Linking of additional data

Only approved and documented data: Additional data must be covered by an approved project proposal. Documentation of the additional data content must be uploaded as an appendix in Denmark’s Data Portal. See below under ‘Documentation of additional data’.

No information identifying individuals or businesses: Personal names, company names, responses with free text in surveys and other information roughly identifying individuals or businesses is not allowed to be included in additional data. Such variables must be removed or categorised before additional data is provided to Research Services.

Only the required key variables: You may include only the key variables, e.g. civil registration number, required to link the additional data with the other data on the project. Key variables that are not needed must be removed before data is provided to Research Services.

Only numeric variables and categorised text variables: Additional data may not include non-categorised text variables, such as free text.

Only information required for the specific project: Key variables for which there is no need, must be removed before data is provided to Research Services.

Additional data may be provided in the following formats:

• .ASC
• .CSV
• .DTA
• .ODS
• .PDF
• .SAS7BCAT
• .SAS7BDAT
• .SAV
• .XLS
• .XLSX

Additional data must be documented, so that Research Services gets the information that is necessary to be able to handle the additional data and provide it for the specific project. For that reason, the institution is responsible for uploading an overview with the below content as an appendix in Denmark’s Data Portal.

1. A short description of data (for example origin and content)
2. Name of the data set, names of variables and a description of the variable content.
3. The key variables that must be de-identified. This means the variables required to link the additional data with the other data in the project (e.g. civil registration number).
4. Which additional variables must be de-identified? This means variables that can be attributed directly to individuals or businesses (e.g. CVR number, grant number for health practitioner, serial number, or other ID numbers).
5. Does the additional data include key variables that must be linked with key variables in previously provided data sets?

If data is provided directly to Research Services from another data provider, further documentation may be necessary, e.g. variables that must be deleted (see ‘Requirements for additional data’ above).

The overview must be uploaded as an appendix in Denmark’s Data Portal under ’Additional data sources’ in a generally available format (Excel, Word or similar).

If data is to be linked with more populations, the documentation must be attached as an appendix under ‘Additional data sources’ for minimum one of these populations. The additional data must appear under ‘Additional data sources’ for each population.

When the additional data has been provided to Statistics Denmark and the documentation has been uploaded in Denmark’s Data Portal, it is recommended that you notify the project owner in Research Services via email.

The price for the delivery of submitted data is variable. Once we have received the data, we prepare a framework agreement with a maximum expected time consumption. After delivery of the data, we settle based on the actual time consumption. See more about framework agreements under Prices and price agreements.

The expected time consumption depends on many factors, including the number, size, complexity and format of the files. Therefore, we always prepare framework agreements for submitted data on a case-by-case basis, and only when we have received the specific data sets.

The table below provides a guide to the typical relationship between the number of data sets and the maximum expected time consumption. Please note, however, that the number of data sets is only one of many factors, and the table is therefore only a guide. Other factors, such as size, number of variables, or special treatment, may increase or decrease the number of hours in the specific framework agreement. Contact the project manager in Research Services if you need a more precise estimate.

See the current hourly rates under Prices and price agreements

NOTE: The number of hours in the framework agreement is typically set to accommodate unforeseen circumstances. Since the settlement is based on the actual time spent, the final price will in many cases be lower.

Files that you need in your project and that do not include microdata (e.g. programme files), must not be uploaded via FSE Upload.

The files can be sent directly to the project owner in Research Services, if you are working on a subproject for a project database. If you are working under the researcher scheme, you can send an email to forskningsservice@dst.dk. In both instances, you must attach the files to the email. Further, you must:

1. Confirm that you have checked the files to ensure that they do not include microdata.
2. Confirm that the files do not include microdata.
3. Provide a short description of the content of the files and its relevance in terms of the purpose of the project.
4. Indicate the specific path to where the files must be located.
5. Ensure that the files are submitted in a generally available format that can be opened and checked by Research Services without use of specialised software.

Under Statistics Denmark’s microdata schemes, it is possible to upload additional files with data to be used in an existing project. Only data and documentation can be uploaded. Programmes etc. can be sent to the Research Services employee who is responsible for the project (project owner).

The documentation must either be sent to the project owner from Statistics Denmark or be uploaded in one of the allowed file formats.

Before you upload

Before you upload data to be used in a project, you must ensure that the criteria for use of your data in the project have been met. The requirements are described at the top of the page under ‘Requirements for additional data’.

The handling of additional data is invoiced according to the actual time used, unless otherwise agreed.

Contact the project owner in Statistics Denmark in advance.

How to upload the files

You log in via remote.dst.dk in the same way as when you are going to work on a project.

1. Under 'Applications and Links' select 'FSE-UPLOAD'.
2. Write the project number of the project where your data is to be used.
3. When the project title is shown next to the project number, you must check that you have selected the right project for uploading of data.
4. If relevant, add a comment concerning your data in the comments field for the project owner at Statistics Denmark. Actual correspondence should take place via email.
5. Add files to be uploaded by clicking `Add file'. You can add one or more files. Each file may run up to 2 GB.
6. Note that not all types of files can be uploaded. You can see the list of allowed types under `File formats' further up on the page.
7. When all files have been selected, you must click `Upload'.
8. When all the files have been uploaded, you can log out in the bottom right-hand corner.

If relevant, see this guide for FSE upload (pdf, in Danish), which includes screenshots of the upload process.

Data can be sent via secure email to forskerpost@dst.dk in one of two ways:

1. The institution retrieves Statistics Denmark's certificate at the website for download of security certificates (in Danish): Select forskerpost@dst.dk. For Outlook, we recommend the Vcf format.
   After this, additional data must be sent to forskerpost@dst.dk. Always indicate project number and project owner in Research Services in the subject field of the email and notify the project owner in Research Services directly, once the additional data has been sent. Statistics Denmark does not offer any support for encryption or digital signature. Refer to your own IT department for guidance using mitID and secure email.
2. The institution can use a secure, encrypted tunnel (SEPO). The set-up is individual for different institutions and must be handled by the institution's IT department, which should be involved before the additional data is sent.
   You must always indicate the project number and notify the project owner in Research Services that the email has been sent using an encrypted tunnel (SEPO). If using an encrypted tunnel, additional data must also be sent to forskerpost@dst.dk.

For data security reasons, we recommend that you use one of the above options.

If this is not possible (e.g. if the files are very big), it is possible to provide password-protected additional data on physical media directly to Statistics Denmark at the below address. The contact person for the project in Research Services and the project number must always appear from the material handed in:

Statistics Denmark, Service Desk
Sankt Kjelds Plads 11
2100 Copenhagen Ø

Att. Contact person for the project in Research Services
Re. project number: 7XXXXX

Additional data can either be delivered personally at Statistics Denmark's reception or be sent by registered mail to Statistics Denmark on a physical medium (DVD, CD-ROM or USB, which will not be returned). When provided on a physical medium, the additional data must be password-protected. Password must not be provided together with the physical medium.

When the additional data has been received, you must send the password via email to the contact person for the project in Research Services.