Difference between revisions of "Data License Agreement"

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* The [https://www.worldbank.org/en/home World Bank] uses the following '''DLA''' [https://worldbankgroup.sharepoint.com/teams/ddh/SiteAssets/SitePages/ddh/DataLicenseAgreementTemplate_v4.pdf?cid=68a54269-bbff-4b47-846d-cab248ad7de1 template].
* The [https://www.worldbank.org/en/home World Bank] uses the following '''DLA''' [https://worldbankgroup.sharepoint.com/teams/ddh/SiteAssets/SitePages/ddh/DataLicenseAgreementTemplate_v4.pdf?cid=68a54269-bbff-4b47-846d-cab248ad7de1 template].
== Overview ==
== Overview ==
The data provider is responsible for permitting data access on behalf of the collecting agency or data subjects. The data provider is bound by law, regulation, or policies that may be very specific regarding access to direct identifiers (name, date of birth, social security number) and sensitive information (health conditions, grades, or test scores). The data requestor is a researcher pursuing data access for a specific purpose. Researchers at universities must typically go through a review of the DUA by an Office of Research or Sponsored Programs or the Office of the General Counsel and possibly by university information security specialists.
Every '''data license agreement (DLA)''' involves at least two sides: one, the researcher or organization providing the data (data provider), and two, the researcher or organization requesting access to the data (data requestor).
The '''data provider''' is responsible for permitting access to the data as a representative of the [[Protecting Human Research Subjects|research subjects]] or the [[Primary Data Collection|data collecting agency]]. The data provider is also bound by laws and policies that deal with providing access to [[Personally Identifiable Information (PII)|PII data]] and other sensitive data such as test scores, health conditions, and so on. In some cases, the data provider can use a third-party like a '''data intermediary''' or '''data custodian''' to offer data on their behalf. Custodians and intermediaries support access to data and reduce the burden on data providers by ensuring compliance with laws, and coordinating between multiple requestors and providers.  


In some circumstances, the data provider may utilize a separate data custodian or data intermediary to offer data on their behalf, adhering to all required laws, regulations, and policies. Custodians and intermediaries support data access, reducing the burden for data providers by handling requests, reviews, and provisioning to researchers. Projects involving multiple information sources will require multiple DUAs, potentially involving a variety of terms and conditions. DUAs may also become more complex for multi-site research projects when different teams of researchers will need to access data and collaborate. Intermediaries can be particularly useful in these circumstances for facilitating data access, by coordinating between different data providers and researchers.
== Scope ==
Further, while '''DLAs''' can differ in terms of structure and the level of detail, they must clearly state the following:
* '''The legal framework''' within which access to the data will be provided
* '''Scope of the study''' for which requestor needs access to the data
* '''Restrictions''' on what the requestor can do with the data
* '''Constraints on publishing''' sensitive information and '''PII data'''


Depending on the data provider, other forms of documentation can be used. Examples include memoranda of understanding (MOU), data use agreements, and data exchange letters. These have different structures and levels of detail, but all of these instruments will state the legal framework for data access, what the requestor may do with the data (e.g., scope of the study, restrictions on redistribution), security controls, and constraints on publishing. The data requestor should always prepare some form of documentation for data access, even if the data provider does not require it.
In addition to this, the '''data requestors''' must also submit their '''DLA''' to their organization's information security specialists for an internal review. In general, it is a good practice for the data requestor to prepare some form of documentation for data access, even if the data provider does not require it.
== Timeline and Costs ==
While discussing the '''data license agreement (DLA)''', the '''data provider''' and the '''data requestor''' should carefully discuss the timelines and costs involved for both parties. This includes the following:
* '''Time of data delivery''' to the requestor
* '''Method of extracting data''' that is to be shared with the requestor
* '''Expenses''' that might arise while the data-sharing agreement is in effect, including fees charged by administrative agencies for facilitating the agreement


 
In addition to this, both parties should keep in mind the following with regards to timeline and cost of preparing and carrying out a data-sharing arrangement:
* '''Costs'''
* '''Negotiations:''' Negotiating agreements like the '''DLA''' can take up to a year, from the drafting stage to the execution stage, especially if there is no history of the two parties exchanging data before.
Both parties should consider what is possible, and what is likely, in terms of the timeframe the agreement will cover. This includes when data delivery can occur, how data will be extracted from administrative systems, and what expenses might arise during the term of the data sharing arrangement. Agreements can take up to a year to negotiate from drafting to execution, especially if there is no history of the two parties exchanging data before. Even organizations with past data sharing relationships or with established processes may have a queue of requests, which may create delays. After achieving a signed agreement, researchers should anticipate for the time between approval and delivery: the processes for fulfilling the request may be intensive. For example, data providers will need time to document and format the requested data and additional time may be needed to pull data from multiple databases or from inactive storage. That process may be especially lengthy if the request is novel. Data providers may also require notification or approvals before any output releases or publications.
* '''Pending requests:''' Even if the requestor and the provider have previously exchanged data before, there could be pending requests with the provider that can cause delays.  
 
