A data permissions request solution provides a process for identifying, tracking, and managing a user’s permission to use data within the University’s data domains, sub-domains, and collections. These are defined by assigned data stewards and trustees who oversee the evaluation process of granting permissions. Get started with the data permission request process here.
Data Sharing Process
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Data provide maximum value when shared with relevant stakeholders. In order to facilitate this process, the University of Rochester has developed expectations for data sharing, as well as a comprehensive data sharing process and frequently asked questions to help you maximize the benefits of data sharing and minimize risk.
Data sharing expectations
In order to enable data sharing across the University, the Data Governance and Support Office has provided the following to help manage the expectations of both data provider and data user. The Data Governance Council has endorsed these expectations.
- Data users will be able to explain what data they need, why they need them, how they will use them, and who will use the data. They will limit the use of the data to the described purpose. The business purpose may be broad or limited, depending on the type or risk-level of data at issue. Data users will not use the data for other purposes without approval from the data steward.
- Data users will be able to identify who the data will be shared with. The universe of users may be broad or limited, depending on the type or risk-level of the data at issue. Data users will not share the data with others without approval from the data steward.
- Data stewards can expect that data will be handled following a minimum level of security and privacy guidelines, regardless of classification. For data characterized as “high-risk”, additional security and privacy requirements may apply.
- Communication between the data user and the data steward will be open and timely. If data are shared, expectations will be made clear prior to sharing. If data are not shared, explanations will be specific.
- In the case of disagreement over sharing data or the details of a specific data request, the data user and data steward will engage in the appropriate resolution process. The user and steward should discuss significant concerns or needs and make reasonable efforts to find an appropriate resolution before elevating the issue to the appropriate parties (supervisors, chairs, deans, etc.)
Process for requesting and sharing data
In order to encourage appropriate sharing and make the process of requesting data more efficient, the University has built a Data Permission Request Form to streamline the request process. This tool looks to connect potential data users with data stewards who are charged with the oversight and management of particular University data assets.
Frequently asked questions
If you have questions about the data sharing process or online request portal, we’ve developed overview FAQs, as well as FAQs for data requesters and data stewards below. If you still need additional support, you can contact us at datagovernanceoffice@rochester.edu.
Still have questions?
We’re here to help
If you have questions, feedback, or need additional support through this process, you can reach out to the Data Governance and Support Office for help.