ISSDA
Irish Social Science Data Archive
Frequently Asked Questions
FAQ Sections
1. Access
Obtaining Data:
Q. Who is permitted to access data through ISSDA?
A. Access to data available through ISSDA can be requested by our Designated Community. ISSDA’s Designated Community consists of higher education institutions (HEIs) and research-performing organisations (RPOs) across multiple sectors and jurisdictions with broad relevance to the Social Sciences and Public Health.
ISSDA will only supply restricted access datasets in response to requests from within the EEA or from countries with an adequacy decision in place. For information on adequacy decisions countries: https://commission.europa.eu/law/law-topic/data-protection/international-dimension-data-protection/adequacy-decisions_en
Q. Why have you decided to restrict access to your datasets in this way?
A. ISSDA’s restricted access datasets contain pseudonymised personal data within the meaning of Article 4 of the GDPR (https://gdpr-info.eu/art-4-gdpr/). The European Union has set clear legal guidelines for the transferring of personal data to third countries (those outside the EEA). We must follow these guidelines. https://www.dataprotection.ie/en/organisations/international-transfers/transfers-personal-data-third-countries-or-international-organisations
Q. I am from a non-EEA/adequacy decision country, does this mean I won't be able to access the data I need for my research?
A. This means that ISSDA cannot supply you with the dataset. In some instances you may be able to apply to the data provider to request access. Please note that this process is independent of ISSDA.
Q. What if some members of my research team are based in a non-EEA country?
A. It is the legal responsibility of the data requestor to ensure that the dataset is not supplied to anyone in a non-EEA or adequacy decision country. This is covered by the terms of the End User Licence you have signed and agreed to.
Q. If I was previously granted access to the data while in a non-EEA country can I still receive any updates to the dataset?
A. Unfortunately we are unable to supply any updates to datasets to researchers in non-EEA countries.
Q. If I have been granted access to the data while working in an EEA country but am moving to a non-EEA country/Institution what should I do?
A. Your access to the data has only been approved for using the data within the institution and country listed on your original application. ISSDA cannot approve the movement of data to a new institution outside the EEA. Approval would have to be sought from the data provider. Please be aware that ISSDA is outside of the process and cannot approve the transfer of data outside the EEA.
Q. Can I use datasets available through ISSDA for Teaching?
A. Not all of the datasets ISSDA holds may be used for teaching purposes. To check if your desired dataset may be used for teaching purposes, please refer to ISSDA’s data page (www.ucd.ie/issda/data ). On this page you will find a table with an overview of the datasets we provide access to. This table includes a “Purpose” column, which will indicate if the dataset can be used for teaching purposes. Once you have confirmed that the dataset you require can be used for teaching purposes, fill out the teaching request form which you can find on the ISSDA website.
The licence covers sharing of data with students in a classroom situation and the use of the data for an associated assignment for educational credit. Teaching requests are approved on a once-off module/workshop basis. Should you wish to use the data again when re-running the module/workshop etc., please submit a new request form.
If a student wishes to publish formally in a journal etc. afterwards as a separate research project (i.e. outside the module requirements/assignment), then an individual signed ISSDA Data Request Form for Research Purposes from the student would subsequently be required.
Q. Can I apply for data sets available through ISSDA for commercial purposes?
A. ISSDA is unable to supply data for commercial purposes.
Q. Is there a charge to access data through ISSDA?
A. Accessing data through ISSDA is a free service - there is no charge.
Q. For how long can I use the data?
A. On your application form, you must specify an end use date for the data (Project Expiry Date).You can request use of the data for a maximum of 5 years, after which time you must destroy all the files that you have received. Within 30 days of your Project Expiry Date ISSDA will send you a Confirmation of Data Destruction Form. We kindly ask that you return this form to issda@ucd.ie no later than 7 days after the Project Expiry Date. If additional time is needed to complete the project please contact issda@ucd.ie.
