Secure Data Service

About us↑ Top

What is the Secure Data Service?

Funded by the ESRC and housed at the UK Data Archive, the Secure Data Service works closely with data producers, such as government departments and higher education research centres, to provide restricted access to securely stored confidential, sensitive, and potentially disclosive data in the fields of social science, economics, and humanities.  For information on our security philosophy, technology and standards and trusted community see How we're secure.

As a member (registered, approved and trained) you log in to the Secure Data Service from your institution - either at your desktop or from a secure room (depending on the data you wish to access). You log in through your internet browser and are presented with a familiar Windows desktop, containing the data you have applied to use, and familiar software such as Stata and SPSS. We carry out a security check using statistical disclosure control methods on  statistical outputs ready for publication (graphics, tables, regression analyses etc) before approval for release. For further information see Become a member.

Is there a help desk?

Yes. The Secure Data Service help desk is available for questions on: how to find, access and use the service; dataset contents; Statistical Disclosure Control of outputs; how to entrust data; and any related questions. See Contact us.

What kinds of data are made available through the Secure Data Service?

The Secure Data Service makes available quantitative social survey and business data deemed too sensitive, detailed, confidential or potentially disclosive to be made available under the standard licensing and dissemination arrangements associated with other data held by the UK Data Archive. The study data sets typically include low-level geographies, single age groups, detailed industry and occupation codes, etc.

The data are typically classified as 'Personal Information' i.e. information that relates to and identifies an individual (including a body corporate) taking into account other information derived from published sources.

Who can use the service?

We welcome applications from any researcher based at a UK academic institution, including some research centres. PhD/research students are also welcome to join the service. Civil servants should continue to use the Office for National Statistics Virtual Microdata Laboratory. Please Contact Us if you have any queries about whether you are eligible to join the service.

Access is subject to accreditation as an ONS-Approved or ESRC-Accredited Researcher for a specific research project; satisfactory completion of training; and agreement by the user and their institution to a User Agreement.

Academic researchers from other EU countries can apply to access our data through the Data without Boundaries (DwB) project. To learn more and apply, visit the DwB website.

What current projects are using Secure Data Service data?

We encourage all researchers using Secure Data Service to share their research and publications to promote collaboration and demonstrate the value of making these data available. To see some current projects and recent case studies go to Our data at work.

Is the Secure Data Service similar to the ONS Virtual Microdata Laboratory?

Yes, it's very similar to the VML. You log on to the service via your internet browser at your institution desktop (or Safe Room depending on the data you apply to use). Upon accessing the service, you'll see a familiar computing environment, with familiar statistical software, including Stata, SPSS and ArcGIS. You can use Microsoft Office to write papers and design your presentations.

Researchers receive telephone and email support from dedicated staff.

How is the Secure Data Service different to the VML?

There are two important differences between the two services:

1. You log on to the service at your institution, either from your office desktop PC, or from a secure room provided by your institution, depending on the nature of the data. You no longer need to travel to an ONS office to access the data.
2. You produce all your work within the Secure Data Service system. Because you can log in from your institution whenever you wish to, there is no two-tier system of intermediate and final outputs. Instead, all of your work, from initial data exploration to writing your final paper, is done in your user area on our system. We provide you with project folders that are shared with colleagues approved to work on the same project. When you are ready to publish we check your final outputs before releasing them to you.

We are working closely with the ONS to ensure that all economic and social data currently available in the VML will be available in the Secure Data Service.

Find data↑ Top

Can I check the contents of a dataset before I apply to access it?

Yes. Each dataset has a record with a full study description that also provides access to online documentation - follow the links in the Data Library. Online documentation includes user guides that contain information on how to use the data, how the data were collected, and usually the original questionnaires or topic guides. Access to the study descriptions and online documentation does not require registration. However, registration and a number of additional steps are required to view and analyse the data (see Become a member).

What data are currently available?

See Data Library for a list of all data with links to study descriptions and order links.

Data currently available include a version of the British Household Panel Survey that contains National Grid References (Easting, Northing, OSGRDIND).

What data will be available?

Most of the data currently available in the Office for National Statistics Virtual Microdata Laboratory (VML) will be available in the Secure Data Service. This includes earnings and business data such as ASHE and the ABI, WERS, CIS, and social data including detailed versions of the Labour Force Survey, Annual Population Survey and General Lifestyle Survey.

Business data will contain IDBR references so members can join sources of data together using these anonymous and unique identifiers to assess changes to companies over time.

The CAMS (Controlled Access Micro-data Sample) is not available in the Secure Data Service. Researchers who use these data should continue to use the VML.

We also provide access to data from other organisations, including ESRC sponsored surveys. For example, researchers can already apply to use a grid-referenced version of the British Household Panel Survey and Understanding Society.

