Data access requests
Data shared through DORIS with restricted access can be requested in a form on SND.se, linked from the dataset’s record in Researchdata.se. In this section, we describe the workflow for requests and take you through the process when someone wants access to restricted data.
It is the principal, being the organization responsible for the dataset, that decides whether the dataset can be disclosed once a request has been received. If the organization is a public authority, such a request will in most cases be considered a request for access to an official document under Swedish law. SND’s role is to forward information about incoming requests to the responsible organization, either directly through DORIS or by e-mail.
For guidance in the legal assessments made in requests for access to data, see:
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Vägledning för utlämnande av forskningsdata med personuppgifter (pdf) (Guidelines for disclosure of research data containing personal information)
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Checklista för utlämnande av forskningsdata med personuppgifter (pdf) (Checklist for disclosure of research data containing personal information)
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Bedömningsstöd vid utlämnande av forskningsdata med personuppgifter (pdf) (Aid in assessment of disclosure of research data containing personal information)
Note that all files are currently available in Swedish only.
When submitting a request for access to data, the requester fills in a web form providing their contact details and describing their intended use of the requested data. The requester may choose to submit the form while logged in or without logging in. Logged-in users can track their requests in DORIS.
The form used for submitting a data request can be viewed here: Submit request for data.
If the person making the request is a student, they will be asked to enter, in addition to their contact details, the name and e-mail address to their tutor, supervisor or course coordinator with responsibility for the student’s data usage. The tutor/coordinator will receive an e-mail informing them that a request for access to data has been made, and they should contact SND in case any of the information in the request is inaccurate.
Description of the process
Who handles incoming data access requests in practice depends on where the data are stored. If the data are stored locally, the organization responsible for the data manages the requests in DORIS, assesses whether the data can be disclosed, and provides any data files to the requester. If the data are stored in SND CARE, SND manages the requests in DORIS, while the organization responsible for the data assesses the access request, and SND delivers the data files upon disclosure.
Since no organization has yet moved entirely to local storage, many cases involve a combination of data stored locally and in SND CARE. Newly deposited datasets are typically stored locally through the so-called interim solution, while older datasets are stored at SND. During this transition period, the responsible organization and SND need to collaborate to deliver datasets that are approved for disclosure.