Routines for handling data access requests when the interim solution is in place

This section describes the workflow for handling data access requests when the principal, being the organization responsible for the data, uses the so-called interim solution to make data with restricted access available through DORIS. In brief, this means that data shared with restricted access in DORIS are stored locally at the principal organization. With the interim solution, it is the organization’s local research data support function that handles incoming requests in DORIS. 

Some organizations also have datasets that were previously transferred to SND and are shared with restricted access. These datasets will continue to be stored with SND’s repository, SND CARE, until a more permanent local storage solution is established. Requests to access these datasets must therefore be handled jointly by the SND Office and the local support function, as described below. 

The interim solution is described in Interimslösning för egen lagring utan integration med DORIS (pdf) (An interim solution for local storage without integration with DORIS, currently in Swedish only).

Workflow for data stored locally by the principal 

1. A data access request is received by the local research data support function (via e-mail to the system address specified in DORIS and visible in the list of incoming requests in DORIS). 
    
2. The support function handles the request, following local procedures.  
    
3. The support function notifies the requester via DORIS whether access is granted or denied. If access is granted, the support function discloses the data and accompanying documentation to the requester.  

Workflow for data stored with SND CARE  

1. A data access request is received by the local research data support function (via e-mail to the system address specified in DORIS and visible in the list of incoming requests in DORIS). 
    
2. The support function handles the request, following local procedures. If they require information or access to the data files to process the request, SND is contacted via request@snd.se and provides the requested files or relevant information about the dataset.  
    
3. The principal notifies SND by e-mail (to request@snd.se) whether the data may be disclosed to the requester or whether access is denied.
   
   If the request is approved and the data may be disclosed: 
   
   a) The support function informs SND by e-mail (to request@snd.se) that the data should be prepared for disclosure.
   
   b) SND prepares the files for distribution, notifies the support function when file processing is complete, and provides a download link for distribution. 
    
4. The support function informs the requester via DORIS and ensures that the decision and relevant documentation are recorded in DORIS.