Once a data access request has been submitted, it is evaluated, contractual commitments are signed, and then the research file is produced. Here are the main steps in the processing of a request up until access to data is provided.
1. Access request submission
To submit an access request in an efficient manner, we recommend that you go to the Submitting a request section and complete every step.
2. Request evaluation
Once your request is fully completed and all required documents have been supplied, it will be evaluated by the ISQ Data Access Services team. If the evaluation leads to a positive result, the team will recommend that an access contract authorizing and regulating the communication of information be created and signed.
3. Contractual and administrative agreements
Once the eligibility and feasibility of a request are confirmed and it has been determined that the request meets the confidentiality and protection of personal information criteria, the next step consists in signing two contracts: a service contract and an access contract. Every individual who will have access to the data must also sign a confidentiality agreement.
A standard contract can be found in the document entitled “Templates and reference documents (PDF)”.
When ISQ staff is asked to produce file(s) containing the requested information, a service contract is signed. This contract lists the work required to produce the file(s) and specifies the applicable production costs.
When an existing file is reused, for example for a request for access to ISQ survey data, no service contract is needed because no new file must be produced for this request.
This contract binds the ISQ as well as the researcher who submits the request and their associated organization.
It sets out the security and data privacy rules to be followed, describes the terms of access, and specifies the terms and obligations that the parties are subject to. This contract is the data communication agreement.
Once the access contract has been signed, the members of the research team who will be accessing the data receive a project-specific confidentiality agreement.
This agreement must be signed before a legal practitioner or commissioner for oaths before access to data is provided.
4. Research file preparation
Once both parties have signed, a technical specification is generated and the process of creating the research file can begin. If data not available at the ISQ (e.g. clinical data, data collected by the researcher, administrative data) must be linked with the requested administrative or survey data, these data must be sent to the ISQ via a secure method.
If data in your possession needs to be paired with data available through the Data Access Services website, it is strongly recommended that you use the two verification tables:
- Checklist table 1 – File(s) required for data-linkage (PDF)
- Checklist table 2 – File(s) containing the research variables (PDF).
These tables will help you to correctly prepare the format and content of the files to be submitted to the ISQ to produce the final research file.
5. Access to research file
Once the research file has been produced, the research team members must attend an online training session that presents the basic access rules and explains how to navigate the IT access environment.
Once the training session has been completed, the research team can use the data according to the terms set out in the access contract.
6. Project monitoring
During the entire access request process, you can monitor the status of your access request in the Research Zone. This status can be visualized via a progress bar.
Throughout the research file access period, you must ensure to provide proof of renewal of your ethics approval.
If your research project is not completed at the end of the authorized access period, you will have to request an extension.
Scientific outputs resulting from the use of the research file must be transmitted to the ISQ.
7. Project closure
At this stage, you must inform the ISQ that the research project requiring the use of the research file has ended and authorize the ISQ to start closing the project.
All authentication materials that were provided to authorized team members must be returned to the ISQ.