Customers returning after the 2016/17 application
If you're a returning customer after the 2016/17 application, you'll no longer need to complete our forms.
However, you will now be required to log in to your DARS online account to renew your Data Sharing Agreement and make any updates to these forms. See our DARS pages for guidance.
You will need to complete the four forms below (3 ONS forms and the DARS form), but as a new applicant you need to apply directly through DARS. Please see the DARS process page for guidance. The forms need to be emailed to firstname.lastname@example.org in the first instance.
ONS data access agreement
ONS short declaration of use form
ONS short declaration list
Data Access Request Service (DARS) application form
When filling in the DARS form, in Section 2: Summary, please select 'New' as the Agreement Type. In Section 3: Datasets held/requested, delete all the information in the first table for Data already held for this project/purpose.
To ensure your application is processed smoothly, you should you check that you have the following in place:
- Your organisation has a data sharing contract with NHS Digital (if not, then this can be set up)
- Information Governance Toolkit - this needs to be achieved at version 14 and at level 2 (satisfactory)
- A valid Data Protection Act (DPA) registration number
- A privacy notice explaining that data is being processed by your organisation in fulfilment of its public health function
- A secure email address (either an nhs.net or a .gcsx.gov.uk address)
- An HSCN (N3) connection
Please do not edit the form fields, as they are used in the automated application process.
If you encounter any problems adding the scanned signatures to the forms then you can put the signatures in a separate document and send them alongside the forms. If you have any queries on how to complete the forms, then please contact us at email@example.com or call 0300 303 5678.
Please return completed forms to firstname.lastname@example.org before the end of July 2017.
Data Sharing Agreement
Once your application has been approved, the DARS team will electronically send you a Data Sharing Agreement to read through and sign-off. It is not until this is completed and signed by all parties that we are able to grant any access to data.
We will be carrying out data sharing audits to check that our customers are meeting the obligations in their Data Sharing Contract and Data Sharing Agreement.
Encryption of files at rest
A new requirement for access in 2016/17, as stipulated in the ONS Data Access Agreement form in section 10.8, is that record level data files are encrypted to AES 256 standard (meaning - password protected with WinZip V18.5 or later). This only applies to how files containing record level data must be stored at rest. Although a new requirement, this also applies to all record level mortality/births data obtained in previous years, as permission to retain data from previous years is dependent on adherence to the terms and conditions of the active data access agreements.