Understanding the Digital 6 Purchase Order Process for Digital Data

Understanding the Digital 6 Purchase Order Form for Historical Digital Data Supply and Licence

The Digital 6 form is an official document issued by the Department of Finance Northern Ireland, specifically through the Land & Property Services. It serves as a formal purchase order for obtaining and licensing historical digital data (the intellectual property or IP). This guide explains the purpose, key elements, and the process involved in completing this form, ensuring clarity for potential applicants and licensees.

Purpose and Scope of the Digital 6 Form

The primary purpose of the Digital 6 form is to facilitate the legal and administrative process for acquiring digital data that has historical significance. This data may include databases, maps, drawings, algorithms, or other digital records owned by the Crown. The form is designed for entities or individuals seeking to license this data for personal or internal use, strictly under the terms set out by the Department of Finance Northern Ireland.

It is important to note that the form is not for purchasing data for commercial resale or distribution; rather, it grants a non-exclusive, non-transferable licence for specific usage rights within the scope defined by the licensing terms.

Key Sections and Their Functions

Part A: Customer Details

• Name of Customer: The full legal name of the applicant or organization requesting the data.
• Delivery Address: The address where the data or related communications should be sent.
• Post Code and VAT Registration Number: For official tax and billing purposes.
• Contact Details: Including contact name, telephone number, and email address for correspondence.

Part B: Data to be Supplied

This section specifies the digital data being requested, including:

• DO Number: The unique identifier for the digital data set.
• Your Reference and Purchase Order Number: Internal references for tracking the order.

Legal and Licensing Conditions

The form incorporates detailed legal provisions governing the use of the digital data. The Department of Finance Northern Ireland retains all ownership rights over the intellectual property, which is licensed to the applicant under specific terms:

• The license is non-exclusive and limited to personal use.
• The license commences upon issuance of the data and continues until terminated in writing.
• Third-party use or sublicensing is prohibited without prior consent.
• Copies made for security or backup purposes are permitted, but other digital copies require explicit permission.

Procedures for Completing and Submitting the Form

Step 1: Filling in Customer Details

Applicants must complete all relevant fields in Part A, ensuring accuracy to facilitate proper processing and communication.

Step 2: Specifying Data Requirements

In Part B, applicants should clearly identify the digital data by its DO number and include any internal references or purchase order numbers.

Step 3: Signatures and Date

The form must be signed by an authorized representative of the applicant organization, with the date of signing clearly indicated. This signature confirms acceptance of the terms and conditions outlined in the licensing agreement.

Submission and Follow-up

Once completed, the form should be forwarded via email to [email protected] or sent by mail to the specified address:

Digital Supply, Land & Property Services, Lanyon Plaza, 7 Lanyon Place, Town Parks, Belfast, BT1 3LP

Applicants should retain a copy of the completed form for their records. After submission, the Department of Finance Northern Ireland will review the request, and if approved, will issue the digital data along with the licensing terms.

Post-Submission Considerations

Following the issuance of the digital data, licensees must adhere strictly to the licensing conditions, including restrictions on use, copying, and sublicensing. Any infringement or suspected infringement of the intellectual property rights should be reported immediately to the Department.

In summary, the Digital 6 form is a formal, legally binding document that ensures the proper licensing and use of historical digital data owned by the Crown. Accurate completion and adherence to the licensing conditions are essential for a smooth and compliant data supply process.