From Six Months to 10 Days: How the gDSSA is Helping Move Research Forward
Clinical research depends on collaboration. Researchers, hospitals, universities, research institutes, and other organizations often need to share data and biological samples with one another to advance research and improve patient care. But before that data can be shared, there is a contract to negotiate.
A Data and/or Sample Sharing Agreement (DSSA) sets out the terms for how data or biological samples can be accessed, used, shared, and ultimately destroyed. These agreements help ensure that data is shared appropriately and in accordance with applicable laws, regulations, and institutional requirements.
However, negotiating these agreements can take time.
Every institution may have its own requirements around data ownership, permitted uses, privacy, security, and other contractual terms. When organizations have different requirements, reaching an agreement can involve lengthy negotiations. For researchers, this can mean delays in accessing the data they need and, ultimately, delays in getting research underway.
This is where the Governing Data and Biological Samples Transfer Agreement (gDSSA) comes in to help.
Developed by the CIHR-funded ACT Consortium Contracts Working Group, the gDSSA is a standardized, legally binding, pan-Canadian agreement that establishes general terms and conditions for the transfer of data and biological samples between two or more parties.
The goal is simple: reduce the time spent negotiating the same terms over and over again so that research data can move more quickly between organizations.
The gDSSA includes pre-negotiated terms and conditions that were initially developed and agreed upon by 29 Canadian signatories, including universities, research institutes, hospitals, and health authorities. When parties wish to transfer data or samples under a particular study, they then execute a very simple Transfer Letter, without the need to negotiate fulsome terms. Since its implementation in February 2024, the gDSSA has grown to include more than 70 adoptees, demonstrating its growing value in supporting research collaboration across Canada.
What does this mean in practice?
Working in the OHRI Contract Office, I’ve seen firsthand how and why contract negotiations can become a bottleneck for research teams waiting to access the data they need. A DSSA can often take several months to negotiate, depending on the complexity of the agreement and the number of issues that need to be resolved.
At OHRI, processing times for traditional DSSAs can easily take three to six months. Since adopting the gDSSA, however, negotiations have been reduced to approximately 10-15 days—and in some cases, as little as 24 hours
The gDSSA not only provides greater consistency and efficiency in contract review, but also helps researchers and institutions transfer data more quickly. Ultimately, the value of the gDSSA goes beyond the contract itself. Faster agreements mean faster access to data, which can help researchers collaborate more efficiently, accelerate scientific discovery, and advance research that can ultimately improve patient care and outcomes.
Data sharing is an important part of advancing clinical research in Canada. The gDSSA is one way that institutions can help remove some of the contractual barriers that can slow that process down.
Interested in becoming a member?
If you or your institution could benefit from becoming a member of the gDSSA, please reach out to contract@ohri.ca or visit the ACT Consortium website for more information on how to become a member.
Authors:
Julie Nguyen, Senior Contracts Officer, Research Contracts
Funding:
Funding for the Accelerating Clinical Trials (ACT) Consortium including the ACT Consortium Contracts Working Group is funded by the Canadian Institutes for Health Research.
Core Facilities:
The Ottawa Hospital is a leading academic health, research and learning hospital proudly affiliated with the University of Ottawa and supported by The Ottawa Hospital Foundation.
