A Data Sharing Agreement (DSA) is a memorandum of understanding when data is shared between data domains, schools or units within WashU. This agreement stipulates data sharing responsibilities and acceptable use of data. Data sharing may be a system integration, data feed or file sharing.
A DSA is executed through the DocuSign application. The template has several prompts to guide you through the process to enter the required content. Once this agreement is submitted, reviewed, and signed, the Office of Data Governance will then maintain and store the agreement within Collibra’s Policy Manager.
Benefits of a DSA
- Ability to renew & update agreements easily
- Central repository for access
- Greater transparency & awareness
- Standardize documentation process
- Safeguard institutional data
- Ensure stewardship approval
Is a DSA Required?
The table below will help guide your decision to complete a DSA. Data Classification is an important factor in determining the need for a Data Sharing Agreement. There are four data classifications: Controlled Unclassified Information (CUI), Protected, Confidential, and Public. Criteria for Needing a Data Sharing Agreement and the InfoSec’s Data Classification webpage will provide more information.
The DSA on this page is applicable to research administration data; however, for sharing of actual research data (medical records, study results, other patient/subject data, field observation notes, etc.) refer to the Office of the Vice Chancellor for Research (OVCR) specific Research Data Sharing and Transfer Guidance.
| Classification of Data | Sharing Mechanism | Sharing Frequency | DSA Required |
| Confidential | Integration | One Time or Ongoing | Yes |
| Confidential | File Sharing, Report | One Time | No |
| Confidential | File Sharing, Report | Ongoing | Yes |
| Protected | Integration | One Time or Ongoing | Yes |
| Protected | File Sharing, Report | One Time or Ongoing | Yes |
| Public | Integration | One Time or Ongoing | No |
| Public | File Sharing Report | One Time or Ongoing | No |
DSA Use Case Examples
- Sharing between Data Domains (e.g. Student Domain sharing student data with Facilities Domain via an integration to enable building access)
- Sharing between a Data Domain and School or Business Unit (e.g., Human Capital Management Domain sharing worker data with the Office of Institutional Effectiveness for external reporting)