Free form template · Word

Data Access Request

A data access request form is used by an employee who needs a dataset, report or database extract for their work, such as customer, sales or HR data. It records the purpose, the exact fields, whether personal data is involved, and how it will be stored, and is approved by the manager, the data owner and IT security.

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[Company Logo][Company Name]

DATA ACCESS REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Access Type:: One-time Extract / Recurring Report / Read Access to Database / Share with Vendor

1. Requester

Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]

2. Data Requested

Dataset / system / report name	[Dataset Name]
Data owner	[Data Owner Name]
Classification: Internal / Confidential / Restricted
Period covered	[DD/MM/YYYY] to [DD/MM/YYYY]
Frequency: One-time / Weekly / Monthly

Field / Column	Needed for	Personal Data?	Masking Acceptable?
[Field Name]	[Purpose]	Yes / No	Yes / No
[Field Name]	[Purpose]	Yes / No	Yes / No
[Field Name]	[Purpose]	Yes / No	Yes / No
[Field Name]	[Purpose]	Yes / No	Yes / No

3. Purpose

[Describe the business purpose, the output to be produced and who will see it.]

4. Storage, Sharing and Retention

Storage location	[Company Drive / Folder Path]
Shared with (internal)	[Names / Team]
Shared with (external vendor, if any)	[Vendor Name] – NDA / DPA in place: Yes / No
Retain until	[DD/MM/YYYY]
Deletion method	[Delete from drive / Secure wipe]

5. Approver Chain

Level	Approver	Name	Decision / Conditions	Date
1	Reporting Manager	[Reporting Manager]	Approved / Rejected	[DD/MM/YYYY]
2	Data Owner	[Data Owner Name]	Approved / Rejected – [Conditions]	[DD/MM/YYYY]
3	IT Security / Privacy (Confidential, Restricted or personal data)	[IT Security Name]	Approved / Rejected – [Conditions]	[DD/MM/YYYY]

6. Requester Undertaking

I will use the data only for the purpose stated above.
I will not copy the data to personal devices, personal email or unapproved cloud tools.
I will not share it with anyone not listed on this form.
I will delete the data by the retention date and confirm deletion to the data owner.
I will report any accidental disclosure immediately to IT security.

Requester
[Employee Name]
Date: [Date]

Data Owner
[Data Owner Name]
Date: [Date]

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What this template includes

Dataset name and its classification level
Clear purpose limited to a business need
Field-level list so only necessary data is shared
Personal data check, including masking options
Storage location, retention and deletion date
Approver chain including the data owner

When to use it

An analyst needs a customer or sales extract for a report
A project team needs read access to a database table
HR data is required for a survey or analytics
Data is to be shared with a vendor for processing

How to customise this template

1Insert your data classification labels, for example Public, Internal, Confidential, Restricted
2List data owners for major datasets
3Add a vendor section if data leaves the company
4Set default retention periods for extracts
5Link to the data access approval letter for formal confirmation

HR tips

Ask for fields, not 'full data'
Mask or anonymise personal data when the purpose allows it
Set a deletion date for every extract
Do not approve sharing to personal email or devices

Requests involving personal data should follow your privacy policy and applicable data protection law; consult your privacy or legal adviser where needed.

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Frequently asked questions

Who is the data owner?+

The business head accountable for a dataset, such as the sales head for customer data or the HR head for employee data. The owner decides who may access it.

Why ask for field-level details in a data request?+

Listing fields helps share only the minimum data needed for the purpose and avoids exposing unnecessary personal or confidential information.

What should happen to the data after the project?+

It should be deleted or archived by the date stated on the form, and the requester should confirm deletion.

All 50 it assets, admin & company property →

[Company Logo][Company Name]

SYSTEM ACCESS REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Request Type:: New / Modify / Temporary / Elevated
Ticket Ref.:: [Ticket Number]

1. Requester Details

Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Existing User ID (if any)	[User ID]
User type: Employee / Contractor / Vendor engineer

2. Access Requested

System / Server / Resource	Role or Group	Access Level	From	To	Business Justification
[Domain / Active Directory group]	[Group Name]	Read / Write / Admin	[DD/MM/YYYY]	[DD/MM/YYYY]	[Justification]
[File server / shared drive path]	[Folder]	Read / Write	[DD/MM/YYYY]	[DD/MM/YYYY]	[Justification]
[Server name / IP]	[Role]	Read / Admin	[DD/MM/YYYY]	[DD/MM/YYYY]	[Justification]
[Database]	[Schema / Role]	Read / Write	[DD/MM/YYYY]	[DD/MM/YYYY]	[Justification]

3. Approver Chain

Form · Word

System Access Request

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[Company Logo][Company Name]

VPN / REMOTE ACCESS REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Request Type:: New / Extension / Vendor / Temporary (travel)

1. User Details

Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager / Vendor Coordinator	[Reporting Manager]
Vendor Company and Contract Ref. (if vendor)	[Vendor Name] / [Reference Number]
Mobile for MFA	[Mobile Number]

2. Reason for Remote Access

Approved hybrid / remote work arrangement
On-call or after-hours support
Business travel
Vendor maintenance or support
Other: [Specify]

3. Device Details

Form · Word

VPN Access Request

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[Company Logo][Company Name]

APPLICATION ACCESS REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Request Type:: New User / Additional Role / Change in Limit / Remove Role

