Data License Request Process:
- Data Trust staff review. Requests will go through an initial review by Data Trust staff where recommendations are offered and questions can be answered.
- Initial DLR review by DAROC. Conducted by data partners whose data are being requested and select DAROC members with subject matter expertise. Typically, a 2 week review period. Based on this review, feedback will be sent to the researcher for items that require clarification or modification. This is done via the Reviewer’s Checklist. A recommendation on how to proceed is provided by the initial reviewers
- Investigator responds to questions and makes changes to the DLR, as needed. Based on the response from the initial review, the investigator can answer questions and revise the DLR.
- DAROC vote. Once reviewed by the initial reviewers, and after any revisions have been made, the full DAROC committee will vote on the request.
- Request placed in queue of data pulls. If approved, the request will be filled by the data science team. The Data Trust will provide an estimate of when the Investigator can expect the data to be completed.
- Discuss technical details of pull. When it is time to begin the data pull, Data Trust staff will reach out to the Investigator to discuss the details
- Dataset reviewed by Data Quality Review Committee. Once the data are ready, The Data Trust’s Data Quality Review Committee will review the data and vote whether to approve it. Typically, a 2 week review period.
- Research team signs the Data Use License. The Data Use License outlines the responsibilities of those who have approved access to the data. It specifies the requirements to destroy data at the completion of the project.
- De-identified data transferred via secure method. Once approved, the researcher signs a Data Use License and data will be transferred to the principal investigator of the study using an approved secure transfer method.
- Research is conducted and findings are shared with DAROC prior to publication or dissemination.