FAQs

Restricted access 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. 

Where restricted access datasets contain pseudonymised or deidentified personal data ISSDA can only supply data in response to requests from within the EEA or from countries with an adequacy decision in place. (opens in a new window)Information on countries with an adequacy decision.  

Why is data being restricted in this way?

These datasets contain pseudonymised personal data within the meaning of (opens in a new window)Article 4 of the 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 (opens in a new window)guidelines on transferring personal data to third countries.

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?

Where the datasets contain personal data covered by GDPR 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.

What if some members of my research team are based in a non-EEA country?

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.

If I was previously granted access to the data while in a non-EEA country can I still receive any updates to the dataset?

Unfortunately we are unable to supply any updates to datasets to researchers in non-EEA countries. 

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.

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 the Datasets in ISSDA page . 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. This 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. Subsequent occurrences of the module/workshop require a new teaching 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. 

ISSDA is unable to supply data for commercial purposes.

Accessing data through ISSDA is a free service - there is no charge.

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 delete 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 (opens in a new window)issda@ucd.ie no later than 7 days after the Project Expiry Date. If additional time is needed to complete the project please contact (opens in a new window)issda@ucd.ie.

Only the Anonymised Microdata File (AMF) or Pseudonymised Microdata File (PMF) 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.

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

Open Access datasets can be downloaded directly from the ISSDA website.

To access restricted data first you need to first submit an ISSDA Data Request Form. The ISSDA Data Request Form is 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. The form must also be signed on behalf of your organisation. 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 (opens in a new window)issda@ucd.ie. 

What email addresses are accepted?

This should be your institutional email address NOT your personal email.

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.

Datasets are sent out via a secure online download service, called FileSender. The datasets are password protected and encrypted, and (opens in a new window)require the following software, ZIP Reader by PKWARE to decrypt the file. Further instructions will be sent with each dataset.

You can distribute the dataset to colleagues who you have already listed on the ISSDA Data Request Form.

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 (opens in a new window)issda@ucd.ie. All additional users are bound by the same terms and conditions as the original End User and  “Research Team”.

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 (opens in a new window)issda@ucd.ie.

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.

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/.

We cannot convert data into alternative file formats for you. (opens in a new window)The Institute for Digital Research and Education’s webpage on converting among SAS, Stata and SPSS files (opens in a new window)may be of use to you.

This following guide on Different File Formats and Their Programmes may also be useful.

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.

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). The password and instructions for decryption are sent in an email following delivery of the dataset through Filesender.

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 (opens in a new window)Zip Reader by PKWARE . Winzip doesn't work. Please double-check that you have ZIP Reader by PKWARE software downloaded 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.

(opens in a new window)To access ZIP Reader by PKWARE go to the webpage ZIP Reader - PKWARE®

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). When you downloaded the files from Filesender, 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.

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.

Due to data protection policies and legislation, including GDPR and Irish Data Protection Law, some data providers have omitted some variables from their dataset. In some instances the omitted variables are listed in the associated documentation.

In some cases the omitted variables maybe available in the Research Microdata Files (RMF) available directly from the data provider. Please see the individual dataset pages for more information.

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 notpermanentlyremove the file, just the reference to the file and data can be recovered. 

Over-writingis 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: (opens in a new window)Eraser, (opens in a new window)BCWipe, (opens in a new window)WipeFile, and (opens in a new window)DeleteOnClick for Windows platforms; and (opens in a new window)Permanent Eraserfor MacOS platforms.

Physical destructionis 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.