The application process

Registration for access to SDS data is a five-step process:

1. registering with the UK Data Archive
2. identifying and ordering the SDS dataset(s) to access
3. gaining accreditation to Approved/Accredited Researcher status
4. completion of relevant SDS training provided by the UK Data Archive
5. final SDS registration and allocation of user IDs

UK Data Archive registration

Each individual requiring access to data, including SDS data, needs first to register with the UK Data Archive, if they are not already registered users - instructions for registering with the Archive are provided on the UK Data Archive web site at: How to access data and at: Login and registration help. During the registration process, users will be asked to complete an online registration form and agree to the End User Licence.

Identifying and ordering SDS data

SDS datasets are clearly marked on the UK Data Archive Catalogue as 'Secure Data Service' datasets. Comprehensive information about the datasets, including questionnaires and documentation, is available online and can be viewed or downloaded without registration with the UK Data Ardchive or applying to the SDS.

If access to SDS data is sought, registered users commence the SDS data application process by identifying and ordering SDS data from the UKDA Catalogue in the usual way:

1. Locate the datasets you require either by using the Data Catalogue or one of the other methods described in Finding data.
2. Click 'Download/Order' within the Data Catalogue, or tick the relevant check box where indicated, and click 'Go'.
3. Register a new usage of the data, or choose from any previous SDS usages. If you are creating a new usage, enter a short summary (minimum 30 words) describing your intended use of the data. Information entered here may be sent in usage reports to the data depositors and funders of UK Data Archive/SDS services.
4. Click 'Add datasets' and the selected dataset will be added to your usage.
5. 'Request permission' and 'Accept special condition' will appear in the 'Status' column of your usage area. Place your order by clicking on 'Request permission', which will change to 'Wait for permission'. Upon clicking on 'Accept special condition' instructions relating to the SDS application process, including a link to the Approved/Accredited Researcher forms, will be displayed. If you agree to the application process requirements, click 'I agree', and an email confirming these requirements will be sent to you.

Gaining Approved/Accredited Researcher status

Access to Office for National Statistics datasets available through the SDS is restricted to Approved Researchers accredited by the UK Statistics Authority under the Statistics and Registration Service Act 2007. Access to non-government data resources funded or co-funded by the Economic and Social Research Council is restricted to ESRC Accredited Researchers.

Users will be directed to the relevant Approved/Accredited Researcher forms, along with useful completion notes, during the data ordering process. The application forms require the user to provide:

• evidence that he/she is a fit and proper person (including previous research projects and publications)
• details about the purpose of the research (including information about the intended use of the data, and a justification for access and planned outputs)
• a signed declaration that he/she understands the confidentiality obligations owed to those data, including their physical security

New users may need to provide the contact details of a senior member of staff who can vouch for them.

Forms must be filled out by all individuals requiring access to the SDS data, and for all individual research projects for which one or more SDS datasets are sought.

An electronic copy of the completed form should be emailed to Secure Data Service. The signed Declaration should be faxed to: +44 (0)1206 872003 or posted to: Secure Data Service, UK Data Archive, Wivenhoe Park, Colchester, Essex, CO4 3SQ.

The form will be screened by UK Data Archive and the data owners (or individual/entity designated by the data owners - in the case of ONS data, the Microdata Release Panel). Applicants should therefore allow for a time delay of up to 2-4 weeks whilst their application is being processed. SDS access will be granted only to those researchers requiring data for statistical research purposes and who can justify their need for the SDS data as opposed to less potentially disclosive versions.

SDS training

Once the application for Approved/Accredited Researcher status has been determined, the user will be sent an e-mail informing him or her whether or not the application was successful. If Approved/Accredited Researcher status has been confirmed, then the user will be asked to contact the SDS Help Desk to arrange for attendance at a one-day SDS training session.

Initially, the training sessions will be scheduled based on demand, and will emphasise any specific issues relating to the datasets for which the attendees have applied. Training dates and locations will be posted on the SDS Events page.

SDS Service Agreement

Approved/Accredited Researchers must read the SDS Service Agreement document, and sign the declaration therein. Signed declarations will normally be collected at the end of the training sessions, but may be faxed to: +44 (0)1206 872003 or posted to: Secure Data Service, UK Data Archive, Wivenhoe Park, Colchester, Essex, CO4 3SQ.

Once the Approved/Accredited Researcher has undertaken the training course and signed the SDS Service Agreement, he or she will be allocated their personal user ID and password that will allow remote access to the SDS system.