Individual Longitudinal Exposure Record Data Request Guidelines: Version 1.0, July 31, 2025

This guideline is designed to assist government and non-government researchers, public health practitioners, and operational users to obtain and use ILER data as required by reference (a) and (d) and to comply with references (b) and (c). The process is similar for all users except non-Department of War requesters must have a DOW government sponsor to submit a data sharing agreement application and establish an Electronic Institutional Review Board account.

The ILER offers a transformative tool for advancing research on health effects associated with deployment exposures. By consolidating data from diverse sources such as the Defense Occupational and Environmental Health Readiness System-Industrial Hygiene, Armed Forces Health Surveillance Division, Defense Manpower Data Center, the Military Health System Data Repository, and Department of Veterans Affairs, ILER enables a comprehensive, longitudinal view of service members' exposure histories. This integration is pivotal for epidemiologists, researchers, and healthcare professionals who are investigating the complex relationships between deployment, occupational, and environmental exposures and subsequent health outcomes.

The significance of ILER to research and public health lies in its capacity to provide a detailed, individual-level exposure history that spans a service member's career. This is invaluable for studying the long-term health effects of chemical, physical, and biological hazards encountered during military operations and deployments. For instance, investigators can use ILER to identify patterns and associations between specific exposures and health conditions that may emerge years after the exposure event. This capability enhances understanding of military occupational and environmental health risks, facilitating the development of more effective prevention, treatment, and policy interventions.

Additionally, future enhancements to ILER, including expanded functions and additional data sources, promise to further enrich research capacities. With an expanded user base, the system will also foster collaboration among medical practitioners, epidemiologists, and researchers, encouraging a multidisciplinary approach to solving complex health issues potentially related to deployment exposures.

For the DOW and VA, the implications of such research are profound. Enhanced insights into the health effects of deployment exposures will inform the development of better healthcare protocols, preventive measures, and policies to support the well-being of service members and veterans.

Process to Request and Use ILER Data

This process is summarized in Tables 1 and 2.

  • Accessing the ILER Test Site. Requesters should have a specific study question or objective in mind prior to accessing the ILER test site. The test site should be used to determine whether data are available to answer the study question.
    • Requesters must have a need to access, a CAC or PIV card, and completed cybersecurity training (Cyber Awareness Training Date (VA TMS 10176 or DOW JKO DOD-US136) and Health Insurance Portability and Accountability training (HIPAA & Privacy Act Training Date (VA TMS 10203 or DOW JKO DHA-US001) to request an account. The requester can explore the ILER Test Site application to understand the types of exposure data available, including chemical, physical, and biological hazards; deployment locations and dates; and various environmental stressors. Access to the ILER test site (https://iler-test.csd.disa.mil/) can be requested at: https://iler.csd.disa.mil/iler/app/hipaa.
    • Requesters without a CAC or PIV card should begin by securing a DOW government sponsor with access to the ILER Test Site. The government sponsor must meet the criteria specified above. The DOW government sponsor can then explore the ILER test site on behalf of the requester.
  • Obtain Letter of Support from ILER Program Office.
    • After confirming that ILER data would support the study, reach out to the ILER Program Office at dha.ncr.solution-deliv.list.sdd-pmo-iler@health.mil. If the Program Office determines the project aligns with ILER’s mission and data use policies, users may request a LOS. This LOS should be included in the submission to the DHA Privacy and Civil Liberties Office as part of the data sharing agreement application package.
    • If the request is for a grant proposal that is seeking preliminary ILER support to secure funding, users may still proceed with Steps A and B. The ILER Program Office can issue a grant-specific LOS based on the proposed project scope. However, if funding is awarded, the final, complete protocol must be resubmitted for formal review. A new LOS will be issued only upon approval of the final protocol.
  • DOW researchers must obtain an EIRB account. Account requests can be submitted by contacting the Global Service Center (https://gsc.health.mil/). The request form must include the name of the command or institution the user supports. For more information: https://www.health.mil/Military-Health-Topics/Research-and-Innovation/DHA-Research-and-Engineering-Directorate/Research-Protections/Human-Subject-and-Research-Determinations. Non-DOW affiliated federal agency requestors (e.g., VA) should go through their respective institutional IRBs.
  • Human Research Protections Official approval is required for research studies. A standard pre-IRB review is normally performed by the local Human Research Protections Program office to ensure the submission is following all federal, local, agency, and institutional requirements. This is done for each engaged site prior to the site’s IRB approval. The submission then gets reviewed by the IRB of Record. If the IRB of Record is a non-DOW IRB (including commercial, academic, or VA), then a HRPO Review would be needed to ensure the IRB of Record followed all the DOW Regulations. There may be some instances where HRPO Review is not required for a study with a VA IRB of Record; however, HRPO will make this determination on a case-by-case basis since it depends on several factors including the funding mechanism for the project. If the IRB of Record is a DOW IRB, then a HRPO Review is not needed.
  • Users requesting data for potentially non-research purposes should seek and obtain a project determination memo from the relevant authorizing office or official (DOW: HRPO, institutional IRB, Office of Human Protections, or command authority; VA: Program Office, VHA Network, or VHA facility, VA Electronic Determination Aid indicating that the project is “Not Research.” In most cases, the project should alternatively be designated as either a public health surveillance activity or VA operational activity. Investigations that are determined to be public health or operational activities do not typically require HRPO or IRB approval.
  • Data Sharing Agreement: The DSA is the primary document that permits the transfer of DHA data to the investigator. All researchers, public health officials and agents, and contractors must submit a DSAA if they are requesting ILER data. A Data Request Template must be submitted along with the DSAA to specify the requested files and data elements. Note that an IRB must approve non-exempt research projects before a DSAA submission can be submitted for review. For more information about the DSAA including instructions on how to request and submit a DSAA: https://www.health.mil/Military-Health-Topics/Privacy-and-Civil-Liberties/Data-Sharing-Agreements
  • Final Approval: To initiate the data transfer, the requester must submit the following to the ILER Program Office: 1) IRB approval and HRPO approval (if IRB is non-DOW affiliated), or project determination memo (if public health/operational activity), 2) Fully executed DSA and DSAA, and 3) LOS from the ILER Program Office (if research).

