ADS Chapter 579

USAID Development Data

Partial Revision Date: 05/09/2024

Responsible Office: M/CIO/ITSD/KM
File Name: 579_050924
 05/09/2024 Partial Revision

Functional Series 500 - Management Services

ADS 579 - USAID Development Data Library
POC for ADS 579: See ADS 501maa, ADS Chapters and Point of Contact List

Table of Contents

579.1 OVERVIEW ............................................................................................... 3

579.2 PRIMARY RESPONSIBILITIES ................................................................ 4

579.3 POLICY DIRECTIVES AND REQUIRED PROCEDURES ........................ 9

579.3.1 Data Management Planning .................................................................... 9

579.3.2 Using USAID Data .................................................................................. 10

579.3.3 Contributing to the Agency’s Development Data Library (DDL) ........ 10

579.3.3.1 Who Must Submit Data to the DDL .......................................................... 11
579.3.3.2 Types of Data To Be Submitted to the DDL ............................................. 11
579.3.3.3 Redacting Data and Exceptions to the Open Data Mandate.................... 13
579.3.3.4 Dataset Access Levels............................................................................. 15
579.3.3.5 Required Clearances and Data Publication Process ............................... 15
579.3.3.6 Standards for Data Submitted to the DDL................................................ 17
579.3.3.7 Timing of Dataset Submissions to the DDL ............................................. 18

579.3.4 Special Considerations for Research Data.......................................... 18

579.3.4.1 Research Databases ............................................................................... 19
579.3.4.2 Research Involving Human Subjects ....................................................... 19
579.3.4.3 Embargos on Data Publication ................................................................ 19

579.4 MANDATORY REFERENCES ................................................................ 19

579.4.1 External Mandatory References ........................................................... 19

579.4.2 Internal Mandatory References ............................................................ 20

579.5 ADDITIONAL HELP ................................................................................ 21

579.6 DEFINITIONS .......................................................................................... 21

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ADS 579 - USAID Development Data

579.1 OVERVIEW
Effective Date: 10/01/2014

Data, and the information derived from data, are assets for USAID, its partners, the
academic and scientific communities, and the public at large. The value of data used in
strategic planning, design, implementation, monitoring, and evaluation of USAID’s
programs is enhanced when those data are made available throughout the Agency and
to all other interested stakeholders, in accordance with proper protection and redaction
allowable by law. This ADS chapter:

(1) Provides guidance for complying with the requirement in USAID’s

Evaluation Policy (January 2011) that, “All quantitative data collected by
USAID or one of the Agency’s contractors or [recipients] for the purposes
of an evaluation must be uploaded and stored in a central database.”

(2) Outlines USAID’s approach to implementing Executive Order 13642,

“Making Open and Machine Readable the New Default for
Government Information” and the accompanying OMB Open Data
Policy, M-13-13, “Managing Information as an Asset”, issued on May
9, 2013.

(3) Addresses USAID’s approach to managing data related to the February

22, 2013, White House Office of Science and Technology Policy
Memorandum, “Increasing Access to the Results of Federally Funded
Scientific Research.”

(4) Establishes the policy directives, required procedures, and roles and
responsibilities governing the submission of Datasets (see 579.6) to
USAID’s Development Data Library (DDL). The DDL is the Agency’s
repository of USAID-funded, machine readable data created or collected
by the Agency and its implementing partners.

(5) Offers guidance for maintaining the DDL and for contributing to the
Agency’s knowledge-management efforts by:

● Defining the requirements, standards, and roles and responsibilities

governing data submission;

● Identifying the types of data to be included in the DDL;

● Detailing the procedures to be followed in making data available

through the DDL; and

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● Supporting adherence to the Open Government Initiative and

OMB Open Data Policy by making data funded by USAID
available to the general public, where appropriate and allowable by
law.

579.2 PRIMARY RESPONSIBILITIES

Effective Date: 03/26/2020

a. The Performance Improvement Officer or their designee, in consultation with

the Chief Information Officer, reports quarterly to OMB on USAID’s progress in
meeting the objectives of the Cross Agency Priority Goal on Open Government
Data.

b. The Management Operations Council (MOC) provides Agency-wide leadership

for initiatives and investments to reform USAID business systems and operations
worldwide and to improve organizational performance, efficiency, and effectiveness.

c. The Information Governance Committee (InfoGov) of the MOC, recommends

standards and approaches for managing USAID’s information and data and ensures
compliance with U.S. Government mandates related to information and data.

d. The InfoGov Permanent Working Group (PWG) recommends to, and takes
direction from, InfoGov to:

(1) Implement USAID’s approach to open data, including but not limited to
Executive Order 13642, “Making Open and Machine Readable the
New Default for Government Information” and OMB M-13-13, “Open
Data Policy – Managing Information as an Asset.” This includes
quarterly updates to the following, per OMB requirements:

● Enterprise Data Inventory submitted to OMB Max;

● Public Data Listing at data.usaid.gov;

● Data Publication Process at www.usaid.gov/digitalstrategy;

● Inventory Schedule at www.usaid.gov/digitalstrategy;

● Customer Engagement Process at

www.usaid.gov/digitalstrategy; and

● Agency Points of Contact for data, submitted to OMB Max.

