How to order data

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Login to Denmark's Data Portal
Once you are logged into the remote, click on the icon labeled DDV. For assistance with logging into Denmark's Data Portal, you can contact Research Services Administration at phone: 39 17 31 32 // email les@dst.dk

The first time you need to log in to Denmark's Data Portal, press "Help with login" and enter your 3-4 character identifier. You will receive a security code at the email address provided under your identifier. Once you have selected a new password, you can access Denmark's Data Window.

All users who wish to work with data in one of Statistics Denmark's microdata schemes must first pass a certification to ensure that they are familiar with Statistics Denmark's data security rules. To become certified or recertified, you must answer 10 data security questions correctly via Denmark's Data Portal.
For at blive certificeret eller recertificeret skal du via Danmarks Datavindue besvare 10 spørgsmål om datasikkerhed korrekt.

Read more about the certification rules here.

Watch a video tutorial on creating a project proposal (in Danish).

1. Create a project: "New Project Proposal"
   

   When creating a new project, start by giving it a title, choosing the institution it belongs to, and specifying whether it is part of the researcher scheme or a project database. If you need assistance, contact an administrator at your institution.

2. Project Proposal
   

   Here, you add the text for your project proposal in the text fields. The text is automatically saved every five seconds.
   If you need help, you can contact an administrator at your institution, the project's contact person, or the project manager in Research Service.

3. Add Other Users
   

   If there are other users on your project, an administrator or authorized contact person can add them here, allowing them to also complete the project proposal and data request. Users must be registered in Denmark's Data Window and have an active user agreement with the authorized institution responsible for the project's data.

4. Select Population
   

   Here, you describe the project's population.
   If the population is drawn from the Basic Population Register, the description should include which registers, years, and any conditional variables will be used for selection.
   If the population is submitted, it should be described here, and documentation should be sent as an attachment in an email to the project manager. Reference to the attachment should be made in the proposal.
   If you need assistance, you can contact an administrator at your institution, the project's contact person, or the project manager in Research Service.

5. Choose Server

   If your authorized institution has a hosted server, you can choose to create the project here. Alternatively, it is always possible to create the project on the Research Server.

6. Summary

   Here, you can review your overall data request and ensure that everything is entered correctly. If you need to make any changes, you can go back and edit before submitting your request.
   If you are the administrator for the institution where the project is located, you can submit the proposal directly to Statistics Denmark ("Submit"). Otherwise, you should send the proposal to one of the administrators ("Send to Administrator") at your institution.

If your proposal is returned for revision, it means that your project manager in Research Service has reviewed it and added comments that you need to address. You can resubmit your project proposal after making the necessary adjustments.

Project Proposals are signed directly in Danmark’s Data Portal by both Research Service and the user who has the role of the signatory.

You can find more information on how to sign project proposals here.

If you need assistance during the approval process, please contact your project manager at Research Service.

1. Submission of Your Project Proposal to Research Service
   

   Once your project proposal has been approved, it will first be signed by a Research Service employee. Afterward, the project's contact person, the administrator, or the person with signing authority who submitted the proposal, as well as the selected signatories, will receive an email with information that your project proposal has been approved and signed.

2. You must now sign the project proposal
   

   The designated signatory(ies) must now sign the project proposal in Danmark’s Data Portal. Only users who have been assigned the signatory role can sign project proposals. After signing, the project's contact person and submitter will receive an email about the next steps.

3. Final cost estimate and contract preparation
   

   Once the proposal is approved by you and Research Service, you will receive a final cost estimate. If you would like a cost estimate earlier in the process, please feel free to request one.

4. Data Delivery
   

   Once the cost estimate and, if necessary, the contract are approved, Research Service will deliver data to your project as soon as possible.

1. Data Relevance and Data Minimization

   a. The purpose description of the data must be concrete, precise, and easy to understand.

   b. The combination of registry subjects and types of populations must be justified.

   c. "Additional data" must also be covered in terms of societal relevance/purpose/description.

2. The proposal should provide an overview of a project, while the attachments contain the details.

   a. The proposal and attachments should be readable both separately and as coherent documentation of a project.

