Data Transfers

In the Data Transfers menu option:

• Data Managers and Data Providers can search and view the list of submitted Data Transfers Requests (DTRs), monitor their authorization status and transfer logs
• Data Providers (DP Data Engineers) can fetch their credentials to transfer data to a research project.
• Data Provider Coordinators can approve or reject a DTR

DTR Approval status

The approval status of a DTR is displayed in the last column of the table:

• INITIAL: The DTR was submitted, but it has not yet been approved by the Data Provider and/or the BioMedIT node(s).
• AUTHORIZED: All approval groups have authorized the DTR.  The Data Provider can now send the data.
• EXPIRED: The Data Provider sent the maximum allowed number of data packages, and no additional data can be sent under this DTR ID
• UNAUTHORIZED: The DTR was previously authorized but is currently unauthorized for some reason (i.e., The BioMedIT Node is offline, problems with user permissions, issues on the Data Provider's end, etc.)

Additional details about which group approved when are shown when clicking on a specific DTR. See approval details

Data Transfer details

When clicking on a particular DTR, a pop-up window shows additional information

• Details tab
• Approvals tab
• Credentials tab
• Logs tab

DTR’s details are accessible using the following link structure: https://portal.dcc.sib.swiss/data-transfers/dtr_id

Details tab

Displays the attribute values of the DTR, as submitted by the project’s data manager:

• Project: Name of the project
• Transfer ID: Unique DTR identifier
• Data Provider: the Data Provider code
• Status: Approval status of the DTR
• Max Number of packages: 1 (single transfer) or UNLIMITED (multiple data transfers)
• Transferred Packages: Count of packages sent so far under this DTR ID
• Requestor: Name of the Data Manager that submitted the DTR
• Data Specification: link to the Data Specification
• Purpose: TEST (for mock data) / PRODUCTION (for patient real data)
• Legal Basis: Legal agreement (i.e. DTUA, DTPA) document name

Approvals tab

Displays the current approval status of a DTR.

Credentials tab

From this option, DP Data Engineers can fetch their credentials, required for authentication and authorization to transfer data when the transfer method is S3/HTTPs.

To fetch and copy their credentials, as DP Data Engineer:

• click on FETCH CREDENTIALS
• click on COPY ALL

Logs tab

Displays the individual data packages transfer logs - routing information and whether the data has arrived to the project workspace.

Approving DTRs

When the DTR is submitted by a project’s Data Manager, the groups involved in the data transfer will receive a notification by email with all the details, for their information or for their action (request for approval), depending on the case, as explained below.

Approvals

When a DTR is submitted by a Data Manager to a research project, the following approvals must be collected:

1. Node(s) Approval: As data processors, the involved node(s) must confirm the presence of a pre-existing legal basis for the data transfer and ensure that the necessary technical infrastructure is in place to support it.

2. Legal Compliance Approval: For SPHN/NDS projects, facilitated by the DCC ELSI Help Desk group who verifies the existence of a legal basis (e.g., DTUA, Consortium agreement) for the data transfer. For non-SPHN projects, a dedicated local Legal Compliance group may be optionally configured.

3. DCC Data Specification Approval: For SPHN projects, the DCC will review and approve the data specification documents referenced in the ‘Data Specification’ link. This process ensures the compliance with the SPHN Semantic Interoperability Framework.

Only when the above groups, (1), (2) and (3) confirm their approval, the DP Coordinator is requested to submit theirs:

By clicking on the link in the email above (https://portal.dcc.sib.swiss/data-transfers/<DTR_ID>), DP Coordinators will be redirected to the BioMedIT Portal to approve or rejects the request.

To approve the DTR, click on APPROVE and declare, by clicking on the checkboxes, if:

• All technical measures are in place to send the data
• There is an existing legal basis for the Data Transfer
• This data delivery has been approved through internal governance processes

Then, click on APPROVE.

To reject the DTR, click on REJECT and provide a reason for the rejecting. Then, click on REJECT.

When all approvers approve the request, the DTR status changes to AUTHORIZED, and data can then be transferred. Notification emails are sent to all parties involved in the data transfer:

If any of them rejects the DTR, its status is set to UNAUTHORIZED.

Download data transfer list

By clicking on the download icon at the top-right corner, users can download the list of DTRs in csv format.