1 Reply by paula lightfoot

  • paula lightfoot
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  • Registered: 02-10-2010
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Re: Requests for full dataset downloads - why 21 days?

Hello
I have been asked why we are proposing that requests for full dataset download should be granted automatically if the data provider does not respond within 21 days.
Many data providers, such as  local records centres and national recording schemes, are very efficient at administering their datasets on the Gateway and responding promptly to access requests.  However, not all datasets on the Gateway have such active administrators – for example, datasets resulting from one-off projects which have since ended.  These datasets were shared because the organisations and the recorders wanted the records to be used.  Over 200 datasets on the Gateway are publicly downloadable at full resolution.  These datasets do not currently need very active administration because there are no requests for better access.  However, under the proposed new system there could be requests for full dataset download.  The default response to these requests needs to be “yes”, to ensure that opportunities for biodiversity data use are not lost, but we appreciate that data providers need time to consider the request and perhaps discuss it with the data user.
We felt that 21 days would give dataset administrators plenty of time to accept or refuse the request.  Data providers can appoint additional administrators to a dataset, to ensure that no requests ‘slip through the net’ e.g. if one of the administrators is on holiday.  Here is a link to a flow chart illustrating the process of applying to download a whole dataset: http://www.nbn.org.uk/nbn_wide/media/Documents/Data/Single-dataset-download-flow-chart-screenshot.pdf
We would be interested to hear your views on this – is 21 days long enough, and if not what time period do you suggest?
Best wishes
Paula
NBN Trust Data Access Officer

2 Reply by Colin.McLeod

  • Colin.McLeod
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  • Registered: 22-04-2010
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Re: Requests for full dataset downloads - why 21 days?

As a statutory agency, the 21-day limit should be more than sufficient for us to respond to access requests (in fact, our target is to respond within three working days), although I realise it may be more of a struggle for smaller organisations with fewer staff, especially during holiday periods or if key staff are absent.
While this proposal could make life much easier for anyone requesting better access to data (including ourselves), and is presumably intended to encourage data providers to monitor and deal with incoming requests promptly (no bad thing), there is a need for the clock to be stopped if there is a response other than accept/reject, for example, if a data provider asks for more details about the reasons for the request.
For example, we received a request for better access to one of SNH's own sensitive datasets several months ago — I got back to the person immediately asking which records they needed, but they never responded. That request is still outstanding, and I would not like to think that it would granted automatically after three weeks under the new arrangements.
A likely unintended consequence could be that data providers would routinely just reject any requests they're unsure about.

Colin.McLeod's Website

3 Reply by paula lightfoot

  • paula lightfoot
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Re: Requests for full dataset downloads - why 21 days?

Hi Colin,
I asked about this at a meeting with the Gateway development team yesterday.  The dataset administrator/s can accept or reject the request for full dataset download at any point within the 21 day period, but it will not be possible to 'stop the clock' if a query arises that cannot be answered within 21 days.  The administrator would have to reject the request and the data user would have to reapply.  In the case you describe, the delay was caused by the data user not replying to say which records they wanted access to, so this case would not have been subject to the 21 day rule anyway, as this only applies to whole dataset downloads.  If a user wants enhanced access to a geographic or taxonomic subset of the dataset, they will be able to specify this during their access request.
Kind regards
Paula

4 Reply by paula lightfoot

  • paula lightfoot
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Re: Requests for full dataset downloads - why 21 days?

A communication has just been sent out to all dataset administrators advising them that there will not be a separate control over full species dataset downloads as previously communicated.  We did intend to develop this control to enable data providers to grant or refuse requests to download whole datasets on a case by case basis, however it became clear that this 'control' would not actually offer any real benefits to data providers as there are ways for data users to work around it.  In the new system of access controls, as in the current system, it will be possible to download whole datasets in taxonomic or geographic 'chunks' via the Gateway and via web services.  With that in mind, we feel it would be misleading to offer such a control.  If you have concerns about the download facilities in the new NBN Gateway, we would like to stress that:
•    Data will only ever be downloadable at the level of access you have granted to the user. 
•    Use of downloaded data is subject to the NBN Terms and Conditions, for example the data cannot be used for commercial or research purposes without written permission.
•    You will be able to see who has downloaded your data and for what purpose via a download log which will be updated daily.  The log will show how many records were downloaded, what proportion of your dataset this represents, and will include the user’s email address should you wish to contact them.
•    You will have the option of receiving e-mail alerts every time a user downloads your data through the NBN Gateway.  You will be able to switch this on or off at any time.
•    We will publish monthly summary reports of data downloads and access requests across the whole NBN Gateway.  These will not include details of organisations or individuals, but will provide an overview of how much data is being downloaded, for what purpose, at what level of resolution and what proportion of datasets it represents.
I will be happy to discuss any specific concerns in more detail if you contact me on access@nbn.org.uk
Kind regards
Paula