Data Depot User Guidance (external)

Transcription

1 Data Depot User Guidance (external) Data Collections Team February 2014

2 We are the trusted source of authoritative data and information relating to health and care. Author: Judith Ellison, Data Collections Team, Health and Social Care Information Centre Version: V1.0 Date of publication February 2014

3 Contents Contents Introduction Registration /Authentication Using Data Depot Summary Further Information 12

4 1.0 Introduction This guidance document is to help you register with Data Depot and to enable you to download and upload data securely. 2.0 Registration /Authentication 2.1 Registration Before you can use Data Depot you will need to be invited to register by a member of the Health and Social Care Information Centre (HSCIC). The inviting you to register will read as shown below: To complete the registration you need to click on the link in the which will take you to the page below. Please note that you need to register with the address that you have been sent the link in, other addresses will be rejected.

5 Enter your details ( address and password) if you have a Single Sign On Account. Click here if you do not remember your Single Sign On details. Click Register if you do not have a Single Sign On Account. If you have not registered with SSO you need to Click on the Register button. The following screen should appear: Please follow the rules to create your password

6 The username will be your address and the password you choose is the one you will need to log into Data Depot with. Please note: all the fields are mandatory so to successfully create your account you need to fill in all fields. Once you have completed all the parts for the registration, click on Create my account, which will take you to the screen below, click on the Proceed button. Click on I agree to accept the terms and conditions. After successfully registering with Data Depot, you will receive a confirmation from the HSCIC (SSO) to inform you that we have received your registration for Single Sign On. 3.0 Using Data Depot 3.1 Using Data Depot to download data When there is a file ready for you to download you will receive an from Data Depot with File available for download in the subject line. There are two levels of security that you will encounter. 1. The basic level will allow you to download and upload files without any extra security codes. 2. The second level will require the use of a security code. You will find this in the . You must not delete this as the security code will be required when you download the file and again when you upload your response.

7 Example of an with the lower level of security: Example of an with the higher level of security: Please note, you are advised to copy and paste the security code. To download the file you will need to be logged into Data Depot: You will be taken to the screen below which will show you the file waiting to be downloaded.

8 Click on the Download link. At the higher level of security you will be asked for the unique Security code contained in the invitation . This will open the file and enable you to save it to your computer. 3.2 Using Data Depot to upload data When you are ready to upload a file, log back into Data Depot and click the relevant upload link. Please note: to enable you to upload a file to the HSCIC you need to first download a file. After successfully downloading the file/template, Data Depot is now enabled to receive uploaded files from you.

9 Click the select button to browse for and locate the file you want to upload from your computer, double click the file to select. Higher level security only you will be required to enter the security code again. Click Start upload Select your file using the select button to browse your computer. When the upload has been completed successfully, you will see the following screen: Returned will appear in the status column when your upload has been successful. If this does not appear immediately, click the key F5 to update the screen. Meaning of Type legends: Download Download & Return file is to be downloaded for information file is to be downloaded and a file needs to be uploaded

10 Meaning of Status legends: Ready for Download Ready for Return Returned Retrieved File needs to be downloaded File has been downloaded and needs a file to be uploaded File(s) has been uploaded The uploaded file has been downloaded by the HSCIC To check the data has been sent, you can also click on the History link and see the upload history. You will also get an acknowledging the file upload.

11 If at any time during these processes the sign in screen appears it means the system has timed you out. You can log back in using your address and password.

12 4.0 Summary 4.1 Process Diagram step by step. Registration/ Authentication Downloading Uploading 1. Receive an invitation by to join Data Depot 2. Go to the registration page by following the link that is in the If you already have an account Log in go to step 6*. - If you are new Click on "Register" 4. Fill in the required information. Use the where you received the invitation Receive an when a file is available for you to download Go to Log in using your registered Click on the "Download" button for the relevant file When file is ready to be uploaded, log back into Data Depot Click on the "Upload" button for the relevant file Browse to select the file you want to upload from your computer If a security code is requested, enter it Click "Start Upload" 5. Click on Create my account If a security code is requested, enter the security code sent in the "Returned" will appear in the status column when your upload has been successful *6. Accept the terms and conditions by clicking Proceed Save file to your computer Check for confirmation 5.0 Further Information 5.1 Who can help? If you need any further technical help with Data Depot, please send an to seft.team@hscic.gov.uk incorporating in the subject bar Data Depot, the Team (this can be found on the that you were sent to download your data) and the name of the collection e.g. SRHAD, IAPT. If you have an issue with the data or what actual data is required, please contact the team that has sent you the invite.

13 Published by the Health and Social Care Information Centre For further information: Copyright 2013 Health and Social Care Information Centre. All rights reserved. This work remains the sole and exclusive property of the Health and Social Care Information Centre and may only be reproduced where there is explicit reference to the ownership of the Health and Social Care Information Centre. This work may be re-used by NHS and government organisations without permission.