Concept help - Data Set

This attribute describes the functions and/or subjects contained in the data and allows users and data stewards to easily identify a record.

The name must be unique in the metadata registry. When recording a name, Aristotle provides a similarity rating to existing records, to help determine if a record of this data already exists.

Mandatory

The name must align to one of the following naming conventions:

[Theme] – [Subject] (reference period)

• Theme: the service delivery brand, program or primary subject area
• Subject: the topic dealt with by the item e.g. what it represents.
• Reference Period: the period the item’s data covers

[CITADEL Exchange Title] – Data Exchange.

[CITADEL Transfer Title] – [Transfer Direction] Transfer.

Data Asset

• Centrelink – Customer Country of Birth (rolling previous 10 years)

• Department of Health (Health) Client Complaints – Data Exchange

• Medicare Consumer Satisfaction Research – Outbound Transfer

This attribute enables users to find, categorise and evaluate the data for their needs.

The definition field is used in conjunction with Keyword and Purpose for identifying and describing data. Field names and information (e.g. gender/sex, age, address) may be included to help answer any specific research, policy or program questions a user may have.

Mandatory

The definition should typically be 2-3 sentences and contain key words or information that people may use to search for the item, such as: the subject of the data, how the data was collected, who it is about, what format it is in, and what period it covers.

The dataset provides the breakdown of team productivity across the APS by the team job functions, providing management with richer insights into employee perceptions on a range of key indicators. These Census indicators include staff engagement, leadership, communication and change management, workplace conditions, health and wellbeing.

This attribute assists with superseded items, ensuring the chain is clear and complete.

The version attribute may be used to align with the version/release history of the data itself.

Optional

A collection of characters including uppercase, lowercase, numeric and special characters.

• 1.1b

Provides reference to other documents or information that provide further context to the development, evaluation, or use of the data.

Conditional (mandatory if item contains personal/sensitive (customer) details housed in a non-core system, as defined in the Control of Customer Information Outside Core Systems Policy)

References should be included to supporting documents such as:

• Privacy Threshold Assessments (PTA) and Privacy Impact Assessments (PIA)
• Control of Customer Information Outside Core Systems (COCIOCS) plan
• Data Management Plan (DMP)
• legal assessments relating to the capture, use, exchange or publication an item.
• technical specifications or requirements documentation to produce an item.
• equivalent records in other registers or repositories
• relevant information on intranet or internet sites

Adhere to the author-date system, as per the Australian Government Style Manual:

• author or authoring organisation; published date; title; publisher details; accessed date (for digital content).

• Department of the Prime Minister and Cabinet (2017), Australian National Anthem, PM&C website, accessed 20 January 2020.
• Services Australia (2023), Data Strategy and Governance Branch Customer Control Plan, Services Australia Intranet, accessed 24 February 2024.
• Legal Services Division (2023); Privacy Impact Assessment - Child Support Dashboard; Services Australia secure shared drive, accessed 1 March 2024.

This attribute identifies where the information came from that was used to complete the metadata record (the source of the metadata), not the source of the data.

The origin statement should record:

• Where does the information that constitutes an item come from?
• Did your business area collect the information?
• If not, which business area or agency provided the information?

Data Asset:

Optional

Mandatory – link to the CITADEL exchange record

Mandatory– link to the CITADEL transfer record

At least one complete sentence or link or to an origin location.

Data Asset:

The business and technical information used to complete this record was provided by the Radio Reporting and Analytics (RRA) team.

Services Australia CITADEL: Health Complaints Data Exchange to DHAC

Services Australia CITADEL:1h Average Wait Time Complaints Transfer

This attribute provides additional information not already provided by a specific attribute, such as the Definition or Purpose fields. Comments may provide additional granularity to assist users in evaluating the fitness of the data to meet their needs.

Comments may include details such as data collection methodology, analytical techniques, software requirements, data quality, or details potential risks and business impact to the agency if the item became compromised.

Optional

At least one complete sentence.

Details the licensing conditions under which the data can be used or re-used.

License information may be sourced through the agency’s legal department.

Data Asset:

Optional

Not included

Not included

The license name and hyperlink to license document which enables sharing, for example:

• Creative Commons Attribution 4.0 International
• GNU Free Documentation License 1.3
• MIT license (MIT)
• BSD license

• CC Attribution license CCBY

This attribute ensures only those who have specific rights are allowed access to the data for security purposes.