Projects that were created and approved before we transitioned to Denmark's Data Portal (projects created before September 15, 2022) are already in there, but the project proposal is empty. When you need to create the reproposal for the first time, you should complete the project proposal. Insert the text from the most recently approved project proposal into the relevant fields, "Purpose," "Description," and "Societal Relevance."

 

Instructions on how to reorder data to a previously approved project

Project Details

Text from the original project proposal should be entered into the fields "Purpose," "Description," and "Societal Relevance."

Add any additional text to "Purpose," "Project Description," and "Societal Relevance" as needed. Ensure that the project proposal complies with Research Services' requirements for project proposals.

Also, verify that the end date aligns with how long you expect to need access to the data and select who can approve the project proposal among the institution's signatories.

Project Access

Check if the correct authorized users have been granted project access and add or remove project access as desired. If some desired users are missing access, authorized contacts or administrators can add them by clicking on the "Project Access" icon at the top of the flow. This can also be done after project proposal approval.

Data Content

Under Data Content, most of the data from the data bank from the original project submission has already been uploaded, but there are no descriptions of populations. Your originally loaded data content is under POP A – migrated data and is locked for editing. You should check that all your data has been loaded into POP A and add any missing data.

Pay special attention to the inclusion of longitudinal and event registers. These can only be selected for the most recent year and may have changed names. Therefore, the newest longitudinal and event register should be chosen as documentation for the project. This applies even if the project has older versions of the register and does not wish to purchase access to the latest version.

To update the data content in the reproposal, you should:

1. Duplicate POP A to a POP B to make them identical.
   

   a) Copy data from POP A – migrated data to POP B Basic Data. You can copy all data from POP A by clicking on the three dots to the right of the heading and selecting "Duplicate population." Optionally, add data that is in raw data but has not been migrated.

   b) POP B should read as the project's original/first (if there are multiple populations) population.

2. In the field for POP B, under "Description," insert the original population description.
   

   a) If the population is to be expanded and should have the same register extraction as the original population, you can write this under the description of POP B.

   b) If the expanded population should have a new or modified register extraction, it can be created as a new POP C with a separate data description.

3. "Additional data" should only be in one place: If you have other data, do not add it to POP A.
   

   a) Additional data is collectively described under POP B or, if applicable, under the population it concerns. Data should only be described in one place.

   b) Under any other population's other data, you should refer to the first population's other data.

4. If you only want to update the project with more years/variables for a register: Add the new years/variables and send an attachment to your contact person indicating which new variables/years you want for each register.

Infrastructure

Under infrastructure, you can see the server where the project is hosted. During a reset, you should not make any changes.

 

Summary

Check the contents of your reproposal here. When you have completed the documentation of all data sources, send the reproposal to the administrator at your institution, who will review it before sending it to Research Services. Send the reproposal to the administrator by clicking "Send to administrator."

If you are the administrator at your institution or a contact person with special privileges, you can send the reset directly to Research Services. Click "Submit."

Afterwards, Research Services will review the proposal and provide any comments. Feel free to submit the proposal even if there are things you are unsure about so that we can review it together.

If you already have a contact person from Denmark's Data Window associated with your project, it is advisable to also send them an email with an overview of what needs to be updated.

If you have a project that was created and approved in Denmark's Data Window, it is already present there with a filled-out project proposal. When you need to reset the project to update data, you should start with the old project proposal. The old project proposal will continue to be visible in Denmark's Data Window, and the system will automatically mark any changes.

 

Instructions on how to create a reproposal of an approved project created in Denmark's Data Portal

When you need to create a reproposal, go to "Data Orders" and then click on "Reproposal." Here, you will see a list of the projects you have access to. Select the project you wish to reset. You will now be guided automatically through a "Project Flow" where you can add information to the existing project proposal. It is not possible to edit previously approved content.

Project Details

Under the first tab "Project Details," you will see the existing project proposal that you can add text to. Optionally, add further text to "Purpose," "Project Description," and "Societal Relevance" as needed. Ensure that the project proposal meets Research Services' requirements for project proposals.

Also, verify that the end date aligns with how long you expect to need access to the data and select who can approve the project proposal among the institution's signatories.

Project Access

Check if the correct authorized users have been granted project access and add or remove project access as desired. If some desired users are missing access, authorized contacts or administrators can add them by clicking on the "Project Access" icon at the top of the flow. This can also be done after project proposal approval.

