an error. Therefore, range edits should identify incorrect and missing codes. 
4.	Logic checks are used to ensure internal consistency between responses within individual unit records (see tables 5.3 and 5.4). For example, when the response for Injecting drug use status = 4 (never injected), the response for Method of use for principal drug of concern cannot = 3 (injects). 
5.	Frequency table checks are carried out by the AIHW against the frequency tables that have been sent in by jurisdictions. This is to check that the totals held in the jurisdiction’s data set match the totals generated by AIHW from the jurisdiction’s data set. 
A summary report on the findings from the validation checks will be sent to each jurisdiction to allow them to resolve invalid and illogical data. Once validation issues have been resolved, each jurisdiction will send AIHW: 
1.	revised data files
2.	revised frequency tables for checking against AIHW frequencies
3.	the validation report sent by the AIHW with responses to changes made as a result of queries documented as tracked changes by the jurisdiction.
The AIHW will then check the revised frequency tables and the changes that have been made by the jurisdiction. When correct, the AIHW will request that the jurisdiction signs off its data for loading onto the national database.
Tables 5.3 and 5.4 contain a range of proposed validity checks to be applied to each state and territory data set. It describes the range of values considered valid in the AODTS–NMDS as well as the treatment of ‘not stated’ or ‘null’ responses for each data element in the establishment-level and client-level collections, together with any logic checks relevant for each data item.

Table 5.3: Range and logic checks for data items in the establishment file
Item no.	Item	Range checks	‘Not stated’ response	Logic checks for data validation comments in italics	
1	Establishment identifier	Jurisdiction specified range, made up from the following four data items
Australian state/territory identifier
Establishment sector
Region code
Establishment number	Not permitted	All establishment IDs in the ‘establishment file’ should match one establishment ID in the ‘client file’.
There should be the same number of establishments IDs in both the ‘establishment file’ and ‘client file’ (allowing for repetition of establishment IDs in the ‘client file’).	
 	Australian state/territory identifier (establishment)	1 	New South Wales
2 	Victoria
3 	Queensland
4 	South Australia
5 	Western Australia
6 	Tasmania
7 	Northern Territory
8 	Australian Capital Territory
9 	Other territories (Cocos (Keeling) Islands, Christmas Island and Jervis Bay Territory)	Not permitted		
	Establishment sector	1	Public
2	Private	Not permitted		
	Region code	Valid region code	Not permitted		
	Establishment number	Valid establishment number	Not permitted		
2	Geographical location of service delivery outlet	Five-digit valid code as defined in the Australian Standard Geographical Classification, which indicates the statistical local area of the service delivery outlet within a reporting state or territory.	Not permitted	The first digit for Geographical location of service delivery outlet must be the same as the Australian state/territory identifier in the Establishment identifier (this may differ in the DoHA data set).
The current form of the National Localities Index (NLI) will no longer be available through the ABS website. The AIHW agreed to provide access to the NLI for the 2010–11 collection.	

Table 5.4: Range and logic checks for data items in the episode file
Item no.	Item	Range checks	‘Not stated’ response	Logic checks for data validation 
comments in italics	
1	Establishment identifier	Jurisdiction specified range (as in previous table)	Not permitted		
2	Person identifier	Agency specified range	Not permitted	This identifier is not unique across agencies but must be unique within an agency.
The Person identifier should not include apostrophes, hyphens, inflections, dashes or spaces.
The name of the client should not be used as their Person identifier.	
3	Sex	1	Male
2	Female
9	Not stated	9		
4	Date of birth	ddmmyyyy	01011900	Months with less than 31 days should not have dates of birth recorded as the 31st.
No date of birth should be recorded as 30 or 31 February.
There should be no dates of birth recorded as 29 February in a non-leap year.
Date of birth should be before the Date of commencement and before the Date of cessation.
Check if Date of birth is before 01011908 (excluding 01011900).
There should be no records where the date of birth of a client equates to the client being aged less than 10 years (when age is calculated using the Date of cessation).	
5	Country of birth	Numeric four-digit ABS code	0000 inadequately described
0003 missing	The ABS Standard Australian Classifications of Countries (ABS cat. no. 1269.0) 2008 2nd edition must be used when coding this item.	
6	Indigenous status	1	Aboriginal but not 	Torres Strait Islander 	origin
2 	Torres Strait Islander 	but not Aboriginal 	origin
3 	Both Aboriginal and 	Torres Strait Islander 	origin
4 	Neither Aboriginal nor 	Torres Strait Islander 	origin
9 	Not stated	9	 	
(continued)
Table 5.4 (continued): Range and logic checks for data items in the episode file
Item no.	Item	Range checks	‘Not stated’ response	Logic checks for data validation 
comments in italics	
7	Preferred language	A numeric four-digit ABS code
0002 Not stated	0002 
	The ABS Australian Standard Classification of Languages (ABS cat. no. 1267.0) 2nd edition 2005–06 four-digit codes must be used when coding this item.	
8	Client type (alcohol and other drug treatment services)	1	Own alcohol or other drug use
2	Other’s alcohol or other drug use	Not permitted	Where Client type is coded 2, check that Main treatment type is not coded 1 (withdrawal management), 3 (rehabilitation) or 4 (pharmacotherapy).
If Client type is coded 2, check that Other treatment type 1–4 are not coded 1, 3 or 4.
If Client type is coded 2, Principal drug of concern, Method of use, and Injecting drug use status should be left blank.	
9	Source of referral to alcohol and other drug treatment service	1	Self
2	Family member/ friend
3	Medical practitioner
4	Hospital
5	Mental health care service
6	Alcohol and other drug treatment service
7	Other community/ health care service
8	Correctional service
9	Police diversion
10	Court diversion
98	Other
99	Not stated/ inadequately described	99		
10	Date of commencement of treatment episode for alcohol and other drugs	ddmmyyyy	Not permitted	Months with less than 31 days should not have dates of birth recorded as the 31st.
No Date of commencement should be recorded as 30 or 31 February.
There should be no Date of commencement recorded as 29 February in a non-leap year.
Date of commencement must be a date after Date of birth. 
Date of commencement must be a date before or the same as Date of cessation.	
(continued)
Table 5.4 (continued): Range and logic checks for data items in the episode file
Item no.	Item	Range checks	‘Not stated’ response	Logic checks for data validation 
comments in italics	
11	Date of cessation of treatment episode for alcohol and other drugs	ddmmyyyy	Not permitted	Months with less than 31 days should not have dates of birth recorded as the 31st.
No date of cessation should be recorded as 30 or 31 February.
There should be no dates of cessation recorded as 29 February in a non-leap year.
Date of cessation must fall between 1 July 2010 and 30 June 2011.
Date of cessation must be equal to or after Date of commencement.
Date of cessation must be after Date of birth.	
 12	Reason for cessation of treatment episode for alcohol and other drugs	1	Treatment completed
2	Change in main treatment type
3	Change in the delivery setting 
4	Change in the principal drug of concern 
5	Transferred to another service provider
6	Ceased to participate against advice 
7	Ceased to participate without notice
8	Ceased to participate involuntary (non-compliance)
9	Ceased to participate at expiation
10	Ceased to participate by mutual agreement
11	Drug court and/or sanctioned by court diversion service
12	Imprisoned, other than drug court sanctioned
13	Died
98	Other
99	Not stated	99 	The following checks are performed at the AIHW for information only and are not followed up.
When Reason for cessation is coded 2, check that the next treatment episode for the client reflects this reason.
When Reason for cessation is coded 3, check that the next treatment episode for the client reflect this reason.
When Reason for cessation is coded 4, check that the next treatment episode for the client reflects this reason.
Where Reason for cessation is coded 9, identify all records where Source of referral is not coded 15, 16 or 17.	
(continued)
Table 5.4 (continued): Range and logic checks for data items in the episode file
Item no.	Item	Range checks	‘Not stated’ response	Logic checks for data validation 
comments in italics	
13	Treatment delivery setting for alcohol and other drugs	1	Non-residential treatment facility 
2	Residential treatment facility
3	Home
4	Outreach setting
8	Other	Not permitted	Where Treatment delivery setting is coded 2, check that Main treatment type is not coded 5 (support and case management only), 6 (information and education only) or 7 (assessment only).	
14	Method of use for principal drug of concern 	1	Ingests
2	Smokes
3	Injects
4	Sniffs (powder)
5	Inhales (vapour)
6	Other
9	Not stated	9	Where Method of use is coded 3, check that Injecting drug use status is not coded 4. 	
15	Injecting drug use status	1	Last injected 3 months ago or less
2	Last injected more than 3 months ago but less than or equal to 12 months ago.
3	Last injected more than 12 months ago.
4 	Never injected
9	Not stated	9	Where Injecting drug use status is coded 4, check that Method of use is not coded 3.	
16	Principal drug of concern	A numeric four-digit ABS code	Not permitted

Blank field permitted for Client type = 2	The ABS Australian Standard Classification of Drugs of Concern (ABS cat. no. 1248.0) must be used to code this item. Note that code 0001 (not stated) is not permitted as this item is compulsory.
Check that the code chosen for Principal drug of concern is not the same as a code chosen for Other drug of concern 1–5 (with exception of ‘9000’ – miscellaneous drugs).
If Client type is coded 2, Principal drug of concern should be left blank.	
(continued)

Table 5.4 (continued): Range and logic checks for data items in the episode file
Item no.	Item	Range checks	‘Not stated’ response	Logic checks for data validation 
comments in italics	
17	Other drug of concern (1st) 	A numeric four-digit ABS code	Blank	Check that the code chosen for Principal drug of concern is not repeated for Other drug of concern 1. A single client record can not have the same drug code recorded more than once, with the exception of 9000.
If Other drug 1 is coded 0000 then Other drug 2–5 must be blank.
Where Client type is coded 2, Other drug 1 must be blank.	
18	Other drug of concern (2nd)	A numeric four-digit ABS code	Blank	A single client record can not have the same drug code recorded more than once, with the exception of 9000.
Where drug code 0000 has been recorded for Other drug 1 then Other drug 2 must be blank.
If Other drug 1 is blank, then Other drug 2–5 must also be blank.	
19	Other drug of concern (3rd)	A numeric four-digit ABS code	Blank	A single client record can not have the same drug code recorded more than once, with the exception of 9000.
Where drug code 0000 has been recorded for Other drug 1 then Other drug 3 must be blank.
If Other drug 2 is blank, then Other drug 3–5 must also be blank.	
20	Other drug of concern (4th)	A numeric four-digit ABS code	Blank	A single client record can not have the same drug code recorded more than once, with the exception of 9000.
Where drug code 0000 has been recorded for Other drug 1 then Other drug 4 must be blank.
If Other drug 3 is blank, then Other drug 4–5 must also be blank.	
21	Other drug of concern (5th)	A numeric four-digit ABS code	Blank	A single client record can not have the same drug code recorded more than once, with the exception of 9000.
Where drug code 0000 has been recorded for Other drug 1 then Other drug 5 must be blank.
If Other drug 4 is blank, then Other drug 5 must also be blank.	
(continued)

Table 5.4 (continued): Range and logic checks for data items in the episode file
Item no.	Item	Range checks	‘Not stated’ response	Logic checks for data validation 
comments in italics	
22	Main treatment type for alcohol and other drugs	1 	Withdrawal management (detoxification)
2 	Counselling
3 	Rehabilitation
4 	Pharmacotherapy
5 	Support and case management only
6 	Information and education only
7 	Assessment only
8 	Other	Not permitted	If Main treatment type is coded 5, 6 or 7, then Other treatment type 1–4 must be blank.
If Main treatment type is coded 1, 3 or 4, then Client type must not be coded 2. 
If Main treatment type is coded 5, 6 or 7, check that Treatment delivery setting is not coded 2.
A single client record can not have the same Main treatment type code recorded more than once, with the exception of code 5.	
23	Other treatment type for alcohol and other drugs (1st)	1 	Withdrawal management (detoxification)
2 	Counselling
3 	Rehabilitation
4 	Pharmacotherapy
5 	Other	Blank	A single client record can not have the same Main treatment type code recorded more than once, with the exception of code 5.
Other treatment type 1 should be blank if Main treatment type is coded 5, 6 or 7.
If Other treatment type 1 is blank, then Other treatment type 2–4 must also be blank.
If Other treatment type 1 is coded 1, 3 or 4, Client type must not be coded 2.	
24	Other treatment type for alcohol and other drugs (2nd)	1	Withdrawal management (detoxification)
2 	Counselling
3 	Rehabilitation
4 	Pharmacotherapy
5 	Other	Blank	A single client record can not have the same Main treatment type code recorded more than once, with the exception of code 5.
If Other treatment type 1 is blank, then Other treatment type 2–4 must also be blank.
If Other treatment type 2 is coded 1, 3 or 4, Client type must not be coded 2.	
25	Other treatment type for alcohol and other drugs (3rd)	1 	Withdrawal management (detoxification)
2 	Counselling
3 	Rehabilitation
4 	Pharmacotherapy
5 	Other	Blank	A single client record can not have the same Main treatment type code recorded more than once, with the exception of code 5.
If Other treatment type 2 is blank, then Other treatment type 3–4 must also be blank.
If Other treatment type 3 is coded 1, 3 or 4, Client type must not be coded 2.	
(continued)
Table 5.4 (continued): Range and logic checks for data items in the episode file
Item no.	Item	Range checks	‘Not stated’ response	Logic checks for data validation 
comments in italics	
26	Other treatment type for alcohol and other drugs (4th)	1 	Withdrawal management (detoxification)
2 	Counselling
3 	Rehabilitation
4 	Pharmacotherapy
5 	Other	Blank	A single client record can not have the same Main treatment type code recorded more than once, with the exception of code 5.
If Other treatment type 3 is blank, then Other treatment type 4 must also be blank.
If Other treatment type 3 is coded 1, 3 or 4, Client type must not be coded 2.	

