Submission of statistics files

Statistics files which the Danish National Archives has decided merit preservation must be submitted as copies in an information package for statistic files.

What is an information package for statistical data?

An information package for statistical data is an extract of data that has been used for statistical analysis. The information package for statistical data consists of data, metadata and documentation of data and must meet certain requirements for folder structure as well as naming of folders, files, data types, etc.

All the requirements for an information package for statistical data are listed in Schedule 9 of Executive Order no. 128 on the submission of information package to the Danish National Archives.

What types of data can be submitted as an information package for statistical data?

Research data that has been generated or processed in statistics software such as questionnaire surveys or readings/records, including biological, physiological and neurological readings, in the following formats: SAS, STATA, SPSS and R.

Data used for statistical analysis can also have been generated in other tabular formats than statistical formats, e.g. spreadsheets or CSV files. These can also be submitted in accordance with the requirements listed in Schedule 9 of Executive Order no. 128.

Data generated or stored in databases as well as qualitative interviews and other document collections must be submitted in accordance with the rules set out in schedules 1–8 of Executive Order no. 128, however.

The submission decision you will receive from the Danish National Archives in connection with the submission request will state whether the data must be submitted as an information package according to Schedule 1-8 or 9.

If the data has been generated via other formats than the ones mentioned above, the Danish National Archives will inform you as to how and when that data should be submitted in the submission decision.

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  • How the submission process for an information package for statistical data works
    1. The Danish National Archives issues a preservation decision to the relevant authority (CCing the researcher/contact person), with instructions to create two index files in XML format: An archive description file and a context documentation file.
    2. The authority validates the index files. If the Danish National Archives’ software for creating the index files is used, the validating occurs automatically.
    3. The index files are subsequently submitted to the Danish National Archives, which performs a quality check before issuing an approval of the index files to the relevant authority.
    4. The Danish National Archives issues a submission decision, which indicates what data should be submitted as well as when and how it should be submitted. The submission decision will state whether the data should be submitted as an information package according to Schedule 1-8 og 9.
    5. The authority performs a quality check of its data and metadata and ensures that the context documents to be submitted along with the data and metadata have been converted to a preservation format.
    6. The authority creates the information package for statistical data using the Danish National Archives’ program ASTA or through other means.
    7. The authority tests the information package for statistical data using the Danish National Archives’ program ASTA or through other means.
    8. The authority submits the information package for statistical data to the Danish National Archives. The Danish National Archives recommends that the information submission package be sent through recommended mail or delivered in person to the following recipient and address: Rigsarkivet, Digital Bevaring, Testværkstedet, Rigsdagsgården 9, 1218 København K – Do NOT include an att. field with the name of the caseworker. The submission should include a completed delivery note:
      Word-ikon Delivery note for information package for statistical data
      Information packages for statistic data send by mail must be encrypted if they contain any personal data or other forms of sensitive information. Data should be encrypted with BitLocker or VeraCrypt. The code for decrypting must be sent separately.
    9. The Danish National Archives acknowledges receipt of the information package for statistical data.
    10. The Danish National Archives tests the information package for statistical data. If we identify any errors that need to be corrected, we will contact the authority and ask them to make the necessary corrections.
    11. Once any errors in the information package for statistical data have been corrected, the Danish National Archives converts the information package for statistical data to the final preservation format, an information package (according to Schedule 1-8).
    12. The Danish National Archives tests the information package and approves it once all provisions have been met.
  • Legislation and instructions/guidance
  • Example of information package for statistical data

    This example shows how statistical data looks in an information package for statistical data that meets the requirements of Executive Order no. 128. The example has been packaged in a zip file and can be downloaded.

    Zip-ikon Download example of an information package for statistical data (FD.18005)

  • Input software for creating index files

    The first step in submitting research data is to fill out two index files in XML format that provide information about the data and supporting documentation: An archive description file and a context documentation file.

    The index files must be approved by the Danish National Archives first and should later be submitted along with the data in the information package for statistical data as part of the full documentation.

    The archive description file

    The archive description file (archiveIndex.xml) provides information about the data, including the purpose for which it has been collected, what access restrictions apply and the period in which the data collection took place.

    Zip-ikon Download program for creating archive description file (version 2.2.7275)

    Pdf-ikon Guidiance on how to fill out an archive description file (version 2.2.7275)

    The context documentation file

    The context documentation file (contextDocumentationsIndex) provides information about the individual context documents that must be submitted along with the data, such as the project description.

    Zip-ikon Download program for creating context documentation file (version 2 1 7275)

    Pdf-ikon Guidiance on how to fill out a context documentation file

  • Extraction and test program ASTA

    The extraction tool ASTA can be used both for creating an information package for statistical data and testing its contents.

    Zip-ikon ASTA for Windows (version 2.1.1)

    Zip-ikon ASTA for Mac (version 2.1.1)

    Pdf-ikon User Guide to ASTA (version 2.1.1)

    Pdf-ikon Quickguide for ASTA

  • How to submit the information package for statistical data to the Danish National Archives

    If there is personal information or lager amounts of data in your data and documents

    The information package for statistical data is to be delivered either in person or sent by registered mail to the following address:

    Rigsarkivet,
    DBO, Testværkstedet
    Rigsdagsgården 9
    1218 København K

    The information package for statistical data is to be delivered together with a completed delivery note for statistical data.

    It is important that the data delivery medium (e.g. the external hard drive or USB key) is encrypted with BitLocker, which is available on all Windows OS devices. VeraCrypt can be used as an alternative.

    The decryption code should be sent to mailbox@sa.dk, att. Research Data Manager.

    If there is no personal information in your data and documents

    The information package for statistical data is to be send via secure mail or regular mail to mailbox@sa.dk.

    Delivery by email can only take place if the amount of data does not exceed 25 MB. The information package is to be sent together with a completed delivery note for statistical data.

    Delivery note for information package for statistical data

    Word-ikon Delivery note for information package for statistical data

  • Sensitive personal data can be sent securely to the Danish National Archives

    Article 14 of the Danish Data Protection Act and article 15 of the Executive Order no. 591 of 26 June 2003 (Executive Order on Archives) state that personal data can be transferred to archives. Following the transfer, the material falls under the Danish Archives Act.

    If data containing sensitive personal data is submitted to the Danish National Archives, it will thus be safeguarded under the provisions of the Danish Archives Act. This means that the data will only become readily available after 75 years. However, a user can apply for access to the data sooner than that.

    In the first 20-year period after the data was generated, the authority will be asked whether access may be granted, and if so, the Danish Data Protection Agency must also be consulted before the user is granted access to information on personal circumstances.

    After 20 years, it is the Danish National Archives which can grant access to data, but again only following a consultation with the Danish Data Protection Agency. In general, conditions may be laid down for the use of data a user has been granted access to (see Section 23(1) of the Danish Archives Act).

  • Use of submitted data

    Research data submitted under Schedule 9 of Executive Order no. 128 on information package can be shared in a statistical format, e.g. SAS, Stata, SPSS or R.

    You can retrieve data submissions via the search engine ‘Search the collections’.

    Example

    Zip-ikon Download example of retrived research data in SPSS format (18005)