Data Request Process Overview

The Data Stewardship Council created the Data Usage Request (DUR) process as a governance mechanism for data sharing. The process allows Data Stewards to offer guidance and maintain oversight of shared data.

There are two stages in the process — inquiry and proposal. In the inquiry stage, the Data User (local functional user) provides information about the data being requested, why it is needed, and how it will be used. The inquiry is sent to the Data Steward(s) of the source data area(s). If the inquiry is approved, a more detailed proposal is invited.  The proposal indicates specific attributes, filter criteria, and specifics about how the data will be stored, accessed, transmitted, and by whom the data will be used. If the proposal is approved by the Data Steward, the Data User then works with the source Data Custodian to arrange for the data transfer.

A significant component of the approval process is an understanding and agreement by the Data Users that they will abide by all legal, policy, and procedural guidelines associated with the data that they are receiving. The Data User is also committing to the understanding that all who will use the data being received agree to abide by the guidelines and policies as well.


An example may help clarify the process:

The AIS system needs a data feed of account numbers from the Financial Accounting System. In this case, the Data User (the Registrar) would prepare a DUR, requesting the required data. The completed DUR would be sent by the Data User to the Steward of financial data (the AVP for Finance). If the financial Data Steward has questions about the request, s/he would contact the Data User, and they would discuss and resolve any questions. Once the concerns of the AVP for Finance have been addressed, s/he will send an email to the Registrar giving consent to the request. That request, along with the approval email, would be forwarded to the list for entry into the repository.

Questions and suggestions about the data usage request process should be sent to