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Information Services Division

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Service Requests

This page is for Information Asset Owners (IAO) and Information Asset Administrators (IAA) who have completed the IG assurance process.

Forms to complete 

New customers at the Technical On-boarding stage
DSH – On-boarding process – Lifecycle, Activities and Documentation diagram

If you have completed the IG Assurance Process and are now at the technical on-boarding stage there is a particular order in which to complete the service request forms, only Information Asset Owner's (IAO) and Information Asset Administrator's (IAA) are eligible to complete these requests.

StepService RequestDescription
1New User Account for the Information Asset Owner (IAO)

To start, the owner must have a Data Safe Haven account.

2New User Account for each new user

Request user accounts.

3New Share/s

Request share/s.

4Add/Remove User to Share (Optional)

Add/remove user to share.

Close a share
StepService RequestDescription
1Add/Remove User to Share for each share

Leavers should be removed from the share. An account that is not a member of any share will be disabled.

2Secure Data Deletion

Request to securely delete a share, a “DSH – Data Deletion Record” will be issued upon completion of this request.

DSH joiners
StepService RequestDescription
1New User Account for each new user

Request user accounts, a DSH user account is needed to use the Data Safe Haven Service

2Add/Remove User to Share 

Add user to share, can accommodate up to 12 users per form.

DSH leavers
StepService RequestDescription
1Add/Remove User to Share for each share

Leavers should be removed from all your shares. An account that is not a member of any share will be disabled.

All Service Requests 

Service RequestDescription
New User Account

You can request a new user account for members of your team if the person has registered information governance training in the last 12 months.

  • A DSH user account is needed to use the Data Safe Haven Service, and the account holder will be required to register and renew IG training with the Information Governance Training & Awareness Service every 12 months.
  • Joiners must be a member of at least one share, enter the name of the share in the New User Account form. You can add to additional shares using the Add/Remove to share process described below. If the share does not exist please also submit a New Share request. DSH users who are not a member of any share will be disabled.
  • After a new user account has been granted access to a Share for the first time, the DSH team invites them to register for a DSH induction session, the sessions run once a week remotely using Microsoft Teams. The purpose of the session is for the users to receive their DSH login credentials and they will be provided with a walkthrough of the DSH. After completing the induction, users can access the DSH portals and their shares.
Note: The Information Asset Administrator (IAA) does not need to have a DSH account.
Note: If the user does not have a UCL account please use their email address in the 'DSH User ID' field.
New Share 

Shares can be created automatically using the Share Request Tool (details below) which is accessible to IAOs and IAAs when you log into the DSH if you have a DSH account. Alternatively use this request form (Note: the DSH User ID is usually their UCL username, if they do not have a UCL account they will have been assigned a DSH specific username, you can use their email address in this form).

  • A share is a folder in the Data Safe Haven which you make accessible to one or more users. Each user has read/write permissions to the share. Request new shares to segregate and organise data according to user access requirements. 
  • Before requesting a share, the owner must have completed the statement of accountability on the information governance portal which is marked 'Stage 1'. The statement is completed in relation to a research project which may require one or more shares.
  • The request for a share must reference the project by its CaseRef which can be found on the ISD.IG Advisory Service sharepoint.
  • Share names must start with a letter or number, can contain only letters, numbers, and the underscore (_) character, and be no longer than 30 characters.
  • Once the share has been created you can add members to the share, see the following section Add/Remove User to share for more details.

Share Request Tool

To create a share yourself automatically, log into the DSH Desktop and go to DSH Share Management on the Start Menu. Select Share Request. Here you can select the CaseRef for one of your projects, enter the share name that you wish and click Submit Request. If the share name already exists it will alert you and you will need to enter in a different name. Once the request is submitted it will take up to an hour to create, it may adjust the name slightly by removing spaces and replacing invalid characters. Once created you will see it when you open Share Manager and you will be able to then add users to the share. By default the IAO will be automatically added, this user should not be removed. The share will then appear in the S drive when logged on as a user who is a member. If the share does not appear in Share Manager after over an hour then please contact dsh-support@ucl.ac.uk and we will investigate to identify what the problem is.

DSHShareRequest
Add/Remove User to Share

Users can be added or removed using the Share Manager Tool if they exist in the DSH (details below) which is accessible to IAOs and IAAs when you log into the DSH if you have a DSH account. Alternatively use this request form and we will update this for you.

  • Leavers should be removed from all your shares. An account that is not a member of any share will be disabled.
  • A user can be a member of multiple shares including shares for different research projects. 

Share Manager Tool

To add or remove users to a share yourself automatically, log into the DSH Desktop and go to DSH Share Management on the Start Menu. Select Share Manager. After clicking on the program the following should appear, this may take several seconds. You will see a drop down box that should contain all the shares for the projects that you are IAO or IAA for. You can select one and click List All Current User Access to view the users who currently have access. You can then add or remove access to a user by entering their DSH username (this is usually the same as their UCL username but if they do not have a UCL account they will have a DSH specific username) and selecting the access you require. When you click Update it will ask you to confirm and show the name of the user for confirmation. The changes will take effect after a few seconds.

DSHShareManager
Data Restore

You can request to recover data within 90 days.

  • All backups are scheduled to run daily during evenings and nights outside of normal working hours.
Secure Data Deletion

You can request to securely delete a share, or data within a share.

  • Where there is a requirement for secure data deletion, a “DSH – Data Deletion Record” will be issued upon completion of this request. 
Add/Revoke File Transfer Portal Outbound Rights

You can request to add file transfer portal outbound rights to an existing user or revoke them.

  • File Transfer Portal Outbound Rights allows a user to
    • Download files from the Data Safe Haven
    • Send Secure Mail
Add/Revoke Print@UCL Rights

You can request to add Print@UCL rights to an existing user or revoke them.

  • Print@UCL Rights allows a user to print from within the Data Safe Haven and retrieve the job from any Print@UCL device.
Software and ServicesReview the available software and services and details on how to make a request.