SCOTTISH GOVERNMENT - ANALYTICAL SERVICES
DATA ACCESS APPLICATION FORM
If you wish to access data held by any Scottish Government Analytical Services Division for
research or statistical purposes please complete this form and return it to either:
 the Branch Head of the area responsible for the dataset; or
 the secretariat statistics.enquiries@scotland.gsi.gov.uk, who will forward your
application to the appropriate Branch Head.
The secretariat can help you complete this form. If you would like assistance please email
statistics.enquiries@scotland.gsi.gov.uk. The secretariat aims to respond within 48 hours.
If your application is successful, this form or information contained within it, will be
published on the Scottish Government website.
Please complete the sections below
a)
Purpose of the data sharing initiative
1.
2.
3.
Will the data be used for statistical and research purposes only?
Explain why the data sharing initiative is necessary
Specific aims and benefits (in precise terms)
b)
Organisation / Department requesting data
1.
2.
3.
4.
5.
Name of organisation requesting access
ICO registration number (if identifiable data are being requested)
Head of research / department requesting access
Individual responsible for statistical resource (if not in 3)
Other key workers
c)
Description of study
Key points will include
 Link (if any) to Scottish Government policy
 Purpose of analysis
 Outputs of analysis (publication, seminars, publicly available database etc.)
 Methodology being applied
 Previous history of analytical team in this area of work
 Time scale for carrying out the analysis and delivering outputs
d)
Data items to be shared
1.
2.
3.
List of datasets and variables required
Level of detail required (unit records, aggregate data)
If identifiable data are being requested provide reasons why identifiable data are
required.
e)
Data linkage
1.
2.
3.
Will the SG data be linked to other datasets?
If so, what datasets will be involved?
How will linkage occur – e.g. what variables, techniques
4.
5.
How will possibility of disclosure be minimised – disclosure methodology should be
set out.
Has agreement for data linkage been obtained from data owners of all data sets
involved and/or do you have consent from data subjects for linkage?
f)
Basis for sharing
1.
2.
Are you required under a legal duty to access this data?
If data are identifiable, do you have specific consent from data subjects to receive
this information from SG? If you do not have data subject consent, how has/will
information about the proposed data use be provided to data subjects?
g)
Security of data during research
1.
Brief details of where the data will be held, in what form, for how long and procedures
for destroying the data after use.
List who will have access to data (and at what level of detail) during the research.
Time period for research
Adherence to Physical security and IT security standard
What disclosure checking procedures are in place for those individuals accessing the
data.
2.
3.
4.
5.
h)
Review
1.
What arrangements are in place to enable the SG (should it wish) to review progress
against stated objectives, in particular the stated purpose of the research / analysis
and timetable.
i)
Audit of procedures
1.
What arrangements are in place to ensure on-site confidentiality and security
procedures and practices.
Completed by ………………………….
Date
……………….
SG use only: for completion by ASD Branch Head
Conclusion of risk
assessment
Is there is a legal power
which allows SG to use
the data in the manner
proposed in this
application? (If you are
unsure, get advice from
SGLD).
Low risk / Medium-high risk
Yes / No