E028
<Data Access/Sharing Agreement>
Number <xx/year>
Date
NRS
Data Access Agreement
E028
This Document was
Prepared
by:
Information Manager
30/10/08
Reviewed
by:
<Responsibility>
<Date>
Authorised
by:
<Responsibility>
<Date>
Document Distribution
All members of staff in the National Records of Scotland (NRS).
Status Control
Version
Date
Status
Prepared by
0.1
30/10/08
Draft
0.2
October
2012
Draft
1.0
15/03/2013
Final
Information
Manager
Head of
Information
Assurance/Security
Head of
Information
Assurance/Security
Location:
Page 2 of 5
Reason
Amendment
First draft
for
Second draft
Final draft
Date last saved: 16/02/2016
Version: 1.0
NRS
Data Access Agreement
E028
Table of Contents
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Purpose and Output ............................................................................................ 4
Authority / Legislation .......................................................................................... 4
Allocation of Responsibilities ............................................................................... 4
Terms of Use....................................................................................................... 4
Information Assurance and Security ................................................................... 4
Retention and Destruction ................................................................................... 4
Audit .................................................................................................................... 4
Review ................................................................................................................ 4
Signatures ........................................................................................................... 5
Annex A (if applicable) Specific Dataset Variables ......................................... 5
Annex B (if applicable) Statistics Code of Practice .......................................... 5
Location:
Page 3 of 5
Date last saved: 16/02/2016
Version: 1.0
NRS
1.
Data Access Agreement
E028
Purpose and Output
This section will clearly state the reasons behind the agreement and the
specify any output from allowing the data access
2.
Authority / Legislation
This section will stipulate who has given the authority for the data access
agreement and will quote any legislation which allows the access to the data
3.
Allocation of Responsibilities
This section will give details on who in each organisation will have
responsibilities in handling the data
4.
Terms of Use
Any specific terms of use will be detailed in this section.
5.
Information Assurance and Security
Details of the security measures in place to protect the data to include access
control, encryption, building security etc. will be detailed in this section.
6.
Retention and Destruction
Full details will be given on how long the data will be held and to confirm that
a retention schedule will be in force. Details will also be required on how the
data will be destroyed.
7.
Audit
Details will be given on the audit requirements that will be required to be
carried out.
8.
Review
A date should be given when this agreement should be reviewed. This should
be no longer than one year from the date of inception.
Location:
Page 4 of 5
Date last saved: 16/02/2016
Version: 1.0
NRS
9.
Data Access Agreement
E028
Signatures
For: <Organisation>
For NRS
Name: <Person>
Name: <Person>
Job title:
Job title:
Signature:
Signature:
Date:
Date:
10.
Annex A (if applicable)
Specific Dataset Variables
If dataset variables are being passed on, full details will be required here
11.
Annex B (if applicable)
Statistics Code of Practice
If the agreement falls within the Statistics Code of Practice, details should be
given here.
Location:
Page 5 of 5
Date last saved: 16/02/2016
Version: 1.0