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This page provides an overview of how Dataplace can be used to make data sharing requests and agreements. Arrangements for sharing or transmitting the requested data is determined by the data custodian and managed separately from Dataplace.
Many Government agencies, universities and industry bodies collect a wide range of data to deliver various programs and services to the Australian community, businesses and individuals.
Dataplace is the digital platform that simplifies requesting access to data from a data custodian.
Before starting a data sharing request through Dataplace, we encourage data requestors to check if the data is publicly available by using the Australian Government Data Catalogue).
The data custodian controls the requested data and is responsible for assessing the data sharing request. The assessment includes how the data sharing project may benefit the public, the type of data being requested and whether it can be shared safely. These decisions are often guided by legislation and policy requirements that define what and how data can be shared.
Some data custodians may indicate if a supply charge will apply to cover costs associated with extracting, cleaning, preparing and providing access to the shared data. This is the agency’s decision, but any charging arrangements must be in line with the Australian Government’s Charging Framework.
In Dataplace there are five stages to reach an agreement on a data sharing project:
Request stage: The data requestor starts a request by completing a form that guides data requestors to provide information that supports their request while addressing the data sharing principles . At this stage, only the individual starting a data sharing request and nominated users from the organisation can edit the form.
Assess Stage: Once the data requestor submits the data sharing request, the form is locked. The data custodian can view the details of the request and assess whether they expect the data can be shared safely.
Collaborate Stage: If the data custodian makes an in-principle decision to share the requested data, the project form is unlocked and both data requestor and data custodian will need to respond to additional questions based on the selected pathway and project type. This ensures the right controls and protections are in place for the data sharing agreement.
Review Stage: After responding to the additional information, both the data requestor and data custodian can review the proposed data sharing agreement, focusing on legal implications, security settings and project feasibility. At this stage, the project form is locked again. If any edits are needed, the request can be returned to the Collaborate stage.
Approve Stage: If both parties agree to proceed with the data sharing agreement, the Approving officers will formally enter into the agreement.
Depending on the pathway selected by the data custodian, a data sharing agreement may be required before the data can be shared.
There are three pathways for data sharing:
If the data custodian decides to use their own legislation to share data, a General data sharing agreement may be used. Dataplace can also autogenerate a General agreement based on responses in the request form.
In some cases, data custodians may decide that a formal agreement is not needed, and a project summary based on the request form responses is sufficient. The data sharing request will need to be progressed to the Approve stage to finalise the request.
Under the DATA Scheme, data requestors must be accredited entities and are required to enter into a data sharing agreement before the data is shared. Dataplace can autogenerate an agreement based on the responses in the request form.
Before you can start making data sharing requests on Dataplace, your organisation needs to onboard to the platform. Click here to see if your organisation is already on Dataplace. More information is available from How to guide: Onboarding.
When your organisation is onboarded, a user must be assigned with the organisation administrator role to oversee the organisation’s data sharing activities. More information is available from Dataplace roles and responsibilities.
All data sharing requests your organisation has received or data sharing agreements your organisation is a party to as a data custodian are under the Custodian tab. The Requestor tab displays requests your organisation is drafting or has submitted to others. Only organisations with a data custodian role can access the Custodian tab. The Activity tab shows the history and status of all data sharing requests and agreements your organisation has participated in.
The Manage data requests page allows you to:
Withdrawing a data sharing request (data requestors)
As the data requestor, you may find that continuing with a data sharing request is not feasible after the assessment of the data sharing request or from discussions during the Collaboration in Progress stage and choose to withdraw the request. Data sharing requests can only be withdrawn when they have a status of Submitted, Under Assessment or Collaboration in Progress. If the data sharing request has a status of For Review or For Approval, you will need to contact the data custodian to return the request to Collaboration in Progress to withdraw the request.
To withdraw, navigate to the Manage data requests page. Select the ‘Actions’ menu (⋮) to the right of your data sharing request and select Withdraw. You will be presented with a pop-up window to provide a justification to withdraw the data sharing request.
The justification field is mandatory if you wish to proceed.
Once you have provided a justification, select the OK button. The status of the data sharing request is then updated to Withdrawn. After withdrawing the data sharing request, you can view, print, or copy the request, but no edits can be made.