Data Sharing MOU - Draft V3

University of Washington Data Sharing Memorandum of Understanding

[Title]

Data Sharing Memorandum of Understanding

[Date][Version Number]

[Note: This template is provided to help write an internal Data Sharing Memorandum of Understanding between UW organizations. Italic text between brackets is included to provide guidance and should be removed before publishing the final document. Not all sections may be applicable to a given data sharing relationship, and may be omitted.]

[The process:

1. A Publisher with data to share completes a System Description and advertises it.

2. A Consumer wanting access to the data requests and examines the System Description, completes an MOU, and submits it to the Publisher.

3. Publisher and Consumer representatives review and agree on any additions or changes to the System Description, recording them in the MOU.

4. Data Trustees and/or Data Custodians are notified if necessary.

5. Publisher and Consumer Executive heads (or their designees) sign the MOU and both parties maintain a copy.

6. Data sharing is implemented between Publisher and Consumer.

7. The MOU is reviewed on the agreed upon schedule.]

Overview

This is a University of Washington (University) interdepartmental Data Sharing Memorandum of Understanding (MOU) between [data publisher] (Publisher) and [data consumer] (Consumer). The purpose of this MOU is to document and describe the data sharing relationship, to promote information security and privacy safeguards for University Data, and to provide the information necessary to successfully manage and maintain the described relationship.

Definitions

Definitions for terms, acronyms and abbreviations that are not defined in Administrative Policy Statement 2.4 can be found in the System Model.

Description

Publisher shares the following University Data with Consumer.

[Describe the data to be shared – as needed, include: specific data elements, data volume, data classification, Business Domain, Basic Product and Service Element, and Line of Business. Include a description of Consumer’s system that will be receiving data from Publisher’s system. Include a brief description of Consumer’s intended use of the data and the frequency of use. If applicable, describe what is covered with this MOU and what is excluded.]

Roles and Responsibilities

General roles and responsibilities are defined in Administrative Policy Statement 2.4.

Publisher

Publisher roles and responsibilities as they pertain to this MOU can be found in [System Description].

Consumer

Consumer roles and responsibilities as they pertain to this MOU are as follows:

System Owner:

System Operator:

Data Manager:

Stakeholder:

[Include the name, title, contact info, and any responsibilities different from or in addition to those already defined in Administrative Policy Statement 2.4. Include any additional roles as needed.]

Data Protection

Consumer shall not disclose University Data in any manner - including, without limitation, by means of outsourcing, sharing, retransfer, access, or use - to any third party unless approved by Publisher in writing and in advance of any disclosure.

Consumer agrees that use or storage of, and access to, University Data shall be performed with that degree of skill, care, and judgment customarily accepted as sound, quality, and professional practices. Consumer shall implement and maintain appropriate safeguards necessary to ensure the confidentiality, availability, and integrity of University Data in accordance with Administrative Policy Statement 2.6.

If either party has reason to believe that University Data may have been accessed, disclosed, or acquired without proper authorization and contrary to the terms of this MOU, they shall promptly report the potential incident in accordance with Administrative Policy Statement 2.5.

Upon expiration or early termination of this MOU, Consumer shall follow Publisher’s instructions as to the preservation, transfer, or destruction of shared data and in accordance with Administrative Policy Statement 2.6.

Additional Terms

Publisher

Publisher agrees to share data with Consumer according to the terms in [System Description], with the following exceptions, additions, or changes.

[Include any agreed upon Publisher requirements that are different than those in the System Description.]

Consumer

Consumer agrees to access and use data according to the terms in [System Description], with the following exceptions, additions, or changes.

[Include any agreed upon Consumer requirements that are different than those in the System Description (e.g. Consumer has specific monthly times that service must be available or there will be a severe impact to a critical business function).]

Document Maintenance

Approval

The following persons (or their designees) have negotiated this document and agree that it will be used as the formal interdepartmental MOU for the provision of this data sharing relationship. Official copies of this MOU will be maintained [insert locations where MOU will be maintained].

Publisher Executive Head

Consumer Executive Head

Name:

Title:

Signature:

Date:

Review

This MOU is considered to be a “living document” and is expected to change as the involved parties’ needs change. This document will be reviewed and, as needed, updated [insert the review schedule here - it should be no less than annually]. Additionally, the agreement may be amended given both parties agree to the changes [Include a description of the types of changes that will warrant updating this document]. A minimum lead-time of [insert agreed upon lead time] shall be allowed to communicate changes.

Date

Version

Summary of Changes

Author

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