Q. How do I destroy data?
The data and any copies (including data in the cloud/server folders, all backup and historical copies of the data) must be destroyed using a method that will render the data unreadable through the use of an appropriate mechanical, physical or electronic process and converted into such a form that cannot be reconstructed in whole or in part.
Electronic Copies of the Data from ISSDA and Derived Information
Magnetic Media (e.g., Hard Drives, Magnetic Tape)
Magnetic media are storage mediums on which digital or analog information is recorded as magnetic signals, such as computer hard drives, magnetic tapes, and floppy disks. For magnetic media and read-write media, either physical destruction or over-writing may be used.
Regular deletion of files is not enough as that does not permanently remove the file, just the reference to the file and data can be recovered.
Over-writing is a method used to clear data from magnetic media that utilizes a program to write (1s, 0s, or a combination of both) onto the location of the media where the file is located. Software is available to help erase files from hard disks. Example software is: Eraser, BCWipe, WipeFile, and DeleteOnClick for Windows platforms; and Permanent Eraser for MacOS platforms.
Physical destruction is the most reliable method as this ensures that data can never be recovered. Mechanical shredding and incineration are such measures used for disposition of sensitive data.
Paper Records
Paper records should be destroyed in a manner that leaves no possibility for reconstruction of information. The appropriate method for destroying paper records is cross-cut shredding.
Versions: AMF vs. RMF:
Q. Can I access both the Anonymised Microdata File (AMF) and the Researcher Microdata File (RMF)?
A. Only the Anonymised Microdata File (AMF) is lodged with ISSDA. Access to the more detailed Researcher Microdata File (RMF), is available only from the data provider. In some cases access is by on-site appointment only. Please note that making an application does not imply that access will be granted. Gaining access to the RMF may also take some time.
Please navigate to the webpage of the particular dataset you require for further details on accessing the RMF http://www.ucd.ie/issda/data/.
N.B. Access to the RMF is strictly controlled and requires an application and clearance process and is subject to the full rigour and penalties of the Statistics Act, 1993
Forms:
Q. How do I obtain the dataset?
A. In order to access the data you need to first submit an ISSDA Data Request Form. The ISSDA Data Request Form is also accessible through the webpages of individual datasets. The form needs to be signed by you (the End User) as it is an End User Licence Agreement. If the Lead End User is a Ph.D, masters or undergraduate then the End User Licence must be countersigned by their supervisor. All members of the Research Team, individuals accessing or using the dataset, must be listed on the form.
Please ensure you complete and sign all sections including names on page 1 and signatures on page 9. Please complete this form in MS Word or similar and convert a “pdf” format, do not print to complete. Please note that any reference to signature in this document can be read as meaning an electronic signature where such an application is forwarded electronically.
Once completed submit for approval by email to issda@ucd.ie.
Q. What email addresses are accepted?
This should be your institutional email address NOT your personal email.
Q Who can sign for the research organisation?
Someone who is authorised by your organisation to sign for the institution, including but not limited to Head of School/College/Faculty/Department, Head/Dean of Research/Research Support. By signing, they acknowledge and accept the statements within the agreement and confirm that they are duly authorised by the Research Organisation to enter into the End User Licence.
Distribution:
Q. How do you send out the dataset?
A. Datasets are sent out via a secure online download service, called FileSender. The datasets are password protected and encrypted, and require either the following software, PKWARE (Windows only) zip reader or Keka(Mac), to decrypt the file. Further instructions will be sent with each dataset. Please note that this is our preferred delivery method. Should you wish to receive the data via another method, please contact us to discuss prior to sending this data request form.
Re-use of Data:
Q. Can I distribute the dataset I received from you to my colleagues?
A. You can distribute the dataset to colleagues who you have already listed on the Data Request Form if they are from an EEA country or a country with an adequacy decision in place.
