Digital 8 License for Academic Institutions

Introduction to the Digital 8 License for Tertiary Level Academic Institutions

The Digital 8 form is an official document issued by the Department of Finance Northern Ireland (DoF NI) that facilitates the licensing of digital data and intellectual property (IP) for tertiary level academic institutions outside formal mapping agreements. This license is intended solely for teaching and academic research purposes, ensuring institutions can access and utilise geographic and related digital data while complying with legal and contractual obligations.

Purpose and Scope of the Digital 8 License

The primary objective of the Digital 8 license is to enable universities and similar higher education institutions to legally access and employ specific digital data products supplied by Land & Property Services (LPS). These data products include geographic information systems (GIS), mapping datasets, and other related digital resources essential for academic research and instructional activities. The license explicitly restricts the use of the data to non-commercial academic purposes, such as teaching, studying, and scholarly research, excluding any commercial exploitation or resale.

Eligibility and Who Should Complete the Form

This form is intended for designated representatives of tertiary academic institutions seeking to obtain a license to use specified digital data products. The applicant must have the authority to act on behalf of the institution, typically a senior academic or administrative officer. The completed form must be submitted to the Digital Supply team at Land & Property Services, Belfast, along with the relevant contact details and licensing information.

Step-by-Step Procedure for Filling Out the Form

1. Licensee Details

• Name of Licensee: Enter the full legal name of the academic institution.
• Delivery Address: Provide the complete postal address of the institution.
• Post Code: Include the postal code for accurate delivery.
• Contact Name: Name of the individual responsible for communication regarding the license.
• Telephone and Email: Contact details for correspondence and queries.

2. Digital Data to be Licensed

• Listing Data Products: Specify the geographic or digital datasets required, referencing the relevant product list available at www.nidirect.gov.uk/campaigns/ordnance-survey-of-northern-ireland.
• Additional Information: Include any specific data requirements or notes.

3. Signature and Confirmation

• Authorized Signatory: An individual with authority to sign on behalf of the institution must complete and sign the form.
• Date: The date of signing is required to establish the commencement of the license.

Legal and Contractual Conditions

The license is granted under strict legal conditions to protect the intellectual property rights of the Crown. Key provisions include:

• Ownership: The Crown retains absolute ownership of all IP supplied under the license.
• Restrictions on Use: The data must only be used for academic purposes and cannot be sold, traded, or transferred to third parties.
• Derivative Works: Any works derived from the licensed data are subject to the same restrictions unless a separate contractual agreement is established.
• Duration: The license is valid for a minimum of twelve months from the commencement date, with renewal possible upon written request.
• Fees: The license fee is calculated at 20% of the current published price list by LPS.

Post-Submission Responsibilities and Conditions

After submitting the completed form, the institution must ensure all staff involved in using the licensed data are aware of and adhere to the terms and conditions of the license. Breaches of the license conditions can lead to legal action and termination of access to the data.

Furthermore, the institution is responsible for maintaining accurate records of data usage and ensuring compliance with intellectual property rights throughout the license period.

Conclusion

The Digital 8 license offers tertiary institutions a legal framework to access valuable geographic and digital data for academic purposes. By carefully completing and submitting the form, institutions can secure the rights to utilise these resources while respecting the legal protections in place. This process ensures that the data remains a valuable asset for educational and research activities within the legal boundaries established by the Department of Finance Northern Ireland.