Data Content

Under "Data Content," your originally loaded data content is present.

1. Data from the Data Bank.
   

   You can add data to the populations that have already been created and approved for the project. To add data, click "Add Data" under Data Content. Then, choose whether you want "Data bank" or "Additional Data" and select which population the data should be associated with. Next, you can search for specific registers using keywords or by topic. When you click on a register, you can see the coverage period and the variables it contains.

   If you click "Add," the register will be added to your cart, and you need to click on it to select the register period and variables.

   If you click "Select Variables," you will be taken directly to a page where you can choose the period and variables.

2. Additional Data
   

   If you want to update the project with data that does not come from Research Services' Data Bank, you should also click "Add Data" under "Data Content." Then, choose "Additional Data" and select which population the data should be associated with. Now, you will see the populations you are adding data to. Click "Add Source." Provide the source with a meaningful title and description. For example, "Cancer Registry (Source: Health Data Authority)" or "Survey (Source: Statistics Denmark)" or "Laboratory Database (Source: DKKP)." Upload a variable list and attachments to the project proposal.

3. Populations
   

   You can also create an entirely new population: Click "Create Population" right under the heading "Data Content." The new population should be filled out with a title, description, and which basic data it should be based on. Edit the population title and description by clicking on the blue square with an arrow to the right of your population title. Here, describe the desired population in layman's terms. If the population is created based on basic data, you should upload an attachment describing which registers, years, and variables it should be based on.

4. General Recommendations for Data Content
   

   If your project has multiple populations with the same data content, you can describe them under the same population. If so, please clearly indicate subheadings within the free-text field if there are multiple sub-populations. These can also be created as separate populations, e.g., POP A and POP B. In that case, only data from the Data bank should be added to the first created population, e.g., POP A. For the other populations, add an "Additional Data" source that refers to the data foundation in the first population, e.g., "see Pop A for data from the data bank and Additional Data sources."

   If your project has multiple populations with different or partially different data content, these should be created as separate populations. Different data content should be added and described under the specific population to which the data should be delivered.

   Note that approved population descriptions cannot be changed later. However, it will be possible to add data sources and modify the description of "Additional Data" sources during later resets.

Infrastructure

Under "Infrastructure," you can see the server where the project is hosted. During a reproposal, you should not make any changes.

Summary

Check the content of your reproposal here. When you have completed the documentation of all data sources, send the reproposal to the administrator at your institution, who will review it before sending it to Research Services. Send the reset to the administrator by clicking "Send to administrator."

If you are the administrator at your institution or a contact person with special privileges, you can send the reproposal directly to Research Services. Click "Submit".

If you already have a project manager from Research Services assigned to your project, you should also send them a message with an overview of which registers and years need to be updated.

If an already approved and created project needs updates, it requires a resubmission. This means that your project submission must be updated in Denmark's Data Portal and reevaluated by a Research Service employee.

Your subproject needs to be resubmitted either for the first time in Denmark's Data Portal if it was created before the launch of Denmark's Data Portal, or as a project created after the launch. Depending on the type of resubmission your subproject falls under, it will have practical implications for how you create your resubmission. However, the initial steps are the same.

Instructions on how to create a reproposal of an approved subproject created in Denmark's Data Portal

Data Content

1. 1. If your project proposal is created before Denmark’s Data Portal

All the data in the project must be registered.

As one of the prerequisites for the project proposal to be approved is that the population is described and well-defined, and it is unfortunately not possible to edit the description of POP A, you must create a new population.

The population's data content must collectively consist of already approved data and extensions with additional data sources for the original population. If the project consists of multiple populations, you should create the corresponding number.

To create a new population, click on "Create Population" under Data Content.

 

Edit the population title and description by clicking on the blue square with an arrow to the right of "POP B." Here, describe the desired population in layman's terms. If the population is created based on data from the data bank, you should upload an attachment describing which registers, years, and variables it should be based on, making it possible to program it. If it's an external population, describe it and upload an attachment with a description of the population.

 

Data transferred from the project database should be registered under 'Additional Data' with the register name and year.