(2) Support implementation of USAID’s approach to the White House Office

of Science and Technology Policy’s Memorandum on “Increasing
Access to the Results of Federally Funded Scientific Research.”
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(3) Develop and maintain a Data Publication Process to ensure that data
identified for potential release under the Open Data mandate are vetted
for:

● Legality of release;

● Removal of personally identifiable information;

● Security considerations; and

● Other principled exceptions to release as permitted by law.

(4) Supervise the configuration and use of the DDL ensuring the proper
tracking and documentation of Datasets in accordance with standards set
by the MOC and InfoGov.

(5) Conduct ongoing monitoring of data-related implementation activities and

present data-driven reports to InfoGov on a regular basis.

(6) Coordinate the appointment of Data Stewards in each USAID Operating

Unit (OU) to support the work of the PWG and host meetings of Data
Stewards on a regular basis to assign and coordinate taskings and
trainings.

(7) Recommend Datasets to InfoGov for public listing or release, upon

completion of the Data Publication Process.

(8) Field questions from Data Stewards and Agency staff regarding the Data
Publication Process and assist with the clearance process as necessary.
The PWG can be contacted at opendata@usaid.gov.

e. The Bureau for Management, Office of the Chief Information Officer, IT

Operations Division (M/CIO/IT)

(1) Operates and maintains the DDL;

(2) Responds to requests from the Permanent Working Group to make

configuration changes to the DDL;

(3) Assists with the creation and maintenance of websites relevant to the
scope of the PWG;

(4) Generates, as necessary, machine readable files for the DDL and for
relevant data-sharing pages on the USAID website; and

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(5) Facilitates the creation of machine-to-machine connections between the

DDL and relevant Agency information systems.

f. Contracting Officers (COs) and Agreement Officers (AOs), including those

delegated contract and grant-making authority in ADS 103, Delegations of Authority
are responsible for incorporating clauses and provisions into contracts, grants,
cooperative agreements (CAs), interagency agreements, and other implementing
instruments to instruct implementing partners that they must submit Datasets created or
collected with USAID funding to the DDL.

g. Operating Units are responsible for including Datasets as deliverables in USAID

awards, when writing statements of work or program descriptions. They must also:

(1) Appoint and maintain a Data Steward and their alternate, ensuring their
participation in meetings, taskings, and trainings coordinated by the PWG;
and

(2) Ensure that CORs, AORs, and Information System Owners:

a. Obtain all required clearances (see 579.3.2.5), in consultation with

other Operating Units that may be affected by the release of the data;
and

b. Redact sensitive data in accordance with the guidance provided in

this policy (see 579.3.2.3).

Washington Operating Units, in consultation with the Office of the General Counsel
(GC), and overseas Operating Units, in consultation with their Resident Legal Officer
(RLO), must ensure that CORs, AORs and Information System Owners redact sensitive
data, in coordination with other relevant Operating Units.

h. Data Stewards in each USAID Operating Unit:

(1) Serve as subject matter experts for their Operating Unit on the Data
Publication Process;

(2) Provide guidance to CORs/AORs and others within their operating unit on
identifying, cataloging, and clearing data for public release.

(3) Assist their Operating Unit with obtaining and documenting clearances for
each identified Dataset;

(4) Providing reports to their leadership regarding open data efforts in their
Operating Unit;

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(5) Take action on reminders from InfoGov or the PWG to identify Datasets
managed by their Operating Unit that are candidates for inclusion in the
DDL and for potential release to the public;

(6) Provide feedback to the PWG regarding USAID’s open data framework,
including the guidance outlined in this policy;

(7) Respond to PWG taskings and attend trainings and coordination meetings
held by the PWG. Taskings may include, for example, guiding operating
units on clearing data for release that were produced prior to the effective
date of this policy.

i. Contracting Officer Representatives (CORs) and Agreement Officer

Representatives (AORs), in close coordination with implementing partners, activity
managers, or other appropriate subject matter experts for each Dataset:

(1) During activity design (such as the design of contracts, grants, and
cooperative agreements) and during the formulation of the annual work
plan, identify and include Datasets as deliverables that would benefit the
development community;