In addition, we are in negotiation to provide access to Millennium Cohort Study data linked to the National Pupil Database.

We and the University of St Andrews are also piloting remote access to a non-disclosive Scottish Longitudinal Survey training dataset, from a safe room setting at the University of St Andrews.

What is the level of geography in the data?

British Household Panel Survey and Understanding Society data contain national grid references.

For ONS data, information can be linked to a range of geographical areas (e.g. NUTS area, electoral area, regions, local authorities). However, given the disclosure potential of postcodes, these contain postcode replacements. The replacements have the same format as a normal postcode, which will allow members to continue undertaking spatial analysis of the data.

To find out which geographical variables are available in a particular dataset, consult the relevant record in the Data Library and scroll down to the 'Coverage', 'Spatial Units' section. Variable and value labels or further information on standard codings and where to find them are usually freely downloadable through the online catalogue record.

Users may find the Beginners guide to UK geography on the National Statistics web site helpful.

What formats are the data available in?

The data are available in SPSS, Stata and tab-delimited formats and can be made available in SAS format upon request.

Become a member↑ Top

Applying↑ Top

Is there a charge?

No, the Secure Data Service is funded by the ESRC. We do not charge researchers for using the service.

How do I apply for access?

There are six steps to becoming a member:

1. Register with the Economic and Social Data Service (ESDS)
2. Place an order
3. Apply to become an ONS-Approved or ESRC-Accredited Researcher
4. Complete a User Agreement
5. Attend training
6. Receive your Member Logon

See Applying for a step-by-step guide with links to each step.

Academic researchers based at EU institutions outside the UK can apply to access data through the Data without Boundaries project.

What is meant by ONS-Approved or ESRC-Accredited Researcher?

An ONS-Approved Researcher is a researcher to whom the UK Statistics Authority Board, under the Statistics and Registration Service Act 2007, has granted access to Personal Information held by it for the purposes of statistical research.

An ESRC-Accredited Researcher is a researcher to whom the Secure Data Service / UK Data Archive and the data owner(s) have granted access for the purposes of statistical research to Personal Information not held by the UK Statistics Authority and which have been licensed to the UK Data Archive/University of Essex for dissemination.

In each case access is determined by (a) whether the individual is a fit and proper person and (b) the purpose for which access is requested.

What's the Secure Data Service User Agreement?

The Secure Data Service User Agreement outlines the terms and conditions of use of the service, is signed by the researcher and a suitable officer at their institution (for example from a contracts office) and is returned before or during  training. The agreement includes a) liability for the researcher to complete the training; (b) information security responsibilities (not giving out password, not disclosing or compromising any Personal Information); c) penalties and breaches; d) output release policy; e) acknowledgements and copyright requirements.

The agreement demonstrates that the prospective researcher understands the seriousness of the undertaking, and that they and their institution understand the penalties that may be imposed for breaches of security or confidentiality.

When can I transfer from the ONS Virtual Microdata Laboratory?

Our official launch takes place March 29th 2011 and we are in the process of acquring data from the VML.

From December 2010, we began contacting VML users based at UK academic institutions to help them prepare to join the Secure Data Service and to attend our training. We have organised a number of training courses around the UK.  See News, Events & Training.

If I want to transfer from the VML under an existing project, will I have to re-apply to be an Approved Researcher?

No. Since you already use the VML, you will be an Approved Researcher and can access the Secure Data Service for the approved purpose. All we ask is that you:

• register with the Economic and Social Data Service
• register a project/usage of data in your ESDS account
• sign-up for and attend training

Why should I move from the VML to the Secure Data Service? Is there a deadline?

Our service has been established with ESRC funding to provide more comprehensive and convenient access to economic and social micro-data. ESRC funding for academic researchers using the VML will cease as early as April 1st 2011 and the VML will charge academic researchers a daily rate to cover the cost of providing access.

We intend to switch those academic researchers wishing to transfer by the time charges are introduced.  During the transition period, researchers needing time in the VML to 'clean up' their project areas (as opposed to carrying out research) will not face the daily access charge.

Is there any reason why I should continue to use the VML?

Yes, you should continue to use the VML if:

• you are not a UK-based academic
• you would prefer to use the VML and pay their daily rate
• you use the Controlled Access Micro-data Sample census data
• you  wish to analyse your own data together with data in the Secure Data Service. For example, if you have a survey of companies the VML can arrange for the sample to be matched to the anonymous IDBR references, which you can then transfer Secure Data Service.

Please Contact Us or the VML for more information.

Training↑ Top

Where will the training be held and how do I sign up?

