Set a Pilot Access Charter Before Research Data Is Shared

A pilot becomes easier to manage when the research team records who will access it and what each person needs to do. An account executive can lead that conversation without treating a pilot as approval to share every available file. Begin with the research question, the planned users, the types of material involved, and the institution’s existing review route.

At a fictional university, Priya, a core director, says, “Our investigators want access next week so they can see whether this fits.” The account executive replies, “Let’s make that request specific. Which investigators need access, what work will they perform, and which local review confirms the material they may use?” Priya identifies two analysts, a training coordinator, and a data steward. The team learns that each group has a separate responsibility.

Write those responsibilities in a short access charter. Include the pilot purpose, the named users, the customer owner for access decisions, approved materials, the evidence the team will review, and the date for a checkpoint. Route questions about handling data to the authorized security or documentation owner. The charter gives the customer a clear record for internal discussion and keeps the evaluation focused on the stated workflow.

Practice this opening with a colleague: “Before we schedule access, I’d like to understand the work each participant will perform and the review steps your institution uses.” Then listen for an owner, a decision date, and a missing stakeholder. Review the charter after the call and confirm that every open question has a person responsible for answering it.