Using DataLab responsibly

• encourages, promotes and supports the use of data for research and/or statistical purposes
• provides training on guidelines and compliance requirements for safe researchers and safe use of data
• provides a secure environment for flexible and wide-ranging microdata access to meet researchers' needs
• provides a range of statistical packages and updates
• provides adequate metadata
• manages the authorisation, provision and removal of access to microdata
• provides researchers with the principles and rules for safe outputs
• provides a cultural review of Aboriginal and Torres Strait Islander data projects through its Centre of Aboriginal and Torres Strait Islander Statistics
• checks outputs and provides advice on how to make outputs non-disclosive
• responds to questions relating to the data, processes and systems, in a timely manner
• respects researchers' academic independence
• monitors and audits DataLab use to ensure compliance with procedures and legislative requirements

• submit your research proposal to the ABS by following the steps in the DataLab User Guide
• Submit a Change Request in myDATA for changes to the researchers, scope, project time frames and/or data requirements.
• support your research team to adhere to DataLab safe researcher practices and behaviours and building a culture of best practice within your team
• provide feedback on the outcomes of your project and experience with the ABS microdata and DataLab upon project closure
• provide ABS with two weeks notice before release and then provide a link to any published research stemming from the project's findings
• advise the DataLab team immediately of any suspected incidents in the DataLab, including both data security or procedural failures
• support the ABS in communicating key messages with your research team
• adhere to any relevant requirements of analysts

As an approved project team analyst, you have access to the DataLab and may discuss uncleared data with other approved analysts or discussants on your project team. You must:

• meet all on-boarding requirements, including:
  • completing the safe researcher DataLab training
  • confirming you are willing to have your name, organisation, microdata you have access to, projects, and links to resultant papers published from the research on a register on the ABS website (unless otherwise agreed in advance)
  • confirming you belong to an organisation that has a Responsible Officer undertaking in place with the ABS
  • signing and agreeing to the conditions in the individual undertaking and other associated paperwork (including the Declaration of Compliance)
  • confirming in writing that you are not currently restricted from accessing government data, or any other data due to misuse of data or a breach of data policy/procedures
  • declaring you have at least three years’ quantitative research experience or university study with a significant component working with quantitative data, or if this is not possible comply with the pre-requisite skills and/or experience expected of approved researchers
  • having experience with at least one of the statistical analytical languages available in the DataLab
• comply with ABS protocols and instructions for access and use of microdata in the DataLab
• access only the microdata you have been approved to access - if you can access data that you believe you should not be able to, contact the DataLab team immediately
• inform the ABS if you leave the project team or if you leave your organisation
• only access the DataLab from a private location with a secure internet connection, not from public networks or spaces
• protect your work area and screen from oversight by others, including unauthorised colleagues, family, children and pet cams
• do not screen share unless using DataLab LabLink and only with other approved users on the same project. LabLink is available to all analysts and discussants with a DataLab account
• keep passwords for the DataLab secure
• not share DataLab log in credentials
• not attempt to identify individuals or organisations within data held in the DataLab
• not attempt to match DataLab unit record data with any other list, database or repository of persons or organisations
• not attempt to avoid, override or otherwise circumvent the system or procedures
• not transcribe or copy data, into or out of DataLab prior to formal input or output clearance. Including but not limited to:
  • screen capture, handwritten notes, transcription and/or photographic form
• only use the shared project space within DataLab to share uncleared work with approved project researchers or to communicate with ABS DataLab support areas about uncleared data
• do not send outputs to be cleared to the DataLab team - you must request output clearance
• do not attempt to link two microdata files within the DataLab at the unit record level based on ids, record keys or matching characteristics, except where linking keys have been provided and the files are designed to be linked. When the ABS links records to create a linked microdata file, it is assessed to ensure that the confidentiality of the records is protected before being released. Where the linked data is provided in multiple files, they may only be used together if record identifiers have been provided for that purpose and you have been approved to do so as part of your project.
• not deliberately attempt to identify individual or organisational respondents or mishandle a spontaneous recognition event
• be aware that data confidentiality is your responsibility when submitting outputs for review - see Confidentiality in ABS microdata and output guidelines for more information
• report any security incidents or procedural failures to DataLab team immediately via info@mydata.abs.gov.au and cc the lead researcher

Discussants have the same approval as analysts and undertake the same onboarding requirements. 

As an approved discussant by default you do not have access to the DataLab to undertake analysis but may discuss the raw uncleared project data with other approved analysts or discussants in your project team. You can also request a DataLab account to screen share using DataLab LabLink with other approved users on the same project. LabLink is available to all analysts and discussants with a DataLab account.

Discussants must:

• meet all on-boarding requirements, including completion of the safe researcher DataLab training and signing of all relevant undertakings
• must have project approval
• adhere to any relevant requirements of project team analysts

Discussants can:

• view a DataLab session run by an approved analyst on their project, when they are in a secure environment together. For example, together in a secure physical meeting room or secure workstation
• discuss the uncleared data via phone or online meeting (without screen sharing using external software tools)
• screen share via DataLab LabLink with other approved users on the same project

We encourage you to communicate as much as possible within the DataLab environment.