(2) Ensure that USAID-funded Datasets are submitted to USAID in

accordance with the terms of the award under which they were created;

(3) Determine, in coordination with GC/RLO, as appropriate, whether

Datasets or portions thereof are releasable per the terms of the award
under which they were created;

(4) Respond to requests for information from Data Stewards;

(5) Inform Data Stewards of Datasets created or obtained under the award(s)
to which the COR/AOR has been assigned;

(6) Redact (or ensure the redaction of) Datasets, in coordination with other
relevant Operating Units, in accordance with principled exceptions to
release (see 579.3.2.3) and implementing redaction requirements from:

● Office of Security / Counterterrorism and Information Security

Division (SEC/CTIS);

● Bureau for Management, Office of the Chief Information Officer,

Information Assurance Division / Compliance and Risk
Management Branch (M/CIO Privacy Office) (M/CIO/IA/CRM);

● Bureau for Management, Office of Management Services,

Information and Records Division (M/MS/IRD); and
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● GC

(7) Obtain and document (or ensure the obtainment and documentation of)
required clearances in the DDL;

(8) Designate, in consultation with GC/RLO, as appropriate, Dataset access

levels (see 579.3.2.4);

j. Information System Owners. Given that USAID-funded data will also come
directly from USAID information systems, USAID Information System Owners must also
respond to requests for information from Data Stewards and inform their Data Steward
of Datasets requiring inclusion in the DDL. For more information on Information System
Owners, see ADS 502, The USAID Records Management Program, ADS 508, The
USAID Privacy Policy, and ADS 545, Information Systems Security.

k. The Office of Security/Counterterrorism and Information Security Division

(SEC/CTIS) reviews the content of each Dataset, focusing primarily on information
which requires administrative controls or protection to prevent release to the public
and/or other unauthorized disclosures (this includes Sensitive but Unclassified (SBU)
information). This review is conducted in accordance with Executive Order 13556,
"Controlled Unclassified Information.”

l. The Bureau for Management, Office of the Chief Information Officer,

Information Assurance Division/Compliance and Risk Management Branch
(M/CIO Privacy Office) (M/CIO/IA/CRM), as delegated by USAID’s Senior Agency
Official for Privacy, helps protect Personally Identifiable Information (PII) from
unauthorized access or disclosure, and upon learning that a Dataset is a candidate for
public release:

● Requires the COR/AOR for the Dataset to complete an Open Data

Privacy Analysis template (ODPA) (which can be found here:
https://pages.usaid.gov/privacycouncil/open-data-privacy-analysis-
template) to discover and document any information privacy issues
with Datasets;

m. The Bureau for Management, Office of Management Services, Information

and Records Division (M/MS/IRD), as delegated by USAID’s Chief Freedom of
Information Act (FOIA) Officer, reviews the Dataset to identify sensitive
information protectable from release by one of the six principled exceptions
outlined in OMB Bulletin 12-01 “Guidance on Collection of U.S. Foreign
Assistance Data.” These principled exceptions coincide with several of the
allowable FOIA exemptions under 5 U.S.C. 552(b)(1-9).

n. The Office of the General Counsel (GC) attorney will assist Data Stewards,
CORs/AORs, and Operating Units with issues that arise regarding the release of
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Datasets, as needed. For specific legal questions on the release of Datasets,

Washington Operating Units must contact the GC attorney who generally provides legal
advice to that Operating Unit; overseas Operating Units must contact their RLO.

579.3 POLICY DIRECTIVES AND REQUIRED PROCEDURES

579.3.1 Data Management Planning

Effective Date: 07/31/2020

USAID recognizes the importance of data management planning to ensure that data are
managed well across a full data lifecycle, including collection, analysis, repository
submission, and publication and re-use. Planning ensures that USAID staff and
implementing partners follow data management best practices to produce high-quality,
usable data assets and submit these assets to USAID as deliverables under the terms
of awards.

Data Management Plans (DMPs) are tools that guide the identification of anticipated
data assets and the outlining of tasks needed to manage these assets across a full data
lifecycle. As a complement to Activity Monitoring, Evaluation, and Learning (MEL)
Plans, USAID employs activity DMPs to enable USAID staff and implementing partners
(IPs) to identify data assets that will be created and used in a USAID-funded activity.
Activity DMPs also describe important data management tasks to ensure the use of
data management best practices at each stage of a lifecycle. They ensure that data
assets contribute to the Agency’s evidence base and that implementing partners submit
data assets designated as deliverables in accordance with conditions and guidelines in
awards.