We will bring the training to you. Our staff will visit your institution (or an institution near you) to provide training - sign-up at News, Events & Training. Our seminars require a minimum of four to a maximum of ten members. If you think your institution can host a Secure Data Service training session, please Contact us.

What's included in the training?

The half-day training course includes relevant legal and ethical responsibilities, required security procedures, guidance on Statistical Disclosure Control of outputs, penalties for breaches, as well as practical instruction on how to access and use the system.

Providing a personal training service is important to our security model. It is also a great opportunity for us to get to know researchers (our members). We can chat about your project and what you hope to achieve, answer your data queries and provide general advice about using the service.

What if I've already attended the ONS Virtual Microdata Laboratory training?

A personal training service is important to the security model of the VML and the Secure Data Service. It is also a great opportunity for us to get to know our members, to answer your data queries and provide general advice about using the service.

We will bring the training to you. Our staff will visit your institution (or an institution near you) to provide training.

Many VML researchers  will have undertaken training some time ago and using our system is different to using the VML. It is therefore a requirement that all researchers attend our training course. See News, Events & Training.

Using the system↑ Top

How will I access the data?

As a member you log in to the system remotely via a web browser using a Member Logon. All data processing is carried out on a central server which proceses all requests centrally. No data travel over the network and no files are downloaded to your local computer - all work is done remotely and use of the data is monitored. When you log in to the remote computer you have access to the data files you have been approved to access, a project folder (accessible by those researchers approved to work on the same project), training materials, output request form, standard Microsoft Office software, and data analysis software.

For most of the data in the collection, you can access the data remotely from your usual desktop computer at your institution. For some data, you might be required to use a designated secure machine/safe room at your institution.

Can I download data from the Secure Data Service system?

Given the potential sensitivity, confidentiality and disclosiveness of the data, it is not possible for you to download any data from the system but you can view and analyse the data on your local computer via remote access. The service carries out Statistical Disclosure Control checks on outputs ready for publication before these can be released and sent to you by email.

Is there a guide to using the Secure Data Service system and its data?

General guidance on use of the system is provided in Your Guide to Using the Secure Data Service.

User guides accompanying the individual studies contain information on how to use the data, how the data were collected and usually the original questionnaires. These are freely available via the Data Library links.

If you have any unanswered questions after consulting these guides, please Contact us.

What software is available?

Available software includes standard Microsoft Office packages (such as Word, Excel and Powerpoint), SPSS, AMOS, Stata, SAS, ArcGIS. Researchers access the software remotely and do not need to install any software. The only software required locally is a web browser.

What are the penalties for a breach of the terms of access for data?

A breach in the terms of access may result in:

• the immediate termination of the licence holder's access to the data and the termination of the licence. Depending upon the seriousness of the breach, the termination of access may be permanent;

• sanctions being sought against the licence holder by the data owner;

• for government data that fall under the Statistics Act 2007, penalties as specified in S39 of the Act - this may include a fine and/or imprisonment;

• individual or institutional suspension from all ESRC data services;

• individual or institutional sanction from ESRC funding.

Self-reported unintentional breaches will be penalised with discretion. Researchers who take full and prompt action to correct a self-reported and unintentional breach will not normally be penalised but may be asked to repeat training/induction.

For more details, refer to the Breaches Penalty Policy.

How do I add a researcher to my project?

The researcher will need to be registered with the Economic and Social Data Service (ESDS). Once the researcher is registered, log in to your ESDS account, click on 'Usage details', click on the relevant usage number in the table and enter the email address of the researcher and click on the GO button. The researcher will need to complete and submit the Approved/Accredited Researcher form, providing the same project information, wait for approval, sign the  User Agreement and attend training.

How do I add additional Secure Data Service data to an approved project?

First, add the required datasets to your registered usage via the Data Library and click on the 'Request permission' links. Complete the Project Extension form which you will find in the Toolkit folder in your Member logon area.

Can I add data from the ESDS collection to an approved project?

It should be possible to add data from the Economic and Social Data Service collection to your Member Logon area that are required for the same approved project, subject to depositor permission. First, add the required datasets to your registered usage via the ESDS data catalogue. For standard End User Licence datasets, place an 'Other Media' request for the data, choosing 'Secure Data Service' from the Media drop-down list. For Special Licence datasets, complete and submit the relevant forms and once permission is received Contact us to request access to the data through your Member Logon.

Can I add external data to an approved project?

To apply to bring in external data to your Member Logon area that are required for the same approved project, you will need to complete the Request to Import Data. You will need to have permission from the data owner to use the data in the way specified in the form. Use of the data for linking purposes is subject to the approval of all relevant data owners and services.

How do I extend the project expiry date?

