Registering new user access on Strategic Data Collection Service in the Cloud (SDCS Cloud)

This guidance explains how to register new user access to SDCS Cloud, providing named individuals the ability to make and view data submissions. 

This process can be used for brand new users to SDCS Cloud as well providing existing users with additional access (for example providing access to a new data collection).

Your organisation must be set up on the Organisation Data Service (ODS) Portal before registering an individual user access.

This guidance will cover:

• Completing a new access request form
• How to submit the form to NHS England
• What happens afterwards
• Term and conditions

If you have any questions about guidance or functionality, please contact our National Service Desk via email at [email protected] or on 0300 303 5035.

1. Download the SDCS Cloud new access request form.
2. Fill in the ODS code and organisation name. Your organisation will have an ODS (Organisation Data Service) code. The ODS code is a unique identification code assigned to healthcare. organisation. It is used for reporting activities and financial transactions. Your ODS code and organisation name must match exactly as they are written in the ODS Portal.
3. Fill in the new access details. List the people and the new data collections they need access for. If a named user needs new access for multiple data collections, you must add each request on a separate row. 
4. Forward the form to one of your organisation’s IG Management leads. This form needs authorisation from either the organisation’s registered Caldicott Guardian, Senior Information Risk Officer (SIRO) or Information Asset Owner (IAO). A list of these registered leads in the organisation can be found on the ODS Portal, in the IG Management section.

The named Information Governance (IG) management lead must write their name and role in the form.

This form must then be sent from their individual email to [email protected]. 

The email will act as explicit authorisation by the IG management lead.

The IG management lead will receive a confirmation from our service desk that the application is being processed. If there any issues with the form, they will be informed.

When access is granted, the data submitter will receive an email on how activate their account.

NHS England

• NHS England will provide access to the named user(s), to submit and view data against the ODS code and data collection(s) indicated in this form 
• NHS England will hold users’ email addresses and use it to communicate with the user about the data collection(s), related analytical products or to gather feedback
• NHS England will remove access if the user has not logged into SDCS Cloud for 6 months or longer. 

Data Providers and Authorisers

• Data Providers will only upload data that they have a legal basis to submit
• Data Providers must inform NHS England when a user no longer needs access, by emailing [email protected] 
• The Authoriser is responsible for authorising the access of the named users in this form. By sending in this form, they are providing assurance that the user is an appropriate person to have this access.