Current Work Flow

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Current Work Flow

ACT has been using an R script to create Access Requirement on a set of entities (data set). On some data set, there will be multiple Access Requirements: ACTAccessRequirement, and SelfSignAccessRequirement.

Dataset A has ACTAccessRequirement. User B wants to download dataset A, s/he needs to email the ACT to request access to data set A. Via emails, an ACT member would ask the user to complete some forms. The forms are different for each dataset. A form includes the information that Sage and data contributors requires. It is an agreement between Sage and data contributors, so it will not change after it's established for a data set. When there is updated on the data set, we have the data in a different project/ folder and have a new set of Access Requirements on that data.

Each request may request n number of users to access the datathe data. A request normally includes information about the institution, the signing official at the institution and the research statement for the project that the list of accessors are working on. Some request requires accessors' signatures, some requires other certificates. For human sensitive data, the request requires that accessors have their Synapse profile validated.

After the user users meets all requirements given by the ACT (via emails), an ACT member would go to the dataset and manually enter the user(s) to give the user(s) access to the dataset.

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When a new member join a lab, a requestor will email the ACT about adding a new member to their request + their DUC(and their signatures in some cases). The ACT will manually grant the new user access.

Every month, an ACT member will loop over all requests to see which one will expire in a month and send an email to the requestor to remind them about updating their request. If s/he /she does not response, the ACT member will email other members in their request.

Every few months, an ACT member will download all DUC forms in that period and send them to the data contributor.

A Since the request information is kept in a spreadsheet, a script is run (Brian Bot in mPower?) that gathers public information from the this spreadsheet and publishes to a wiki: Principal Investigator, Institution, Date, and Intended Data Use Statement.

Example form:

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• Manually entering the detailed information (in a spreadsheet) about the request for access (including approval status) is a burden for the ACT.

• User's handwriting is hard to read.
• Since requests are submitted via email, there is no ways to prevent requests coming in with missing information.

Proposed Work Flow

The ACT setup the necessary form for dataset A.  This will look similar to setting the schema for a table in Synapse, with certain fields included by default.  

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Hi:

The Synapse Access and Compliance Team has approved your application for use of the MayoGWAS data distributed through Synapse.

To use this data you must adhere to the Terms of Use as described in the MayoGWAS DUC: https://www.synapse.org/#!Synapse:syn2910256

The MayoGWAS data can be accessed through the following Synapse project:https://www.synapse.org/#!Synapse:syn3219045

Please note that the first time you download a datafile you will also be asked to agree to acknowledge the AMP-AD Partnership in publications derived from any of the AMP-AD data. This approval must be performed through the website.

For a review of the AMP-AD Data Terms of Use, please see here: https://www.synapse.org/#!Synapse:syn2580853/wiki/78604.

Please note, this email is sent from an unmonitored account. Send any questions to act@sagebase.org.

Sincerely,
The Synapse Access and Compliance Team

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Hi:

The Synapse Access and Compliance Team has rejected your application for use of the MayoGWAS data distributed through Synapse, because you did not sign the DUC.

To submit another request, please visit the MayoGWAS dataset at: https://www.synapse.org/#!Synapse:syn2910256.

Please note, this email is sent from an unmonitored account. Send any questions to act@sagebase.org.

Sincerely,
The Synapse Access and Compliance Team

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