When you complete your Approved/Accredited Researcher form you will need to specify an expiry date for your project and you should allow enough time to fully complete your research. However, if the project expiry date is approaching and you find that you need more time you will need to complete a form to request extension of access. You will receive automated reminder emails two months and one month prior to your project expiry date that provide a link to the relevant form.

What files can I transfer from the VML?

The VML has agreed that you may transfer syntax files to create data files and execute commands for your analysis.  In general, your derived data files will not be transferred.  You may, however, apply to transfer 'user-created datasets' and these requests will be dealt with on a case-by-case basis.  These are not 'working files' easily reproducible with good syntax.  They are datasets developed and established using sources of ONS data, and which are used routinely by researchers on multiple projects.

At the discretion of the VML team, you can also  transfer other 'miscellaneous' documents, such as Word, Excel, Powerpoint, PDF files etc.  These may be documents that contain preliminary presentations, commentaries on datasets or results, etc. and should be of significant value and difficult to reproduce.

Publishing↑ Top

What is Statistical Disclosure Control?

Statistical Disclosure Control (SDC) is the process of reviewing your work to ensure that your results (for example descriptive statistics and other analyses), cannot be used to identify an individual respondent.

There are a variety of statistical measures commonly used by researchers that we have to check. The SDC standards we adhere to have been agreed by other European countries, and can be found in the document Guidelines for the checking of output based on microdata research.

We undertake SDC of all outputs that researchers request from their Member Logon areas. We do the checks manually - this gives us the flexibility to consider each project individually. For this reason, as with our European colleagues, we do not feel that SDC software is appropriate to use for checking outputs created by our members.

We provide SDC training for our members, so you are aware of the SDC rules that we apply.

What outputs can I take away from the Secure Data Service?

The Secure Data Service has been designed to provide convenience for researchers. For this reason, you may only receive 'finished goods' from the service. For example, you can receive, subject to Statistical Disclosure Control checks by service staff, finished or working papers and Powerpoint presentations. 'Rough' results must stay within the Service. However, the Service has been set up so that researchers working on the same project can easily share their findings through shared project folders.

How do I apply for an output to be checked?

We have created an SDC folder inside your Member Logon project folder. When you have finished your document, please save a copy into this folder. You should then complete an Output Request Form (which you will find in your toolkit folder in your personal member logon area), and email securedata@data-archive.ac.uk to let us know.

What will happen to my files when the project has finished?

The service is a shared resource, and resources are precious. It is not feasible for us to keep all of your data files. When you have completed your project, you should ensure that all of your work can be recreated with syntax. We will then remove all data files from your area. However, syntax and outputs can be stored for you.  If you feel your data are too complex to reconstruct using syntax Contact Us.

How do I acknowledge and cite the data?

For each dataset we provide a 'Study information and citation' file which specifies the correct form of citation and acknowledgement.  This file can be found via the dataset's catalogue record in the Data Library.

For examples, see How to cite data in your publications on our Publishing web page.

Some journals ask authors to make available the data used for a publication. How do I comply with this?

Data obtained from the Secure Data Service cannot be submitted to journals alongside publications as this would be a breach of the terms and conditions of use of the service. However, in most cases it is sufficient for the author of the publication to supply information to the journal about how an individual can register and access the data. We can provide the wording if necessary.

Entrust your data↑ Top

Are my data suitable for access via the Secure Data Service?

The Secure Data Service is intended for data that cannot be made available under standard UK Data Archive licensing arrangements.

Data in our collection typically include more detailed variables that, while useful to researchers, increase the likelihood of being able to identify an individual in the data. These might include geographical, industry, occupation, age or health variables. In addition, they may include commercially or personally sensitive information.

Check the guidance at Is SDS for you? Then Contact us to discuss your data and access requirements.

How do I entrust my data?

We have guidance on preparing, describing and transferring your data to the Secure Data Service.  See How to entrust your data.

Who will be accessing my data?

Any request for access to your data will need to be approved by you or a representative nominated by you - we will send you the researcher's completed application form which describes the research project and why the data are required and also includes information about the researcher's previous use of data.  You can find a copy of the form users are required to complete at Our Documentation.  Upon request, we can also send you a usage report listing who has accessed your data and for what purpose.

Will my data become the property of the Secure Data Service?

No, the data remain your property. We store and provide access to the data on your behalf.

How will the Secure Data Service keep my data secure?

We've built the Secure Data Service on a four-point security philosophy:

• state-of-the-art secure data technology and procedures
• training and convenience for approved researchers
• standards backed by a professional code of practice
• meaningful penalties for breaches

For more details see How we're secure.

How much will it cost to entrust my data?

The service is funded by the ESRC and is free to our community of data owners and researchers.  There should be no additional costs for entrusting your data, other than researcher(s) time to prepare the data and documentation.  For more information see How to entrust your data.

News, events & training↑ Top

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