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Research Data Commons Indiana University
FAQs

How do I buy data?

First, it is important to note that when “buying data,” you are typically not actually purchasing or obtaining ownership of data. For data with an associated cost, you are paying to be able to access the data, or paying costs associated with compiling and/or transferring data.

There are several options for obtaining access to data through Indiana University. If there is a fee associated with accessing existing data, you will likely work with IU Purchasing. In rare instances, you may work with IU Libraries or use a P-Card to pay a fee for access to the data. Read more to learn about how and why to work with each of these groups. To access or obtain  data for research purposes that do not involve a fee, you may need to work with the RCOffice for Research Administration (ORA)Support for conducting research at IU in alignment with policies & guidelines RC Office for Research Administration (ORA) to ensure you have met all of IU’s and the data provider’s requirements.

The most common way to acquire a dataset with an associated cost is to work with your local financial manager, who will work with IU Purchasing to activate the supplier in the system and purchase the data.  Your local financial manager will determine whether the supplier of your dataset is active in the system or they need to be added. Once the supplier is active, the contract request will be submitted through RCBUY.IUIU system that handles purchasing & contracts for research needs RC BUY.IU .

The basic steps

  1. Search to find the supplier to determine if they are active in the system.
  2. Once the supplier is active and approved, submit the contract request through RCBUY.IU.eduIU system that handles purchasing & contracts for research needs RC BUY.IU.edu .
  3. Create requisition.
  4. Add relevant documents from the supplier, such as a contract to be signed or a quote. If the document for signature is online, print to pdf (don’t sign) and attach.
  5. Submit Contract request
  6. Put the contract request number on Requisition.
    1. The supplier must be approved and active in the system to create a requisition (REQ).
    2. When completing the requisition for the services, list the name of this contract, request, and form number in the comment section.

Additional Information

Object Code

We recommend you request that your purchase of data uses Object Code 4015 (DATA PROCESSING SERVICE). This is not a requirement but allows for more efficient identification of data-related purchases across the university.

Commodity Code

The commodity code for data purchases should also be SCI3 - Data Purchases or SCI4 - Data Services - Analysis.

Software & Services Selection Process

If your purchase involves software or is distributed through a platform, you may be directed to the RCUITS Software and Services Selection ProcessProcess for requesting IT software or related services RC UITS Software and Services Selection Process . The process is designed to provide the necessary resources for departments to select solutions to meet their needs, to ensure that departments use existing IU software and services whenever possible, and to minimize threats to IU data. The process is used for requesting information technology software and/or services related to the use of any software, storage, or applications intended for creating, processing, storing, securing, or exchange of electronic data.

When you receive a response from RCUITS SSSPProcess for requesting IT software or related services RC UITS SSSP , it is your responsibility to share that with purchasing to continue the process.

For new data purchases, it is rare that someone would acquire it through IU Libraries, however, someone might choose to if the data could be housed in the IU Libraries collections. View the RCA-Z catalogBrowse IU Library databases alphabetically by title RC A-Z catalog for examples of datasets owned by IU Libraries. If there is a dataset similar to the one you wish to acquire, it may make sense to work with IU Libraries. They have an internal process to determine whether that type of data can be accommodated by content providers. It is more likely that a researcher would use IU Libraries for a dataset that is already owned by the library. View related questions to learn how to determine whether the data you wish to use is already owned by IU Libraries.

The basic steps

  1. Initiate the purchase through a RCsubject librarianGet help from IU librarians with specialist areas of expertise RC subject librarian or RCrequest a purchaseForm to request a Libraries purchase RC request a purchase .
  2. Introduce data supplier rep to librarian and forward any paperwork.
  3. Work with your purchasing representative to arrange fund transfer to Libraries to pay for the resource. If the data can be made available to all authorized library users, Collections Funds may be used to purchase the data.
  4. Libraries will then work with the supplier for agreement.

There are very limited cases in which a researcher may be allowed to use a p-card to make a purchase of data. The standard preferred method is through a purchase order. If you believe you must use a p-card to purchase your data, you should discuss this with your local financial manager and you will need to fill out the RCPurchasing, P-Card, AP, and SDM Support FormFill out this form before making a P-Card purchase RC Purchasing, P-Card, AP, and SDM Support Form .

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