Information

1. Who are entitled to use the Dataroom?

Researchers (co-authors, students, assistants) employed by the CERS, external researchers of the CERS with the permission of the Head of Databank, and accredited researchers not affiliated with the CERS, upon the proposal of the Head of Databank with the permission of the General Director of the CERS, are entitled to use the Dataroom for scientific purposes, with a research permit.

2. Where is it located?

Humán Tudományok Kutatóháza (HTK), 1097 Budapest, Tóth Kálmán street 4. Building B, 3rd floor, room number B.3.31.

3. Opening hours of the CERS Dataroom

The CERS Dataroom can be used on working days from Monday to Thursday from 09:00 to 16:00 and on Fridays from 09:00 to 13:00. After opening hours, it is possible to run programs in the background, launched during opening hours. Running in the background must be notified to the email address adatszoba@krtk.hun-ren.hu. In exceptional cases, with Databank consent and supervision, the Dataroom can be used outside the indicated hours.

4. Conditions of data access in the Dataroom

The Dataroom provides access to the datasets for scientific purposes only, with a high level of protection of individual statistical data and in strict compliance with data protection legislation. Only mass phenomena can be investigated in the Dataroom. Research projects that risk the discovery of individual natural units cannot be launched. Researchers can use the Dataroom in a secure IT environment where camera monitoring surveillance system operates.

5. How to request access to the Dataroom?

Project initiation, request to data access

To request data access the researcher must complete the Project Initiation Form in Annex 10 and sign the Confidentiality Statement in Annex 2. The researcher must complete the Project Initiation Form in its entirety. (In the case of a CERS researcher, the documents relating to the Institution are completed by the CERS Databank.) If any changes occur in the researcher’s personal data during the research, the changes must be reported immediately to the CERS Databank. Based on the request form, the CERS Databank Advisory Board evaluates the research plan according to the following criteria:

whether the plan is about scientific research;

whether the files serving as the basis for the research are available outside the Dataroom;

whether the research topic is already included in the Dataroom research palette.

In the case of a supported request, the application form is signed by the Head of the Databank in the case of a CERS employee, or by the General Director of the CERS in the case of a non-CERS request, then will be entered into the register by the CERS Databank coordinator.

In the case of a non-CERS application, the Databank examines the received request, during which the Databank also conducts a researcher accreditation examination. The criteria for accreditation are in Annex 6.

If there are concerns or questions regarding the information provided on the application form, the Databank will consult with the researcher. If doubts arise regarding the reliability of the information provided on the application form – and these remain unresolved even in the light of possible further consultations – the Databank is entitled to refuse the request.

Data access is regulated by agreements concluded with the original data owners, and data access in the Dataroom must be assessed and implemented with this in mind.

The Databank will notify the researcher of the approval or rejection of the data request – with justification – and will send a copy to the CERS contact person at adatszoba@krtk.hun-ren.hu.

A research request in the Dataroom can only be accepted if the completely filled out project initiation form is sent to the coordinator, at adatszoba@krtk.hun-ren.hu e-mail address. In the event of an incompletely request form or incomplete additional documents, the Databank will ask the researcher to fill in the gaps.

In the event of an incomplete request form and additional documents, the Databank is obliged to inform the researcher within 5 working days about the feasibility of the data request/data preparation, and to indicate any possible extension of the deadline, together with a justification.

If there are concerns about the researcher based on the information provided in the application form and the additional documents, or if the researcher accreditation cannot be fully assessed based on the information provided, the Databank will contact the requester regarding the aspects in question. Researcher accreditation is only required for those who do not have a CERS affiliation.

Information regarding e-mail addresses

Researchers who have a legal relationship with the CERS are asked to use their corresponding e-mail address for any Dataroom administration. Those who do not have such a legal relationship should use their institutional e-mail address with which they are associated with the research project, e.g. University of ELTE, University of Corvinus, etc. If the latter is not available, then another e-mail address can be used, e.g. @gmail, @freemail, etc.

Information, ID and password

Before the actual start of the research, researchers who have not yet used the Dataroom will receive information about how to access the room, and everything else related to the documentation and production of research results from the CERS, verbally and/or in writing by handing over research and other information materials, and if necessary, in person from the CERS Databank. The CERS Databank will provide the information to researchers regarding the use and operation of the Dataroom, right before the start of the research.