Washington OUs and Missions should balance the efforts of implementing partners and
USAID to establish an activity DMP with the overall scope, size, and strategic
importance of the activity and its resulting data assets. Washington OUs and Missions
must:

● Ensure that all activities, as defined in ADS 201, that require a MEL Plan also
require implementing partners to create a DMP (see ADS 201.3.4.10A Activity
MEL Plan). The DMP may be developed and approved as a section of the MEL
Plan or as a separate plan. Similar to the Activity MEL Plan, OUs and Missions
must put an Activity DMP in place before major implementation actions begin and
update it as necessary (see Foundations for Evidence-Based Policymaking
Act of 2018, Title 2; OMB M-19-23, OMB Circular A-130: Managing
Information as a Strategic Resource; M-19-18 Federal Data Strategy, #21;
and OMB-20-12, Program Evaluation Standards and Practices, Appendix C:
Evaluation Practices, 8-9).

● Ensure that USAID efforts that meet the criteria for Federally Funded Scientific
Research require a DMP. In accordance with the USAID Public Access Plan,
the USAID Scientific Research Policy, and ADS 578, Information Quality
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Guidelines, the DMP must describe best practices for managing data assets
during the research effort and describe protocols for ensuring public access to
related publications and underlying research data. These requirements are in
line with findings specific to USAID in the U.S. Government Accountability
Office (GAO) report, Federal Research: Additional Actions Needed to
Improve Public Access to Research (GAO-20-81); and the Office of Science
and Technology Policy’s Memorandum on Increasing Access to the
Results of Federally Funded Scientific Research 4.b.).

579.3.2 Using USAID Data

Effective Date: 10/01/2014

USAID encourages its partners, the academic and scientific communities, and the
public at large to make broad use of DDL data for innovative scientific, technological,
analytical, and other applications. USAID staff are also encouraged to make others
aware of this valuable and growing Agency asset.

USAID Operating Units (OUs) will consult Datasets available through the DDL, as that
data may prove useful in supporting evidence-based decision-making across all stages
of the USAID Program Cycle. This includes decisions related to policy and strategy
development, project design, project implementation, performance monitoring, program
evaluation, and learning and adapting to improve development outcomes. For example,
data could be used to:

● Inform the design and implementation of USAID projects and programs by

enabling additional analysis beyond that presented in written reports;

● Adapt projects and programs based on learning from data analysis;

● Incorporate baseline and contextual data to plan, measure, evaluate, adapt, and
improve performance of development assistance activities; and

● Facilitate the creation of data visualizations to generate additional insight for

advocacy and training purposes.

579.3.3 Contributing to the Agency’s Development Data Library (DDL)

Effective Date: 10/01/2014

The DDL is the Agency’s repository of USAID-funded, machine readable data created
or collected by the Agency and its implementing partners. Datasets and supporting
documentation created or collected directly by USAID Operating Units or under USAID-
funded awards must be submitted for inclusion in the DDL (see 579.3.2.2).

Datasets must be submitted by USAID Operating Units and implementing partners

through the DDL Website at data.usaid.gov in accordance with the instructions
provided at the site. USAID will not necessarily release all Datasets submitted to the
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DDL to the public in their entirety. USAID will enforce certain exemptions and
redactions allowable by law related to privacy, security, and other considerations, as
further detailed in this policy (see 579.3.2.3).

In instances where USAID funds the creation of an entire information technology system
or database, or where USAID-funded data is dynamically updated on an information
technology system, the requirement to submit Datasets to the DDL may be met by
creating an application programming interface (API) for the system, which can then be
reported and cleared per instructions on the DDL Website.

Executive Order 13642, “Making Open and Machine Readable the New Default for
Government Information”, and OMB Open Data Policy, “Managing Information as
an Asset” (M-13-13), call for the management of government information as an asset
throughout its life cycle to promote interoperability and openness, and, wherever
possible and legally permissible, to ensure that data are released to the public in ways
that make the data easy to find. The DDL does this by making USAID-funded Datasets
available to a broad array of stakeholders, including Agency staff, implementing
partners, the academic and scientific communities, and the general public.

579.3.3.1 Who Must Submit Data to the DDL

Effective Date: 10/01/2014

USAID staff, as well as contractors and recipients of USAID assistance awards (e.g.
grants and cooperative agreements), must submit any Dataset created or collected with
USAID funding to the DDL in accordance with the terms and conditions of their awards.
This is in keeping with Executive Order 13642 and the OMB Open Data Policy (M-13-
13) which states that an agency’s “public data listing may also include, to the extent
permitted by law and existing terms and conditions, Datasets that were produced
through agency-funded grants, contracts, and cooperative agreements.”