If you need to communicate via other means, consider what is to be communicated and how the communication will take place to ensure that you do not inadvertently remove uncleared data from the DataLab.

• Make sure that you only communicate on unvetted data with approved researchers that are approved to work on your project. Unvetted data refers to any data or characteristic of the data. If you learned something from the access you have in the DataLab then you should consider that data and it is not to be shared outside of the system or with unapproved researchers. You can only talk to your supervisor/s about the data, if they are approved researchers or discussants on the project, but consider the environment and who is around.
• Discussions or notes on your project research scope, methods, processes or publicly available metadata may be shared outside of the DataLab (as notes or verbally) and with unapproved researchers.
• The ABS encourages researchers to make notes within the DataLab environment for other approved project team members. You can let them know that you have left a note and would like them to view it. This ensures any data or information about the data remains in the secure system and builds strong safe people behaviours, reducing the risk of a researcher accidentally sending a note outside the system.
• Phone calls and video conferencing may be used for discussions but screen sharing using external software tools is not permitted. Screen sharing is supported using DataLab LabLink. LabLink is available to all analysts and discussants with a DataLab account
• Do not transmit any uncleared DataLab output in an email, including with ABS personnel or the Researcher Onboarding and System Support team. Instead, let your approved project team colleagues or the ABS know and ask them to view the note within the DataLab. Similarly your approved colleagues or the ABS need to leave their responding information within the DataLab and let you know that there is information for you within the project in the DataLab.

ABS trusts and supports approved researchers who remotely access the DataLab.

Remote access is permitted under the following conditions:

• It must be used in a work or private location.
• The screen must be protected from oversight by any other person. This includes password-protecting your screen, should you move away from your computer.
• A secure internet connection must be used:
  • A secure internet connection means any Wi-Fi that is password protected (e.g. work, home, your hotel room, hotspotting from your phone)
  • A non-secure internet connection means an open or public connection like a restaurant/cafe, airport, public transport, hotel lobby or shopping mall
• Overseas access to DataLab is not permitted unless approved by the ABS.
• Working in the DataLab from home is supported by the ABS but you are responsible for checking and complying with your organisation's requirements for working from home.
• Do not use any type of internal messaging system which may have external server connections.
• The DataLab screens are to be kept secure at all times whether you are working within your organisation or from home.

To be an approved DataLab researcher, you must have the analytical research experience to be able to carry out quantitative data research or analysis in the DataLab. This includes the ability to use at least one of the statistical analytical languages supported in the DataLab. This may have been acquired through working on research, analytical or statistical projects. For example, a person who was employed for three years in a relevant field, such as a university researcher, research assistant or a government or non-government employee working in research or statistics. If they had worked for around half of their time on quantitative research projects, then they would have spent a significant component of their time working with quantitative data.

You may also have qualifications (either an undergraduate or higher degree) with a significant proportion of mathematics or statistics. A significant proportion of the degree should cover research method components and analytical fields, including:

• qualitative data collection and research design, interviewing skills, conducting focus groups and ethnographic methods
• quantitative data collection and research design, questionnaire design, sampling and weighting
• hypothesis testing and evaluation
• undertaking systematic reviews
• data analysis, including data linkage, imputation and presentation of results
• application of ethics to research

Other relevant undergraduate degrees may include psychology, demography, social policy, sociology, political science, geography, economics, and social statistics. If you have postgraduate qualifications, you may combine multiple degrees to ensure you meet this requirement. This is a cumulative requirement.

If you do not meet the above criteria but still want to access the DataLab, you may request a referral by an authorised researcher who is on the same research team as you. The referring researcher must meet all of the following requirements:

• have at least three years of either quantitative research or analysis experience or university study with a significant component working with quantitative data
• be working on the same project within the DataLab as the less experienced researcher
• agree to directly supervise and take responsibility for the work of the less experienced researcher
• have the agreement of a Senior Executive from the less experienced researcher’s organisation for this referral

Download the undertaking, declaration and referral forms.

The ABS does not provide support to researchers relating to statistical analytical languages or coding issues.

🗎 Individual Undertaking (U15I)

You need to sign an Individual Undertaking before accessing microdata in the DataLab. The ABS will let you know if an Individual undertaking or other documentation is required under any other circumstances.

The obligations are detailed in full in the Individual undertaking. In summary, you are agreeing that you will:

• only use the information for statistical or research purposes
• not attempt to identify persons or organisations to which the information relates
• not attempt to avoid, override or otherwise circumvent the controls put in place by the ABS
• not attempt to match the information with any other list, database or repository of persons or organisations
• not provide microdata to anyone without ABS approval

🗎 DataLab Declaration of Compliance (U15S1)

A DataLab declaration of compliance is required to be signed by each user prior to accessing the DataLab. By signing the Declaration of compliance you agree to comply with the requirements for accessing microdata through the DataLab, including the requirements of the Responsible Officer undertaking and the Individual undertaking.

