Prior to the SAP, data users were required to search and apply for confidential data on 16 different websites. Of the 16 OMB recognized statistical agencies and units, each had its own application form, process, and approval criteria. These processes were not standardized across agencies and were not always transparent to the public.
The SAP standardizes and centralizes the application process into clear steps.
- Data discovery
- The SAP Data Catalog is a searchable inventory of federal confidential data. Users can search by keyword or topic, or they can browse data from a specific agency.
- The Data Catalog is detailed. Each data asset has its own page that includes information like the data set's scope and coverage, the data collection methodology, and data access details (such as where the data can be accessed and whether there is a fee to access).
- If a user determines they would like to request access to a data asset, they can add it to their basket and either continue browsing or start their application.
- Complete an application
- Users can complete their application in one sitting or save sections and return later to complete it.
- After submitting their application, users receive confirmation e-mail notifications and can log in to the applicant portal to check the status of their application at any time.
- Agency review
- The application is sent directly to the data-owning agency (or agencies) for review.
- Agencies review within standard timelines: 12 weeks for applications requesting data from one agency and 24 weeks for applications requesting data from multiple agencies. If an application requests data that requires authorization from an organization outside the SAP (e.g., a state or local government), then review may take longer.
- Agencies use standard criteria, outlined in the SAP policy, to approve or not approve applications.
- An agency can request changes to an application through the SAP portal. The research team will receive a notification e-mail if this happens, and the lead researcher can log in and make the requested edits.
- Application decision
- Once agencies enter a decision, the research team will receive a notification e-mail and can log in to the applicant portal to review the results.
- Once agencies enter a decision, the research team will receive a notification e-mail and can log in to the applicant portal to review the results.
- Security requirements
- If an application is approved, then the data-owning agency (or agencies) will contact the research team to start their security requirements. Depending on the agency, this could include data licensing, training, or a background investigation.
- Security requirements are handled by the agency, outside of the SAP portal.
- Data access
- Users are able to access the requested confidential data and begin their analysis.
- Users are able to access the requested confidential data and begin their analysis.
SAP requirements are outlined in an Office of Management and Budget (OMB) policy memorandum. The policy memorandum standardizes SAP processes, such as review criteria, and increases transparency—for example, by outlining guidelines to report key information about applications to access confidential data.