579.3.3.2 Types of Data To Be Submitted to the DDL

Effective Date: 10/01/2014

Datasets submitted to the DDL will generally be those created in support of Intellectual
Work (see ADS 303maa, Section M21) that is uploaded to the Development
Experience Clearinghouse (DEC) (see ADS 540.3.2.1). Datasets submitted to the DDL
will also include certain extracts from USAID information systems, as determined by
InfoGov in coordination with relevant Operating Units.

Types of data submitted to the DDL must include, but are not limited to, the following:

a. Data Collected as Part of Performance Monitoring or a USAID-

Funded Evaluation:

● Datasets from which indicator values are derived and Datasets

underpinning other project data used in quarterly reporting to USAID

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(for example, lot quality assurance, cluster samples, facility surveys,

school attendance, crop and weather monitoring, sector-related
sampling)

● Quantitative data underpinning evaluation findings (for example,

baseline, midterm, final surveys, and other related Datasets)

● Optional: Qualitative unstructured data such as interview responses or

focus group notes

Note: While this requirement applies to datasets that underpin monitoring data, it
does not apply to performance reporting data that partners submit to USAID
portfolio management tools such as AIDtracker Plus, Afghan Info, and other
similar tools.

b. Other Survey Data:

● Surveys to inform project design (for example, population-based and

integrated household surveys, economic assessments, organizational
capacity assessments (OCAT))

● Public Opinion

● Behavioral

● Biomarker

c. Research Data (see 579.3.3)

● Specifically as outlined in the February 22, 2013, White House Office

of Science and Technology Policy Memorandum, “Increasing
Access to the Results of Federally Funded Scientific Research.”

d. USAID Information System Data:

● Financial data (obligations, expenditures)

● Official Development Assistance

● USAID Forward monitoring

e. Other:

● Development Credit Authority

● U.S. Trade Capacity Building

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f. Supporting Documentation:

● Codebooks

● Data dictionaries

● Forms, templates, and data gathering tools

● Explanations of redactions

● Notes on data quality, data limitations, or data context

● Data gathering methodologies

g. Metadata

● Descriptive tags or labels as mandated by the OMB Open Data Policy

(M-13-13), in consultation with Project Open Data.

579.3.3.3 Redacting Data and Exceptions to the Open Data Mandate

Effective Date: 10/01/2014

USAID will not necessarily release to the public all data submitted to the DDL in its
entirety.

Executive Order 13642 notes that the order shall not “compel or authorize the
disclosure of privileged information, law enforcement information, national security
information, personal information, or information the disclosure of which is prohibited by
law.” It further notes that, “agencies shall incorporate a full analysis of privacy,
confidentiality, and security risks into each stage of the information lifecycle to identify
information that should not be released. These review processes should be overseen by
the senior agency official for privacy. It is vital that agencies not release information if
doing so would violate any law or policy, or jeopardize privacy, confidentiality, or
national security.”

Prior to the public release of a Dataset, CORs, AORs, Information System Owners, or
their designee must redact data in accordance with exceptions allowable by law. This
includes redactions required by (see 579.2 and 579.3.2.5):

● SEC/CTIS

● M/CIO Privacy Office, upon the completion of the ODPA (see

579.2.k.1)

● M/MS/IRD
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● GC

All other redactions, including those performed directly by the Operating Unit, must fall
under one of the “principled exceptions to the presumption in favor of openness”
established in OMB Bulletin 12-01, “Guidance on Collection of U.S. Foreign
Assistance Data.” These exceptions include:

a. When public disclosure threatens national security interests;

b. When public disclosure is likely to jeopardize the personal safety of U.S.

personnel or recipients of U.S. resources;

c. When public disclosure would interfere with the agency's ability to

effectively discharge its ongoing responsibilities in foreign assistance
activities;

d. When there are legal constraints on the disclosure of business or

proprietary information of non-governmental organizations, contractors, or
private sector clients;

e. When the laws or regulations of a recipient country apply to a bilateral

agreement and restrict access to information; or

f. When data reveal private information about individuals that must be kept
confidential consistent with ethical guidelines and federal regulations.
CORs/AORs, Information System Owners, or their designee must:

a. Document in the DDL the rationale for redactions according to the exceptions
and requirements outlined above;

b. Complete (or ensure the completion of) and sign the Open Data Privacy
Analysis template (ODPA) required by the M/CIO Privacy Office; and

c. Certify the completion of all redactions required by SEC/CTIS, the M/CIO

Privacy Office, M/MS/IRD, GC and other principled exceptions to release
identified by the COR/AOR, prior to public release of the Dataset through the
DDL.

