Using Restricted-Access Data

Table of contents

• Policy and Summary
• Requesting Restricted Access Data from Authors
  • Once data is obtained
  • Once case is done

Policy and Summary

Cases arise in which authors agree to provide data directly to the Data Editor after both parties sign a Non-Disclosure Agreement (NDA). In these cases, the author provides us with the data and the Data Editor places the files in the LDI Lab’s folder on the shared L: drive in a specific folder.

The policy of the LDI lab is that these replications are done strictly on the L: (L:\Restricted-Access-Data) drive. This ensures that none of the data provided under the NDA are moved and the Data Editor can keep track of and subsequently delete the data as per the agreement.

This process is best done by cloning repository directly to the L: drive (L:\Restricted-Access-Data\aearep-xxxx\) folder and then copying the resitricted data into the repository (following any instructions in the README on where the data should be located). Be diligent in ensuring that no restricted access datasets slip through the git ignore into the bitbucket repository.

We may have revisions based on the restricted data which require running additional code. For this reason, the data should be deleted before the issue is moved to “Pending Publication.”

Requesting Restricted Access Data from Authors

For cases where the author(s) have indicated on the DCAF that they can make restricted-access data available to the Data Editor privately, follow these steps:

1. Create a subtask (issue type: confidential data) in the main Jira task. Title it “Request Restricted Access Data for AEAREP-xxx”. This subtask will be aearep-nnnn
2. Navigate to the following directory in Box: “Box/LDI Replication Lab/Office of AEA Data Editor/Restricted-Access-Data/”
3. Create a new subfolder corresponding to the main Jira issue (aearep-xxx).
4. Create a file request within the newly created subfolder (only one file request is permitted per folder).
5. Copy the file request link.
6. Email the authors to request that they upload the restricted-access data files to Box using the relevant template.

Once data is obtained

• Box will email you about changes made to Box folder (set up these notifications)

Special case: Author provides Dropbox or other link to download

Download from the provided link, and upload into Box. Then proceed as usual.

• Download the data in CCSS Cloud at add it to L:\Restricted-Access-Data in a folder titled aearep-xxx-nda_Implicit.

• Go into Jira ticket for AEAREP-xxx, under Data Info, edit fields:
  • Agreement signed: NDA, Implicit
  • Working location of restricted data: L:\Restricted-Access-Data\aearep-xxx-nda_Implicit
• Comment in the Jira ticket “Restricted access data added: L:\Restricted-Access-Data\aearep-xxx-nda_Implicit” and tag the RA currently assigned to run the code.

Once case is done

After replication is complete

• case has been submitted to ScholarOne with either an Accept or an Accept with Changes AND
• there is no post-publication reproducibility check subtask (this is usually confirmed by the Data Editor)

then

• Delete the data from the L: drive
• Confirm that no data is on BioHPC
• on Box**,
  • Disable the File Request Link on Box
  • Move the aearep-xxxx Box folder to “Completed”.
  • Schedule the data files for expiration (do NOT delete any agreement documents!)
• Respond to previous email to author (cc to dataeditor-queue@aeapubs.org, and be sure that the subject line includes the AEAREP-xxxx of the subtask).

Hello Dr. Author,

This email is confirm that we have deleted the restricted access data for “[Title]” from our workspaces. Your deposit is being moved along in the publication process.

• Check the box on JIRA indicating the data has been deleted (Data Info tab > “Was data deleted?”)