On completion of the validation checks, AIHW will produce frequency counts for the majority of variables in each jurisdictions data set (see Table 5.5). Frequency tables are used to check that frequency distributions are sensible, and that AIHW totals match those of the jurisdictions. The AIHW will consult with the relevant jurisdiction to resolve any differences.
Table 5.5: Frequency tables for jurisdiction data sets
Data element	Output labels	
Establishment identifier	List of establishment identifiers	
Sex	Male
Female
Not stated/inadequately described	
Date of birth (age groups)
	10–19
20–29
30–39
40–49
50–59
60+
Not stated (including records where Date of birth is coded 01011900)	
Country of birth	Frequency count for all countries listed	
Indigenous status	Aboriginal but not Torres Strait Islander
Torres Strait Islander but not Aboriginal
Aboriginal and Torres Strait Islander
Not Aboriginal or Torres Strait Islander 
Not stated	
Preferred language	Frequency count for all languages listed 	
Client type (alcohol and other drug treatment)	Own drug use
Other’s drug use	
Source of referral to alcohol and other drug treatment service	Frequency count for all codes listed	
(continued)
Table 5.5 (continued): Frequency tables for jurisdiction data sets
Data element	Output labels	
Reason for cessation of treatment episode for alcohol and other drugs	Frequency count for all codes listed	
Treatment delivery setting for alcohol and other drugs	Frequency count for all codes listed	
Method of use for principal drug of concern	Frequency count for all codes listed	
Injecting drug use status	Frequency count for all codes listed	
Main treatment type for alcohol and other drugs	Frequency count for all codes listed	
Other treatment type for alcohol and other drugs	Frequency counts for each of these four other treatment types as separate counts for each Other treatment type.	
Principal drug of concern
	Alcohol	(2100–2102, 2199) 
Amphetamines	(3100–3103, 3199)
Benzodiazepines	(2400–2408, 2499)
Cannabis	(3200–3201) 
Cocaine	(3903) 
Ecstasy	(3405)
Heroin	(1202)
Methadone	(1305)
Nicotine	(3906) 
Inadequately described	(0000)
Not stated (0001) should not appear in the frequency count because missing values are not permitted for Client type 1, and pdoc should be blank for Client type 2
Other drugs (balance of ASCDC codes)	
Other drug of concern
	Frequency counts (as above) for each of the five other drugs of concern as separate counts. Code 0001 (not stated) and Code 0003 (no other drugs of concern) should not appear in the frequency count as the fields should be blank where there are no other drugs of concern.	
Database sign-off
Before the AIHW collates the validated data into a national database, each jurisdiction will be required to ‘sign-off’ their data. Each jurisdiction makes their own changes or alterations to their data on the basis of the validation report sent to them by the AIHW, and resends their final revised data file to the AIHW. The AIHW will check the revised frequency tables provided by the jurisdiction for their data set. If it is agreed that these tables are accurate, the jurisdiction will approve the AIHW to store the data in the national database and analyse it for the national report. The data set held by each jurisdiction will match the data set held by the AIHW.
Each jurisdiction will also be given opportunities to view and comment on their data as presented in the national report before it is finalised. 

Timeline for the validation process
The key features of the annual collection cycle are set out in Table 5.6, reflecting a complete 12‑month cycle that can re-commence without overlap with the previous year. A complete, clean data set for 2010–11 should be achieved by January 2013. 
The timeline for the validation process hinges on the timely supply of the data from jurisdictions. The AIHW can generally provide validation reports to jurisdictions within one week of receipt of data. On receipt and verification of the revised data set and frequency tables from all jurisdictions, the AIHW will commence analysis of the data for the national report. Tables for publication will be sent with the first draft of the national report for validation and approval.
Table 5.6: National timetable for transfer, validation and reporting of 2010–11 data
Year 2011	Who	What	
September	Jurisdictions 	Jurisdictions to commence process of receiving and cleaning 2010–11 data from agencies	
October	AIHW	Formal request for the 2010–11 data to jurisdictions 	
November 	Jurisdictions	Transfer of clean data (2010–11) to the AIHW with file specifications and frequency tables 	
December 	AIHW and jurisdictions	AIHW undertake data validation process. Validation report and data queries sent to each jurisdiction. Jurisdictions send revised data sets and accompanying documentation back to the AIHW	
Year 2012			
January 	AIHW and jurisdictions	Sign-off provided by jurisdictions for final loading of data. 2010–11 national AODTS–NMDS database compiled and ready for analysis 	
January 	AIHW 	Begin analysis of the 2010–11 AODTS–NMDS annual report	
March	AIHW and jurisdictions
AIHW	First draft of 2010–11 national report and national bulletin circulated to jurisdictions for comment
2011–12 Specifications draft discussed at March working group meeting	
April	AIHW	Final draft of 2010–11 national report and national bulletin circulated for comments and final editing	
May	AIHW	Specifications for 2011–12 collection released online.	
July	AIHW	Release of 2010–11 national report and bulletin	
August	AIHW	Release of 2010–11 state/territory bulletins and data cubes	
Collection output
The AIHW is responsible for producing: 
•	a comprehensive annual report on the AODTS–NMDS
•	a national bulletin (generally 12 pages) that highlights the main findings of the full annual report
•	state and territory bulletins, highlighting relevant findings at a more local level, for each interested jurisdiction 
•	interactive online ‘data cubes’, available on the AIHW website <www.aihw.gov.au/dataonline.cfm>. 
The AIHW also considers ad hoc data requests (subject to confidentiality constraints and ethical clearance). 
All printed reports are available in both hard copy and electronic form (PDF format) on the AIHW’s website <www.aihw.gov.au/drugs/publications.cfm>.
Future data development
Development of the AODTS–NMDS will be directed by the requirements of the National Drug Strategic Framework 2004–05 to 2010–11, the IGCD AODTS–NMDS Strategic Plan, the IGCD and the IGCD AODTS–NMDS Working Group. 
For the 2004–05 to 2010–11 collections the emphasis has been on consolidating the existing AODTS–NMDS. Enhancements to existing data elements may include refining data definitions and value domains, and modifying written guidance as stakeholders identify problems. Future development will include amending existing data elements and formulating new data elements when the need arises. 
6	AODTS–NMDS privacy and data principles 
6.1	Introduction
All participants in the AODTS–NMDS collection are expected to read the AODTS–NMDS privacy and data principles and undertake their role in the collection in accordance with these principles. The principles draw heavily on legislation and standards designed to protect the rights of all involved.
The privacy and data principles are designed to apply to data collected for the AODTS–NMDS collection. That is, the principles apply specifically to data collected by alcohol and other drug treatment agencies, transmitted to health authorities in each jurisdiction and to the AIHW for national collation and analysis. Similar principles could be used, however, in data collections more generally.
Under National Privacy Principle 5.1 of the Privacy Amendment (Private Sector) Act 2000 relevant agencies must set out, in writing, clearly expressed policies on their management of personal information. For agencies that have not developed such a policy, the AODTS–NMDS privacy and data principles may be a useful basis or starting point.
Section 6.2 first presents relevant background material and Section 6.3 draws on this material to outline privacy and data principles for the AODTS–NMDS collection.
6.2 	Relevant background material
Privacy Act and Information Privacy Principles
The Privacy Act 1988 contains 11 Information Privacy Principles (IPPs) which govern the conduct of Commonwealth and ACT Government agencies in the collection, management, use and disclosure of records containing personal information. These principles have stood the test of time in a decade of rapid technical development (see Appendix 7 for a summary of steps to take to protect privacy).
The Privacy Amendment (Private Sector) Act 2000 came into effect on 21 December 2001. This Act extends the coverage of the Privacy Act to protect personal information in the private sector, including non-government agencies. The Amendment Act includes 10 National Privacy Principles (NPPs) which set baseline standards for privacy protection by private sector organisations. The Act provides for the development and approval, by the Federal Privacy Commissioner, of sector-specific codes. 
The Privacy Commissioner has issued guidelines to explain in a clear and simple way how the NPPs work in practice. Acknowledging that personal health information is generally considered to be among the most sensitive personal information, the Office of the Federal Privacy Commissioner has issued health privacy guidelines that complement the general NPP guidelines and provide specific guidance on how the NPPs operate in the private health sector. The Act defines health information as including information or an opinion about the health or a disability (at any time) of an individual. Further information on privacy can be obtained from the Federal Privacy Commissioner’s website <www.privacy.gov.au>.
Relevant AIHW data policies
The AIHW operates under the AIHW Act 1987, which has strong confidentiality provisions (refer to s29a). Confidentiality principles are documented in the AIHW policy as are procedures in relation to information security and privacy, approved by the AIHW Board, and related data custodianship procedures. These policies and procedures seek to operationalise the Information Privacy Principles, as well as AIHW policy and other legislation. The AIHW’s Ethics Committee approves access to databases under certain conditions.
Some of the AIHW’s principles relating to data custodianship complement the other material quoted in this paper. Further information on the AIHW’s policy and procedures on information security and privacy is included in Appendix 9. 
Relevant state and territory policies and practices
New South Wales
NSW Health is committed to safeguarding the privacy of client information, and has implemented a number of measures to comply with its obligations set out in the Health Records and Information Privacy Act 2002 (HRIP Act) and the Privacy and Personal Information Protection Act 1998 (PPIP Act). Generally, individuals should be informed as to what information is being collected, what agency is collecting the information, how it will be used, and their rights in relation to it. Further information on NSW Health’s privacy principles and procedures can be found at <www.health.nsw.gov.au/policies/pd/2005/pdf/PD2005_593.pdf>.
Victoria
The Victorian Department of Human Services is committed to protecting the privacy of personal information and is bound by the Victorian privacy laws, the Information Privacy Act 2000 and the Health Records Act 2001, as well as other laws which impose specific obligations in regard to handling information. Further information on the Department’s privacy principles can be found at <www.dhs.vic.gov.au/privacy/public/index.htm>.
Queensland
Queensland Health respects the privacy of patients and clients, their families, staff members and business partners. Privacy is broader than the traditional concept of confidentiality and includes the collection, use, disclosure, security, quality, access, correction and openness of information. It includes such things as informing individuals when information is collected about them and informing the community about the types of information collected.
Further information on Queensland Health's privacy standard IS42A can be found at <www.health.qld.gov.au/privacy/>. 
Western Australia
The Western Australian Drug and Alcohol Office is committed to ensuring that the confidentiality of patient information is protected and that it meets its legal and ethical obligations to protect the privacy of individuals. It is anticipated that information privacy legislation will shortly be introduced in Western Australia. This will contain principles applicable to personal health information. Until the state legislation is enacted, government policy requires that information sharing by state government organisations complies with appropriate minimum privacy standards such as the Commonwealth National Privacy Principles.
South Australia
South Australian Government agencies are required to comply with the Federal Government Information Privacy Principles drawn from the Commonwealth Privacy Act 1988.
Drug and Alcohol Services of South Australia respects confidential information obtained in the course of professional practice and refrains staff from disclosing such information without the consent of the client, except where disclosure is required by law (for example,. child protection, notification of infectious diseases, an Order of a Court), or is necessary in the public interest.
Tasmania
In Tasmania, Client Information Guidelines have been created to ensure the protection of individual privacy. The guidelines constitute a set of specific rules which apply to the collection and management of client information by all service providers who deal directly or indirectly with client information and/or have access to the Department of Health and Human Services (DHHS) client information. This includes contracted services, non-government organisations and other agencies that utilise DHHS client information. The client information referred to is that collected, used, held and disclosed by service providers.
Australian Capital Territory
ACT Health has a legislative responsibility to protect the confidentiality of data, to respect the privacy rights of the individuals to whom the data relate and to ensure appropriate security arrangements are in place to safeguard the confidentiality of the information provided. ACT Health actively promotes management of personal and sensitive information within privacy guidelines and ensures that data is managed pursuant to legislation in controlled and approved process.
Northern Territory
The Northern Territory Government is committed to ensuring that the confidentiality of client information and the respect and privacy rights of the individual are protected. The Northern Territory is governed by the Northern Territory of Australia Information Act as in force 31 July 2009. The Department of Health and Community Services has an Information and Privacy Unit through which any unusual requests for data can be cleared as compliant with the legislation.
Treatment agencies provide client and episode data to the Alcohol and Other Drugs Program (AODP), Department of Health and Community Services. To ensure client confidentiality, names are not requested and a client identifier is used to allow for repeat clients to be monitored. De-identified data is then passed on to the AIHW annually. It is the treatment agency's responsibility to ensure that their client is aware that information recorded will be used, in a de-identified format, for statistical purposes.
Access to the Northern Territory AODP data collection is generally restricted to the AODP Research and Information Officer and the AODP Research Coordinator. Requests for data must come through to the AODP Research and Information Officer.
Services provided under the Non-Government Organisation Treatment Grants Program
Services provided under the National Illicit Drug Strategy Non-Government Organisation Treatment Grants Program (funded by the Australian Government) are required to comply with all relevant Commonwealth, state and local government statutes, regulations and by-laws as they apply to their particular project circumstances.
6.3	Responsibilities and principles
It is important to note that the people and organisations involved in the AODTS–NMDS collection are custodians of data provided by individuals and agencies. Treatment agencies, jurisdictions and the AIHW do not ‘own’ data. They are, however, responsible for the protection, storage, analysis and dissemination of the data in accord with the purposes for which they were collected.
This section begins by providing a basic outline of the responsibilities of treatment agencies, jurisdictions and the AIHW.
Responsibilities of the treatment agencies
It is the responsibility of each treatment agency to inform every client that data about them will be sent to the health authority responsible for the AODTS–NMDS, and then on to the AIHW to become part of a national data set. It is important that the clients of each agency are made aware not only that data are being transmitted to the funding department and the AIHW, but that these data will be used only for statistical purposes and will not be used to affect individual treatment or entitlements.
Treatment agencies are thus responsible for ensuring that all clients whose data are included in the collection are informed of their rights. 
Responsibilities of the jurisdictions
Jurisdictions are responsible for ensuring that:
•	treatment agencies are informed that the data they supply to the jurisdiction (health authorities) will be passed on to the AIHW for inclusion in the AODTS–NMDS
•	relevant state or territory or Commonwealth legislation as well as local policies and procedures are referred to when responding to queries in relation to privacy and confidentiality
•	data dissemination is carried out without compromising confidentiality.
Responsibilities of the AIHW
All AIHW staff with access to AODTS–NMDS data have signed a confidentiality undertaking, which is consistent with the AIHW Act 1987 and the Privacy Act 1988. 
For jurisdictions as well as the AIHW, data dissemination must be carried out without compromising confidentiality. Cell sizes of less than 5 should be thoroughly vetted to see if they compromise confidentiality—at a national level they may not, but with small groups (for example, for main treatment type or within jurisdictions) they may.
The AIHW may release national data in response to special requests. The following protocols are observed in relation to requests for specific tables from the national database:
•	Where national tables are requested from the AIHW, they are vetted to ensure that there are no small cell sizes and copies of the requested tables are sent to all jurisdictions for their information.
•	Where tables that require a national breakdown by state or territory, or where state- or territory-only tables are requested, the applicant must make a formal request for access to the AODTS–NMDS. This ‘request for data access’ form is then forwarded to all contributing jurisdictions for consideration. If approved by all jurisdictions, the applicant can access the data after signing the AIHW confidentiality undertaking. (See also AODTS–NMDS data access protocols for further information.)
Principles
The following privacy and data principles are based on the key material outlined above and are designed to be consistent with this key material and draw together the material into a concise and holistic document.
The privacy and data principles are drafted under three main headings: ethos; purpose and content; and quality, methods and procedures.
Ethos
E1.	Respect: privacy, dignity and confidentiality
The national minimum data set should be defined and collected in a climate of mutual respect:
•	All participants in the AODTS–NMDS collection should respect the rights to privacy, dignity and confidentiality of the service user.
•	Funded treatment agencies should be respected for their role in providing a valued service and for their need to operate cost effectively and competitively in a mixed economy.
•	Service funders should be respected for their role in policy and administration, and their associated need to monitor the activities and outcomes of services and the profile and needs of service users.

