NSF Sets Up Database for Confidential Data Requests
Published Date: 12/5/2025
Notice
Summary
The National Science Foundation (NSF) is launching a new online system to handle requests from researchers who want access to secret government data for studies and stats. This new system starts December 5, 2025, with rules kicking in January 5, 2026, unless public feedback changes things. If you’re a researcher or data user, this means a smoother, clearer way to apply for data access—no extra costs announced.
Analyzed Economic Effects
6 provisions identified: 2 benefits, 4 costs, 0 mixed.
New Standard Application Portal for Researchers
The NSF is creating an online Standard Application Process (SAP) portal to collect and manage requests from researchers and other individuals who want access to confidential federal data. The system is effective December 5, 2025, and the routine uses take effect January 5, 2026, unless changed by public comment; applicants can apply to multiple agencies and track their applications through the portal.
Personal Data Collected for Applications
The SAP will collect application data including name, email, phone, institutional affiliation, citizenship and U.S. residency status, security clearance status, and project proposals. This information will be used to evaluate applicant suitability and to decide whether to grant or deny access to confidential data assets.
Public Reporting of Application Details
Under 44 U.S.C. 3583(a)(6), the SAP will publicly report details for each application and approved project: agencies involved, requested data assets, project duration, method of access, application number; and for approved projects, title, abstract, approval date, proposed duration, and the principal investigator's name. The notice also states that for each application it will report whether it was approved or rejected and the rationale, except for FOIA-exempt portions.
Disclosure to Contractors and Other Entities
NSF may disclose SAP records to contractors, participating agency contractors, application reviewers, auditors, law enforcement, and other federal entities when relevant, and records may be stored at contractor locations or government-certified cloud storage. Routine uses list these categories explicitly and include disclosures for review, audits, and breach response.
Record Retention and Possible Extended Storage
SAP records are governed by NARA-approved records schedules (General Records Schedule GRS 4.2) and the portal provides for disposal after two (2) years, though individual agencies may authorize longer retention as their business needs require. Records are stored in electronic media and may be retained longer than two years by agencies.
Technical Safeguards and Audit Logging
The SAP portal includes administrative, technical, and physical safeguards administered by the portal contractor with NSF oversight. The system logs user actions (login, logout, session termination), logs ingest actions tied to user email and trace data, and these logs are read-only and backed up to prevent tampering.
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