Data Deposit Initiative & data handling guidelines

Amy O’DonnelL & Simone Lombardini 18 November, 2015

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RESPONSIBLE DATA AT OXFAM

The duty to ensure people’s rights to consent, privacy, security and ownership around the information processes of collection, analysis, storage, presentation and reuse of data, while respecting the values of transparency and openness.

The duty to ensure people’s rights to consent, privacy, security and ownership

around the information processes of collection, analysis, storage, presentation

and reuse of data, while respecting the values of transparency and openness.

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THE CHALLENGE OF SHARING

Donald Rumsfeld

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BACKGROUND

• Initiative between Research and Programme Quality Teams• Began several years ago (research into data hosting

platforms, etc)

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RATIONALE – DATA DEPOSIT INITIATIVE

• Data is a public good • Potential to improve the lives of people in poverty • Good practice (increased transparency, accountability,

credibility), i.e. OGB’s open information policy

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OBJECTIVES – DATA DEPOSIT INITIATIVE

• Fully exploit Oxfam’s data• Allow researchers to ask more in-depth research questions• Foster additional learning about Oxfam’s programs, leading to

better programs and advocacy• Enhance the knowledge base about what works in

development

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DEMAND – DATA DEPOSIT INITIATIVE

• We know there is demand• Data access enquiries from ODID, Hewlett, Gates, UN FAO,

students • Oxfam Research Network has expressed interest in

accessing data from across the confederation for research purposes

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CONSULATION – DATA DEPOSIT INITIATIVE

• Linked in with Responsible Data Forum and UK Anonymisation Network

• Session with Mark Elliot (data anonymisation expert at Manchester Univ) through UK Anonymisation Network

• Have begun discussions with Oxfam America re: data handling guidelines

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UK DATA SERVICE – DATA DEPOSIT INITIATIVE

• Identified as best option through research and consultation with UK Anonymisation Network

• Well-respected, ESRC funded service that provides secure access to data for research purposes

• Secure, guidance about anonymisation, etc.• Safeguarded option under Special Licence (only available to

registered researchers, rigorous application process, strict controls about how data should be handled and used)

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CONSIDERATIONS – DATA DEPOSIT INITIATIVE

• Extremely important to ensure that release of data is ethical and safeguards privacy of program participants to greatest extent possible

• Legal requirements for data protection (Data Protection Act) • Oxfam’s Responsible Data Policy • Data should not be disclosed if it could jeopardize programs

(OGB open info policy)

• Need for guidelines on how to handling data!

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GUIDELINES FOR RESPONSIBLE DATA HANDLING

• developed by the Oxfam GB Research Team and Programme Quality Team in order to provide guidance for the handling and sharing of quantitative data from Effectiveness Reviews

• To ensure compliance with:

(1)Legal requirements under the UK Data Protection Act 1998 and EU Data Directive 1995; and

(2) Oxfam’s confederation-wide Responsible Data Policy.

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GUIDELINESTo see the guidelines: http://bit.ly/1kH00nw

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FLOWCHART

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FLOWCHART

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FLOWCHART & GUIDELINES

• Introduction: Staff/Intern Confidentiality Agreement• For interns and consultants with access to personal identifying

information (PII) should sign the Oxfam Safe Data Handling Confidentiality Agreement (Appendix A)

• Section I: Informed consent• Different examples already available (e.g. IDB) but not explicitly talking

about sharing data

• Section III: Encryption and transfer• Encrypt and password protect data (AES Crypt)• Send password separately• Transfer files (Box)

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FLOWCHART

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• Section II: Data storage• PII should be limited to those people requiring access to perform their

job function• PII should be destroyed unless there are valid research purposes for

retaining the information• For Oxfam staff:

• Oxfam staff should only store data containing PII on Oxfam issued computers and Oxfam-approved virtual storage platforms.

• For consultants/interns:• Consultants and interns must ensure that data is password

protected and stored in an encrypted folder, using an encryption software such as AES Crypt.

• Consultants should destroy all copies and versions of the data when their contract with Oxfam ends.

FLOWCHART & GUIDELINES

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• Section IV: Data de-identification• For publications:

• Avoid reporting extreme outliers, including maximum or minimum values for continuous variables or actual values for residuals.

• Ensure that tables do not report numbers or percentages based on only 1 or 2 observations.

• Data Deposit with UK Data service:• several steps must be taken to ensure that data is properly de-

identified and documented. Lead Researcher should manage the process of preparing data for deposit with UK Data Service.

FLOWCHART & GUIDELINES

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FLOWCHART

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• Section V: Data deposit with UK Data Service• Deposit Decision Making:

• Low Risk Data• Medium Risk Data• High risk

• Link with already existing resources• UK Anonymisation Network • International Household Survey Network • UK Government Information Commissioner’s Office

FLOWCHART & GUIDELINES

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CONCLUSIONS

• Difficult to strike the balance between what should be done, and what might happen in practice

Guidelines are not enough to change practices. Procedures and mindset need to change too.

• Difficult to find the concrete guidelines and recommendations on “how to..”

Lot of theoretical suggestions on what we should consider but few concrete suggestions on how to do it. Fast moving field..