To the extent that the redaction process is likely to remove information that would prove
useful during secondary data analysis, Operating Units must work within prevailing best
practices to identify alternative redaction methods or consider, with their GC or RLO
point of contact, assigning an access level of “Restricted Public” to the Dataset (see
579.3.2.4). Any exceptions to this policy must be approved by the Assistant
Administrator for the Bureau for Management.

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579.3.3.4 Dataset Access Levels

Effective Date: 10/01/2014

CORs/AORs must designate an access level for each Dataset and document the
rationale for the designation in the DDL. Datasets must be documented with one of
these three access levels as mandated by the Open Data Policy (Section III.4), in
consultation with Project Open Data:

● Public: Dataset is or could be made publicly available to all without

restrictions.

For the “Public” access level, Operating Units may also document
technical or resource barriers to increasing access to this Dataset.

● Restricted Public: Dataset is available under certain use restrictions. One

example, among many, is a [Dataset] that can only be made available to
select researchers under certain conditions, because the Dataset contains
sufficient granularity or linkages that make it possible to re-identify
individuals, even though the Dataset is stripped of Personally Identifiable
Information (PII). Another example would be a Dataset that contains PII
and is made available to select researchers under strong legal protections.
This category includes some but not all Datasets designated as Controlled
Unclassified Information (CUI), consistent with Executive Order 13556.

For the “Restricted Public” access level, Washington Operating Units, in

consultation with GC, or overseas Operating Units, in consultation with the
appropriate RLO, must document the conditions under which select
individuals may obtain access to this Dataset.

● Non-Public: Dataset is not available to members of the public. This

category includes Datasets that are only available for internal use by the
Federal Government, such as by a single program, single agency, or
across multiple agencies. This category might include some but not all
Datasets designated as Controlled Unclassified Information (CUI),
consistent with Executive Order 13556. Some non-public Datasets may
still potentially be available to other intra-agency Operating Units and/or
other government agencies, as discussed in OMB Memorandum M-11-
02: Sharing Data While Protecting Privacy.

For the “Non-Public” access level, Washington Operating Units, in

consultation with GC, and overseas Operating Units, in consultation with
their RLO, must document the rationale for specifying that the data cannot
be made public.

579.3.3.5 Required Clearances and Data Publication Process

Effective Date: 03/26/2020

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USAID has adopted a Data Publication Process requiring clearances on data release.
Required clearances are as follows:

a. Office of Security / Counterterrorism and Information Security Division

(SEC/CTIS)

b. Bureau for Management, Office of the Chief Information Officer,

Information Assurance Division / Compliance and Risk Management
Branch (M/CIO Privacy Office) (M/CIO/IA/CRM)

c. Bureau for Management, Office of Management Services, Information and

Records Division (M/MS/IRD)

d. Operating Unit of Origin (OUO) – The Operating Unit where the COR/AOR
for the award under which the data was generated is assigned; or the
Operating Unit where the owner of the USAID information system from
which the data was extracted is assigned.

The OUO is responsible for obtaining clearances from other Operating

Units that may be affected by the release of the data and/or from other
entities that may have jointly funded the data. This may include, for
example, obtaining clearances from other U.S. Government agencies,
other governments, or multilateral organizations.

In such instances where a Dataset contains data relevant to several

USAID Operating Units, the Data Steward in the OUO should circulate a
description of the dataset to Data Stewards in other relevant Operating
Units, inviting participation in the clearance process. The OUO may then
require clearance only from those Operating Units requesting inclusion.
This procedure is optional, and the extent to which the OUO obtains
additional clearances from other Operating Units is ultimately left to the
discretion of the OUO.

In instances where a Dataset contains research on human subjects, the

OUO may consult with USAID’s Cognizant Human Subjects Officer
(CHSO) to determine whether additional clearances or documentation of
informed consent are required.

e. The Office of General Counsel (GC) or Resident Legal Officer (RLO) –

Clearance is not required. The GC/RLO will provide a review of specific
legal questions on the release of Datasets, as needed by the Washington
Operating Unit/Overseas Operating Unit.

Once a Dataset has been cleared and released according to the requirements outlined
above, or has already been released publicly according to a process that pre-dates this
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policy, ongoing updates to the Dataset will only require clearance from the Operating
Unit of Origin, as long as the Dataset remains unchanged in terms of its structure and
the categories of data (e.g. column headings) represented. Once these clearances are
obtained, Datasets that were released publicly prior to the effective date of this policy
must be tagged with metadata and accompanied by supporting documentation as
required by Project Open data and by USAID (see 579.3.2.6c).