In the case of a new project and/or new participant, the password required for access will be provided to the researcher by the CERS Dataroom’s coordinator in the Databank, therefore, before the start of the research, the participants in the research must personally show up in the CERS Databank office once. At the same time, the researcher will hand over the signed confidentiality statement to the Dataroom coordinator and will receive the data required to access the server. The Databank’s coordinator will coordinate the transaction date with the researcher via email or phone and will send a notification to the researchers in email.

Information on using the appointment booking system

Before using the Dataroom, the researcher must register in the appointment booking software. Link: https://sdr.idopontfoglalo.adatbank.krtk.mta.hu/

Before using the Dataroom, an appointment must be booked in the system.  Appointments can be made until midnight on the day before the planned use of the Dataroom. Reservations are project and person dependent. If you are involved in more than one project, please book for the project you wish to work on.

Cancellation of the booked appointment is obligatory if the researcher is unable to validate be present. Cancellation is possible until 12:00 noon on the day before the reserved day, thus the vacant places may be reserved by others.

If several researchers within the same project wish to use the same computer, this is also possible. In this case, the person booking the appointment should indicate those researchers who wish to work with him/her. An additional two persons are possible.

In exceptional cases, an appointment can also be booked personally in the Databank’s office if the researcher has failed to book an appointment in advance and their work cannot be postponed.

It is forbidden to enter the Dataroom without an appointment!

Only those researchers can enter the room who are participating in a valid research project and have already booked an appointment for the given day in the reservation system.

If you would like to call out a fellow researcher from the Dataroom, please indicate this in the Databank office (B.3.20.). The Databank employee will notify the person inside.

Communication

Communication with researchers is via the e-mail address adatszoba@krtk.hun-ren.hu. In the case of sending and e-mail, please mention the project identifier (if it can be linked to a project) and a short description of the problem/request in the subject. The e-mail shall be easily identified by the mentioned formulas. The described form of contact must be followed in the event of project initiation, data request, IT problems or Output-Checking request.

How can external files be imported into the Dataroom?

External files to be imported in the Dataroom must be sent to adatszoba@krtk.hun-ren.hu, or made available in the researcher’s own folder on a Databank server, or delivered personally to the Databank office at least one working day before the researcher intends to use them in the Dataroom.

How to get access to the research results?

The CERS Databank carries out a data protection review of the research results created in the Dataroom before they are handed over to the researcher. Only research results that have passed the data protection check will be made available to the researcher. The Databank does not release research results without a data protection check. The data protection check of research results is carried out within three working days. If it is expected to exceed five working days, the Databank will inform the researcher in advance. In such case, the Databank shall carry out a data protection check of the research results within a maximum of five working days. To support the data protection check of research results, research results generated in the Dataroom shall be documented in accordance with Annex 5. The check of the research results must be of a data protection nature only, and the quality errors are solely the responsibility of the researchers.

Aspects of data protection check

For the use of results in an external environment, only figures, log files and do files, regression results, notes and aggregated tables at an appropriate level can be requested as research results.

A file containing microdata can only be requested on one of the Databank’s servers, in a private or shared folder specified by the researcher (see Databank server use).

Use of research results in an external environment, the aspects are:

whether the requested files are aligned with the research topic;

whether the requested data are appropriately aggregated, does any table contain a cell with fewer cases than the critical minimum, which is 3 cases. In the case of the database Admin3, a “case” is understood as one person. (The condition regarding the minimum number of 3 elements per year does not apply to sufficiently aggregated tables, e.g. BNO frequency);

In the case of figures, regression results, do files, log files and notes, the checking process only concerns the connection to the research topic and compliance with the type of research result.

Use of research results on a Databank server, the aspects are:

do the requested files correspond to the research topic;

do the requested files contain only the necessary and sufficient data, whether it concerns the variables or the sample;

the variable that is only accessible in the Dataroom and contains sensitive data should only be in aggregated form;

size of results: only those cases that correspond to the “necessary and sufficient” criteria may be included in the file;

any variable that is included in a database accessible outside the Dataroom should not be included in the requested file for external use

What happens after the research project is over?

The researcher is obliged to send a copy of the publications, works, and studies based on the research results created on the basis of the data files made available for research purposes in the Dataroom (without delay) to the Databank. If any modification is made to the these, the after publication and the work is published again, we ask the new version to be sent to the Databank as well. If the researcher fails to comply with this obligation, the Databank is entitled to deny data access during the next project launch until deficiency is corrected.

6. Rules and sanctions

What must be done before entering the Data Room?