E2.	Fairness and transparency
Data should be collected in accordance with the privacy principles attached:
•	Funded treatment agencies should ensure that service users are aware of the data being recorded, the purpose of the recording, and which data will be transmitted to other bodies, including funders and national statistical agencies, and for what purposes.
•	Service users should be made aware of their rights to seek access to their records and to correct or update information about them, if it is incomplete, inaccurate or out-of-date.
•	Funding departments should ensure that, similarly, funded treatment agencies are aware of the data being recorded, the purpose of recording them, and which data will be transmitted to other bodies including statistical agencies.
•	Fairness and openness concerning purposes, data, procedures and release: Jurisdictions and the AIHW should publish clear statements about the purpose of each data item in the AODTS–NMDS, and the purpose of data collection and jurisdictional and national collection, analysis and dissemination. The purpose of data may legitimately extend to the collection of information that, while not immediately related to the service a person receives at a point in time, relates to the continued availability of that service. (For example, the collection of information on ethnicity or Indigenous status may or may not be directly relevant to the provision of service to a service user on a particular day. However, this information is regarded as crucial to the effective delivery of the alcohol and other drug treatment service, by establishing the accessibility and equity of the program, and hence ensuring its continuing financial support by governments.)
E3.	Custodianship as a principle
•	Funded treatment agencies, jurisdictions and the AIHW are the custodians of information collected from service users and funded treatment agencies. They do not ‘own’ data, but are responsible for the protection, storage, analysis and dissemination of the data in accordance with: the purposes for which they were collected; the principles of respect and fairness outlined above; and the quality standards outlined below.
Purpose and content
P1.	AODTS National Minimum Data Set principles
•	The data items included in a national minimum data set should be nationally relevant and important, and able to be collected consistently and interpreted meaningfully.
•	The AODTS–NMDS should contribute to the goals and objectives of the National Drug Strategy and other national policy documents.
P2.	Cost effectiveness
Including or changing data items imposes costs on all participants in a national collection:
•	Data items should, as far as possible: be consistent with agency and jurisdictional administrative procedures; and able to be effectively collected and transmitted
•	The costs of change to data items or collection methods should be weighed up against the desire for continued improvement in content.
Quality, methods and procedures
Q1.	Quality of data items
Data items in the AODTS–NMDS should be: based on national and international standards where appropriate; defined clearly, concisely and comprehensively; in accordance with national information priorities; tested for meaning and feasible collection in the field; and collected and maintained accurately, with opportunities for correction by the service user, the funded treatment agency, the jurisdictional administration and the AIHW.
Q2.	Quality of data capture and collection methods
•	Funded treatment agencies should attempt to align data items on their administrative forms (e.g. age, sex and Indigenous status) as closely as possible to the AODTS–NMDS items, especially where these conform to national standards for health data definitions.
Q3.	Custodianship standards: security of storage and access procedures
‘Identifiable information’ is defined here to be: individual records containing age and sex that could be related back to an individual (or could enable an individual’s identity to be reasonably ascertained), and agency records that could be used to identify an individual funded treatment agency. ‘Identifiable information’ is different from ‘identifying information’ where individual names and other identifiers are included (i.e. the individual is identified uniquely and with certainty).
Data custodians are responsible for ensuring data holdings are protected from unauthorised access, alteration or loss.
•	Paper-based identifiable information should be kept securely locked away when not in use. The minimum requirements are that information must be accessible only to those who are authorised, and that outside normal working hours, information must be stored in locked drawers or cabinets.
•	Particular care must be taken regarding the printout and photocopying of paper-based information—users should stand by printers, photocopiers and fax machines while this material is being printed, copied, sent or received.
•	Information users should follow normal practice for the use of IT systems to ensure the security and privacy of in-confidence information stored on computer systems including, but not limited to
–	user account and password protection, use and management; and
–	automatic screen shutdown or automatic log-off in place on all PCs.
•	Identifiable information should not be copied to or held on workstation hard disks, or copied and removed from the data holding without permission of the data custodian.
•	Funded treatment agencies must take reasonable steps to destroy or permanently de-identify personal information if it is not longer needed for any purpose for which the information was collected.
Q4.	Dissemination and use
•	Dissemination and use of the data should be in accordance with these AODTS–NMDS privacy and data principles and those relating to the purpose of the collection.
•	Data should be carefully interpreted, and any conclusions drawn based on rigorous and balanced analysis of the AODTS–NMDS data and other relevant information.
•	In published tables, the amount of personal information in cells with small numbers should be reduced to decrease the potential for identification.
•	Published data should be made available, in suitable formats to data providers (for example funded treatment agencies) and data subjects (for example service users).

