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Share Data > Managing Data > Controlling access to your data

CONTROLLING ACCESS TO YOUR DATA

We have developed a robust framework of 5 access controls for the Gateway. You can use these to manage the level of access that different users have to your data. In this way you can supply the full detail of your data to us and share this with those that need to know whilst limiting the level at which the public can see it. Once you have identified a user group or individual you can use the access controls to:

  • Set the resolution at which they can access the geographic locality associated with records within your dataset on a distribution map. Access resolution can be blurred to 10km2, 2km2, 1km2 or the full resolution can be shown.
  • Set whether or not they are able to download data at the resolution specified above.

The following controls are only available once full access resolution has been granted.

  • Set whether or not they are able to view additional information associated with the records, for example abundance or life-stage. Without this a user will have access to only the subject of the record, its recorded location and the date it was observed.
  • Set whether or not they are able to access records flagged as sensitive or confidential within the database that contains the records within your dataset.
  • Set whether or not they are able to access the names of individual recorders and/or determiners associated with each record within your dataset.
  • Set whether or not they are able to use data validation tools that enable them to make comments on individual records online and seen only by you.

How to set public access levels to your dataset

  1. Go to the NBN Gateway data.nbn.org.uk
  2. Click LOG IN/OUT at the top of the page.
  3. Enter your username and password and click LOG IN
  4. Click MY ACCOUNT at the top of the page.
  5. Under the left-hand subtitle Species Datasets click - you manage
  6. In the Species datasets you manage table click manage under Users for the relevant dataset.
  7. To set public access click edit alongside Public User in the Current Users table.
  8. In the table Update access for Public User complete the form and then click set new access.

How to set access levels for an individual user

  • Follow steps 1 - 6 above
  • Enter the last name of the individual you want to grant specific access to in the search box under Add new dataset users and click find user.
  • In the results table you can find out more about the individual by clicking their name.
  • If you are happy that you have the right individual click edit next to their name.
  • In the table Update access for Public User complete the form and then click set new access. You can add a comment for the individual in the text box if you wish and this will appear in their notification e-mail.

How to set access levels for a registered organisation or group

  • Follow steps 1 - 5 above
  • In the table Species datasets you manage click manage under Organisations.
  • Use the drop down list under Add access for an organisation to select the organisation or group you want to grant specific access to and click edit access. If you cannot find the group or organisation they may have not yet registered with us.
  • In the table Update access for Public User complete the form and then click set new access. You can add a comment for the group in the text box if you wish and this will appear in their notification e-mail.

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