Data Request Form Template
Manage data access requests with proper governance, tracking purpose, format requirements, and privacy compliance acknowledgments.
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What is a Data Request Form?
A data request form standardizes how employees and stakeholders request access to organizational data. It captures the purpose, scope, and format needed while ensuring compliance.
Data governance requires understanding who accesses data and why. This form documents requests for audit, privacy compliance, and appropriate use monitoring.
By capturing purpose and justification, organizations can ensure data is used appropriately and limit access to legitimate business needs.
Key Features
Data Scope Definition
What specific data is being requested
Purpose Documentation
Business reason for the data access
Format Preferences
CSV, Excel, database access, API options
Date Range
Time period for historical data requests
Privacy Acknowledgment
Confirmation of data handling responsibilities
Data Owner Approval
Authorization from data stewards
Why Use This Template?
Data Governance
Track who accesses data and for what purpose
Privacy Compliance
Document legitimate use for GDPR/CCPA
Efficient Fulfillment
Clear requirements enable accurate delivery
Audit Trail
Complete record of data access for compliance
What's Included in This Template
Requester Name
textIdentify who is requesting the data
Department
selectContext for data access appropriateness
Data Description
textareaSpecific data fields and tables needed
Purpose of Request
textareaBusiness justification for access
Date Range
textTime period for historical data
Preferred Format
selectCSV, Excel, direct access, API
Deadline
dateWhen is the data needed by
I acknowledge data handling policies
checkboxPrivacy compliance
Perfect For
Analytics Requests
Business analysts requesting data for reports
Research Projects
Data science teams needing training or analysis data
Audit Requests
Internal or external audit data requirements
Regulatory Responses
Data needed for regulatory compliance
Frequently Asked Questions
Who should approve data requests?
Data owner or steward for the specific dataset. IT may fulfill after approval. Sensitive data (PII, financial) may require additional privacy or legal review.
How do I handle PII requests?
Flag requests involving personal data for privacy review. Require additional justification. Consider anonymization or aggregation. Document legitimate purpose per GDPR/CCPA.
What formats should I offer?
Common options: CSV (universal), Excel (business users), JSON (developers), direct database access (advanced users). Match to requestor technical capability.
How do I track ongoing access vs. one-time requests?
Distinguish "one-time extract" from "ongoing access." One-time delivers data file. Ongoing requires access provisioning with periodic review.
How do I handle urgent requests?
Define what qualifies as urgent. Expedited requests may skip full approval but require manager authorization. Balance speed with governance.
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