7	Data release guidelines for the AODTS–NMDS 
7.1	Purpose
This chapter outlines the process to be followed by the AIHW upon receipt of data requests for the AODTS–NMDS collections. Data from the collections 2000–01 to 2007–08 were available at the time of writing and data for 2008–09 will be available from September 2010. This chapter is for the information of AIHW staff, IGCD AODTS–NMDS Working Group members and persons who wish to access AODTS–NMDS data.
7.2	Background
Jurisdictions are custodians of information collected from alcohol and other drug treatment agencies within their state or territory. The AIHW is the custodian of collated national information collected from alcohol and other drug treatment agencies and forwarded to AIHW from jurisdictions (the AODTS–NMDS collection). Custodianship for the AIHW means responsibility for protection, storage, analysis and dissemination of the data in accord with the purpose for which the data were collected, the AIHW Act (1987) and other relevant privacy principles. 
The Australian Institute of Health and Welfare Act 1987 prescribes strict conditions to ensure the security of the data it holds and manages. It provides for strict penalties (including imprisonment) for breaches of confidentiality. In particular, the Act prohibits release of personal information to the police and courts.
The Act provides for oversight of AIHW data collections by the AIHW Ethics Committee. This committee only releases data to researchers proposing studies judged to have scientific merit and that meet the required data confidentiality standards.
Data requests can be for summarised tables or for access to unit record data held in the national database. Section 7.4 Requests to AIHW for summarised national data relates only to requests for summarised data, usually in table form. These data may be published data or unpublished data. Section 7.5 Access to unit record data in the national database relates to requests for access to unit record data held in the national database.
7.3	Options for access to unpublished data 
There are a number of options available for accessing the AODTS–NMDS data. 
1.	Request the specific table or tables of summarised data required and AIHW will produce the tables. This option is usually the fastest and most efficient way of obtaining one-off requests, even if a request is complex. For national data only, no approvals are required, assuming the request does not breach any privacy or confidentiality provisions. For data containing information specifically relating to one or more of the states or territories, approval from the relevant jurisdiction(s) is required (Attachment 1 to be completed by researcher).
2.	Request access to unit record data at AIHW premises with assistance from AIHW staff to run the required tables. This requires approval from all jurisdictions (Attachment 1 to be completed by researcher) and from the AIHW Ethics Committee (Attachment 2 to be completed by researcher). Only agreed outputs can be taken off-site.
3.	Request off-site access to unit record data. This requires approval from all jurisdictions (Attachment 1 to be completed by researcher) and from the AIHW Ethics Committee (Attachment 2 to be completed by researcher). This is a more useful option for those planning to spend a long time doing multiple analyses. 
4.	The AODTS–NMDS Working Group may request access to unit record data at AIHW premises with assistance from AIHW staff to run the required tables. This requires approval from all jurisdictions (Attachment 1 to be completed by all Working Group members present at specified meeting). A list of agreed conditions of release in these circumstances has been agreed by the AODTS–NMDS Working Group. These conditions are included in Attachment 3.
The forms that need to be filled out for table requests at the state and/or territory level (Attachment 1) or for access to the unit record file (Attachment 1 and Attachment 2) are available at the end of this chapter. 
Data custodians within each jurisdiction will endeavour to process the data request within 2 weeks. The AIHW will then require 1–2 weeks to extract the data as specified in the request. Some data requests—for example, those requiring AIHW Ethics Committee approval—will require a longer timeframe. A delivery timeframe will be established on a case-by-case basis. At a minimum, the AIHW will contact the researcher to acknowledge receipt of the data request.
7.4	Requests to AIHW for summarised national data
Summarised data requests may be for published or unpublished data.
Published data
Published data are available for the AODTS–NMDS from the AIHW website or in the electronic data cubes also available on the AIHW website <www.aihw.gov.au/drugs/treatment/index.cfm>. The most recent publications for the NMDS available are:
•	Alcohol and other drug treatment services in Australia 2007–08: Report on the National Minimum Data Set
•	Alcohol and other drug treatment services in Australia 2007–08: Findings from the National Minimum Data Set (a summary of the national report in bulletin form)
•	reports for each state and territory (excluding Queensland) about treatment in their jurisdiction based on the National Minimum Data Set 2007–08. 
Unpublished data
Where tables of national data are requested from the AIHW, copies of requested tables produced by the AIHW are sent to all jurisdictions for information only. Approval from jurisdictions is not required for release by the AIHW of summarised national data, unless the summarised tables include the data element Australian state/territory identifier, in which case Attachment 1 is to be completed by the researcher. 
7.5	Requests to AIHW for access to unit record data in the national database
Access to the AODTS–NMDS database (that is, unit record data), or part thereof, is only provided under strict conditions according to the following protocol:
•	A potential researcher must make a formal request for access to the Alcohol and Other Drug National Minimum Data Set (Attachment 1 to be completed by researcher). 
•	If the request is for access to unit records from more than one jurisdiction, the request for access form is then forwarded to all relevant jurisdictions for approval. If approved by all relevant jurisdictions, the researcher will then be required to sign the AIHW confidentiality undertaking signed by all AIHW staff. 
•	Every request for access to unit record data in the national database must receive the AIHW Ethic’s Committee approval. Unit record data may contain potentially identifying information. The Ethics Committee assesses each data access request on a case-by-case basis to ensure that client confidentiality will not be breached by provision of the requested data. In some cases, specific conditions for access to and use of the data will be applied (Attachment 2 to be completed by researcher). 
•	The Ethics Committee meets four times a year and applications need to be submitted 2 weeks before a meeting. Deadlines for submissions are available from the following link: <www.aihw.gov.au/committees/ethics/index.cfm>.
7.6	Requests to states and territories for summarised or unit record data
In general, all requests for state and territory AODTS–NMDS data should first be sent to the relevant jurisdiction (see contact list in Appendix 2).
Release of summarised state and/or territory data
The jurisdiction will either provide the client with the data or forward the request to AIHW where AIHW processes will apply; for example, Attachment 1 to be completed by researcher and AIHW will send this to the relevant jurisdiction/s to obtain their approval to release the data.
Agency level data access requests
As with summarised state and/or territory data, agency level data access requests should be referred to the jurisdiction in which the agency is located. If the agency level data are to be compared with national data, a request for national data will need to be put through the AIHW.
Cell size policy
Data dissemination must be carried out without compromising confidentiality. The practice used by the ABS and the AIHW of generally not releasing data with a cell size of less than 5 will be employed for state and/or territory data.
Release of unit record data
Requests for unit record data from one or more states and territories should be referred to the respective jurisdiction(s) (see contact list in Appendix 2). The request may be fulfilled by the jurisdiction(s), or it may be referred to the AIHW where AIHW processes will apply; for example, Attachment 1 to be completed by researcher and AIHW will send this to the relevant jurisdiction(s) to obtain their approval to release the data. In addition, every request for access to unit record data from the national database must receive AIHW Ethics Committee approval (Attachment 2 to be completed by researcher).
7.7	Requests from states and territories for the full data extract including NGOTGP agency data
Jurisdictions requesting access to the full AODTS–NMDS data for their state or territory, including NGOTGP agency data, must receive the AIHW Ethic’s Committee approval. An Ethics Committee application must be completed and approval must be sought from the Department of Health and Ageing.
7.8	Requests from the AODTS–NMDS Working Group to explore data at meetings
The following conditions will apply to the live exploration of data at AODTS–NMDS Working Group meetings:
•	Written approval allowing meeting participants access to data will be required from all jurisdictions (whether attending or not) before the data are released at the working group (WG) meeting.
•	WG members will sign a confidentiality undertaking prior to the meeting. 
•	WG members will only take agreed outputs off-site (any agreement would need to be unanimous).
•	The AIHW will provide guidance on the appropriateness of specific analyses, particularly in relation to small cell sizes (this is consistent with the AIHW’s commitment to the Guidelines for the Use and Disclosure of Health Data for Statistical Purposes produced by the Statistical Information Management Subcommittee in May 2007).
•	The AIHW will keep a written log of analyses conducted during the meeting. 
•	Analyses will only be conducted on data from years that are already published (currently 2007–08 and earlier) .
•	The state or territory level will be the lowest level of disaggregation of data.

7.9	AIHW charging policy for ad hoc information services
The standard AIHW charging policy will apply for ad hoc information services, except for those agencies with which AIHW has developed a specific information exchange agreement or for IGCD AODTS–NMDS Working Group members who are using the information for their own purposes. 
•	At the time of writing, there is a minimum charge of $200 (includes up to 30 minutes of time) plus cost recovery at $160 per hour. 
•	The full day charge (5.5 to 7 hours) is a flat $1,000. 
•	For more than a full day, the charge is $1,000 per day for each full day plus a charge of $160/hr for any remaining hours less than a full day. 
•	Any extra services, such as courier delivery or priority air freight, are charged at cost plus 20%.
•	10% goods and services tax will be added. 
If the data request requires approval from the AIHW Ethics Committee, such as for access to unit record data, then the researcher must submit a request for access to the Ethics Committee (Attachment 2 to be completed by researcher). The current administrative charge for this service is $250.

7.10	Data access forms
Request for release of AODTS–NMDS unpublished state/territory data or access to national database
TO:
STATE AND TERRITORY ALCOHOL AND OTHER DRUG TREATMENT SERVICES NATIONAL MINIMUM DATA SET DATA CUSTODIANS
REQUEST FOR RELEASE OF DATA
Name*	State/territory	Email	Phone No.	
Kieron McGlone	NSW	KMcGlone@nsccahs.health.nsw.gov.au	(02) 8877 5129	
Rob Knight	Vic	rob.knight@dhs.vic.gov.au	(03) 9096 5467	
Karen Furlong	Qld	karen.furlong@health.qld.gov.au	(07) 3328 9847	
Anthony Gunnell	WA	anthony.gunnell@health.wa.gov.au	(08) 9370 0357	
Richard Cooke	SA	Cooke.Richard@health.sa,gov.au	(08) 8274 3385	
Brian Stokes	Tas	Brian.stokes@dhhs.tas.gov.au	(03) 6214 5718	
Jennifer Taleski	ACT	jennifer.taleski@act.gov.au	(02) 6205 0932	
Chris Moon	NT	christopher.Moon@nt.gov.au	(08) 8999 2692	
Tracey Andrews	Australian 
Government	tracey.Andrews@health.gov.au	(02) 6289 7451	
*	These names refer to the initial contact person in each jurisdiction not the data custodians.
Date: 

Reference Number: 2010 –	

Sender:	Dr Rob Hayward
	Drug Surveys and Services Unit
	Australian Institute of Health and Welfare
Contact phone:	02 6244 1000
Contact fax:	02 6244 1299
Email:	rob.hayward@aihw.gov.au

Please email or fax back the attached data access request response as soon as possible. If you have any queries about these data request, please contact me.
Regards

Rob Hayward

REQUEST FOR ACCESS TO ALCOHOL AND OTHER DRUG TREATMENT SERVICES NMDS FORM
Reference number: 2010 – 

Requester: 

Reason data required: 

Proposed use/dissemination of data:

Data requested (table specifications):

Date data required:
Custodian response:
Please indicate your action to the above request:
		[…]	Approve release of data
		[…]	Do not approve release of data
		[…]	Approve release of data subject to the following conditions
Conditions:

Comments:
Name:
State/territory:
Signature:		Date:
Please email completed form to:	rob.hayward@aihw.gov.au
DATA SPECIFICATIONS FOR INFORMATION REQUESTS:
Job Number:	2010 – 
State: NSW VIC QLD WA SA TAS ACT NT Australian Government
Data set Year:	 2000–01, 2001–02, 2002–03, 2003–04, 2004–05, 2005–06, 2006–07,
2007–08, 2008–09
Additional comments:
Request for ethical clearance for access to AODTS–NMDS database 

Information sheet
AIHW Ethics Committee submissions
To be read in conjunction with AIHW Ethics Committee – guidelines for the preparation of submission for ethical clearance
All research activities with which the Australian Institute of Health and Welfare (AIHW) is involved must be ethically acceptable. The AIHW Ethics Committee forms an opinion on the ethical acceptability of all submissions made to it. This form is designed to provide information to the Committee in order to facilitate this procedure. 
In making a submission to the Committee the following points should be noted:
•	The Principal Investigator, an officer with the delegation to commit the organisation to the assurances (often the supervisor of the Principal Investigator), and any subordinates that may have access to the requested data must sign the undertaking (Section 8) attached to the submission.
•	External investigators should make their submissions to the Committee via a contact officer at the AIHW. This officer will be the custodian of the data to which access is requested.
•	Clearance from the investigator’s host institutional ethics committee is required prior to the AIHW Ethics Committee’s assessment of the application. If the proposal is from outside the Institute or from AIHW Collaborating Units and that institution does not have an ethics committee, then this should be discussed with contact officers at the AIHW prior to submitting the application.
•	The Committee requires that all projects be scientifically reviewed by a group of independent peers before it is submitted to it.
•	The Principal Investigator for this project is responsible for the security and, if required, the disposal of the data received from the Institute.
•	The Ethics Committee will assess the ethical acceptability of activities specified in this application. If additional follow-up activities are planned, but not to be acted upon immediately, then these activities should form the basis of another application.
•	The AIHW will charge an administration fee of $250 for each submission to the Ethics Committee. 
All submissions to the Ethics Committee will be considered at their quarterly meetings. The applicant will be advised of the outcome of their submission the next working day after the meeting. An application may be considered for out-of-session approval if it meets the criteria determined by the Committee. If you have any queries regarding your application please discuss them with your AIHW contact officer or the Secretary of the Ethics Committee (phone (02) 6244 1000).

EC no.
Office use only
AIHW Ethics Committee
Request for opinion on ethical acceptability of project
Australian Institute of Health and Welfare
GPO Box 570
Canberra ACT 2601
Telephone: (02) 6244 1000  Fax: (02) 6244 1299
1 	Project title and contact details
Project Title	
Contact within AIHW		
Principal Investigator		
Contact Officer		
Telephone		
Fax		
Email		
Organisation		
Branch, Division
		
Postal address

Source of funds

2 	Summary of project activities
What data are requested from the AIHW?

	
Please state the primary objectives of your investigation. 

	
Summarise the project protocol or activities. Please specify how you will be using the data requested from the AIHW.

	

Summarise the information already available or being collected on the study population. List the source(s) of this information.

	

3 	Maintaining privacy and confidentiality
The Privacy Act sets out eleven Information Privacy Principles (IPPs) that govern agencies of the Australian Government in their collection, management and use of data containing personal information. Copies of the IPPs and the Privacy Guidelines are available from the AIHW or the Human Rights and Equal Opportunity Commission (HREOC) upon request. You can access this information via the Internet from the HREOC homepage <www.hreoc.gov.au>. In order that your application is assessed in accordance with the Privacy Guidelines, please address the following points.

Does your proposal breach any of the IPPs? 
 	
YES	
NO	
If YES which principles are involved, and what steps have you taken to address these?

	
Describe how your organisation will store and maintain the confidentiality of information obtained from the Institute. This includes computer records as well as documents which would permit the identification of any individual or establishment.

	
How will information obtained from the Institute be disposed of at the conclusion of the project? If information is to be retained please indicate how this will be done.

	

4 	For external researchers and AIHW Collaborating Units only
Please note that clearance of the project by an ethics committee at your institution is required. If you have not already done so, please seek clearance.

Has this project been reviewed and approved by an ethics committee at your institution?
	
YES	
NO	
If YES name of institutional ethics committee and date of approval (attach copy of approval).

	
If NO explain why there is no institutional ethics committee approval.

	
5 	Assurance of scientific quality

Has this project been reviewed by a group of independent peers?
	
YES	
NO	

If YES please provide details.

	

6	Completion date and dissemination of results
What is the anticipated project completion date?
	
How and to whom (main groups) will the results be disseminated?
	
Published in peer reviewed journal, conference presentation		
Brochure, flyer to participants, interested parties		
Internet		
Newsletter		
Other		

Please note that the AIHW must be acknowledged as the source of data in any publication, and that a copy of any published material must be supplied to the AIHW.

7 	Other individuals, groups or organisations participating in this project
List the name and administrative relationship of each individual, group and/or organisation that will have access to the information obtained from the Institute.

