Registration

An ODS code (also called an Organisation Code) is a unique code created by the Organisation Data Service. This code is used to identify organisations across health and social care.

As an NHS service provider, it might be that you already have this code.

Knowing this code is important as it will be used when you register to submit to the dataset and when you logon to SDCS Cloud to submit data.

The ODS Portal allows you to search organisations and their codes. Additional information, such as date opened, date closed, address and Information Governance management can also be found on this site.

If your organisation does not have an ODS code, you will need to obtain one before proceeding with registering to submit to the dataset. To request a code, submit an Organisation code request form to [email protected].

The provider organisation must have a Caldicott Guardian, Senior Information Risk Owner (SIRO) or Information Asset Owner (IAO) registered with ODS in order to be able to register to submit to the MHSDS.

Descriptions of each of these roles can be found in the ODS registers webpage.

To register one of these Information Governance leads, submit the relevant form to [email protected].

This is the final step in registering to submit data to the MHSDS and is where you state who will be uploading the data (several people can be listed to submit the data, which is advised to cover for holidays and sickness). The New Access Request form allows access to the SDCS Cloud portal to submit data for your registered organisation.

When the New Access Request form has been completed, the Information Governance lead needs to submit the form to [email protected]  from their own email address. 

To register to submit data for multiple organisations, you will need to submit a New Access Request for each organisation. To change registered email addresses or submitters, a new New Access Request is required for data protection reasons.

Once the registration steps above have been completed, the people listed on the New Access Request form will be sent a username and password to login to SDCS Cloud.

Each person will also need to use Two Factor Authentication (2FA) to increase security every time they log into SDCS Cloud. 2FA is a system where a code is generated on a computer or mobile app, which you are then prompted to enter when logging in.

The SDCS Cloud user guidance contains thorough guidance on 2FA, including screenshots. If you have difficulties, or need your 2FA re-setting, contact National Service Desk on [email protected] or 0300 303 5035.

The SDCS Cloud user guidance also contains further information on:

• ODS codes
• having an Information Governance lead
• how to complete the New Access Request form
• how to submit the form
• checks of the New Access Request form and how these are resolved
• the information you get back, in terms of username and password
• two-factor authentication and how to set it up
• logging into the portal for the first time
• password resets
• account changes

There is also information on best practice around the use of passwords in the Password policy guidance.