Q. How can I distribute the dataset to colleagues other than those named on the Data Request Form?
A. If you wish to add new colleagues to an existing project please fill in the Section 4: Additional Users of the ISSDA Data Request Form and End User Licence. Please resubmit your original ISSDA Data Request Form with the completed addendum to issda@ucd.ie. All additional users are bound by the same terms and conditions as the original End User and “Research Team”.
Q. Can I use the dataset I received for a different project other than that outlined in my original application form?
A. No, you must only use the dataset as stated in the original request. Should you require access to the dataset for other research projects please submit another application form to us at issda@ucd.ie.
Turnaround time:
Q. Can you let me know approximately how long it will take to receive the dataset(s)?
A. Once your application form has been signed and we are satisfied with your intended use of the data, we can begin processing your request. Datasets are typically delivered within 5 working days.
License to use:
Q. What are the terms of use of the End User Licence Agreement?
A. The following is a summary of the terms found in the End User Licence Agreement.
- The dataset can only be used for the purposes of research or teaching.
- Only the Lead End User and members of the “Research Team” listed in section 1 A of the application form should have access to the data. The Lead End User shall inform ISSDA of any additional members to the Research Team.
- The End User is responsible for controlling access to the data. Means of access to the datasets (for example passwords) should be kept secure and not disclosed to a third party.
- On or before the Project Expiry Date, the End User will destroy or delete the Dataset and all copies (including any hard or soft copy) and shall make no further use of the Dataset.
- The Licence does not serve to transfer any interest in intellectual property from the data collection funders, the ISSDA, the original data creators or depositors, copyright or other right holders to the End User.
- The End User acknowledges that the Dataset contains pseudonymised personal data within the meaning of Article 4 of the GDPR. As the End User determines the purpose for and processing of the data the End User is a Controller within the meaning of the GDPR and is responsible for compliance with the Data Protection Legislation.
- Users should not disclose information which might result in the identification of an individual.
- The User should acknowledge in any work based in whole or part on resources provided by the ISSDA, the original data creators, depositors or copyright holders and the ISSDA, and to declare, in any such work, that those who carried out the original analysis and collection of the data bear no responsibility for the further analysis or interpretation of it.
- All works should acknowledge that copyright and all other intellectual property rights in the data and associated documentation are vested in the original data creators or depositors.
2. Receipt of Dataset
Filesender:
Q. I haven’t received the link to access the datasets from Filesender. Do I need to register for Filesender?
A. You do not need to register for Filesender. Firstly, if you didn’t receive an email from FileSender containing the link to download the file, please check your spam folder. If you still cannot locate the email from Filesender after checking your spam folder please contact us at: issda@ucd.ie.
Decryption:
Q. I cannot open the dataset that I received. Is it encrypted?
A. The files we send you will not open if you simply go in to the files and enter the password. They are encrypted, as well as zipped. You will need a password and specialist software to decrypt the file (PKWARE for Windows only and Keka for Mac only). The password and instructions for decryption are sent in an email following delivery of the dataset through Filesender.
Q. Unfortunately I can’t open the files as the password I was given does not work.
A. A common issue is that there are usually spaces put in before or after the password which would mean it wouldn't work. Another problem may be that there is already some other software on your computer that is trying to open the file. This software may well present you with an opportunity to input a password. However as stated in the original email sent, the file and password we send will only open with PKWARE (Windows only) or Keka (Mac) (Winzip doesn't work). Please double-check that you have the right software downloaded (e.g. PKWARE (Windows) or Keka (Mac) and then try to locate the files through the correct software. Also, sometimes people have difficulties opening the files on a work/university PC; where this is the case you may need to consult with your own IT people.
Software:
Q. How do I access PKWARE and Keka?
A. PKWARE (Windows only)
1. Go to the webpage: http://www.pkware.com/.
2. Click on “products” on the right hand side of the screen.
3. Scroll down the webpage and go to the PKZIP section.
4. Within this section download zip reader by PKWARE (all the others are only free trials so will expire whereas zip reader is completely free and does not expire).