	

8	Undertaking
Undertaking made in pursuance of Section 29 of the Australian Institute of Health and Welfare Act 1987
WHEREAS:
(a)	Subsection 29 (1) of the Australian Institute of Health and Welfare Act 1987 ('the Act') provides for the disclosure of information to a person specified in writing by the Ethics Committee;
(b)	The Ethics Committee has agreed to release information to you;

NOW I,		
Full name and position of Responsible Officer

in the	
Name of Department or Organisation

HEREBY UNDERTAKE that the above mentioned organisation will use the information in accordance with the following conditions.
1.	The unit record file will not be matched, in whole or in part, with any other information for the purposes of attempting to identify individuals, nor will any other attempt to identify an individual be made.
2.	The person/organisation will not disclose or release the information to any other person or organisation, except as statistical information that does not identify an individual.
3.	Access to the unit record file will be restricted to only those employees of the organisation who are directly responsible to the Principal Investigator. The Principal Investigator will explain to any employees granted access to the information the provisions of the AIHW Act prohibiting release of the information to others.
4.	Access will not be granted to any other organisation without specific approval of the AIHW Ethics Committee.
5.	The information will be used for statistical purposes in health and/or welfare research. 
6.	The information will not be used as a basis for any legal, administrative or other actions that could directly affect any particular individuals or organisations as a result of their identification in this project. 
7.	The identifying information will be used only for the project proposed and described in this application. Use of any of this information in any other project will not be undertaken until a separate application form has been submitted to, and approved by, the Ethics Committee. 
8.	The recipient will cooperate with any surveillance procedures established by the Institute or its Ethics Committee and advised to the recipient in writing. 
9.	Results of the project will be made available for consideration by the Ethics Committee, if it so requests prior to any public release. 
10.	The Institute will be acknowledged in all reports and publications resulting from this project, and will be
provided with a copy of all such reports and publications. 
11.	The recipient will comply in all respects with the requirements of section 29 of the AIHW Act, as attached 
(and of Part lll of (The Privacy Act 1988).
12. 	Copyright in all data are vested in the Australian Government and contributing states and territories. The
collection is managed under contract by the AIHW.
13. 	Any publication which uses the data must identify the AIHW as the source.
In providing this undertaking I understand and accept on behalf of the above mentioned organisation that subsection 29(1) of the Australian Institute of Health and Welfare Act 1987 provides that a person who receives information or a document relating to another person and makes a record of, or divulges that information to any person, is guilty of an indictable offence punishable on conviction by a fine of $2,000 or imprisonment for 12 months, or both.	
Signature:                                                                  	
This application must be signed by a responsible officer with the authority or delegation to commit the above-mentioned organisation to the terms and conditions in Section 9.

Date:                                                                                        	
Witness
Name:                                                                                       	
Position:	                                  	
Organisation/Unit:                                                                  	
Signature:                                                                                 	
Date:                                                                                          	
All employees of the above organisation who will be granted access to the information must be listed and must agree to comply with the conditions included in the undertaking. 
Principal Investigator
Name:                                                                                       	
Position:	                                        	
Organisation/Unit:                                                                 	
Signature:                                                                                 	
Date:                                                                                          		
Details of any other person/s who will have access to the data

Date:                                                
Please attach details of any other person who will have access to the data.
Witness

Date:                                                                                                            	

7.11	Other alcohol and other drug data
If the data requested are not available from the AODTS–NMDS, they may be available from the following other sources:
•	National Opioid Pharmacotherapy Statistics Annual Data Collection 
(AIHW) Amber Jefferson (02) 6244 1000
Australian Institute of Health and Welfare
•	National Drug Strategy Household Survey 
(AIHW) Dr Julia Tresidder (02) 6244 1000
Australian Institute of Health and Welfare

Appendix 1: A history of data element changes
Presented below is specific information on the changes made to the data elements each year. 
2010–11 changes
No changes were made to data elements.
2009–10 changes
•	Country of birth
–	change to using the 2nd edition of the Standard Australian Classification of Countries.
2008–09 changes
No changes were made.
2007–08 changes
The following changes were incorporated into version 13 of the National health data dictionary (HWI 88) and are a consequence of re-engineering the data elements for inclusion in AIHWs metadata repository METeOR. It is important to note that these changes do not alter the way data are collected for the AODTS–NMDS. 
•		Australian state/territory identifier
–	change of name from ‘state/territory identifier’ to ‘Australian state/territory identifier’.
Supporting items
•		Cessation of treatment episode for alcohol and other drugs
–	change from data element concept to glossary item
•		Commencement of treatment episode for alcohol and other drugs
–	change from data element concept to glossary item
•		Episode of treatment for alcohol and other drugs
–	change of name from Treatment episode for alcohol and other drugs to Episode of treatment for alcohol and other drugs 
–	change from data element concept to object class
•		Service delivery outlet
–	change from data element concept to object class
2006–07 changes
•	Preferred language
–	change from using the ABS two-digit ASCL codes to the four-digit version 2 ASCL 	codes. 
2005–06 changes
No changes were made.
2004–05 changes
The following changes were incorporated into the version 12 supplement of the National health data dictionary (HWI 72).
•		Establishment sector
–	additions to Guide for use to clarify distinctions between definitions of Public 	and Private.
•		Main treatment type for alcohol and other drugs
–	additions to Guide for use to assist clinicians coding to these Data domains.
•		Number of service contacts within a treatment episode for alcohol and other drugs
–	this data element no longer used in AODTS–NMDS. 
•		Other drug of concern
–	additions to Data domain and Guide for use describing two new supplementary ASCDC codes.
•		Other treatment type for alcohol and other drugs
–	additions to Guide for use to assist clinicians coding to these Data domains.
•		Principal drug of concern
–	additions to Data domain and Guide for use describing two new 	supplementary ASCDC codes.
•		Reason for cessation of treatment episode for alcohol and other drugs
–	changes to Guide for use to clarify the correct use of the existing Data 	domains. 
•		Source of referral to alcohol and other drug treatment service 
–	changes to Guide for use and refinement of Data domains to add clarity.
•		Treatment delivery setting for alcohol and other drugs
–	rewording of Definition to clarify purpose of this Data element.
•		Treatment episode for alcohol and other drugs
–	minor change to Definition and further clarification added to Guide for use.
•		Service contact
–	this data element concept no longer used in AODTS–NMDS.
2003–04 changes
The following changes were incorporated into version 12 of the National health data dictionary (HWI 43).
•		State/territory identifier
–	 change of name from State identifier to State/territory identifier.
•		Sex 
–	change to Data domain.
•		Indigenous status
–	change to Definition and Context to more accurately reflect what is being 	collected
–	change to Data domain and Guide for use to bring more clarity to the codes 	used
–	change to Collection methods, Source document and Comments for 	clarification purposes. 
•		Client type (alcohol and other drug treatment services): 
–	 change to Definition and Context to reflect treatment episode 
–	 removal of code three in Data domain 
–	 modification to Guide for use and Collection methods to ensure consistency. 
•		Injecting drug use status: 
–	 revision of Data domain 
–	 additional information included in Collection methods and Related data. 
•		Principal drug of concern
–	 revised Data definition, Data domain, and Guide for use 
–	 additional information added to Collection methods and Related data.
•		Other drug of concern
–	slight change to title and revised Data definition, Data domain, and Guide for 	use additional information added to Collection methods and Related data.
•		Source of referral to alcohol and other drug treatment service 
–	the Data domain and the Guide for use revised to more accurately capture the 	most common sources of referral and to make the categories more mutually 	exclusive 
–	the separation of codes into Agency and Non-agency categories reflects the 	approach taken in the NCSDD data element ‘Referral source’.
•		Service delivery outlet 
–	a new data element concept has been developed and it is designed to be 	generic so that it can apply to other community health areas, while still 	adequately covering AODTS outlets.
•		Geographical location of service delivery outlet 
–	a new derived data element has been developed to provide the geographic 	location of each AODTS outlet
–	this data element has also been designed to be generic so that it can apply to 	other community health areas
–	it is intended to function as a replacement for Geographical location of 	establishment in the AODTS–NMDS.
2002–03 changes
The following changes were incorporated into version 11 of the National health data dictionary (HWI 36). 
•		Client type (alcohol and other drug treatment services)
–	change of title to include term—alcohol and other drug treatment services
–	minor change made to context
–	change to Data domain with the removal of Code 9
–	change to Collection methods
–	inclusion of Related data.
•		Number of service contacts within a treatment episode for alcohol and other drugs
–	change to Definition
–	change to Guide for use
–	change to Collection methods.
2001–02 changes
The following changes were incorporated into version 10 of the National health data dictionary (HWI 30) 
•	Establishment identifier
•	Establishment number
•	Establishment sector 
•	Country of birth (now uses latest ABS classification)
•	Date of commencement of treatment episode for alcohol and other drugs.

Appendix 2: Members of the IGCD AODTS–NMDS Working Group 
New South Wales—Department of Health
Mr Kieron McGlone (Chair)	Phone: (02) 8877 5129
Manager	Email: KMcGlone@nsccahs.health.nsw.gov.au
Systems Development
Mental Health and Drug and Alcohol Office
PO BOX 169
North Ryde NSW 1670
Victoria—Department of Human Services
Mr Rob Knight (Deputy Chair)	Phone: (03) 9096 5467
Senior Information Analyst	Email: rob.knight@dhs.vic.gov.au
Policy, Planning & Strategy Branch
Mental Health and Drugs Division
Department of Human Services
GPO Box 4057
MELBOURNE  VIC 3001
Western Australia—Health Department 
Mr Anthony Gunnell	Phone: (08) 9370 0357 
Principal Research Officer	Email: anthony.gunnell@health.wa.gov.au
Drug and Alcohol Office
Western Australia Health Department
7 Field Street 
Mt Lawley  WA 6050
Australian Government Department of Health and Ageing 
Ms Tracey Andrews	Phone: (02) 6289 7451
Indigenous and Treatment Programs 	Email: tracey.andrews@health.gov.au
Drug Strategy Branch
Department of Health and Ageing
GPO Box 9848 (MDP 27)
CANBERRA  ACT 2601
Queensland Health Department
Ms Karen Furlong 	Phone: (07) 3328 9847
Project officer 	Email: karen.furlong@health.qld.gov.au
Alcohol, Tobacco and Other Drug Branch
Queensland Health
Level 2, 15 Butterfield Street
HERSTON  QLD 4006
South Australia—Drug and Alcohol Services Council
Mr Richard Cooke 	Phone:	 (08) 8274 3385
Manager of Evaluation and Monitoring	Email: Richard.Cooke@health.sa.gov.au
Drug and Alcohol Services South Australia
161 Greenhill Road
PARKSIDE  SA 5063
Tasmania—Department of Health and Human Services
Mr Brian Stokes	Phone: (03) 6214 5718
Business Manager	Email: brian.stokes@dhhs.tas.gov.au
Alcohol and Drug Service
3 Warragul Avenue
NEW TOWN  Tas 7008
Northern Territory—Department of Health and Community Services
Mr Chris Moon	Phone: (08) 8999 2692
Program Evaluation and Research 	Email: Christopher.moon@nt.gov.au
Coordinator
Alcohol and Other Drugs Program
NT Department of Health 
and Community Services
PO Box 40596 
CASUARINA  NT 0811
Australian Capital Territory—Department of Health
Ms Jennifer Taleski	Phone: (02) 6205 0932
Senior Policy Officer	Email: jennifer.taleski@act.gov.au
Alcohol and Other Drug Policy Unit
Policy Division
ACT Health
GPO Box 825 
CANBERRA  ACT 2601
Australian Bureau of Statistics
Mr Eric Henry
Australian Bureau of Statistics	Phone: (02) 6252 7074
Population Statistics Standards 	Email: eric.henry@abs.gov.au
GPO Box 10
BELCONNEN  ACT 2616
National Drug and Alcohol Research Centre, University of New South Wales
Dr Jan Copeland	Phone: (02) 9385 0231
Senior Lecturer	Email: j.copeland@unsw.edu.au
University of New South Wales
SYDNEY  NSW 2050
Australian Institute of Health and Welfare
Ms Amber Jefferson	Phone: (02) 6244 1137
Head, Drug Surveys and Services Unit	Email: amber.jefferson@aihw.gov.au
Australian Institute of Health and Welfare
GPO Box 570
Canberra ACT 2601

Dr Rob Hayward	Phone: (02) 6249 5143
Drug Surveys and Services Unit	Email: rob.hayward@aihw.gov.au
Australian Institute of Health and Welfare
GPO Box 570
Canberra ACT 2601

Ms Kristina Da Silva	Phone: (02) 6249 5034
Drug Surveys and Services Unit	Email: kristina.dasilva@aihw.gov.au
Australian Institute of Health and Welfare
GPO Box 570
Canberra ACT 2601