* '''Interim:''' Even after signing a '''DLA''', requestors should aaccount for the time after approval, but before data delivery, since the processes for fulfilling the request can take a significant amount of time to be completed. For example, data providers will need time to [[Data Documentation|document]] and [[Data Cleaning|format]] the requested data. They may also need time to extract the data from multiple databases, or carefully [[Encryption|encrypted storage]]
Many administrative agencies are resource constrained, needing to prioritize program needs over research requests. In this situation, they may decide to charge fees for data preparation and extraction. Being transparent about timeframe and cost and making the data use agreement as clear as possible helps set expectations between the parties.
* '''Publication:''' The data requestor may also need to notify the data providers before any releasing any outputs or [[Publishing Data|publications]]. This would take additional time.
* '''Transparency:''' Finally, if both parties are transparent about the timeline and costs, and focus on making the '''DLA''' as clear as possible, then it makes it easier to carry out the data-sharing arrangement.


== Drafting DLAs ==
== Drafting DLAs ==

Revision as of 19:05, 19 February 2021

Data license agreements (DLA), or data use agreements (DUA) are documents that describe what kind of data is being shared with recipients. DLAs specify clearly the purpose and duration of access being provided to the recipient, along with restrictions and security protocols that the recipient of the data must follow. Other contracts, such as a non-disclosure agreement (NDA), may be used to guarantee confidentiality of sensitive data.

Read First

  • A non-disclosure agreement (NDA) is an agreement signed by a member of the research team stating clearly that they will not share any sensitive information with anyone outside the research team.
  • A data license agreement (DLA) usually has two parties - one who provides the data, and the other who requests access to that data.
  • Projects that have multiple sources of data will require multiple data license agreements.
  • Members of the research team must follow certain best practices when developing a DLA.
  • The World Bank uses the following DLA template.

Overview

Every data license agreement (DLA) involves at least two sides: one, the researcher or organization providing the data (data provider), and two, the researcher or organization requesting access to the data (data requestor). The data provider is responsible for permitting access to the data as a representative of the research subjects or the data collecting agency. The data provider is also bound by laws and policies that deal with providing access to PII data and other sensitive data such as test scores, health conditions, and so on. In some cases, the data provider can use a third-party like a data intermediary or data custodian to offer data on their behalf. Custodians and intermediaries support access to data and reduce the burden on data providers by ensuring compliance with laws, and coordinating between multiple requestors and providers.

Scope

Further, while DLAs can differ in terms of structure and the level of detail, they must clearly state the following:

  • The legal framework within which access to the data will be provided
  • Scope of the study for which requestor needs access to the data
  • Restrictions on what the requestor can do with the data
  • Constraints on publishing sensitive information and PII data

In addition to this, the data requestors must also submit their DLA to their organization's information security specialists for an internal review. In general, it is a good practice for the data requestor to prepare some form of documentation for data access, even if the data provider does not require it.

Timeline and Costs

While discussing the data license agreement (DLA), the data provider and the data requestor should carefully discuss the timelines and costs involved for both parties. This includes the following:

  • Time of data delivery to the requestor
  • Method of extracting data that is to be shared with the requestor
  • Expenses that might arise while the data-sharing agreement is in effect, including fees charged by administrative agencies for facilitating the agreement

In addition to this, both parties should keep in mind the following with regards to timeline and cost of preparing and carrying out a data-sharing arrangement:

  • Negotiations: Negotiating agreements like the DLA can take up to a year, from the drafting stage to the execution stage, especially if there is no history of the two parties exchanging data before.
  • Pending requests: Even if the requestor and the provider have previously exchanged data before, there could be pending requests with the provider that can cause delays.
  • Interim: Even after signing a DLA, requestors should aaccount for the time after approval, but before data delivery, since the processes for fulfilling the request can take a significant amount of time to be completed. For example, data providers will need time to document and format the requested data. They may also need time to extract the data from multiple databases, or carefully encrypted storage
  • Publication: The data requestor may also need to notify the data providers before any releasing any outputs or publications. This would take additional time.
  • Transparency: Finally, if both parties are transparent about the timeline and costs, and focus on making the DLA as clear as possible, then it makes it easier to carry out the data-sharing arrangement.

Drafting DLAs

Creating DUAs can be time-intensive. In some cases, negotiations fall apart after months or years of discussions. Advance planning can help both researchers and data providers achieve sound DUAs. DUAs can be initiated by the researcher or data provider.36 Data providers may have different or expedited procedures when sharing data with a researcher, an evaluator, or contractor working on their behalf.

If a data provider has an established data request process, a researcher must review their terms and requirements, offering additions or edits as appropriate. Data providers should be aware of the laws, regulations, and policies permitting use of their data, and, upon receiving a first request, determine whether data request procedures already exist in their organization. Data providers (such as government agencies or private companies) may have Offices of General Counsel that have preferred templates or formats. Some data providers will be reluctant or unable to modify their request processes. Data request and access procedures may not always be publicly available, though some agencies and organizations have data request procedures on their websites, and this can significantly speed up and simplify the request process.

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