What is a Data Use Agreement, and can I sign one to get access to data?

A RCData Use Agreement (DUA)ORA reviews, negotiates, & signs non-monetary agreements related to research RC Data Use Agreement (DUA) is a formal, legally binding document that governs the transfer of data between institutions or entities. It outlines the terms under which data can be shared, accessed, analyzed, or redistributed, especially when the data involves protected, sensitive, or proprietary information. At Indiana University, DUAs are particularly important when researchers receive data from outside organizations or share data with third parties, including collaborators at other universities, commercial vendors, or government agencies.

DUAs typically cover a range of important provisions, including the purpose of the data use, data security and privacy requirements, limitations on redistribution, publication rights, and timelines for data retention or destruction. For example, a DUA might state that data cannot be shared with anyone outside the research team, that it must be stored using approved secure systems, and that all publications using the data must be reviewed by the data provider. These terms are legally enforceable and must align with both funder requirements and IU policies on data stewardship (such as RCDM-01IU policy regarding the management of institutional data RC DM-01 and RCDM-02IU policy regarding disclosure of institutional information to third parties RC DM-02 ).

At IU, all DUAs must be reviewed and executed by designated institutional officials, not individual faculty or researchers. The appropriate office to handle DUAs is typically the RCOffice for Research Administration (ORA)Support for conducting research at IU in alignment with policies & guidelines RC Office for Research Administration (ORA) . Researchers should contact ORA early in the planning process, ideally before submitting grant proposals or beginning data collection, to allow time for proper review and negotiation. ORA staff will assess the terms of the DUA, coordinate with legal counsel if needed, and ensure the agreement is consistent with IU’s responsibilities and risk tolerance. Agreements and contracts can be submitted to ORA using the RCORA Contract Request FormForm to submit non-monetary contract requests RC ORA Contract Request Form .