You may also need a DataLab referral (please email info@mydata.abs.gov.au for this form). Less experienced researchers must be supervised by another researcher on the same project.

We may request that you also sign other forms for accessing particular datasets, which we will send to you if they are required.

Preparing outputs to be published

• Publishing refers to making information available to the public by any means.
• The ABS encourages researchers to share their research findings (which have been cleared for confidentiality by the ABS) and make the results publicly available.
• If the ABS have cleared and sent you your outputs from the DataLab it means they have passed statistical disclosure checks and are cleared to be released. 

When do I need to inform the ABS I am publishing? 

• Any publication, report and presentation that references BLADE or PLIDA data needs to be provided to the ABS a minimum of 2 weeks prior to wider release. This is a requirement of our Data Custodians. This process does not seek approval from custodians, but rather is in place to give custodians visibility of project outputs, provide comments and brief Ministers, as required. Analysts are sent any comments or feedback provided by custodians on their publications.
• Project teams can use outputs referencing BLADE or PLIDA data as part of preliminary analysis and to collaborate with others. This does not require the 2 weeks notice for the ABS. At this stage your outputs are considered as draft analysis and are not yet published and not for further circulation. When you are circulating this draft analysis, it should be clearly stated the analysis is draft and not for further distribution.
• When your analysis is ready to publish that's when the 2 weeks clearance applies.

Information and research using ABS data must be acknowledged.

When citing the ABS DataLab the preferred citation structure is as follows:

1. Source of Data: e.g. Person-Level Integrated Data Asset (PLIDA).
2. Date/reference period of data used
3. PLIDA product: e.g. PLIDA Modular Product
4. Pathway of access: e.g. ABS DataLab
5. Statement: “Findings based on use of PLIDA data.
6. Include an explanation of any processes or transformations which have been applied to that data

7. If you are using data from ATO, DSS or Home Affairs you must also include the following disclaimer:

   “The results of these studies are based, in part, on data supplied to the ABS under the Taxation Administration Act 1953, A New Tax System (Australian Business Number) Act 1999, Australian Border Force Act 2015, Social Security (Administration) Act 1999, A New Tax System (Family Assistance) (Administration) Act 1999, Paid Parental Leave Act 2010 and/or the Student Assistance Act 1973. Such data may only used for the purpose of administering the Census and Statistics Act 1905 or performance of functions of the ABS as set out in section 6 of the Australian Bureau of Statistics Act 1975. No individual information collected under the Census and Statistics Act 1905 is provided back to custodians for administrative or regulatory purposes. Any discussion of data limitations or weaknesses is in the context of using the data for statistical purposes and is not related to the ability of the data to support the Australian Taxation Office, Australian Business Register, Department of Social Services and/or Department of Home Affairs’ core operational requirements.

   Legislative requirements to ensure privacy and secrecy of these data have been followed. For access to PLIDA and/or BLADE data under Section 16A of the ABS Act 1975 or enabled by section 15 of the Census and Statistics (Information Release and Access) Determination 2018, source data are de-identified and so data about specific individuals has not been viewed in conducting this analysis. In accordance with the Census and Statistics Act 1905, results have been treated where necessary to ensure that they are not likely to enable identification of a particular person or organisation.”

Please refer to these examples:

Example 1

Person Level Integrated Data Asset (PLIDA), 2021, Census of Population and Housing, ABS DataLab. Findings based on use of PLIDA data.

Example 2

Australian Bureau of Statistics (2020) Microdata: Personal Income of Migrants, Australia, accessed 15 December 2020

A citation of your work will be added to the short online description of your project once your work is published, See also How to cite ABS sources

As an approved researcher, you have signed appropriate documentation agreeing to comply with data access provisions under relevant legislation, whenever you access detailed microdata in the DataLab.

If you suspect that you or others in your team may have failed to comply with a microdata undertaking, immediately cease the behaviour, notify the lead researcher and email info@mydata.abs.gov.au as soon as possible.

Where a person is suspected to have breached a microdata undertaking the ABS will investigate and may: 

• immediately suspend their access to the DataLab
• inform the organisation's Contact and Responsible Officers that an investigation is underway
• require that they surrender all microdata in their possession to their organisation's Contact Officer or to the ABS

Following the investigation and depending on the nature of the breach, the ABS may require the development and implementation of strategies to:

• restrict or overcome the consequences of the breach
• ensure no repetition of the breach

Depending on the success of these strategies and the severity of the breach, the ABS may:

• reactivate the suspended access
• extend suspension temporarily or permanently
• suspend or terminate access for the organisation as a whole

The ABS may also invoke Subsection 19 (3) of the Census and Statistics Act 1905 which provides that a person who fails to comply with an undertaking given by that person in respect of microdata is guilty of an indictable offence, punishable on conviction by a fine of 120 penalty units ($39,600 as at 7 November 2024) or imprisonment for two years, or both.
 

While ABS must treat breaches of the microdata undertakings very seriously we would much rather help you and your organisation avoid the possibility of a breach. If at any time, you are unsure about your compliance with a microdata undertaking contact info@mydata.abs.gov.au so we can discuss the circumstances.