Current April 2010

Appendix 3: Australian Standard Geographical Classification 
The Australian Standard Geographical Classification (ASGC) is a tool for collecting and disseminating geographically classified statistics. These are statistics with a ‘where’ dimension. The classification has been updated annually during the period the AODTS–NMDS has been operating. The ASGC is a hierarchical classification system consisting of six interrelated classification structures:
•	Main Structure
•	Local Government Area Structure
•	Statistical District Structure
•	Statistical Region Structure
•	Urban Centre/Locality Structure
•	Section of state Structure.
These structures are hierarchical, and are made up of geographical spatial units. The statistical local area (SLA) is a general-purpose spatial unit. It is the base unit used to collect and disseminate statistics other than those collected from the population censuses. In non-census years, the SLA is the smallest unit defined in the ASGC. In census years, a SLA consists of one or more whole census collection district. In aggregate, SLAs cover the whole of Australia without gaps or overlaps. 
SLAs are identified by four-digit codes. These codes are unique only within a state or territory. For unique Australia-wide identification the four-digit SLA code must be preceded by the unique one-digit state/territory code. For example:
Barraba	10400 (in New South Wales) (S/T code 1)
Barcaldine	30400 (in Queensland) (S/T code 3)
Note that for the data element Geographical location of service delivery outlet the location is reported using a five-digit code, which comprise the unique one-digit state/territory code and the four-digit SLA. In the past jurisdictions have incorrectly provided Statistical Subdivision (SSD) which is a five digit code aggregated at a higher level, which is unsuitable for AODTS requirements.
The correct version of the ASGC to use for the 2010–11 AODTS–NMDS data is 2009 (please advise the AIHW if you use a different year).
The National Localities Index (NLI) was previously used to identify a locality or address in Australia to an SLA. This index is no longer available on the ABS website, but the AIHW will provide the correct version for jurisdictions needing assistance. 
The ABS has reviewed the ASGC and intends to replace it with a new classification, the Australian Statistical Geography Standard. The implementation of the ASGS will begin in 2011. 
Appendix 4: Standard Australian Classification of Countries 
The Standard Australian Classification of Countries (SACC) has been developed by the ABS for use in the collection, storage and dissemination of all Australian statistical data classified by country. It provides a single classification framework for both population and economic statistics. Unlike the ASGC, the SACC is not updated annually, but only as necessary. The latest version (at the time of writing) is the Second Edition released on 19 May 2008.
The SACC is a classification of countries essentially based on the concept of geographic proximity. In its main structure it groups neighbouring countries into progressively broader geographic areas on the basis of their similarity in terms of social, cultural, economic and political characteristics. 
The SACC has a three-level hierarchical structure. The third, and most detailed level (used in the AODTS–NMDS), consists of the base units, which are countries. The classification consists of 244 third-level units including five ‘not elsewhere classified’ categories, which contain entities that are not listed separately in the classification. A four-digit code represents each country. The second level of the main classification structure comprises 27 minor groups, which are groups of neighbouring countries similar in terms of social, cultural, economic and political characteristics. Each minor group lies wholly within the boundaries of a geographic continent. A two-digit code represents each minor group. The first, and most general level of the classification structure comprises nine major groups which are formed by aggregating geographically proximate minor groups. A single-digit code represents each major group.
The 2010–11 AODTS–NMDS collection period will continue to use the Second Edition of the SACC. Based on previous years’ data, the AIHW has identified the following codes that were valid for the first edition of the SACC but are no longer valid in the second edition (for the 2010–11 collection).
•	1100 - Australia (includes External Territories), nfd
•	2101 - Channel Islands
•	3213 - Yugoslavia, Federal Republic of
•	4199 - North Africa, nec
•	7200 - Central Asia (Caucasus)
There may also be other codes that need updating, depending on each jurisdiction’s data.
Correspondences between the first and second editions of the SACC are available on the ABS website.

Appendix 5: Australian Standard Classification of Languages 
The ABS developed the Australian Standard Classification of Languages (ASCL) in response to a wide community interest in the language use of the Australian population and to meet a growing statistical and administrative need. The Australian Standard Classification of Languages is intended for use whenever demographic, labour and social statistics are classified by language. The ABS uses the classification in its own statistical work, for example, in the Census of Population and Housing. The ABS urges its use by other government agencies, community groups, and academic and private sector organisations collecting, analysing, or using information relating to language use. This will improve the comparability of data from these sources. 
In the ASCL, languages are grouped into progressively broader categories on the basis of their evolution from a common ancestral language, and on the basis of the geographic proximity of areas where particular languages originated. This results in a classification that is useful for the purposes of Australian social analysis by allowing populations of language speakers that are similar in terms of the ethnic and cultural origin to be grouped in a manner that is intuitively meaningful in the Australian context.
The ASCL has a three-level hierarchical structure. One-, two- and four-digit codes are assigned to the first-, second- and third-level units of the classification respectively. The first digit identifies the Broad Group in which each Language or Narrow Group is contained. The first two digits taken together identify the Narrow Group in which each Language is contained. The four-digit codes represent each of the Language or third-level units. The Australian Standard Classification of Languages Second Edition (2005–06) was the latest release at the time of writing. This version should be used for the 2010–11 collection period.

Appendix 6: Australian Standard Classification of Drugs of Concern 
The Australian Standard Classification of Drugs of Concern (ASCDC) is the Australian statistical standard for classifying data relating to drugs that are considered to be of concern in Australian society. The ASCDC is essentially a classification of types of drugs of concern based on their chemical structure, mechanism of action and effect on physiological activity. The classification of type of drug is described as the ‘main classification structure’ throughout the ASCDC document. Because many collectors and users of drug-related data also require information on the form in which drugs are encountered and the method of drug use, the ASCDC also includes classifications for these elements of drug-related information. The ASCDC is intended for use in the collection, classification, storage and dissemination of all statistical, administrative and service delivery data relating to drugs of concern.
The ASCDC will assist government planners, policy analysts and social researchers by providing a consistent framework for the classification of drug-related data. The use of the standard definitions, classifications and coding procedures detailed in the ASCDC will help to ensure the comparability and compatibility of data derived from a range of different statistical, administrative and service provision systems at both the state and national level.
The main classification of the ASCDC has a three-level hierarchical structure.
The third and most detailed level of the classification consists of the base units which are separately identified drugs of concern, aggregate groups of drugs of concern and residual categories of drugs of concern. The classification comprises 153 third-level units including 10 aggregate groups of drugs and 32 residual ‘not elsewhere classified’ (nec) categories.
The 10 third-level aggregate units comprise drugs that do not support individual identification but which are aggregated to form single base-level units as they are chemically similar and, when grouped, represent useful categories.
The 32 nec categories contain drugs which are not sufficiently significant, in the current Australian context, to support separate identification or representation as an aggregate
base- level unit. All drugs which have been identified as drugs of concern, but which are not listed separately or contained within one of the aggregate base-level units, are included in the nec category of the narrow group to which they relate.
The second level of the classification consists of 33 narrow groups that contain base-level units that are similar in terms of the classification criteria. Included in the 33 narrow groups are 6 residual ‘Other’ categories. These residual categories contain base-level units that do not belong in any of the alternative narrow groups contained within the broad group on the basis of the classification criteria.
The first and most general level of the classification comprises 7 broad groups. The broad groups are formed, in the main, by aggregating narrow groups that are broadly similar in terms of the classification criteria. The classification has one ‘Miscellaneous’ broad group which comprises narrow groups of drugs which were considered to be of sufficient importance to be included in the classification structure but which do not fit into any of the other 6 broad groups on the basis of the classification criteria.
TYPE OF DRUG CLASSIFICATION: BROAD GROUPS, NARROW GROUPS AND DRUGS OF CONCERN
The main classification structure is presented below. For detailed information, supplementary codes and the full version of the coding index, see Australian Standard Classification of Drugs of Concern (ABS 2000). Please note that codes 0000 (inadequately described) and 0001 (not stated) should not be used for Client type 1.

1		ANALGESICS

	11		Organic Opiate Analgesics
			1101	Codeine
			1102	Morphine
			1199	Organic Opiate Analgesics, not elsewhere classified.
	12		Semisynthetic Opioid Analgesics
			1201	Buprenorphine
			1202	Heroin
			1203	Oxycodone
			1299	Semisynthetic Opioid Analgesics, n.e.c.
	13		Synthetic Opioid Analgesics
			1301	Fentanyl
			1302	Fentanyl analogues
			1303	Levomethadyl acetate hydrochloride
			1304	Meperidine analogues
			1305	Methadone
			1306	Pethidine
			1399	Synthetic Opioid Analgesics, n.e.c.
	14		Non Opioid Analgesics
			1401	Acetylsalicylic acid
			1402	Paracetamol
			1499	Non Opioid Analgesics, n.e.c.

2		SEDATIVES AND HYPNOTICS
	21		Alcohols
			2101	Ethanol
			2102	Methanol
			2199	Alcohols, n.e.c.
	22		Anaesthetics
			2201	Gamma-hydroxybutyrate
			2202	Ketamine
			2203	Nitrous oxide
			2204	Phencyclidine
			2299	Anaesthetics, n.e.c.
	23		Barbiturates
			2301	Amylobarbitone
			2302	Methylphenobarbitone
			2303	Phenobarbitone
			2399	Barbiturates, n.e.c.
	24		Benzodiazepines
			2401	Alprazolam
			2402	Clonazepam
			2403	Diazepam
			2404	Flunitrazepam
			2405	Lorazepam
			2406	Nitrazepam
			2407	Oxazepam
			2408	Temazepam
			2499	Benzodiazepines, n.e.c.
	29		Other Sedatives and Hypnotics
			2901	Chlormethiazole
			2902	Kava lactones
			2903	Zopiclone
			2999	Other Sedatives and Hypnotics, n.e.c.

3		STIMULANTS AND HALLUCINOGENS
	31		Amphetamines
			3101	Amphetamine
			3102	Dexamphetamine
			3103	Methamphetamine
			3199	Amphetamines, n.e.c.
	32		Cannabinoids
			3201	Cannabinoids
	33		Ephedra Alkaloids
			3301	Ephedrine
			3302	Norephedrine
			3303	Pseudoephedrine
			3399	Ephedra Alkaloids, n.e.c.
	34		Phenethylamines
			3401	DOB
			3402	DOM
			3403	MDA
			3404	MDEA
			3405	MDMA
			3406	Mescaline
			3407	PMA
			3408	TMA
			3499	Phenethylamines, n.e.c.
	35		Tryptamines
			3501	Atropinic alkaloids
			3502	Diethyltryptamine
			3503	Dimethyltryptamine
			3504	Lysergic acid diethylamide
			3505	Psilocybin
			3599	Tryptamines, n.e.c.
	36		Volatile Nitrates
			3601	Amyl nitrate
			3602	Butyl nitrate
			3699	Volatile Nitrates, n.e.c.
	39		Other Stimulants and Hallucinogens
			3901	Caffeine
			3902	Cathinone
			3903	Cocaine
			3904	Methcathinone
			3905	Methylphenidate
			3906	Nicotine
			3999	Other Stimulants and Hallucinogens, n.e.c.

4		ANABOLIC AGENTS AND SELECTED HORMONES
	41		Anabolic Androgenic Steroids
			4101	Boldenone
			4102	Dehydroepiandrosterone
			4103	Fluoxymesterone
			4104	Mesterolone
			4105	Methandriol
			4106	Methenolone
			4107	Nandrolone
			4108	Oxandrolone
			4111	Stanozolol
			4112	Testosterone
			4199	Anabolic Androgenic Steroids, n.e.c.
	42		Beta2 Agonists
			4201	Eformoterol
			4202	Fenoterol
			4203	Salbutamol
			4299	Beta2 Agonists, n.e.c.
	43		Peptide Hormones, Mimetics and Analogues
			4301	Chorionic gonadotrophin
			4302	Corticotrophin
			4303	Erythropoietin
			4304	Growth hormone
			4305	Insulin
			4399	Peptide Hormones, Mimetics and Analogues, n.e.c.
 49		Other Anabolic Agents and Selected Hormones
			4901	Sulfonylurea hypoglycaemic agents
			4902	Tamoxifen
			4903	Thyroxine
			4999	Other Anabolic Agents and Selected Hormones, n.e.c.