579.3.3.6 Standards for Data Submitted to the DDL

Effective Date: 10/01/2014

a. Submission

Datasets and supporting documentation must be submitted by USAID Operating Units

and implementing partners to the DDL by following the instructions at data.usaid.gov.
Datasets will be cleared for release as detailed in USAID’s Data Publication Process
(see 579.3.2.5).

b. Machine Readable Format

Datasets submitted to the DDL must be in non-proprietary, machine readable format,

regardless of whether the data are expected to be publicly released. For example,
spreadsheets submitted in a non-proprietary format such as comma separated values
(CSV) are acceptable, while submissions using proprietary software owned by
companies such as Adobe, Intuit, Lotus, or Microsoft are not.

Datasets submitted to the DDL must be machine readable, in accordance with the
following definition from OMB Circular A-11:

Format in a standard computer language (not English text) that can be

read automatically by a web browser or computer system. (e.g.; xml).
Traditional word processing documents, hypertext markup language
(HTML) and portable document format (PDF) files are easily read by
humans but typically are difficult for machines to interpret. Other formats
such as extensible markup language (XML), (JSON), or spreadsheets with
header columns that can be exported as comma separated values (CSV)
are machine readable formats. It is possible to make traditional word
processing documents and other formats machine readable but the
documents must include enhanced structural elements.
c. Supporting Documentation

Datasets submitted to the DDL must also be accompanied by supporting

documentation, defining the fields within the Dataset and any categories or labels within
the Dataset that may require explanation to an individual not familiar with the data. This
may be accomplished through the submission of a codebook or data dictionary. When
available, scopes and methodologies, such as survey protocols and instruments used to
collect and analyze the data must also be submitted to the DDL, along with annotations
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to inform the general public of any known data quality issues. Datasets must be
accompanied by metadata as required by Project Open Data and other metadata
assigned by USAID. This may be accomplished by following the instructions at
data.usaid.gov.

d. Cleaned of Sensitive Data

Datasets submitted to the DDL must not contain classified, proprietary, or personally
identifiable information.

579.3.3.7 Timing of Dataset Submissions to the DDL

Effective Date: 10/01/2014

a. Implementing Partner Submissions to the DDL

USAID contractors and recipients of USAID assistance awards must submit Datasets
governed by this policy, and supporting documentation, to the DDL in accordance with
the clause or provision in their award.

b. Operating Units Submissions to the DDL

USAID Operating Units, working through their Data Steward, must submit Datasets
created directly by USAID to the DDL upon completion of their analysis of the data.

c. Dataset Review by the COR/AOR or Information System Owner

Prior to public release of the Dataset through the DDL, the COR/AOR is responsible for
reviewing the Dataset, which includes identifying principled exceptions to release,
redacting (or ensuring the redaction of) sensitive information, and obtaining required
clearances (see 579.3.2.5). The COR/AOR or their designee must commence review of
Datasets within 30 calendar days of receipt from an implementing partner. Upon
receiving from an implementing partner an index of all Datasets and Intellectual Work
created or obtained under an award, the COR/AOR must ensure that all Datasets
generated under the award have been uploaded to the DDL. Information System
Owners must commence reviews of Datasets within 30 calendar days of the Dataset
being identified for inclusion in the DDL.

579.3.4 Special Considerations for Research Data

Effective Date: 10/01/2014

The Development Data Library (DDL) is part of USAID’s strategy to increase access to
the results of the research it funds, in accordance with the February 22, 2013,
Memorandum from the White House Office of Science and Technology Policy entitled,
Increasing Access to the Results of Federally Funded Scientific Research. This
ADS chapter uses the term “research” as referenced in the February 22 memorandum
and as further defined in relevant OMB circulars including, OMB A-11 and OMB A-21.

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Research data uploaded to or referenced in the DDL must comply with ADS 578,
Information Quality Guidelines where applicable, particularly data considered
“Influential Scientific, Financial, or Statistical Information” (ADS 578.3.2.4). USAID
recognizes the value of research data, not only to the general public, but to the
academic and scientific communities. As such, it supports the standardization and
interoperability of research data and the inclusion of USAID-funded research in
databases commonly accessed by the academic and scientific communities.

579.3.4.1 Research Databases

Effective Date: 10/01/2014

Should USAID staff or implementing partners submit a Dataset to a publicly accessible

research database, they are not required to submit the data to the DDL. However, they
must submit a notice to the DDL, providing details on where and how to access the
data, in accordance with the instructions found at data.usaid.gov. They must submit
this notice to the DDL no later than when the data are ready to be submitted to a peer-
reviewed journal for publication, or no later than five calendar days prior to the
conclusion of the award, whichever occurs earlier.

579.3.4.2 Research Involving Human Subjects

Effective Date: 10/01/2014

Operating Units are responsible for ensuring the redaction of sensitive data (see
579.2.g). In addition, Datasets involving human research subjects must be noted as
such upon upload to the DDL in accordance with the instructions posted at
data.usaid.gov.