 

Data from the data bank purchased for the project should be registered under the appropriate population. Add data from the data bank by clicking "Add Data" under Data Content. Then, choose whether you want 'Data bank' or 'Additional Data' and select which population(s) the data should be associated with. You can then search for specific registers using keywords or categorized topics. When you click on a register, you can see the coverage period and the variables it contains. If you click "Add," the register will be added to the cart, and you need to click on it to select the register period and variables.

If you click "Select Variables," you will be taken directly to a page where you can choose the period and variables.

 

It may not always be possible to add registers that were purchased for the project, as they may have expired, changed names, or the like. If you have registers in the project that are no longer available in basic data, add them under 'Other Data.' For example, "INDK 1980-1990 (historical basic data)" or "FTDB 2012 (historical basic data)." Click "Add Data," choose 'Additional Data' under data sources, and select the population. Click the blue button titled 'Add Source' on the right side and specify the register's name, indicating that it is historical data.

Regarding event and incident data, register the current dataset, as these are registers that are regularly updated with new data and still contain the data present in the project.

 

If the project already contains approved data from sources outside Research Services' Basic Data Bank, this should also be added as "Additional Data." In this context, make sure that all other project data is described here. Variable lists and documentation should be uploaded as attachments to the "Additional Data" source if Research Services has not already received them. For example, "Cancer Registry (Source: Health Data Authority)" or "Survey (Source: Statistics Denmark)" or "Laboratory Database (Source: DKKP)."

 

Now, verify that basic data, register, and variable content aligns with existing basic data registers in the project (which have been previously approved and delivered). If registers are missing, you can still add them.

Note that approved population descriptions cannot be changed later. However, it will be possible to add data sources and modify the description of "Additional Data" sources during later resets.

 

Now you are ready to add new data. This is done as described above: Purchased basic data should be registered as basic data in the project, data transferred from the project database should be registered under 'Additional,' and the same applies to external data for the project. Remember to upload an attachment for external data describing the data and variables, specifying which variables need to be de-identified.

For the first reproposal, you should upload an attachment so your contact person at Statistics Denmark knows which new data needs to be added to the project. This is not necessary for subsequent resets.

 

2. If your project proposal was created in Denmark's Data Portal

You can directly edit data in the populations that have already been created and approved for the project. You can add purchased data from the data bank, register basic data transferred from the project database, as well as external data. You can also create new populations.

To add data from the data bank, click "Add Data" under Data Content. Then, choose whether you want 'Data bank' or 'Additional Data' and select which population(s) the data should be associated with. You can then search for specific registers using keywords or categorized topics. When you click on a register, you can see the coverage period and the variables it contains. If you click "Add," the register will be added to the cart, and you need to click on it to select the register period and variables.

If you click "Select Variables," you will be taken directly to a page where you can choose the period and variables.

 

Data that needs to be transferred from the project database should be registered under 'Additional Data' with the register name and year.

 

You can add data that is not basic data under "additional Data" sources. For example, "Membership Data," "Data from SDS," "Data from the data bank from the project database." For each additional data source, provide a title and a description of the data. This should be a descriptive title and a brief description of the content, including any period specifications and variable lists. The variable list can also be sent as an attachment via email to your contact person at Research Services – specify the attachment name in the description of this "Additional Data" source.

 

To create a new population, click "Create Population" under "Data Content." Edit the population title and description by clicking on the blue square with an arrow to the right of "POP B." Here, describe the desired population in layman's terms. If the population is created based on basic data, you should upload an attachment describing which registers, years, and variables it should be based on, making it possible to program it. If it's an external population, describe it and upload an attachment with a description of the population.

 

Note that approved population descriptions cannot be changed later. However, it will be possible to add data sources and modify the description of "additional Data" sources during later resets.

 

3. Specifically for subprojects related to project databases

Some additional considerations apply, regardless of when the subproject was created:

• Registers provided from the project database to your subproject should be specified under "Additional Data." We recommend adding an "Additional Data" field with a title such as "Data from the data bank from the project database." For each "Other Data" field, provide a meaningful title and a brief description of the data. You can add a period specification and a variable list if desired. Further details about the data should be provided in an attachment sent via email.
• Data purchased for the subproject from Research Services' data bank should be selected under Data Bank. If there are closed registers that cannot be found via the register selector, these registers, years, and variables should be added under Other Data. Describe any data that has already been delivered and what needs to be added or updated.

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