What's the difference between open access and controlled access for data sharing?

Open access and controlled access are two distinct approaches to sharing research data, and the right choice depends on the sensitivity of the data, ethical considerations, and legal obligations. At Indiana University, these pathways are supported through institutional repositories such as RCDataCORERepository for preserving and sharing IUI digital research data RC DataCORE (Bloomington) and RCDataWorksRepository for preserving and sharing IUI digital research data RC DataWorks (Indianapolis), both of which offer tailored workflows for each type of access.

Open access data sharing:

• Means that a dataset is made publicly available on the internet, usually with no restrictions beyond basic attribution or license terms.
• Is appropriate when the data does not include protected or sensitive information, such as personally identifiable information (PII), RChealth data (PHI)IU policy regarding use of protected health information in research RC health data (PHI) , or education records RC(FERPAFERPA compliance information RC (FERPA -covered).
• Is typically accompanied by a RCCreative Commons licenseThe Creative Commons license was created to make it easier for work to be shared RC Creative Commons license , a RCDOIMints DOIs for scholarly work deposited in DataCore & IUScholarWorks RC DOI , and detailed metadata, all of which enhance discoverability, citation, and reuse.
• Results in increased visibility, compliance with funder mandates, and the potential to advance reproducibility and broader scholarly impact.

Controlled access sharing:

• Is most appropriate when datasets contain sensitive or regulated content and therefore cannot be shared freely.
• Makes data discoverable via a metadata-only record that includes a DOI, dataset description, and instructions for requesting access.
• Requires external researchers to submit an access request, often triggering a review process and, in many cases, a Data Use Agreement between institutions.
• Is essential when data sharing must comply with privacy regulations, ethical commitments (e.g., to research participants or community partners), or contractual restrictions.

While both approaches support data discoverability and citation, the key distinction lies in who can access the data and under what conditions. Open access is fast, visible, and unrestricted; controlled access is deliberate, secure, and typically slower due to required approvals. IU’s RCdata librariansContact information for IU Research Data Services Librarians RC data librarians can help researchers determine which model is appropriate based on the nature of the data, the expectations of collaborators and funders, and applicable policies.