5		ANTIDEPRESSANTS AND ANTIPSYCHOTICS
	51		Monoamine Oxidase Inhibitors
			5101	Moclobemide
			5102	Phenelzine
			5103	Tranylcypromine
			5199	Monoamine Oxidase Inhibitors, n.e.c.
	52		Phenothiazines
			5201	Chlorpromazine
			5202	Fluphenazine
			5203	Pericyazine
			5204	Thioridazine
			5205	Trifluoperazin
			5299	Phenothiazines, n.e.c.
	53		Serotonin Reuptake Inhibitors
			5301	Citalopram
			5302	Fluoxetine
			5303	Paroxetine
			5304	Sertraline
			5399	Serotonin Reuptake Inhibitors, n.e.c.
	54		Thioxanthenes
			5401	Flupenthixol
			5402	Thiothixene
			5499	Thioxanthenes, n.e.c.
	55		Tricyclic Antidepressants
			5501	Amitriptyline
			5502	Clomipramine 
			5503	Dothiepin
			5504	Doxepin
			5505	Nortriptyline
			5599	Tricyclic Antidepressants, n.e.c.
59		Other Antidepressants and Antipsychotics
			5901	Butyrophenones
			5902	Lithium
			5903	Mianserin
			5999	Other Antidepressants and Antipsychotics, n.e.c.

6		VOLATILE SOLVENTS
	61		Aliphatic Hydrocarbons
			6101	Butane
			6102	Petroleum
			6103	Propane
			6199	Aliphatic Hydrocarbons, n.e.c.
	62		Aromatic Hydrocarbons
			6201	Toluene
			6202	Xylene
			6299	Aromatic Hydrocarbons, n.e.c.
	63		Halogenated Hydrocarbons
			6301	Bromochlorodifluoromethane
			6302	Chloroform
			6303	Tetrachloroethylene
			6304	Trichloroethane
			6305	Trichloroethylene
			6399	Halogenated Hydrocarbons, n.e.c.
	69		Other Volatile Solvents
			6901	Acetone 
			6902	Ethyl acetate
			6999	Other Volatile Solvents, n.e.c.

9		MISCELLANEOUS DRUGS OF CONCERN
	91		Diuretics
			9101	Antikaliuretics
			9102	Loop diuretics
			9103	Thiazides
			9199	Diuretics, n.e.c.
	92		Opioid Antagonists
			9201	Naloxone
			9202	Naltrexone
			9299	Opioid Antagonists, n.e.c.
	99		Other Drugs of Concern

Appendix 7: Steps for protecting privacy
The following extract from the Office of the Privacy Commissioner’s website summarises the privacy obligations of organisations such as drug treatment agencies. For more detailed information please refer directly to the website. 
1. Only collect information that is necessary.
Make sure individuals know what personal information your organisation or agency collects and why. Consider if each piece of information is necessary for any of the functions or activities of the organisation or agency and if the information is required in the circumstances. It may be the case that in some circumstances you can carry out your activities without collecting personal information, allowing individuals to interact with your organisation anonymously.
2. Do not collect personal information about an individual just because you think that information may come in handy later.
You should only collect information that is necessary at the time of collection, not information that may become necessary or useful at a later date. If the need arises later, collect the information then.
3. Tell people what you are going to do with the personal information you collect about them.
You should let individuals know why you need to collect the information, how you plan to use it and if you intend disclosing it. You should provide details about how they can contact you and, if they want to, how they can gain access to their personal information.
4. Consider whether you should be using personal information for a particular purpose.
Organisations often begin using personal information for a secondary purpose unrelated to the main purpose they collected the information. Unless you have consent from the individual concerned or authorisation under law, you should normally only use personal information if it is related to the purpose you collected it for and within the reasonable expectations of the individual.
5. Consider whether you need to disclose personal information.
In some cases, organisations and agencies disclose personal information that they do not need to disclose or disclose information without thinking about whether the disclosure is authorised. Consider whether you can achieve your purpose without disclosing personal information. It is often best practice to seek consent from the individual concerned if you wish to disclose their personal information for a reason beyond the reason for which you collected it. The Privacy Act allows disclosures in some circumstances.
6. If people ask, give them access to the personal information you hold about them.
Organisations and Australian and ACT Government agencies have a general duty to provide individuals with access to their personal information. You should be as open as possible by providing individuals with access to their own personal information in the form they request. If you wish to deny an individual access to personal information you should provide reasons, consistent with the Privacy Act, as soon as you can. Agencies should also be
mindful of their obligations under the Freedom of Information Act 1988 (Cth) which also provides some grounds for denying access.
7. Keep personal information secure.
It is important that you keep personal information safe and secure from unauthorised access, modification or disclosure and also against misuse and loss. The steps you should take should be proportionate to the sensitivity of the information you hold. Methods might include checking that all personal information has been removed from computers before you sell them, installing firewalls, cookie removers and anti-virus scanners on work IT systems,
keeping hard copy files in properly secured cabinets, training staff in privacy procedures and allowing file access to staff on a ‘need to know’ basis only. You could also regularly monitor your information handling practices to ensure they are secure and consider the adequacy of existing security measures. Depending on the size of the organisation and the information it collects, you may wish to consider having an external privacy audit conducted.
8. Don’t keep information you no longer need or are no longer required to retain.
If you no longer need personal information and there is no law that compels you to retain the information, then destroy it. You should shred, pulp or destroy the paper on which the personal information is recorded, place the files in a security garbage bin and securely delete any electronic record or file from computer systems to ensure it cannot be retrieved.
9. Keep personal information accurate and up to date.
Personal information can change. This is why you need to take reasonable steps to keep the personal information your organisation or agency holds current. If the personal information of someone changes amend your records to reflect those changes and make sure both hard copy and electronic files are updated. If you know that some personal information is likely to change regularly, then periodically go through the files to ensure the records are accurate and up to date.
10. Consider making someone in your organisation or agency responsible for privacy.
This could be a designated person (often called a Privacy Contact Officer or Chief Privacy Officer) who is aware of your organisation or agency’s responsibilities under the Privacy Act and who is willing and able to handle complaints and enquiries about the personal information handling practices of your organisation or agency. The person may also be responsible for implementing a complaints handling process, staff training program and promoting Privacy Act compliance.

Source: <www.privacy.gov.au/publications/ten_steps/ten_steps_org.pdf>. Accessed 19/02/09.

Appendix 8: Privacy and the AIHW

The AIHW’s functions are to:
•		identify and meet the information needs of government and the community to enable 	them to make informed decisions to improve the health and welfare of Australians
•		provide authoritative and timely information to the Australian Government, state 	and territory governments and non-government clients through the collection, 	analysis and dissemination of national health, welfare, housing assistance and 	community services data, and
•		develop, maintain and promote, in conjunction with stakeholders, information 	standards for health, welfare, housing assistance and community services data.
As a Australian Government agency, the AIHW must comply with the IPPs set out in the Privacy Act 1988. The AIHW is also bound by its own legislation, the Australian Institute of Health and Welfare Act 1987, which contains a section on confidentiality (s29). 
In summary s29 states:
•		A person who holds any information concerning another person, due to their 	employment at the AIHW, or due to the fact they are performing a duty or function 	for the AIHW, or doing any act as a result of any arrangement entered into by the 	AIHW, shall not directly or indirectly:
–	divulge that information to any person
–	give a document containing that information to any person
–	be required to divulge that information to a court.
•		Nothing prohibits a person holding information concerning another person (as stated 	above) from:
–	divulging information to the Minister if it does not identify the information 	subject
–	divulging information to the information provider
–	divulging information to a person specified in writing by the Ethics 	Committee if to do so is not contrary to the written terms upon which the 	information was divulged initially by the information provider (only applies 	to health related statistical information)
–	publishing conclusions based on statistics derived from the work of the 	AIHW if to do so is not contrary to written terms upon which the information 	provider divulged the information directly to the AIHW.

