Remember:
- You may not have to borrow a PC, but only in cases where you need audio recordings that are continually transcribed.
- Audio recordings containing sensitive personal information must not be stored on personal computers or in cloud services unapproved by UiA.
- The UiA OneDrive can only be used on a loaned PC and with proper data classification. Therefore we recommend using the Nettskjema diktafon app since audio recordings are securly stored and automatically transcribed.
- If physical dictation devices are used for audio recordings, they should be stored on a loaned PC or transcribed continuously and deleted.
To determine if this applies to you as a student, check if your project qualifies for a PC loan. If any of the following points apply, follow the procedures for borrowing and returning a PC.
What qualifies for a PC loan?
Especially where students require data analysis more than simply transcribing and de-identifying audio recordings, the following points qualify for loans:
- Collecting and processing special categories of personal data. This includes information about health, ethnicity, minorities, religion, union membership, genetics, sexuality, political opinions, and biometrics, as well as information about criminal offences.
- Collecting information about vulnerable groups. Examples include children, individuals with limited lifespan, or who are unable to answer for themselves. Consult the National Research Ethics Committees' website for an overview of vulnerable groups.
- When software or applications need to be used to process special categories of personal data. This includes analysing audio recordings with software such as NVIVO.
Student checklist
Before starting your project, use this checklist to determine what kind of information you will need to collect and process. This will help you decide if you need to borrow a PC.
1. Get an overview of the type of data that needs to be collected and processed:
- Check if it includes special categories of personal data. If that's the case, you must check whether a PC loan is required.
- Determine how much data needs to be collected, whether it is necessary to collect all data, and the duration of data processing.
2. Collecting and processing special categories of personal data requires approval from Sikt.
The approval process for such projects takes about 30 days, so make sure to submit your notification form at least a month before you plan to start collecting data.
3. Decide how to process and analyse the data you collect:
- Find out if interviews will be recorded. If you're just taking notes during interviews, the information will be anonymous and you won't need to borrow a PC or notify Sikt.
- If you plan to transcribe and de-identify audio recordings in real-time, you do not need to borrow a PC. Audio recordings made with the app Nettskjema diktafon and stored in Nettskjema will excempt you from borrowing a PC. In that case, audio recordings should only be stored in Nettskjema and not on any personal devices.
- Find out which software or apps are needed to process the data so that they can be installed in advance of any loan. Only software and applications approved by UiA will be installed on the PC.
4. Find out how long you need to borrow a PC.
Ideally until you have completed the analysis and anonymised the data.
Procedures for PC loans
- Contact UiA Help via email at hjelp@uia.no to request a PC loan, specifying the required date range for processing special categories of personal data in your student project. This can be done at the same time as you apply for approval from Sikt.
- PC loans are available at the UiA Help desk on Campus Kristiansand and Grimstad. To collect a PC, you must present your Sikt approval (confirmation email) and fill out a contact information form.
- Sign the agreement, confirming that you will not use the PC for personal activities, and that you agree to return it. Please note that you may have to pay compensation if you fail to do so.
- Read and follow the guidelines in the document: Basic information security and data protection.
- Before you start storing data on the loaned PC, you will need to classify it as confidential, as described on the information security page and on Microsoft's website. If you work alone, store sensitive data in OneDrive; if working as a group, store data on Teams after classifying it. The first time you log in, you must be on UiA's network. Strictly avoid sharing these files with individuals who do not have a UiA-operated PC.
How to return the PC
After the agreed loan period has elapsed, the borrowed PC should be returned to UiA Help. The PC is not intended for private use beyond the loan period. The following instructions should be followed when returning the PC:
- Remove all files containing sensitive data, personal information, connection keys, and audio recordings from OneDrive/Teams. Anonymised data that will be used for further analysis should be retained. Such data is defined as anonymous and is not subject to GDPR.
- Return the PC within one week after the agreed loan period has ended. If the PC is not returned by the deadline, a reminder will be sent out.
- The PC must be returned to the UiA Help desk on Campus Kristiansand or Grimstad.
- Please remember to sign a document stating that you have deleted all data stored on the PC.
Contact
Divison of Research and Innovation
- espen.barias@uia.no
- Phone
- +47 38 14 27 16