1. Researchers’ Usage of Microdata The example of Statistics Finland Advanced presentation – Some additional details Consultation Mission on Promoting the activity and Creating a positive image of the Ukrainian State Statistical bodies Kiev, Ukraine 9 – 12 December 2014 Petteri Baer, Marketing Manager, Statistics Finland Courtesy to Ms Marianne Johnson, Statistics Finland

2. Creation of an online access system to microdata The development roject started 1.4.2008 and ended 31.10.2009 Operation started in 2010 with 5 organizations, now 19 organizations and 100 users Mainly researchers using enterprise-level data as a starting point Increasing use needs (and possibilities!) by researchers using data on individuals The aim was to create a remote access system to microdata in order to increase Regional equality Data protection Efficient use of microdata Marianne Johnson/Research Services

3. The access structures to microdata in the way before the online system was created are still in use on a small scale (1) The microdata services started in 2001, around 10 projects/year Offered academic researchers the possibility to use enterprise-level data in their research projects Data sets that are released on a CD, DVD etc have to be anonymized, that is: Only samples of target groups are released Top coding Coarser classifications Marianne Johnson/Research Services

4. The access structures to microdata in the way before the online system was created are still in use on a small scale (2) Up until the renewal of the Statistics Act (1. Sept 2013) this was the most common way for researchers to access microdata on individuals The previous law stated that microdata can only be released in unidentifiable form, with few exceptions (i.e. some variables of business register data, as well as data on occupation, education and cause of death) SAS, Stata, SPSS and R are the main statistical tools used Customers today are mainly foreign researchers or researchers from Finnish universities and research institutes that do not have remote access agreement Marianne Johnson/Research Services

5. The new Statistics Act – Background factors for the renewal of the Act Goal to harmonize the national legislation on statistics with the new Regulation of the European Parliament and of the Council on European statistics Increased demand for comprehensive micro-level databases for research purposes during the last years A lot of feedback about high prices and the long time of delivery from and to the researchers using the earlier service structures Also much feedback about too small samples and too rough data protection A Working group to renew the Law was appointed by the Ministry of Finance in 2010 The purpose of the renewal of the Act was also to extend the use of the data collected for statistical purposes in scientific studies and statistical surveys on social conditions (section 3) Marianne Johnson/Research Services

6. The new Statistics Act – The main changes related to confidentiality issues Researchers can obtain data even though individuals can be identified indirectly (section 13) In cases referred to in Subsection 2, Paragraph 1, statistical authorities may not release such data from which the statistical unit could be directly identified. However, statistical authorities may give permission in cases referred to above to such confidential data from which the statistical unit could be indirectly identified. Data files where individuals or enterprises can be indirectly identified can only be accessed through remote access or on-site. Section 19 Statistics Finland may release, for use in scientific research or statistical surveys on social conditions, data with identification data on a person’s age, gender, education, occupation and socio-economic group provided that the recipient of the data is authorized to process such data under the Personal Data Act Marianne Johnson/Research Services

7. Rules related to the access to microdata Application and research plan => decision for usage => License to use micro data Pledge of secrecy Agreement with the research project A Committee for Statistical Ethics handles the most complicated micro-data access questions and provides guidance to the directors, who issue the permits Data limitations in enterprise data: Encryption of unit identifiers Removal of sensitive information Can only be used online or on-site For data on individuals Encryption of direct identifiers if used online or on-site Anonymization if released to researchers Petteri BaerKiev 9-12 December 2014 7

8. The Remote access system The aim has been to create a remote access system to microdata in order to increase: + Regional equality + User-friendliness + Data protection + Efficient use of microdata Main practices are from Sweden, Denmark and the Netherlands Safe environment for authorized users only All microdata remains at Statistics Finland, the results of the data analyses are always checked Individual and enterprise level data protected by data disclosure rules Petteri BaerKiev 9-12 December 2014 8

9. The Remote access system – Short description Researchers use data on Statistics Finland’s server at their own workplace via a secured Internet connection Research organisations are responsible for their users On the server researchers can use a Windows desktop, where they have access to the data permitted and metadata Statistical programs used: STATA, SPSS, R, SAS Secure internet connection via a SMS passcode, servers are disconnected from the production network; All log files are saved Efficient use allows currently for 16-32 simultaneous users The researcher cannot copy or transfer any data to be taken out or to be inserted into of the system Output checking takes place always In 2012 14 institutes, 104 researchers and 42 projects served In 2014 23 institutes, over 150 researchers and 88 projects served Petteri BaerKiev 9-12 December 2014 9

10. Rules related to the Remote access service In addition to user license, pledge of secrecy and agreement with the research project: Agreement on remote access with the research organization (annex of agreement: data security practices of organization) Contact person responsible for communication and user training Research organizations are responsible for their users To prevent the identification of individual enterprises and individuals, output is manually checked (sometimes even in two phases): before leaving Statistics Finland (always) and before the publication of the results (sometimes) Petteri BaerKiev 9-12 December 2014 10

11. MIDRAS-remote access system Services that require permit Remote desktop for analysing data (programs and tools) Separated server space for data and metadata Output service for results, Input service for researcher’s data Services that require permit Remote desktop for analysing data (programs and tools) Separated server space for data and metadata Output service for results, Input service for researcher’s data Services that require registration Centralized digital permit application service Services that require registration Centralized digital permit application service Public services Data catalogue Helpdesk for research and tuition Public services Data catalogue Helpdesk for research and tuition Interface service for data and meta data, Administration services for user rights Organiza- tion A Organiza- tion C Organiza- tion E - Commonly agreed metadata standards – Data warehouse - Archive of multiple user files Researcher Organiza- tion B Organiza- tion D Pseudonymization Marianne Johnson/Research Services

12.  Statistics Finland’s remote access system (operating)  2009-2010 MIDRAS (Microdata Remote Acces System) survey Funded by Ministry of Education and Culture  Vision: Through national remote access system the microdata of public authorities are easily, safely, cost-effectively and securily usable for research work  Proposal for a national project Finnish Microdata Access Services  Submitted by Statistics Finland and the National Archives, was accepted as a National Research Infrastructure.  Funding for planning work in 2014 granted; 2015  still ??  Planned microdata access services for researchers:  Remote Access system  Centralized digital research data permit application service  Metadata catalogue  Information and support service Petteri Baer Plans for a National Remote Access System Kiev 9-12 December 2014 12

13. Thank you for your attention “Knowledge is of two kinds. We know a subject ourselves or we know where we can find information upon it” – Samuel Johnson petteri.baer@stat.fi 18 - 22 August 201413Petteri Baer