Keka (Mac only)
1. Go to the webpage: http://www.kekaosx.com/en/.
2. Click download Keka (requires Mac OS × 10.6 or newer).
Q. Can I use other software such as Winzip?
A. We know files will open with PKWARE and Keka. You may have other decryption software on your computer, for example Winzip, that can attempt to open the files and even provide you with an opportunity to enter a password; however, our password may not work with these other decryption softwares, and we know that Winzip will not work.
Password:
Q. The password for the previous file sent to me seems to be expired.
A. The password does not expire - only the ability to download the file from FileSender. Once you have extracted the data out of the password protected zip file, you should be able to use the data (in a secure environment) indefinitely. When you downloaded the files from Filesender or disc, it saves to your local machine, so you should still have the files. However, if it has been over one month since you received the file and you never downloaded it you will need to contact ISSDA at issda@ucd.ie.
Q. The password you gave me doesn’t work.
A. Please see question relating to ‘can I use other software such as Winzip?’ in the ‘software’ section.
File formats:
Q. What file formats do the datasets come in?
A. Most of our datasets come in SPSS or SAS formats. We do, however, have some datasets that are also available in CSV, SAS and Stata. Please see the ISSDA Data webpage for more information relating to particular datasets: http://www.ucd.ie/issda/data/.
Q. When I try to open the dataset it opens up a text doc that is full of numbers and words rather than the data?
A. In general, in order to be able to access data for the different studies you need to open it using the appropriate software. For example, a dataset that comes in the format of SPSS needs to be opened using SPSS software, a dataset that comes in an SAS format needs to opened using SAS software.
Q. Can I get the dataset in an alternative format to the one mentioned on the ISSDA website?
A. Most of our datasets are in SPSS or SAS format; you are welcome to apply for these datasets and convert them if you wish. Unfortunately we cannot change the format for you. The Institute for Digital Research and Education’s website: https://stats.idre.ucla.edu/other/mult-pkg/faq/how-do-i-convert-among-sas-stata-and-spss-files/ may be of use to you.
Another useful page is ISSDA’s table: Different File Formats and Their Programmes.
3. Analysis
Checklist:
Q. I’m having problems trying to understand this dataset – can you advise?
A. Please check the following:
- Codebook, data dictionary, survey
- Any other documentation provided by ISSDA
- Project’s own website
- Your MA / PhD supervisor
- Consider whether data may be missing due to anonymisation
- Consider whether data may be missing because you are looking for a derived variable
If you are still having problems please contact ISSDA at issda@ucd.ie – we will pass your specific query on to the original research team for you.
Q. If I have a query how do I contact you?
A. If you need any assistance please email us at: issda@ucd.ie.
Versions: AMF vs. RMF:
Q. I need access to both the Anonymised Microdata File (AMF) and the Researcher Microdata File (RMF)?
A. The Anonymised Microdata File (AMF) is the only data lodged with ISSDA. Please see the Access section of our FAQs for more information on how to apply to ISSDA for the datasets.
Some studies include a Researcher Microdata File (RMF), which is more detailed.
N.B. Access to the RMF is strictly controlled and requires an application and clearance process and is subject to the full rigour and penalties of the Statistics Act, 1993.
In some cases access is by on-site appointment only. Please note that making an application does not imply that access will be granted. Please also note that the RMF application process can take some time.
Please navigate to the webpage of the particular dataset you require for further details on accessing the RMF http://www.ucd.ie/issda/data/.
Variables:
Q. Some variables which I need are omitted from the dataset I received. How I can get them?
A. Because of some data protection policies, some data providers have omitted some variables from their dataset. Please see the dataset-specific FAQs for more information.
File formats:
Q. Do the datasets come in different formats?
A. Please read the 'Receipt of Dataset' section and the question on 'what file formats do the datasets come in?'.
Help with analysis:
Q. Do you provide any help on data analysis?
A. We are unfortunately not in a position to be able to assist with data analysis.
