Encrypted download functionality when exporting data files from SSNAP
Please note that in order to comply with the information governance and data protection law and regulations for patient identifiable data, it is important to ensure the secure use of data. Security and confidentiality are maintained through the use of passwords and a person specific registration process for the SSNAP users as well as the use of encrypted data files when exporting data from the SSNAP webtool.
For further details regarding information governance, including when to contact your Caldecott Guardian, visit ‘Governance ’ section of our website:
You must now encrypt data files before taking an export of SSNAP data by entering a password and then decrypt the files locally. The local decryption requires the use of a 3rd party software tool such as ’7-zip’.
Technical requirements on your computer for encrypting data files:
- ‘7 zip’ or similar file archiver with a high compression ratio.
- System requirements for ‘7 zip’ for Windows: 7-Zipworks in Windows 10 / 8 / 7 / Vista / XP / 2012 / 2008 / 2003 / 2000 / NT.
1) How to export a data file from SSNAP web tool (pre-October 2024):
Export a data file from SSNAP tool. Go to Clinical > Export > Choose name of the team > Ensure locked only radio button is ticked > Choose date range > Click ‘Download file’:
2) How to download a csv as an encrypted zip file using 7-zip
Once you have downloaded a csv file the window shown below will appear on your screen.
Create your encryption password that meets the complexity requirements described below.
Re-enter your password and click on the ‘Download’ button.
The encrypted zip file is now downloaded. Make a note of where the file has been downloaded to as you will need this location later.
3) Downloading 7-zip
The local decryption will require the use of a 3rd party software tool such as 7-zip. If you do not already have decryption software such as this, please go to http://www.7-zip.org/ to download the tool. Select either 32-bit x86 or 64-bit x64 Download as seen below.
If you are unsure whether you need the 32-bit x86 or 64-bit x64 Download please navigate to Control Panel > System to see which type of Operating System type your computer uses.
Note the system type, e.g. here it is 64-bit, and hence this will need the 64-bit download from 7-zip.
4) How to decrypt the data from a csv file using 7-zip
Select Start >“7-Zip File Manager” > select or navigate to where your downloaded zip file is and double click on it.
Double-click on the csv file:
Next, re-enter the password you created when downloading the file and select “OK”.
The decrypted file is now open.
5) Saving the file for further use
Once you have opened and used the file, if you need to save it as an unencrypted file, it is your responsibility to ensure that it is stored locally in accordance with the information governance principles of your organisation. This is especially the case where the file contains personal identifiable information.