Table 1: Steps to Obtain ILER Data for Research Study

Action/ Purpose DOW Researchers Other Federal or Non-federal Researchers
Identify a DOW government sponsor to create an EIRB account and support DSAA     X
Contact the ILER Program Office to determine if ILER can support the project and obtain a LOS   X  X
Visit ILER Test Site (if needed) to determine whether data are available to answer the study question  X  X
Establish EIRB account to submit IRB and other documents for HRPO review   X  X
Contact DHA PCLO to discuss requirements for the DSAA   X  X
Obtain IRB approval   X  X
Submit required documents for HRPO review and approval to ensure that the non-DOW IRB and any contracts meet requirements     X

Table 2: Steps to Obtain ILER Data for an Operations/Health Surveillance Project

Action/Purpose DOW/VA Requester
Contact the ILER Program Office to determine if ILER can support the project.  X
Visit ILER Test Site (if needed) to determine whether data are available to support the project.  X
Contact DHA PCLO to discuss requirements for the DSAA.  X
Obtain a non-research determination of operations or public health mission.  X
Submit DSAA to DHA PCLO for approval (if required).  X
Submit non-research determination letter, as well as approved DSA and DSAA (if required) to ILER Program Office to arrange data transfer or access.  X

Tips to Facilitate the Request Process 

  • Before submitting the DSAA, it is a good idea to contact the DHA Privacy and Civil Liberties Office (at dha.ncr.pcl.mbx.data-sharing@health.mil) and discuss the request. The DHA PCLO staff can provide more specific guidance on a project-specific basis.
  • Contact the ILER Program Office to discuss data availability, completeness, and any known limitations. This will help ensure that the ILER data can meaningfully support the study objectives or operational goals before proceeding with a formal request.
  • Contact VAILERCST@va.gov for questions about these data request guidelines.

References

(a) ASD(HA) Memo, Implementation of the Individual Longitudinal Exposure Record Automated Information System, 21 DEC 2021.
(b) DoD Instruction 5400.11. DoD Privacy and Civil Liberties Programs. 29 JAN 2019.
(c) VHA Handbook 1200.12, Use of Data and Data Repositories in VHA Research
(d) VHA Program Guide1200.21, VHA Operations Activities That May Constitute Research(e) DODMANUAL 6025.18, IMPLEMENTATION OF THE HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) PRIVACY RULE IN DOD HEALTH CARE PROGRAMS, March 13, 2019.