DUOS - the Data Use Oversight System - is a platform for sharing controlled-access data. Learn the answers to common questions about how DUOS works for researchers, signing officials, and Data Access Committees.
About DUOS
What is DUOS?
DUOS is a software platform that allows researchers to share data through data submission and request workflows, and enables data access committees and institutions to manage and monitor how their data is used in a centralized and streamlined process.
DUOS allows data submitters to easily store and share open and controlled-access datasets in a findable way, helping data submitters meet funders’ and journals’ data sharing requirements. Using DUOS also increases the data’s visibility and the likelihood that it will be used by other researchers.
Researchers looking to find and access data only need to submit a single request form to request access to datasets from all of the Data Access Committees (DACs) using DUOS. The corresponding DACs review these requests and provide access to approved researchers.
DUOS offers DACs a single application to review, track, and vote on Data Access Requests (DARs). This application also communicates data access decisions to researchers. Rather than relying on records in emails and file folders — which are cumbersome to use and difficult to audit — DUOS provides easily auditable logs of DACs’ reviews and approvals, with an unprecedented degree of visibility into who was approved to access which datasets and the scope of research they were approved to use it for. In addition, DUOS codifies researchers’ requests and datasets’ data use limitations using the Data Use Ontology (DUO) developed by the Global Alliance for Genomics and Health (GA4GH). This makes requests more decipherable to both DACs and DUOS’ matching algorithm, expediting the DAR turnaround time.
For more information, watch our video on how DUOS streamlines the DAR process:
Why DUOS?
The current data access request (DAR) process for controlled-access data has significant bottlenecks. Signing Officials bear unnecessary and repetitive burdens to approve researchers for individual data requests, and this causes delays. Delays are further exacerbated by providing Data Access Committees (DACs) with ambiguous and non-compatible terms in dataset permissions and data access requests, requiring DAC members to spend time interpreting and evaluating unique terms to maintain compliance.
DUOS aims to reduce the DAR turnaround time for researchers, simplify the DAC's DAR review process, and enable a more thorough review process. DUOS does this using the GA4GH's Data Use Ontology (DUO), Library Card Agreements, and the DUOS matching algorithm.
Data Access Requests (DARs)
What is a Library Card?
A Library Card is a type of data access agreement that allows an institutional Signing Official (SO) to pre-authorize researchers to submit data access requests to a Data Access Committee without further review by the SO. In contrast, traditional data access agreements require the SO to authorize each request from a researcher. This traditional model is time-consuming for SOs, who spend up to 10 minutes per day reviewing individual requests. Library Card-style data access agreements reduce this work to a single annual review of a list of authorized researchers, and also allow researchers to access the data more quickly.
Streamlining this process is a powerful way to accelerate scientific research, and this had led institutions such as the Broad Institute, the National Human Genome Research Institute (NHGRI), and the Human Cell Atlas to adopt DUOS’ pre-authorization model.
To obtain a Library Card, please have your Signing Official log in to DUOS (https://duos.org). For more information, read the articles in the Signing Official Guide.
How do I make a data access request in DUOS?
If you have not yet registered with DUOS, please make sure to do so via the DUOS homepage. Once registered, you can proceed to the DUOS Data Library to search for and identify the datasets you would like to request, then select them and click the ‘Apply for Access’ button. You will then be taken to the Data Access Request (DAR) application workflow in DUOS. Please fill out the form as directed and click ‘Submit’ when finished. You will be able to monitor the status of your DAR via your Researcher Console page.
For more information, watch our tutorial video on submitting data access requests (please note that the application form in this video is outdated but the instructions are still valid):
Does DUOS automate data access requests?
No, DUOS does not automate Data Access Requests (DARs). DUOS’ matching algorithm would easily allow for DAR review to be automated and instantaneous, and we are testing the algorithm with multiple Data Access Committees (DACs) to see if and how this may be possible. Currently, DACs use the DUOS matching algorithm for decision support in their DAR reviews. In the near future, we will allow each DAC to control if and when they automate their DARs via DUOS.
Do I have to be a PI to apply for data access via DUOS?
Not necessarily. Each institution's Signing Official(s) are responsible for evaluating researchers' eligibility to receive a Library Card and submit data access requests. Without this pre-authorization from a Signing Official, a researcher will not be able to submit a DAR.
