Database Access Subscriptions and IT Review Guidance
Database access subscriptions, as described below, do not require IT approval prior to purchase or use. Continue reading for an overview of the relevant criteria and guidelines.
What is a Database Access Subscription?
A database access subscription is a service agreement that grants an individual or organization permission to access and use a specific database or collection of databases. This type of subscription typically involves periodic fees and provides authorized users with the ability to search, view and retrieve data stored within the database, often through an online platform. Database access subscriptions are common for accessing proprietary or specialized datasets in various fields, such as academic research, business intelligence or industry-specific information.
Why are Database Access Subscriptions Excluded From IT Review?
Database access subscriptions are considered lower-risk from a cybersecurity perspective because they offer centralized security controls, role-based access and minimal local data storage. Providers handle updates, compliance and continuous threat monitoring, reducing vulnerabilities and simplifying secure user management. These features collectively minimize exposure to threats and ease data security management.
Good Faith Determination
Employees should make an honest effort to decide whether a service qualifies as a database access subscription that does not require IT review. This means checking if the service is only for viewing data online and does not require downloading data to our systems, installing software or connecting directly with our internal tools. If the service does require data download, software installation or you are unsure, please submit a Technology Procurement Request at the Finance Client Portal (FSP Home). Misclassifying a service could lead to security risks, data breaches or compliance issues, which may have consequences for both the university and the employee.
Do I Ever Need to Submit a New Procurement Request for Database Access Subscriptions?
If you are sure that your purchase is correctly characterized as a database access subscription, the only time you would need to submit a new Procurement Request is if the total aggregate anticipated spend is $10,000 or more, or you otherwise need Procurement support.