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In Dataplace there are five stages to reach an agreement on sharing data:
The Assess stage enables a data custodian to make a preliminary decision about whether the requested data can reasonably be shared with the data requestor. A positive assessment is an indication that the proposed data sharing project has merit, and details will need to be worked out before a data sharing agreement is formalised. It does not constitute a formal agreement to share the requested data.
An email notification from Dataplace will be sent to the designated mailbox in your organisation’s profile when a data sharing request is submitted to your organisation.
To access data sharing requests for your organisation, select the Manage data requests tile on the Dataplace homepage or select from the Services drop-down menu.
All data sharing projects your organisation has received as a data custodian are listed under the Custodian tab. The Requestor tab displays projects your organisation is drafting or has submitted to others. Only organisations with a data custodian role can access the Custodian tab. The Activity tab shows the history and status of all data sharing projects your organisation has participated in.
The Manage data requests page also allows you to:
To find the data sharing request for assessment, select the Custodian tab and select the data sharing request to open the form. You may also open the data sharing request using the link provided in the email notification.
Only Data coordinators and Organisation administrators can initially view a submitted data sharing request. They can invite General users (or subject matter experts) from the organisation to help assess the data sharing request. To allocate a data sharing request to a General user, look for the Info tab in the data request form and select Manage under Contributors. This will open a pop-up window, enabling a General user (that has an account in Dataplace) to be added to the data sharing request. Added users will receive an email notification with a link to the data sharing request.
All users that have visibility of the data sharing request can commence the assessment.
After opening the data sharing request, select the Assessment tab which has a hyperlink or select Commence in the ‘Actions’ menu (three vertical dots) to commence assessment.
Once the assessment begins, questions will appear in the Assessment tab to guide the data custodian as to whether the requested data can reasonably be shared with the data requestor. The assessment questions are grouped into five groups and will vary depending on the responses to the previous questions:
Once you have finished your assessment, select Complete. You will see an onscreen notification confirming completion of the assessment and the data requestor will be notified.
Note: Your responses in the assessment will be made available to the data requestor.
The following functions will also be available for the data custodian during the assessment:
The data sharing request sent by the data requestor is only viewable and cannot be edited by a data custodian. The data sharing request consists of:
In addition, you can select the Info tab which provides information about the data requestor including the accreditation status under the DATA Scheme.
To print a copy of the data sharing request, select Print from the 'Actions' menu (three vertical dots) at the top of the screen.
Occasionally, you may not have all the requested data and will need to involve other data custodians to fullfill the requested data.
To invite additional data custodians to the data sharing project, use the Info tab in the data request form and select Manage under Additional custodians.
Selecting Manage will open a pop-up for inviting additional custodians (that have onboarded to Dataplace) to the data sharing project. While it is best practice to contact the data custodian before you invite them to the project, you can provide reasonings as to why the data custodian is invited.
Note: This justification will be sent to the data requestor as part of a notification that an additional data custodian has been added.
Additional custodians can undertake their own assessment of the data sharing request. The assessment form is similar to the lead custodian but has less questions. Only the lead custodian can view the assessment of additional custodians, to inform the overall assessment seen by the data requestor. Lead custodians can view other assessments through the ‘Select’ button.
If you do not have the requested data or it is appropriate for a different organisation to be the lead custodian, you can transfer the data sharing project to the appropriate data custodian. If you cannot determine who the appropriate data custodian is, you may choose to refuse the data sharing request during the assessment process.
Transfer during the Assessment stage
To transfer the data sharing project to an appropriate lead custodian, use the ‘Actions’ icon (three vertical dots) at the top of the screen once you have selected Commence or select the ‘Transfer’ icon (indicated with two arrows).
Selecting Transfer opens a pop-up. If you confirm your organisation does not have the requested data after transferring custodianship, your organisation will be removed from the data sharing project. Otherwise, your organisation will remain as an additional custodian on the data sharing project.