AIHW policy and procedures on information security and privacy 
(Excerpt from AIHW Information Security and Privacy Policy and Procedures document).
The provisions of the Privacy Act 1988 and the Information Privacy Principles establish the framework for the collection, storage, use and release of all personal information in the public sector. The AIHW policy complies with the requirements of the Privacy Act 1988 and in addition, covers issues of specific relevance to the AIHW, including s29 on confidentiality contained in the AIHW Act 1987.
Privacy ethos 
1.	All AIHW and collaborating unit staff must have a knowledge of section 29 and a 	good understanding, in relation to the work they do, of the implications of:
•	The Australian Institute of Health and Welfare Act 1987, section 29
•	The Information Privacy Principles.
2.	All AIHW and collaborating unit staff must sign the Institute’s Undertaking of 	confidentiality—Employees.
3.	The Institute will ensure that its various collaborating units maintain a consistent 	privacy and security ethos.
4.	All work performed by consultants, contractors, seconded staff, visiting fellows and 	students working under supervision of the Institute which involves access to 	information collected under the AIHW Act and other identifiable information, must 	be authorised by contracts which impose information and privacy security 	requirements at least as stringent as those applying to Institute employees.
Information gathering and receipt
5.	Information may only be collected and held for the purpose of AIHW activities.
6.	Identifiable information may only be collected and held with the approval of the 	Institute’s Ethics Committee.
7.	Any information collected must be limited to that directly relevant to the aims and 	objectives of an approved project.
8.	All data holdings containing identifiable information must be recorded and managed 	in accordance with the Institute’s Guidelines for custody of AIHW data.
9.	Except as outlined in paragraphs 10 and 11 below, the consent of information subjects 	for the use of their information should be obtained when the identifying information 	is in the form of identified records held indefinitely on registers used to contact the 	information source for research purpose (all such research must be approved by the 	Ethics Committee).
10.	Otherwise, consent should not be required provided that appropriate guarantees are 	given that the information will be handled in a secure environment, the public good 	benefits of the research are clear and its use will have no impact on those individuals 	whose information is being used. As far as is possible, an opt out option should be 	provided.
11.	Regardless of whether consent needs to be obtained, information subjects should be 	advised, by whatever mechanism is appropriate, why their information is being 	collected, how it is to be used, who will be using it, the type of access that will occur 	and how it will be protected. 
Information storage, retention and destruction
12.	Data must be stored to meet the storage and archival requirements of the National 	Archives of Australia, and in accordance with the Institute’s Guidelines for custody 	of AIHW data.
13.	Data custodians are responsible for ensuring their data holdings are protected from 	unauthorised access, alteration or loss. 
14.	Paper-based identifiable information must be kept securely locked away when not in 	use. The minimum requirement is that, outside normal working hours, the 	information must be stored in locked drawers or cabinets.
15.	Particular care must be taken regarding the print out and photocopying of paper-	based information. Users must stand by printers and photocopiers while this material 	is being printed or copied.
16.	Information users must follow normal practice for the use of IT systems (see the IT 	Security Manual) to ensure the security and privacy of in-confidence information 	stored on computer systems.
17.	Identifiable information must not be copied to or held on workstation hard disks.
18.	Wherever possible, identifiable information and associated attribute information 	should each be stored separately in databases to minimise any risk from 	unauthorised access.
19.	Identifiable information must not be copied or removed from Institute premises 	without specific approval from the relevant Data Custodian.
20.	Normally, data holdings used in support of the Institute’s Work Program must be 	retained for a specified period in order to allow later verification of the research, and 	in accordance with undertakings given to data providers.
21.	Decisions regarding retention of databases lies with Data Custodians, and must be 	taken in accordance with the Institute’s Guidelines for custody of AIHW data.
22.	The Institute will maintain a physical security system, which provides reasonable and 	properly enforced measures to protect both staff and its repositories of personal 	information.
Information transmission
23.	If identifiable information is sent by post, registered or certified mail or safe hand 	delivery must be used.
24.	The electronic transmission of identifiable information must apply procedures for the 	certification of transmission and the encryption of information which are at least 	commensurate with that used for transmission by post. 
Information retrieval and use within the Institute
25.	Rather than treating ownership (of data) as an indivisible entitlement, it should be 	treated as a ‘basket of rights’ in relation to the information concerned, and there 	should be acceptance that different parties may have different entitlements. The 	‘basket of rights’ would include the right to do the following, for statistical purposes:
•	gain access to information
•	amend the information
•	use the information
•	disclose the information
•	control who can do these things and under what conditions.
26.	Data Custodians may approve use, within the Institute, of identifiable information for 	purposes consistent with those for which it was collected, in accordance with the 	Institute’s Guidelines for the custody of AIHW data.
27.	In published tables, the amount of information in small cells should be reduced to 	minimise the potential for identification. Aggregations of data with small cell sizes, 	which may enable inferences about or identification of individual entities, should not 	be published.
Conditions applying to data linkage projects
28.	Ethics Committee approval is required for record linkage projects. Before granting 	such approval, the Committee must be satisfied that:
•	the ‘public good’ benefits to be reasonably expected from them will be 	significant
•	‘best practice’ procedures will be adopted throughout the conduct of the 	studies.
29.	It is not necessary for the Institute to obtain the consent of information subjects for 	the use of their information in record linkage studies if:
•	their identity is irrelevant (except to facilitate the linkage process)
•	the objective is data analysis
•	no administrative action will be taken in relation to the individuals concerned.
30.	The Institute will not permit its data to be linked for client management or regulatory 	purposes.
Information release and disclosure outside the Institute
31.	The AIHW Act allows the Institute to release or disclose identifiable health 	information to third parties, subject to s29 of the AIHW Act.
32.	Requests for access to or release of identifiable information from a database must be 	in writing. Any person or organisation wishing to access an Institute database for 	research purposes should prepare an adequate written proposal for the study 	following the Institute’s Guidelines for the preparation of submissions for ethical 	clearance.
33.	Any requests for release or disclosure of identifiable information must be scrutinised 	by the appropriate Data Custodian in accordance with the Institute’s Guidelines for 	custody of AIHW data. 
34.	If the information requested can be provided under the information provider’s 	constraints, and its release would not contravene s29 of the Act, but the information 	cannot be provided under an existing Ethics Committee approval, then an opinion 	must be obtained from the Committee. In this case the appropriate Data Custodian 	should provide the information requested with documentation necessary for 	submissions to the Committee.
35.	The Institute should endeavour to identify potential disclosure requirements at the 	commencement of a project and, where appropriate, to build these into the 	agreements with information providers and into submissions to the Institute’s Ethics 	Committee. Such action can be used to obtain information provider and ethical 	approval in advance, thereby streamlining the release process.
36.	Staff should take particular care to ensure that no release, publication or public 	presentation or discussion of individual records or results of research could breach 	the requirements of this Policy. Results shown in tables with small cell values often 	need special attention (see paragraph 25).
The Institute in an agency role
37.	Data providers, such as Registrars of Births, Deaths and Marriages in states and 	territories, supply data to the Institute for the Institute’s purposes. The Institute 	reformats these data and produces national data sets. These data sets may be 	returned to the Registrars.
38.	Should Registrars wish to furnish the national lists of births and deaths to other 	agencies for their own purposes, Institute staff may assist the Registrars with these 	tasks, acting as the Registrar’s agent. 
39.	At all times, it must be clear that the work is being undertaken as an agent of the 	Registrars.
Monitoring and audits
40.	The Institute’s Board requires that security audits be carried out as part of the 	Institute’s audit program.
41.	Compliance and quality control will be assessed by routine data audits. Results will 	be reported to the Board’s Audit and Finance Committee.
Breaches and sanctions
42.	The Institute relies on the diligence of all staff in preventing breaches of information 	security.
43.	If a breach is thought to have occurred it should be reported immediately to the 	Director through normal divisional/collaborating unit reporting channels.
44.	The Director may appoint a person to investigate the circumstances of a suspected 	breach. If a breach is proven the Director may initiate disciplinary or legal action 	under the relevant legislation.
45.	Details of suspected breaches will be treated as STAFF-IN-CONFIDENCE 	information at all times. 
46.	The Institute’s Fraud Control Guidelines and Plan (available to staff on the Intranet) 	are also relevant.
AIHW Ethics Committee
(Excerpt from Guidelines for the preparation of submissions for ethical clearance document)
The AIHW Ethics Committee (appointed under s16(1) of the Australian Institute of Health and Welfare Act) may, under strict conditions, allow the release of information to researchers proposing studies judged to have scientific merit and that meet the required data confidentiality standards. The following criteria upon which the submissions will be evaluated include:
Purpose of the proposal
•	The Committee will only approve use of information for research purposes. A key criterion is that the research output is to be put in the public domain. Regulatory, legal and administrative purposes are not acceptable, unless there is an overriding public good and no detriment to the information subject.
Research focus of the proposal
•	The Committee will only approve research that has recognition of relevant ethical considerations, including social and cultural factors, by all involved in the conduct of the activity, and their commitment to upholding ethical standards.
•	The Committee will also take into consideration a project’s overall value to society and the predicted outcome of activities in relation to possible risks such as the comfort and privacy of information subjects.
Scientific validity of the proposal
•	The Institute has the responsibility only to submit to the Committee proposals that it considers as scientifically valid.
•	The Committee has the right to raise queries about scientific validity if it sees fit, and to refer them to the Institute.
•	The submission should be signed off by the responsible Data Custodian. 
Approval by the applicant’s own institutional ethics committee
•	All applications other than applications by the Institute before the Committee need to be approved by the applicant’s own institutional ethics committee.
Organisational framework of the researcher
•	Consideration will be given to whether there is an established accountability mechanism, (e.g. an institutional ethics committee), that can impose sanctions if necessary.
•	The Committee may approve an agreement between the Institute and other organisations for the use of the Institute’s data in classes of research projects so that the organisation can release identifiable AIHW data subject to the approval of its own Ethics Committee.
Credentials and technical competence of the researcher 
•	The qualifications, competence and expertise of personnel engaged in the activities will be considered.
Extent to which privacy and consent issues have been addressed
•	The Committee will take into account the privacy provisions contained in Minding our own business which is the privacy protocol for Australian Government agencies in the Northern Territory handling personal information of Aboriginal and Torres Strait Islander peoples.
•	The Committee will only approve research projects where the protection of the wellbeing and privacy of the subjects, and also of persons who collect, communicate, work with or have access to the information about them is assured.
•	The Committee will be mindful of legal requirements, in particular the pertinent sections of the AIHW Act, and the Privacy Act 1988 and the current Guidelines for the protection of privacy in the conduct of medical research as approved by the Privacy Commissioner.
•	If further information is needed from information subjects, the Committee will seek their consent to an approach by the principal investigator.
•	The Committee will not require informed consent where this is not necessary.
Adequacy of researcher’s data security protection mechanisms
•	The Committee must be assured that the maintenance of adequate degrees of confidentiality of information about identifiable persons (and, in certain cases, of groups of persons) is enforced.
•	The Committee must also be assured of the physical security of data, covering the security access system to the building, storage rules for hard copy of data, computer security procedures and the disposal of data when no longer required.
Commitment to, and method of publishing results of research
•	The Committee considers it important that the results of research are disseminated to the appropriate groups, communities and individuals. Therefore, the dissemination plan will be carefully considered in each submission. The Committee requests that a copy of the published work be made available to it and may also request that a summary of the research be made available on the AIHW website.
•	The Committee does not give approval to projects where there is no intention to publish results. The ‘Undertaking’ signed by researchers, allowing for legal disclosure of information by the AIHW, specifies that the AIHW must be acknowledged as the source of data in any publication, and that a copy of any published material must be supplied to the AIHW. 
Transfer of data out of Australia
•	This will not normally be approved, but can be on a case-by-case basis where the overseas data holder and their organisations are of undoubted quality.
For more information on the AIHW Ethics Committee, refer to: <www.aihw.gov.au/committees/ethics/index.cfm>.

Data custodians at the AIHW
(Taken from Guidelines for custody of AIHW data )
All staff at the AIHW share responsibility for maintaining the security of AIHW data, but data custodians have overall responsibility for the security of specified data collections. Once the data custodian delegation instrument is signed, the custodians assume the responsibility of the director in regard to the data in their custody. The relevant unit head is given the responsibility of data custodian. The custodianship is vested in a position rather than a named person.
Data custodians ensure that data holdings within their unit are properly documented, maintained and controlled, and ensure an appropriate level of consultation with other units regarding the data resources within the Institute. This includes responsibility for:
•	recognising and abiding by all limitations placed on data
•	maintaining up-to-date documentation, including data catalogue entries, of the content and format of the data holding and of the constraints applying to its use and/or release
•	authorising and recording users of the data within the AIHW, and providing advice and assistance to new users on any constraints which apply
•	assisting potential users wishing to access identifiable data in the preparation of their proposals for submission to the Health and Welfare Ethics Committees (see Guidelines for the preparation of submissions for ethical clearance)
•	following Ethics Committee approval, arranging for the secure transfer of data to recipients in accordance with constraints imposed regarding the use of data. Working with the Ethics Committee Secretariat with their monitoring processes 
•	ensuring, when required, the appropriate destruction (or return to the original information provider) of the data holding.
Appendix 9: National Aboriginal and Torres Strait Islander Health Data Principles
All organisations with significant responsibilities in Aboriginal and Torres Strait Islander health data should encourage the application of these principles and establish meaningful partnerships with Aboriginal and Torres Strait Islander Australians.
Mindful of Aboriginal and Torres Strait Islander peoples’ understanding of ownership, including ownership of personal and community information, and any relevant agreements with various parties, including governments, these principles set out a culturally respectful foundation for the collection, storage and use of their health and health-related information.

Principle 1: The management of health-related information about Aboriginal and Torres Strait Islander persons must be ethical, meaningful, and support improved health and better planning and delivery of services.

Principle 2: The analysis, interpretation and reporting of Aboriginal and Torres Strait Islander health and health-related information should, where feasible, occur collaboratively with Aboriginal and Torres Strait Islander peoples.

Principle 3: The privacy and confidentiality of Aboriginal and Torres Strait Islander people will be protected in accordance with any relevant legislation and privacy codes.

Principle 4: Aboriginal and Torres Strait Islander peoples should be informed at the point of service that attendance/participation may contribute to administrative or mandatory data collections and that such data will be used to improve the quality, coverage and scope of health services and protect the public health. Data collection agencies and data custodians should have a policy that provides this information to people at the point of data collection and appropriate governance arrangements to review its implementation. 

Principle 5: In general, free and informed consent should be obtained from Aboriginal and Torres Strait Islander peoples prior to any information management activities, except where mandatory reporting or legislative provisions apply. Otherwise, where there is a proposal to initiate an information management activity without the consent of Aboriginal and Torres Strait Islander peoples, it must be clearly demonstrated both that the activity will advance the interests of Aboriginal and Torres Strait Islander peoples and that it is impractical and infeasible to obtain further specific consent. 

Principle 6: The value of the resources required to collect and use information should be assessed in the light of the potential benefit to Aboriginal and Torres Strait Islander peoples’ health.

Principle 7: The collection, collation and utilisation of information should be conducted in the most efficient and effective manner possible and minimise the burden on Aboriginal and Torres Strait Islander people.

Principle 8: Systematic and ethical processes for sharing information should be encouraged to assist in policy, planning, management and delivery of health services to Aboriginal and Torres Strait Islander people.

Principle 9: Aboriginal and Torres Strait Islander communities should be provided with feedback about the results and possible implications arising from data analysis.

Principle 10: Information collections require regular review and refinement in order to ensure ongoing relevance to service delivery and the potential for improved health outcomes.

Principle 11: Cultural respect and security of data practices must be promoted across all collections. Aboriginal and Torres Strait Islander individuals and communities should be afforded the same ethical and legal standards of protection as are enjoyed by other Australians. This may require the development and application of methods that are different to or in addition to those in mainstream data collections.

Endorsed by AHMAC October 2006.
Source: <www.aihw.gov.au/committees/nagatsihid/nagatsihid_data_principles.doc>

References
ABS (Australian Bureau of Statistics) 2000. Australian Standard Classification of Drugs of Concern. ABS cat. no. 1248.0. Canberra: ABS.
ABS 2005a. Australian Standard Classification of Languages (ASCL) 2005–06. ABS cat. no. 1267.0. Canberra: ABS.
ABS 2005b. Australian Standard Geographical Classification (ASGC). ABS cat. no. 1216.0. Canberra: ABS.
ABS 2008. Standard Australian Classification of Countries (SACC) Second Edition. ABS cat. no. 1269.0. Canberra: ABS.
AIHW (Australian Institute of Health and Welfare) 2009. Alcohol and other drug treatment services in Australia 2007–08: report on the National Minimum Data Set. Drug treatment series no. 9. Cat. no. HSE 73. Canberra: AIHW.
AIHW 2010. Creating nationally-consistent health information: engaging with the national health information committees. Data linkage series no. 8. Cat. no. CSI 8. Canberra: AIHW.

List of tables
Table 4.1: Data items collected in the AODTS–NMDS
Table 4.2: Closed treatment episodes by sex and age group, 2007–08 (per cent)
Table 4.3: Closed treatment episodes by principal drug of concern and Indigenous status, 2007–08
Table 4.4: Trends in main treatment type, 2001–02 to 2007–08
Table 4.5: History of data elements in the AODTS–NMDS
Table 4.5 (continued): History of data elements in the AODTS–NMDS
Stage 2 - Jurisdiction health authority
Stage 3 - AIHW
Stage 4 - Jurisdiction health authority and service providers
Stage 5 - AIHW
Table 5.1: Specifications for data transfer to AIHW of establishment file
Table 5.2: Specifications for data transfer to AIHW of episode file
Table 5.2 (continued): Specifications for data transfer to AIHW of client-level data
Table 5.3: Range and logic checks for data items in the establishment file
Table 5.4: Range and logic checks for data items in the episode file
Table 5.5: Frequency tables for jurisdiction data sets
Table 5.6: National timetable for transfer, validation and reporting of 2010–11 data
REQUEST FOR RELEASE OF DATA