Table 3: Challenges faced by the research team and proposed resolutions.
1 This refers to the level at which risk is implicated. Some challenges risk project delivery whereas others risk organisational compliance and reputation.
| Theme | Challenge | Resolution/Addressed how | Risk1 |
|---|---|---|---|
| 1. Data application process | Adapting to changes over time | Be aware of any changes by signing up to newsletters, email distribution lists. | Project |
| Length of application process | Start discussions with data providers early on, factor in timelines at the funding application stage. | Project | |
| Different application requirements for difference centres | Resource this period of time appropriately and learn from other researchers. | Project | |
| 2. Project timelines | Unpredictability | Start discussions with data providers early on to be aware of additional delays. | Project |
| 3. Dependencies and considerations related to consent | Ensuring Fair processing over long term | Consider using other methods of communication such as websites and seek data provider input early on to discuss acceptable options. | Project |
| Comprehendible vs. comprehensive | Ensure documentation receives review from a lay representative and seek data provider input early on. Emphasis should be on it being understood. Formally test adequacy where possible. | Project | |
| 4. Information Governance | Differences across providers | ISO 27001 certification; Consider use of data safe havens to securely hold the data for the project. Appropriately resource time to implement the DSP Toolkit. Ensure stakeholders in the broader organisation (e.g. outside of the applying department) are involved in planning / consultation. | Project & Organisation |
| 5. Contractual | Compliance with numerous Data Providers’ contractual requirements | Development of standard operating procedures intrinsic to the department to address requirement. | Project & Organisation |
| Long-term data retention | Appropriately cost studies to enable long-term retention. Seek input from data providers. | Project & Organisation | |
| Oversight of all requirements from all providers | Employ/fund a member of staff to take responsibility for ensuring policies and procedures in the department have consideration for all contractual requirements. | Organisation | |