The Secure Download Application Process

DSDR intakes applications to access restricted-use data by secure download via the ICPSR Data Access Request System (IDARS). This system allows applicants to complete their application entirely online, provide project information, and upload relevant documents in a unified interface. Submitted applications are reviewed by DSDR staff. If approved, the restricted-use data are made temporarily available for secure download via an emailed link to encrypted and password-protected files.

To apply for access to restricted-use data, select the Restricted Data button on the study home page. A pop-up box will open with an option to begin the application process for access via Secure Download or the Virtual Data Enclave (VDE). After selecting Secure Download, complete the following steps:

• Fill in the online application form
• Principal Investigator contact information
• Research project title (must match IRB Approval/Exemption)
• Research staff contact information 
• Include make/model and physical address of machine of use (in accordance with Confidential Data Security Plan)
• Include IT staff who can access or view the data or computer where the data are located
• Research project description
• Data selection (Note: In this section, researchers are able to add datasets covered by the same legal agreement to their application)
• Confidential Data Security Plan [ View sample Data Security Plan]
• Upload requested materials
• IRB Approval/Exemption
• Signed Restricted Data Use Agreement (RDUA) [View sample RDUA]
• Other study-specific documentation
• Submit for approval
• Resubmit application as needed to address corrections/adjustments requested by DSDR staff (Note: It is rare for a request to be filled out flawlessly on the first submission, so initial rejection is common.)
• Electronically receive and sign confidentiality pledges [View sample confidentiality pledge]
• DSDR project approval
• Receive data download link after approval - move encrypted, password-protected data to approved machine/location
• Request password AFTER data is moved to approved machine (Once the password is requested, the download link will be deactivated)

The entire process from submission to approval takes about one week on average, but it can vary based on the quality of a submitted application, the responsiveness of the Investigator throughout the review process, and the volume of requests being reviewed by DSDR at any given time.

Disclosure-Protection Rules

As part of the Agreement, researchers commit to properly reviewing their output for disclosure risks prior to sharing with individuals outside of the Agreement, submitting for publication, or using in any presentations.

Disclosure protection rules define what results from analyses involving restricted-use data may be presented or published. These rules prevent the indirect re-identification of respondents and organizations. 

The following table provides general disclosure protection guidelines that can be applied to all studies. Specific guidelines for disclosure are outlined in the Data Use Agreement for each study.

Output Vetting for Compliance with Disclosure Protection Rules

Researchers are responsible for adhering to disclosure protection rules and must review their output before sharing with individuals not part of the Agreement or before submitting for publication or presentation. For clarity, output should include:

• Name of study or data that are the basis of the results
• Sample size for each regression or table; if table contains several regressions, sample size for each regression
• Sample size for each statistic
• Description of sample or sub-sample and population or sub-population for each regression or table
• Description of content of table cells
• If regression, indicate the y-variate
• If regression, indicate dummy variables
• Indicate whether the results are weighted
• Counts for dummy variables
• Counts for table cells
• Labels for all variables or glossary of variables

Modifying Active Agreements and Submitting Annual Reports

• To add or remove research staff, change locations, or request additional datasets:
• Update information in the online portion of your agreement
• Modifying Research staff: make sure their make/model/location of use match and are in compliance with the overall data security plan
• Changing locations: update locations under the Confidential Data Security Plan AND Research Staff sections [Note: Changing locations requires additional discussion and steps. Please email DSDR Staff prior to submitting a location change request.]
• Requesting additional datasets: Select the new datasets. [Note: some datasets use a different Data Use Agreement. For these, you will need to begin a new application instead.]
• Submit for Approval [Note: new staff or new locations are not acceptable UNTIL they have been approved by DSDR staff]
• DSDR approval of changes
• To submit annual reports, or requests to extend or terminate the data use agreement:
• Annual Reports
• Upload annual report of data usage under the Annual Report section (template available upon request)
• Submit for approval
• Extension requests
• Annual Report: upload an annual report of data usage (template available upon request)
• Upload an extension request under the Final Signatures section (PDF available as download)
• Note that typically RDUAs are extended for no more than 2 years. Please see the RDUA for specific terms (there is no limit to the number of extension requests however)
• Submit for approval 
• DSDR approval of changes
• Termination requests: 
• Select the red “Terminate request” button at the top right of your online application 
• Annual Report: upload a final report of data usage (template available upon request)
• Data Destruction Affidavit: Provided by DSDR staff; to be completed AFTER the data has been destroyed
• Submit for approval
• DSDR approval of termination of Agreement
• Other Changes: Please email DSDR staff

Additional Resources

The following tutorial videos may be helpful when beginning a request: