Death index social security numbers

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The algorithm is based on 15 conditions or criteria for matching selected cohort variables to NDI records, as illustrated in Table 2. The first condition stratum 1 is an exact match, where every cohort variable is in agreement with the NDI record.

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The next 9 strata i. The remaining strata i. Before describing each step in using the algorithm, we believe it important to note that the original NDI search output consists of many records of potential matches, and there could be more than one potential match for a single individual—a situation referred to as multiple matches. In such cases, the individual will have NDI records classified into multiple strata. As the selection process narrows, the focus shifts from potential matches of records to potential matches for individuals.

In other words, an iterative process is used to start eliminating some of the NDI records of individuals who have multiple matches. This process is based on the relative strength of each match for individuals with multiple matches. The match-rating algorithm Table 2 is applied to each NDI record in this file as shown in more detail in Figure 2.

This initial assignment into strata examines each NDI record on its own merit, with no reference to other possible matches. NDI records meeting any of the 15 conditions are assigned to the respective stratum, regardless of whether or not other variables, not listed in the criteria, match the NDI record. If an NDI record does not match the criteria for any stratum, it is excluded from any further consideration. This eliminates large numbers of potential matches that do not have to be reviewed. Next, the emphasis shifts, and stratum assignment is reviewed on the basis of individuals.

Records in the keeper database denote those for which death certificates will be requested from state offices. However, if an individual has both a stratum 1 and a stratum 2 record, only the stratum 1 record is a keeper.

All other associated matches including stratum 2 for these individuals should be discarded i. For people who did not have a stratum 1 or 2 record, all strata 3—13 records are flagged as keepers, and any stratum 14—15 records for these people are discarded Figure 2. Flagging stratum 3—13 records as keepers can result in multiple potential matches for these individuals being added to the keeper database. For people who only have stratum 14 records, those records are flagged as keepers. What remains are people with one or more records in stratum This Retrieval Report of stratum 15 is manually reviewed, and some of the multiple records that are obvious mismatches to the cohort may be eliminated Figure 2.

Aids in this review may include checking the SSA record for vital status and death state. Those not eliminated are manually flagged as keepers and are added to the keeper database. It is understood that the majority of NDI users rely solely on the NDI Plus service to obtain cause-of-death codes rather than our method of first obtaining death certificates to further assess and adjudicate the many questionable NDI matches that are generated.

Although the example we present is not intended for NDI Plus users who do not request death certificates, our approach can still give such users insights on how to assess and finally decide which matches are the true matches that will be incorporated into a study. Finally, a decision must be made about how to ascertain cause of death for those matching records not found in the CAUSE file i.

In such situations, NDI users should contact NDI staff to discuss alternatives for obtaining cause-of-death data for matches not having sufficient NDI probabilistic scores. Next, we describe the steps for requesting death certificates from individual states and processing the death information, including manual reviews of the death certificates and data entry. A systematic approach is needed for handling death certificates as they are received, since some states may take several months to process a request, and, for large cohorts, it is likely that multiple death certificates will be received for some individuals.

We use a tracking database to record when we receive a death certificate or when we rerequest one that we did not receive Figure 2. It is also important to regard all identifying or identifiable data obtained from the SSA, NDI, and state vital statistics offices as confidential information. In our case, death certificates are stored in locked cabinets in a secured, fire-protected vault restricted to study personnel by card-key reader.

Electronic files and databases are password protected and also restricted to specific study personnel.

Acceptance of death certificates is based on the degree to which SSN, name, and date of birth on the death certificate match the information on the NDI request form. Death certificates from strata 1 and 2 are automatically accepted from the state without any manual review, except for confirming that the correct death certificate was received. All other death certificates are manually reviewed to determine if they are true matches. On the basis of our experience, we provide some general guidance for manual reviews of death certificates. For example, next of kin may give their own or another family member's birth date or SSN instead of the decedent's.

It is not uncommon for birth dates to be off by a few digits.

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This can often be confirmed by checking other information on the death certificate, such as father's surname or spouse's name. A sex difference may not always be obvious, because only an initial may have been reported rather than the full first name. This may require a more detailed check of other existing information on that person. In some cases, it will be obvious that the death certificate received is that of the decendent's spouse i.

The death ascertainment process continues with coding the death certificates, including those from company benefit sources and those accepted from the states, by a nosologist trained by the National Center for Health Statistics. Selected information from each coded death certificate is entered into a data-entry system; this is done independently by two different study personnel as a quality-control procedure. Any discrepancies are resolved by reexamining the actual death certificate.

The final step is to incorporate accepted death information into the study cohort file or registry. Acceptance is determined by matching the SSN, last name, and a combined field containing last name, maiden name if one exists , first initial, sex, race, and date of birth from the death certificate and the core database. Exact matches are assigned the highest score and are automatically accepted. Lower-scored matches are manually reviewed by using additional employee demographic and work history information.

We submitted a sample of 1, records of people in our Health Status Registry who were known to be living. The SSA falsely identified 0. We also submitted a sample of 10, records of people known to be deceased in our Health Status Registry. Less than 0. For the remaining records, the SSA could not determine a match or vital status.

We submitted , cohort records of people whose vital status was unknown to us. This table presents numbers from an actual SSA vital status search. The submission consisted of , records of people of unknown vital status in our Health Status Registry. The remaining records totaling 22, were submitted as part of an NDI search.

Note that, because of the timing of various searches of the NDI and this search, this final number does not match the number of records submitted to the NDI in the example shown in Table 4. Table 4 illustrates an example of applying our algorithm and manual review processes to identify potential NDI matches. As shown in Table 4 , for one of our NDI submissions, a search of 22, study individuals with unknown vital status resulted in 50, potential NDI matches on 10, individuals.

No potential NDI matches were identified for the remaining 11, study individuals we had submitted Table 4. This table presents numbers from an actual routine NDI search.

Use The SSDI Search For Family History Research

The original submission to NDI consisted of 22, people of unknown vital status for whom matches to death records were sought. The NDI returned 50, records as potential matches to 10, of the 22, individuals. No potential matches were returned for the remaining 11, of the 22, individuals. After applying the algorithm, 12, of the original 50, NDI records met the criteria and are listed in column 3 in stratum order. Some of the 12, NDI records were multiple records for the same individual s.

The 12, NDI records were further reduced by using the process described in this paper. The four listed below are not the only places online that the SSDI can be accessed, but they are some of the most user-friendly. Keep in mind that these indexes were created by people, and are not perfect. In our searches we have frequently run into incorrect name spellings, which can sometimes make it harder to find the individual you are looking for. The Social Security Administration holds microfilmed copies of every Social Security application and claim file.

Be sure to choose the photocopy option rather than the computer extract. Anytime a record is transcribed or abstracted, it introduces the opportunity for error.