1. User Details

Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Branch / Location	[Work Location]
Reporting Manager	[Reporting Manager]
Official Email	[Email ID]

2. Application and Role Details

Application	Module	Role (from catalogue)	Data Scope (Company / Branch / Territory)	Approval Limit (₹)	Justification
[ERP / Accounting Software]	[Module]	[Role Name]	[Company Code / Branch]	[Amount]	[Justification]
[CRM]	[Module]	[Role Name]	[Territory]	-	[Justification]
[HRMS / Payroll]	[Module]	[Role Name]	[Entity]	-	[Justification]

Access required from	[DD/MM/YYYY]
Access required till: Permanent / [DD/MM/YYYY]
Licence type: Full / Limited / View-only

Form · Word

Application Access Request

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[Company Logo][Company Name]

DATA ACCESS APPROVAL

Ref. No.:: [Reference Number]
Date:: [Date]
Request Ref.:: [Request Number]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Approval for Access to [Dataset Name]

Dear [Employee Name],

Your request dated [DD/MM/YYYY] for access to [Dataset Name] has been reviewed. As the data owner, I approve the access described below, strictly for the purpose of [Purpose] and subject to the conditions set out in this letter.

Item	Approved
Dataset / System	[Dataset Name]
Classification	Confidential / Restricted
Fields approved	[Field Names]
Fields not approved	[Field Names]
Period of data	[DD/MM/YYYY] to [DD/MM/YYYY]
Masking required	[e.g. mobile numbers masked, last 4 digits only]
Form of access	One-time extract / Read-only database view / Recurring report
Approved storage	[Company Drive / Folder Path]
Access valid till	[DD/MM/YYYY]

Conditions of approval:

Letter · Word

Data Access Approval

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[Company Logo][Company Name]
NOTICE OF DATA ACCESS REVOCATION
Ref. No.:
[Reference Number]
Date:
[Date]
Original Approval Ref.:
[Approval Number]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Revocation of Access to [Dataset Name]
Dear [Employee Name],

This is to inform you that your access to the data listed below is revoked with effect from [DD/MM/YYYY] at [HH:MM].
Dataset / System Access Type Revoked On
[Dataset Name] Read-only view / Extract / Report [DD/MM/YYYY HH:MM]
[Dataset Name] Read-only view / Extract / Report [DD/MM/YYYY HH:MM]
Reason for revocation (as applicable):
Notice · Word
Data Access Revocation
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[Company Logo][Company Name]
FACILITY ACCESS REQUEST FORM
Request No.:
[Reference Number]
Date of Request:
[Date]
Facility / Site:
[Work Location]
Access Type:
After hours / Weekend / Holiday / Other site / Special area
1. Requester
Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Mobile Number [Mobile Number]
Supervising employee on site [Employee Name]
2. Access Details
Date(s) [DD/MM/YYYY] to [DD/MM/YYYY]
Time [HH:MM] to [HH:MM]
Areas required [Floor / Room / Warehouse / Training Hall]
Purpose [Purpose]
3. People Entering
Form · Word
Facility Access Request
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Dataset / System	Access Type	Revoked On
[Dataset Name]	Read-only view / Extract / Report	[DD/MM/YYYY HH:MM]
[Dataset Name]	Read-only view / Extract / Report	[DD/MM/YYYY HH:MM]

Date(s)	[DD/MM/YYYY] to [DD/MM/YYYY]
Time	[HH:MM] to [HH:MM]
Areas required	[Floor / Room / Warehouse / Training Hall]
Purpose	[Purpose]

[Company Logo][Company Name]

ACCESS CARD ISSUE FORM

Request No.:: [Reference Number]
Date:: [Date]
Site / Building:: [Work Location]
Request Type:: New / Additional Access / Replacement / Temporary

1. Card Holder Details

Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Category: Employee / Contractor / Intern / Consultant
Shift Timing	[Shift Timing]

2. Access Required

Zone / Door	Required (Yes/No)	Days	Time Window	Business Justification
Main entrance and reception	Yes / No	Mon–Sat	[HH:MM] to [HH:MM]	[Justification]
Floor [Floor] work area	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]
Server / network room	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]
Store / record room	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]
Parking / basement	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]

Access valid from	[DD/MM/YYYY]
Access valid till	[DD/MM/YYYY] / Until exit

Form · Word

Access Card Issue Form

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[Company Logo][Company Name]
ACCESS CARD RETURN AND DEACTIVATION FORM
Ref. No.:
[Reference Number]
Date:
[Date]
Site / Building:
[Work Location]
Return Type:
Full Surrender / Partial Zone Withdrawal
Card Holder
Name [Employee Name]
Employee ID / Vendor ID [Employee ID]
Department [Department]
Reason: Exit / Contract End / Transfer / Role Change / Card Damaged
Effective Date and Time [DD/MM/YYYY] [HH:MM]
Card Surrendered
Card No. Card UID / Serial Physically Returned Condition Disposal
[Card Number] [Serial Number] Yes / No Good / Damaged Reuse / Destroy
Zone Access Revoked
Form · Word
Access Card Return Form
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Data Access Request

Preview of the form

1. Requester

2. Data Requested

3. Purpose

4. Storage, Sharing and Retention

5. Approver Chain

6. Requester Undertaking

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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