Data requests in DORIS
On the Requested data page, you can view all incoming requests for access to data and see the current stage of the review process for each request. The actual decision-making process regarding access to data is made outside of DORIS.
For more detailed and general guidance, see the document Manual för att hantera förfrågningar i DORIS (Manual for managing requests in DORIS).
For guidance on legal assessments related to access requests for data, see in particular:
- Vägledning för utlämnande av forskningsdata med personuppgifter (Guidance on disclosure of research data with personal data)
- Checklista för utlämnande av forskningsdata med personuppgifter (Checklist for disclosure of research data with personal data)
- Bedömningsstöd vid utlämnade av forskningsdata med personuppgifter (Confidentiality assessment support for disclosure of research data with personal data).
A request for access to data (also referred to here as a case) may involve one or more datasets. Each dataset in a case is reviewed individually. A request can have one of the following statuses: Received, In progress, or Completed.
Datasets included in a request may have the following statuses: Received, Under assessment, Approved, Delivered, Denied, and Cancelled. You will find more information about each stage below.
Note: For your organization to access the request management functionality, data must be stored locally – either via integrated storage or using the so-called interim solution for local storage without integration with DORIS.
Managing data access requests
A request for access to data is initiated directly from the catalogue entry on Researchdata.se. It is possible to request access to individual datasets (one or more) or to multiple datasets within a collection. Requests are usually submitted for the latest version of a dataset, but it is also possible to request access to an earlier version. In such cases, a warning message will indicate that a newer version is available.
All access requests submitted to your organization are listed under Requested data. Here, you can view which cases have been assigned to you, to someone else, and whether any new requests have come in. You can search the list and filter the requests using several options available on the right-hand side of the page.
When a request is received
Each request is given a unique ID number (XXXX-Y:Z). The main ID number (e.g., 2024-1) is shared across the case, but the final segment varies if the request is to be handled by multiple research principals (e.g., 2024-1:1 and 2024:1:2).
Requests for data stored in SND CARE are managed by the SND office. If your organization uses the interim solution or has integrated storage, requests are handled by your local research data support function.
To manage a case, click the case ID. The case will open in a new window, where additional information is available via a set of tabs.
Information: General information about the case.
Status log: Each status change generates a new event in the log, including who made the change, when it occurred, and any associated messages or internal notes.
Internal notes: Add new notes or edit existing ones. These are not visible to the person who submitted the request.
Administrator: Assign an administrator to the case. An administrator must be assigned before the case can be processed.
Process request: A list of datasets included in the case. You can sort the list by the column headers Title, Status, or Date, or use the search function. The Quick links column shows icons indicating which links are available. Hover over an icon to see a description of it.
Actions for handling data access requests
In the Actions list, you can update the status of a dataset. Actions must be performed in a specific order and options that are not yet available are greyed out. The following status changes can be applied:
- Under assessment
Access is assessed per dataset, not for the entire request case. This ensures that each dataset is assessed individually. To mark the start of the assessment, open the dataset and click Change status to Under assessment.
You can also add an internal note. Both messages and internal notes are saved with the status change in the status log.
This status change does not generate an automatic e-mail notification to the requester. However, if the person was logged in to DORIS when the request was made, they can view a message about the status change in DORIS. If the person was not logged in at the time, this messaging function is not available. Regardless, the change is always visible in the case’s status log.
Note: The Requested data function in DORIS is a support tool for managing cases and indicating the stage of review for a dataset. The actual decision-making about access to datasets, as well as any communication with the requester about the assessment, takes place outside of DORIS.
Remember to record relevant notes from the review process in DORIS.
- Approved
When the assessment is complete and it has been determined that the
This status change does not generate an automatic e-mail notification to the requester. If a message is included, it will be visible to them in DORIS.
- Denied
If the review determines that the data cannot be disclosed, mark the dataset as Denied. Open the dataset, select Action, and then Change status to Denied.
When a case is marked as Denied, an automatic e-mail notification is sent to the requester. A message must be provided, explaining the reason for denying the request and giving instructions on how to proceed if the requester wants to resume the assessment or receive a formal decision that can be appealed.
You can also add an internal note. Both messages and internal notes are saved with the status change in the status log.
It is possible to resume the assessment of a denied dataset at any time by selecting Change status to Under assessment.
- Delivered
Only datasets with Approved status can be marked as Delivered. It is mandatory to enter information in the message field detailing how the requester will gain access to the data. You can also add an internal note. Both messages and internal notes are saved with the status change in the status log.
When the dataset is marked as Delivered, an automatic e-mail notification is sent to the requester. It includes the text from the message field about how the requester can access the data.
- Cancelled
Individual datasets in a request can be cancelled if the case is no longer relevant. Mark the dataset, click Action, and set the status to Cancelled. You can add a message to the requester and an internal note. Both messages and internal notes are saved with the status change in the status log.
When a case is marked as Cancelled, an automatic e-mail notification is sent to the requester. It includes the text from the message field.
A logged-in user can cancel their own active request. As a reviewer, you may cancel individual datasets within a request, but only the user can cancel the entire request case.
- Completed
A case is automatically marked as Completed when all included datasets have the status Cancelled, Delivered, or Denied. If an assessment of a denied dataset is resumed, the case status will return to In progress.
E-mail notifications to the requester (in both Swedish and English) are automatically sent when:
- a request has been submitted (confirmation)
- data are available for delivery
- the request has been denied
- the request has been cancelled.
E-mail notifications to the research data support handling the request are automatically sent when:
- a data access request is submitted (received)
- a request case is cancelled by the requester.