Do I need an eRA Commons account to apply for access, and how do I get one?
Yes, you must have an eRA Commons account in order to request access to data via DUOS. If you do not have an eRA Commons and would like to obtain one, please follow the NIH instructions.
You do not need to be based in the US in any manner to obtain an eRA Commons ID.
How do I know who my Signing Official is?
A Signing Official is an individual with the legal signing authority to make decisions on behalf of your institution. In most cases, this is someone involved in your legal department or office of sponsored research.
Please see NIH's eRA Commons Registration FAQ for more details that may help you identify your Signing Official.
How long will it take for my data access request to be approved?
Each Data Access Committee (DAC) in DUOS is self-managed, meaning that researchers may experience different average turnaround times from each DAC. This can range from a few days to several weeks or longer. DUOS’ aim is to decrease turnaround time as much as possible while ensuring a thorough Data Access Request review. Please contact the DAC using the information listed in the DUOS Data Library to learn about your requests’ expected turnaround time.
If I am approved for access, where and how do I access the data?
Each DAC may store its data in different locations; however, much of the data accessible via DUOS is available in Terra. Access to data is provided by the individual data custodian for each dataset. If you are having trouble accessing the data, please reach out directly to the data custodian listed in the DUOS Data Library.
If your Data Access Request has been approved but you have not yet been granted access to the data, please reach out to the Data Custodian listed for the respective datasets in the DUOS Data Library.
I have accessed the data I was approved for, but I believe there is an issue with it (ex. missing or incorrectly formatted data). What should I do?
Please contact the Data Custodian listed for the dataset(s) in the DUOS Data Library.
Why was my data access request denied?
Most often, this occurs when the proposed research is not permitted by the data use limitations on the dataset(s). Please note that each Data Access Committee (DAC) in DUOS is self-managed and DUOS is not permitted to share results or comments with researchers. In the near future, DACs will have the option to provide comments to the researcher when conveying a Data Access Request decision.
I am a member of the same institution that manages access to a dataset. Do I still need to submit a data access request?
This varies by institution. We suggest that you reach out to the internal colleagues who are the Data Custodians for the dataset(s) and/or your institution’s Signing Official to determine the answer to this question.
DUOS and Data Access Committees (DACs)
Can my DAC use DUOS?
Yes! If you and/or your DAC are interested in using DUOS, please reach out to us at support@duos.org
.
If my DAC wants to use DUOS, does my data have to be in a specific system?
Nope! Any dataset may be registered in DUOS, regardless of the physical location of the data. Data Custodians and DACs interested in using DUOS are responsible for making sure researchers approved for access via DUOS are able to access the data once approved.
How do I determine the data use limitations for my dataset(s)?
DUOS is actively developing a tool to enable you to determine your datasets’ data use limitations according to the GA4GH Data Use Ontology. For further assistance, our experienced team is glad to consult with anyone needing guidance in assigning data use limitations to their datasets.
Does DUOS store genetic data?
No. DUOS only stores the metadata you see displayed in the DUOS Dataset Library. All genetic data that may be requested via DUOS is stored in external systems, and predominantly in Terra (a cloud computing platform developed by the Broad Institute). However, you do not need to use Terra in order to register your data in DUOS.
If I make my data available via DUOS, does it need to be located in a single location?
No. However, the Data Custodian for your dataset(s) will be responsible for providing access to researchers approved by the DAC. Having data in multiple locations will make it more complex for Data Custodians to set and maintain access permissions, as well as for researchers to access and analyze the data in aggregate.
Can multiple parties review and approve a data access request through DUOS?
Yes. There are two ways to enable multiple individuals to review a Data Access Request (DAR) in DUOS.
One option is to add multiple individuals to your DAC, as DAC Members. DAC Members can offer comments and a suggested vote to the DAC Chair, without directly controlling the final vote on the DAR. This option is most helpful for individuals who are in the same organization or consortium, or who collaborate with one another.
Another option is to add multiple individuals to your DAC, as DAC Chairs. DAC chairs act autonomously, without directly controlling the final vote on the DAR.
DUOS and Signing Officials
I am a Signing Official. How do I issue or remove a Library Card for one of my researchers?
Signing Officials are able to do this via the DUOS user interface at their own discretion, once they've followed the Signing Official onboarding process described above.