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Data Governance: Sharing Data Between and Across Partner Organizations

This publication outlines the procedure by which Philanthrobotics followed to share data across our partner organizations. The publications offers links to relevant data sharing templates, including our own data sharing agreeement, & a repository of common data sharing documents

Published onAug 30, 2023
Data Governance: Sharing Data Between and Across Partner Organizations
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1. Introduction

The purpose of this publication is to share with our community the system of steps we developed at Philanthrobotics to share data with our partner organizations (at time of publishing, that includes MIT Solve and Lever for Change).

The scope of our data sharing procedures include the following:

  • A shared repository of common data-centric documents like data sharing agreements (link to our reposity, here)

  • A shared procedure of onboarding tasks that each organization who is interested in partnering with us must follow (link to a template document can be found, here)

    • We currently onboard organizations in a 1-on-1 fashion; meaning, organizations agree to share data with each other and Philanthrobotics around a themed area, and Philanthrobotics acts a facilitator to those discussions.

  • Our own data sharing agreement, that is used by partner organizations in our procedures, in addition to other documentation

2. Objectives

  • Sharing Data Between Organizations

Sharing Data Across Organizations

One of the ways that we have been able to share data across organizations is through the ability to make shared repositories using Github.

One of our first repositories is that of the data sharing agreements. Philanthrobotics members noticed that many organizations do not have an easy way to deploy and share the infrastructure around how their organization moves data. Some organizations do not have this infrastructure at all.

We thought…by providing such infrastructure as a public good, as well as providing our own example, organizations could find their own way to package their data sharing agreement.

To date, we 19 organizations sharing data in our repository. They include data sharing agreements from:

Education

Government

Life Sciences

Harvard University

CDC

CZI Biohub

LISD

Chicago City Government

Vivli

MRCT

NCATS N3C

NIAAA

University of Florida

NCDHHS

NICHD DASH

University of Michigan

Texas State

NIDDK

VUB

We also include how-tos, tutorials, and other resources we call meta-resources from:

Meta Ressources

Model DUA Agreements - MIT

UNC DUA Guidance

University of Rochester Slides

  • Data quality

  • Protection and privacy

4. Roles and Responsibilities

  • Governance council

  • Data stewards

  • Data owners

  • Users

  • Governance Documents

5. Data Standards

  • Classification

  • Naming

  • Format

6. Data Quality

  • Metrics

  • Assessment

  • Remediation

7. Privacy and Security

  • Access controls

  • Protection measures

  • Incident response

8. Lifecycle Management

  • Creation

  • Storage

  • Retention

9. Compliance

  • Requirements

  • Auditing

  • Reporting

10. Integration

  • Processes

  • Standards

11. Training

  • Modules

  • Frequency

12. Monitoring

  • Metrics

  • Review meetings

13. Resolution

  • Issue identification

  • Escalation

  • Resolution

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