Before entering the Dataroom, personal belongings (bag, phone, laptop, coat, etc.) shall be placed in the lockers designed for this purpose, for example in the CERS library (B.3.29.) or right next to the library. This option is primarily available to those who do not have an office in the institution. Researchers with an office in the institution are asked to leave their personal items that cannot be brought into the Dataroom in their offices, if possible.

What is allowed and what is not allowed to do in the Dataroom?

Researchers are free to conduct analyses on the data provided to them in the Dataroom, and they can also use the whiteboards placed in the Dataroom for taking notes. If the researcher wishes to take notes, they must create them in a Word file. Requests for a text document must be reported after leaving the Dataroom with relevant information via the email address adatszoba@krtk.hun-ren.hu.

Researchers are prohibited from:

bringing in or using for any purpose any communication or information recording device,

taking out notes from the Dataroom,

bringing in or using any paper-based document (book, note, etc.),

using the internet or email,

connecting any device to client computers or attempting to do so,

copying data files to any external data medium or attempting to do so,

intentionally covering or damaging a camera,

entering the Dataroom without a valid research project,

allowing another person to enter the Dataroom,

staying outside of opening hours (except with special permission from the Databank),

causing damage to the devices in the Dataroom,

entering the Dataroom without prior appointment,

entering the Dataroom without proper card use.

What happens in the event of violating any rules?

If a researcher using the Dataroom violates his/her obligations arising from the Dataroom rules of use, depending on the nature of the violation, the CERS or the CERS Databank is entitled to apply the following sanctions:

If the violation of obligation is of an administrative nature and has not seriously endangered the protection of the Dataroom data – in particular, if the researcher has not registered in the reservation system or has not informed the Databank about the publication produced from the research results, or has not indicated the source or has not indicated the source correctly – the CERS Databank will warn the researcher in writing. After three consecutive warnings – which warnings do not have to be related to the same research project – the CERS Databank is entitled to suspend access and ban the researcher from using the Dataroom for 1 year.

If the breach of obligation has caused a security incident, which at the same time did not significantly endanger the protection of the Dataroom data, the CERS Databank shall warn the researcher in writing. In the event of a second security incident, the CERS Databank shall be entitled to ban the researcher from using the Dataroom for 2 years. Such a security incident shall be deemed to include, in particular:

bringing in a communication or recording device,

bringing in any written document (book, note, etc.)

if a researcher allows anyone else than himself/herself into the Dataroom who is not authorised to enter.

If the breach of obligation has caused a security incident that significantly endangers the protection of the Dataroom data, in addition to recording the breach of obligation, the CERS Databank may immediately and permanently ban the researcher from using the Dataroom. Such security incidents are particularly considered to be:

using a communication or recording device for any purpose

exporting one’s own notes

taking notes not made in electronic form out of the Dataroom

using the internet or email

connecting any device to a client computer

copying data files to any external data medium, or attempting to do so

deliberately covering or damaging a camera

if the researcher attempts to reveal or reveals the identity of a natural person and/or company, and/or discloses information about them from any database

7. Use of the Data Room IT infrastructure

The use of the do files and log files is mandatory for all program runs.

All do files must end with an exit, clear command.

Notes made on white boards placed in the Dataroom must be erased before leaving the room and the table must be restored to its original state.

In all cases, the regulations for preparing Research Results must be followed (see Annex 5).

If the researcher leaves the Dataroom for a reasonably short period of time (e.g. to use the bathroom or use a telephone) within the reserved time interval, they shall place the “Reserved” sign on top of he computer screen.

Files and notes cannot be saved to the desktop, only to the researcher’s personal network folder.

The client must be logged out and turned off before leaving.

8. What do you need to know about CCTV (camera surveillance)?

Data management is carried out in accordance with the Data Management Notice on access to anonymised data stored in the CERS Databank and on access to anonymised data stored in the Databank for research purposes. The researcher is obliged to see about the information contained in this notice, which can be accessed at https://adatbank.krtk.mta.hu/en/adatkezeles/

9. How is the Data Room inspected?

The local inspection of the Dataroom is carried out by the CERS Databank. In the event of a violation, the CERS Databank is entitled and obliged to warn the researcher and write a report about the violation. The monitoring of the Dataroom camera recordings is carried out by the staff of the CERS Databank.

10. What personal data does the CERS process about the users of the Dataroom?

The scope of the processed data is included in the Data Management Information Notice on data access for research purposes to anonymous data available in the CERS Databank and stored in the Databank (https://adatbank.krtk.mta.hu/en/adatkezeles/). The researcher is obliged to see about the information contained in this notice.