One of FIRE’s key development areas is the permit process for accessing register data for research. In a study presented by Aki Koivula, Senior Research Fellow at INVEST, the permit process was examined from the perspectives of both researchers and permitting authorities. The data consisted of a nationwide survey of 153 researchers and 13 expert interviews involving representatives from 11 authorities or organisations responsible for granting access to data.
The results reveal a clear discrepancy: around 80% of researchers found the permit processes difficult, even though approximately 75% rated their own data protection expertise as good or very good. Particular challenges included combining data from different sources and interpreting the requirements of different data controllers. Costs and delays can also affect the implementation of research projects and may even lead to changes in research design.
Researchers identified faster processing as the most important area for improvement. Greater transparency regarding processing times and the status of applications, application forms better suited to research purposes, and clearer, centralised guidance were also considered important. The need for separate online training was rated considerably lower.
From the perspective of the authorities, however, each application requires a case-by-case assessment, including whether the intended use of the data is lawful, whether data minimisation requirements are met, and whether the data will be handled securely. The involvement of multiple laws, data controllers and organisations makes it challenging to harmonise the processes.
One issue in particular is shared by both researchers and authorities: the repeated need to supplement applications. Researchers may find the requirements unclear, while authorities need to request missing information before they can make a decision.
FIRE will next explore ways to make the process more predictable without compromising legal or data protection requirements. Plans include mapping international data access and permit practices and exploring the possibility of assigning dedicated expert contacts at key permitting authorities to support research organisations.
