How do I get free data?

Most data comes with terms around its use, including how the data can or can’t be used, as well as requirements for protecting the data that is going to be received or accessed. Agreements typically detail these requirements and ask for the data user to confirm they will comply. This type of agreement is usually between institutions or entities, not individuals. This is why you will need a representative from the RCOffice for Research Administration (ORA)Support for conducting research at IU in alignment with policies & guidelines RC Office for Research Administration (ORA) to sign the agreement on behalf of Indiana University. To begin this process, fill out the RCORA Contract Request FormForm to submit non-monetary contract requests RC ORA Contract Request Form . If you are accessing the data for a formal role that you play at IU, using it for something that has to do with your work, utilizing university resources or infrastructure, receiving compensation of any kind from the university, and/or if you are a student who is working on a sponsored project in a faculty member’s lab, then the institution enters the agreement on your behalf, which is why you need an official representative to sign the agreement.

This depends on how the provider of the data is set-up. Sometimes an agreement will require that the PI signs the agreement, while other times they are looking for an institutional acknowledgement. It will also depend on who the agreement puts the responsibility on to adhere to the terms. For example, if you are utilizing the data in an official capacity as a faculty member or graduate student at IU, and using IU resources, facilities, and/or equipment, then IU has a stake in those terms. This is why it is best for the RCOffice for Research Administration (ORA)Support for conducting research at IU in alignment with policies & guidelines RC Office for Research Administration (ORA) to review the agreement to ensure the correct person signs it. To submit an agreement to be reviewed by ORA, fill out the RCORA Contract Request FormForm to submit non-monetary contract requests RC ORA Contract Request Form .

Yes, if you are going to download data to IU infrastructure, then IU needs to review the agreement first to ensure that you are meeting the expectations in the terms of service. For example, if you are downloading data, IU needs to ensure that you are meeting requirements regarding where the data is placed when it is downloaded. Even if it is not a formal agreement, someone from the RCOffice for Research Administration (ORA)Support for conducting research at IU in alignment with policies & guidelines RC Office for Research Administration (ORA) can read through the terms to see if there are questions or concerns and help you work through processes. To submit an agreement to ORA for review, fill out the RCORA Contract Request FormForm to submit non-monetary contract requests RC ORA Contract Request Form .

If you find a data registry that allows you to download data, but have to agree to terms of service it is still recommended that you submit the terms of service to the RCOffice for Research Administration (ORA)Support for conducting research at IU in alignment with policies & guidelines RC Office for Research Administration (ORA) first. Submit the terms of service using the RCORA Contract Request FormForm to submit non-monetary contract requests RC ORA Contract Request Form . You may ultimately be able to sign it yourself, but by having ORA review it first, they can help walk you through the agreement, help you to understand all the requirements and/or point you in the direction of resources needed to meet those requirements.

A formal NDA should be submitted to the RCOffice for Research Administration (ORA)Support for conducting research at IU in alignment with policies & guidelines RC Office for Research Administration (ORA) for review and signature if it is part of accessing data for research purposes. Submit the NDA using the RCORA Contract Request FormForm to submit non-monetary contract requests RC ORA Contract Request Form . If you need to sign an NDA not related to data for research purposes, it still needs to be signed by an official representative from the university, but it will be through a different department, which will depend on the nature of the agreement.

Before signing a data use agreement, you should go through the RCOffice for Research Administration (ORA)Support for conducting research at IU in alignment with policies & guidelines RC Office for Research Administration (ORA) . Ultimately, who signs the agreement will be determined on a case by case basis. There are several factors that determine who ultimately signs the agreement. This will depend on how the agreement is set up and the entity that owns the data tends to make the decisions as to whether a PI or institutional entity signs the agreement to certify the use and term. This is because institutions have formal infrastructure in place, such as secure servers, that are equipped to handle sensitive information. ORA can provide guidance based on the agreement as to whom should sign the agreement. Submit the data use agreement using the RCORA Contract Request FormForm to submit non-monetary contract requests RC ORA Contract Request Form .

This will depend on the type of data you intend to share, what regulations govern that data, and if the provider of the data is requiring an agreement. From IU’s perspective, there are some regulations that require an agreement. These are usually around human subjects data and require the user to attest that they will not try to identify participants in a de-identified dataset. There may also be other stipulations in place such as whether the data can be shared. All of this will depend on where the data came from and the rules and policies put in place by that entity.

Even if an agreement is not required, it is generally a best practice to put a data use agreement in place. This is especially true if you are the provider for the data and want to put rules into place in regards to whether the data can be shared, how the data can be utilized, or if you want to review publications that come out as a result of the use of your data or want to be acknowledged for providing the data.

Whether you are receiving data or are the owner of the data and wish to share it, it is generally best to go through the RCOffice for Research Administration (ORA)Support for conducting research at IU in alignment with policies & guidelines RC Office for Research Administration (ORA) first to determine if a data use agreement is needed. You can initiate this process by filling out the RCORA Contract Request FormForm to submit non-monetary contract requests RC ORA Contract Request Form .

If there are absolutely no restrictions to the data at all and you are not attesting that you will use you or protect the data in a certain way, then you do not need submit anything to the RCOffice for Research Administration (ORA)Support for conducting research at IU in alignment with policies & guidelines RC Office for Research Administration (ORA) . If you are using university resources to conduct your research, then you are responsible for following the rules and adhering to any policies there may be. If there are conditions attached of any kind, you will need to submit your request to ORA using the RCORA Contract Request FormForm to submit non-monetary contract requests RC ORA Contract Request Form .