Data Sharing Agreements
A data sharing agreement formalises the transfer of registry data from one institution to another: who shares with whom, which data, at what level of detail, for what purpose and for how long.
Access
- Side menu: Administration > Institutions
- Open an institution, Data Sharing Agreements tab
- Click View all agreements for the full list
Agreement list
Four counters at the top: Active, Pending, Expired, Total access.
| Column | Content |
|---|---|
| Agreement | Agreement title |
| Institutions | Provider and consumer |
| Data types | Data shared |
| Period | Start and end dates |
| Status | Agreement status |
| Actions | View, Validate, Activate, Delete depending on status |
The list can be filtered by Status and Institution, and searched by title.
Statuses
| Status | Meaning |
|---|---|
| Draft | Agreement being drafted |
| Pending | Awaiting validation by both institutions |
| Active | Validated and in force |
| Suspended | Temporarily suspended |
| Expired | End date passed |
| Revoked | Permanently cancelled |
Create an agreement
- Click New Agreement.
- Fill in the form:
| Field | Content |
|---|---|
| Agreement title, Description | |
| Provider institution | Institution that provides the data |
| Consumer institution | Institution that receives the data |
| Shared data types | Households, Beneficiaries, Payments, Complaints, Conditionalities, Identity documents, Geolocation |
| Sharing purposes | Beneficiary targeting, Deduplication, Inter-program coordination, Impact evaluation, Indicator monitoring, Reporting, Audit and control |
| Level of detail | Individual, anonymised or aggregated data |
| Start date, End date | Leave the end date empty for an agreement with no expiry |
| Legal basis | Decree, law or convention |
| Terms of use |
- Click Create. The agreement is created as a draft.
Validate and activate
- Each institution validates the agreement with Validate. The record shows the provider's validation, the consumer's, then "Fully validated".
- Activate puts the agreement in force.
Agreement record
The record groups:
- Parties: provider and consumer institutions;
- Period and renewal: dates, "In force" mention, automatic renewal;
- Shared data: data types, purposes, level of detail, geographic restrictions, vulnerability filters;
- Legal framework and conditions: legal basis, terms of use;
- Validations by provider and consumer;
- History: creation and update dates, number of accesses and last access.
Levels of detail
| Level | Content |
|---|---|
| Individual data | Named data: names, phones, addresses, identity documents |
| Anonymised data | Socio-economic characteristics without identifying information |
| Aggregated data | Statistics only: counts, averages, indicators |
Good practice
Recommendations
- Least privilege: share only the data strictly needed.
- Limited duration: set an end date.
- Legal basis: always document the agreement's legal ground.
- Anonymisation: prefer anonymised or aggregated data when it is enough.
- Periodic review: reread active agreements regularly.
Permissions
Any signed-in user can view agreements. Creating, validating, activating and deleting are reserved for administrators.