1. Working with Sensitive or Confidential Data John Southall Bodleian Data Librarian Subject Consultant for Economics, Sociology, Social Policy and Intervention 2015

2. Types of Data Numerical Text based Audio Visual
Each are representations of information that may be confidential
Goal: understand impact of this on research process and manage it
Staring point is to think about why your data is considered confidential or sensitive in some way.

3. Focus on Reasons Why confidential? Is it because of... General content
Particular content
Undertakings given to research participants
Focus on the reasons because each will contain the seeds of the solution

4. General Content Subject matter as a whole is sensitive or confidential
Non-sensitive elements cannot be separated
The next question to think about why your data is considered confidential or sensitive in some way.

5. Particular Content Are there specific sections that are confidential
Example; survey data where post codes have been collected as one of the variables
Example; Interview data that includes names and accounts of illegal activity
Possibility of tagging and removal?
The next question to think about why your data is considered confidential or sensitive in some way.

6. Consent Undertakings
Poorly worded participation agreements may over emphasise sensitivity
Help ensure participation
Avoid agreements that are too restrictive
“only to be used by this researcher”
“will be destroyed”
“No one else will read”
Helpful but not too restrictive
The next question to think about why your data is considered confidential or sensitive in some way.

7. Overall Data type is never the real problem
e.g. Audio data
It’s confidential because of...
General or particular content
Consent agreements
Each will shape how you use data
And how it will be preserved and
shared
Data format – blanket assumptions that data is sensitive because it is a recording per se are wrong. It is still about content that needs to be blurred or restricted.

8. Sharing thoughts on this
Understanding reasons your data is confidential helps you think about how to make best use of it
Now - in your current project
In the future
RDM support network at Oxford and Data Librarian are here to discuss and support

9. Dealing with the issues
At collection stage
Usage and access during your project
How it will be accessed after the project

10. Informed Consent Undertakings need to encourage participation
Create trust
BUT also produce workable data
Look at examples
Pilot your agreements
Negotiate

11. Elements of Data Storage
Securely holding the data is only one part
Enabling efficient access
Short term
Long term
Encryption / disaster planning
Managing data
Version control
Honouring agreements made

12. Blurring, Masking or Anonymisation
Light touch; limited key identifiers e.g. Names and addresses only
Replacement / Pseudonyms – data blurring
Aggregation – fine grain detail/numbers removed
Perturbation e.g. Barnardisation
Randomised sampling

13. Blurring, Masking or Anonymisation
Perhaps best used for particular content
Removing columns from spreadsheets
Specific names/words in transcripts
But – too blunt a tool?
Dangers of data degradation or distortion
Is there an alternative?

14. Restricting Access
Anonymisation allows wide access to data by removing content
An alternative approach is to leave detail but make access harder
E.g. Microdata from Eurostat
Vetting of access from UKDS
Create clear access and usage conditions
Restrict what content may be reproduced
Introduce embargoes (last resort)

15. Restricting Access Best for concerns about general content?
Has to be planned from beginning
Effective or credible policing of restrictions needed
Both approaches can increase usage potential of data but require planning

16. Typical Restrictions For a specific research project only
Cannot be shared or preserved afterwards
Non-commercial use
Source cited
Re-purposing by permission
Tabulation or other visualisations
Copyright and Theses
It is your responsibility to be clear on what restrictions a third party data supplier imposes

17. Some Tactics to Allow Effective Use
Document the research process
Metadata that captures decisions and choices
Pilot consent paperwork
Think about what could go wrong!
Collecting inappropriate data
Hardware /software failure
Theft
Confusion over multiple versions
Managing accusations of disclosure

18. Confidentiality (Conclusion)
Content is only starting point
Actual issue is how information will be used, managed, and disseminated.
Maintain confidentiality through controls on handling, storage and sharing
Draw on RDM support at Oxford
Make decisions that allow research design to reduce risks of disclosure