579.3.4.3 Embargos on Data Publication

Effective Date: 11/03/2023

USAID does not grant an embargo for Agency-funded research data that underlie peer-
reviewed scholarly publications, except under limited circumstances. USAID will only
consider embargo requests to the extent feasible and consistent with applicable law,
privacy, Indigenous rights, foreign policy and international development objectives, and
national security considerations (see OSTP August 25, 2022 Memo Ensuring Free,
Immediate, and Equitable Access to Federally Funded Research). This policy provision
does not impact the terms and conditions under awards for submission of data or
intellectual works to the DDL or DEC.

579.4 MANDATORY REFERENCES

579.4.1 External Mandatory References

Effective Date: 10/01/2014

a. Executive Order 13556, Controlled Unclassified Information

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b. Executive Order 13642, Making Open and Machine Readable the New
Default for Government Information

c. Freedom of Information Act of 1966, 5 U.S.C. §552

d. OMB Bulletin 12-01: Guidance on Collection of U.S. Foreign Assistance

Data

e. OMB Memorandum M-11-02: Sharing Data While Protecting Privacy

f. OMB Memorandum M-13-13: Open Data Policy-Managing Information as an

Asset

g. Privacy Act of 1974, 5 U.S.C. §552a – As Amended

h. Project Open Data

i. White House Office of Science and Technology Policy Memorandum,

Increasing Access to the Results of Federally Funded Scientific Research

579.4.2 Internal Mandatory References

Effective Date: 04/13/2023

a. ADS 302, USAID Direct Contracting

b. ADS 302mas, Special Provisions for Acquisitions

c. ADS 303, Grants and Cooperative Agreements to Non-Governmental

Organizations

d. ADS 303maa, Standard Provisions for U.S. Nongovernmental Organizations

e. ADS 303mab, Standard Provisions for Non-U.S. Nongovernmental

Organizations

f. ADS 303mat, Standard Provisions for Fixed Obligation Grants to

Nongovernmental Organizations

g. ADS 306, Interagency Agreements

h. ADS 306mac, PASA Annex C

i. ADS 318, Intellectual Property Rights

j. ADS 540, USAID Development Experience Information

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k. ADS 578, Information Quality Guidelines

l. ADS 579maa, Foreign Assistance Reporting and the Foreign Assistance

Data Redaction System

m. ADS 579mab, Activity Location Data

n. ADS 579mad, Post-Publication Emergency Redactions

o. ADS 579mae, Redaction Memo Template

p. ADS 579maf, Redaction Tracking Template

q. ADS 579mag, After Action Memo Template

r. USAID Evaluation Policy

579.5 ADDITIONAL HELP

Effective Date: 05/09/2024

a. ADS 579saa, Geographic Data Collection and Submission Standards

b. ADS 579sab, Protecting Sensitive Information Prior to Publication of USAID

Foreign Assistance Data

c. ADS 579sac, Activity Location Data Waiver Action Memorandum

d. ADS 579sad, USAID Data Risk Assessment Model

579.6 DEFINITIONS
Effective Date: 10/01/2014

The terms and definitions listed below have been incorporated into the ADS
Glossary. See the ADS Glossary for all ADS terms and definitions.

Data Steward
The term “Data Steward” refers to a role assigned to a USAID staff member under their
existing position. A Data Steward provides guidance to their Operating Unit to ensure
that the Operating Unit’s USAID-funded data is made open to the public and machine
readable by default, in accordance with White House Executive Order
13642 and Office of Management and Budget (OMB) Policy M-13-13 on Open Data.
The Data Steward also provides periodic reports to their operating unit and USAID
leadership on data inventoried by their operating unit and cleared for public release.
(Chapter 579)

Dataset
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An organized collection of structured data, including data contained in spreadsheets,

whether presented in tabular or non-tabular form. For example, a Dataset may
represent a single spreadsheet, an extensible mark-up language (XML) file, a
geospatial data file, or an organized collection of these. (Chapter 579)

Development Data Library (DDL)

The DDL is USAID’s repository of USAID-funded, machine readable data created or
collected by the Agency and its implementing partners. (Chapter 579)

Intellectual Work
Intellectual Work includes all works that document the implementation, monitoring,
evaluation, and results of international development assistance activities developed or
acquired under an award, which may include program and communications materials,
evaluations and assessments, information products, research and technical reports,
progress and performance reports required under the award (excluding administrative
financial information), and other reports, articles and papers prepared by the recipient
under the award, whether published or not. The term does not include the recipient’s
information that is incidental to award administration, such as financial, administrative,
cost or pricing, or management information. (Chapter 579)

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