WEBVTT

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Receiving Chronic Condition Warehouse Data via 
External Media. The following video will guide you 
step-by-step 

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through the process for loading your CCW data 
extracts onto the hardware of your choice, 
opening and decrypting the files, 

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and joining the files into usable data sets. 
A minimal set of instructions for installing the data 
from the shipping media, 

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including the password you need to run the self-
decrypting archives or SDAs, was sent to you 
separately by email. 

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You need to have the information contained in this 
email before you begin the installation process.
If you cannot locate it, 

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contact us at cmsdata@gdit.com or by telephone 
at 866-766-1915 to have the material 
retransmitted.

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Your extract package contains a Windows-
compatible external USB hard drive or optical disk 

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onto which a number of executable files have 
been copied. The data has been written to a 
series of flat data files, 

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with certain sensitive fields encrypted according 
to the restrictions specific to your Data Use 
Agreement. 

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Each separate data file is packaged with three 
additional files needed to use the data, 

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and each resulting group of four files is encrypted 
and compressed into an executable file known as 
a Self-Decrypting Archive, or SDA. 

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When you receive your data package, the first 
step is to copy its contents to a storage area that 
contains enough space 

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to decompress SDAs contained on the external 
hard drive or optical disk.

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If you have received your data on external hard 
drive, connect the drive to your system using the 
included USB cable. 

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If you received your data on an optical disk, place 
the disk in your system’s optical read drive. 

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Space is required to decompress and decrypt the 
data. The amount of space needed is included in 
the cover letter that came with your shipment. 

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If you have received an external hard drive and 
sufficient free space remains, you can 
decompress your files to the external drive 

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and then copy them to their ultimate destination. If 
there is insufficient space on the external hard drive, 

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or if you received your data on optical disk, you 
must copy the SDAs to the target destination and 
then install them from that location. 

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When the SDAs are in the location from which 
you want to install them, you will execute each file 
in turn. 

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Each file is named according to the following 
convention: the type of claim, summary or other 
data that was extracted; 

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the DUA number under which your data was 
released; the CCW request number under which 
your data was processed; 

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the year of data included in the file. If you have 
requested multiple years of the same type of 
claim, each year will be in a separate file. 

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So for instance, if you have requested  “outpatient 
base claims” for 2008,

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your request was processed by CCW as number 678, 

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and your DUA number is 12345,

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“outpatient_base_claims_res12345_req0678_2008.exe”
is the resulting SDA on your external media. 

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In addition to the SDAs, your media contains a 
directory called “File Record Layouts” which 
contains data dictionaries 

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for the file types contained in your request. Enter 
the password when prompted. When you copy 
that file to its target location and execute it, 

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four files will be produced. The dat file is a flat 
data file containing the records you have 
requested. 

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The fts file is a File Transfer Summary file 
containing details of your data extract. 

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The _read_v6.sas file contains the SAS input 
statements needed to process your data into a 
SAS data set 

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with the variable names conforming to the 8 byte 
naming convention of Version 6. The 
_read_v8.sas file also contains 

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SAS input statements, but here the names can 
be up to 32 bytes, as allowed in SAS version 8.

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Once you have used your flat files and SAS input 
statements to create permanent SAS data sets, 
you will have to perform 

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certain steps to make your data usable. The 
specific steps will depend on what types of 
claims, summary files, 

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and/or crosswalks you are using. Summary files 
contain one record per beneficiary. Each 
beneficiary is 

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identified by a unique index variable 
called the BENE_ID. This variable
is encoded before your 

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data is sent to you, 
with a key unique to your DUA. You cannot merge 
this data with CCW data released 

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under any other DUA, because that data has 
been encoded using a different unique key. 

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BENE_ID can be used to join all summary files, 
including the Master Beneficiary Summary Base 
File, the Chronic Condition Segment, 

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and the Cost and Use Segment, in one-to-one 
matches. Crosswalk files enable you to merge 
CCW summary files to 

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non-CCW files that use different ID variables 
such as HIC or Social Security Number.
Simply merge the crosswalk file to your 

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other summary files on BENE_ID, 
and to your existing data on the
appropriate index variable. 

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A record in a Part D Event file corresponds to a 
single fill of a prescription. 
There are potentially many Part D 

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Event records for a single beneficiary resulting in 
a one-to-many match when these files are joined. 
Both institutional (Part A) and 

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non-institutional (Part B) claims come in multiple 
files per claim type. At the highest level of 
aggregation, both Part A 

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and Part B claims contain a base claim record. 
There are potentially multiple claims per 
beneficiary, 

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so when summary files are joined to base claim 
files, a one-to-many merge results. 

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Base claims records contain the unique index 
variable CLM_ID. Revenue center records supply 
more detailed information about Part A claims. 

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Potentially, multiple revenue center records exist 
for a single base claim, resulting in a one-to-
many match when these two file types are joined.

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A record in the revenue center file is uniquely 
identified by the combination of CLM_ID and 
CLM_LINE_NUM. 

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Line item records supply more detailed 
information about Part B claims.
Potentially, multiple line item records 

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exist for a single base claim, resulting in a one-to-
many match when these two file types are joined. 

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A record in the line item file is uniquely identified 
by the combination of CLM_ID and LINE_NUM.

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Additional information about manipulating CCW 
data files to create SAS analytic datasets is 
available on the CCW website: 

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www.ccwdata.org

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Additional information about CCW extract data 
variables is available from the website of the 
Research Data Assistance Center or ResDAC: 

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resdac.org. If you are unable to complete any of 
the instructions in this guide please email 
cmsdata@gdit.com 

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or call (866) 766-1915 and select Option 3. 
Please identify yourself as a data extract user 
who received data delivery on external media, 

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so that your help request can be routed to the 
person best able to assist you. 

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Thank you for your interest in the Chronic 
Condition Data Warehouse. 

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This concludes the Receiving Chronic Condition 
Warehouse Data via External Media Video.

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