Access will be based on the agency’s privacy, security, or other policy approaches that apply to the data. This attribute relates to Security Classification and Sensitive Data.

Data Asset:

Mandatory

Mandatory

Not included

Record a rights value from the options provided:

• Open: data is publicly accessible online (registration may be required)
• Conditional: data that is publicly accessible subject to conditions that a user must meet for access. For example: a fee-for-service model; an @gov.au email domain is required; or the data is only accessible at a specific physical location.
• Restricted: data access is limited for reasons such as legal, privacy or sensitivity. For example: during an embargo period; PROTECTED or above security classification; access can only be provided under a specific Scheme to a particular group of users; or where formal permission is granted.

• Restricted

This attribute enables users to keep record of when information is released.

n/a

Data Asset:

Optional

Optional

Mandatory

A date entered using the data picker or manually entered in year first format (yyyy-mm-dd).

• 2024-02-24

This attribute informs users if and when there have been any changes, updates or modification to the data since it was initially released.

Some updates or changes to the data may result in the record being considered superseded. Otherwise, it may be used in conjunction with Version.

Optional

A date entered using the data picker or manually entered in year first format (yyyy-mm-dd).

• 2024-02-24

This attribute identifies how often the data is updated with new or revised data.

The frequency information and definitions can be found at Dublin Core - Collection Description Frequency Vocabulary.

For items regularly released, one record will represent a series; separate records will not be required per update. Agencies will determine when a new record is required for an item, based on changes in methodology, collection and related policies.

Data Asset:

Mandatory

Not included

Mandatory

Record a frequency value from the options provided:

• Triennial, Biennial, Annual, Semiannual, Three times a year, Quarterly, Bimonthly, Monthly, 4 Weekly, Semimonthly, Biweekly, Three times a month, Weekly, Semiweekly, Daily, Continuous, Irregular, Never

• Weekly

This attribute supports users to discover and request items relating to specific states, territories, or more granular spatial areas where required.

The spatial coverage represents the geographic scope of an entire item (e.g. “Australia”) and is not intended to represent location values contained within an item, for example street, suburb or region. Location values contained in an item such as specific suburbs or regions can be captured within the Keyword, Description or Purpose attributes.

Optional

Record a frequency value from the options provided:

• Australia, Australian Capital Territory, New South Wales, Northern Territory, South Australia, Tasmania, Victoria, Queensland, Western Australia, Other Territories*, International. OR One of Australian Statistical Geography Standard (ASGS) Edition 3.

*Other territories include Jervis Bay Territory, Territory of Christmas Island, Territory of the Cocos (Keeling) Islands and Norfolk Island.

• International

This attribute supports users to understand the period to which the data is relevant and whether it is suitable for their purposes.

The temporal coverage may not have an end date if an item is being continually added to, in which case state “ongoing” instead of providing an end date. If the exact start date is not known, provide the earliest known date or the date an item was registered.

Mandatory

Provide one or two valid dates (dd/mm/yyyy) with a hyphen separator.

• 01/01/2020 – 31/12/2023
• 01/01/2020 – ongoing

This attribute informs users of the physical location or information system where the data is housed, including whether it is held in Australia or overseas, as required under the Privacy Code where assets contain personal information.

For data assets, select the information system where the data is stored using the search/look-up function in the Catalog field. This field will be displayed as “Information system” on a record’s item page.

For data exchanges, the Catalog will be CITADEL in all cases.

Note: a catalog will only appear in the search/look-up function if it has previously been registered. To register a new system, submit an Aristotle support request: create or modify workgroups and catalogs form.

Mandatory

• Registered data catalogs.

Data Asset:

Power BI

CITADEL (Exchanges)

CITADEL (Transfers)

This attribute provides a web page that can be navigated to via a web browser to gain access to the data.

• If the Rights of an item is “open”, this could be a publicly accessible permanent URL that provides direct access to an item.
• If the Rights of an item is “conditional” or “restricted”, the URL could be an internal location where an item is published.

Data Asset:

Optional

Not included

Not included

A valid URL is required.

• https://data.gov.au/home
• https://88043133p.sharepoint.com/sites/metadata-Group

This attribute identifies the primary contact who is best placed to discuss an item, ask questions about an item, requesting access to an item or similar business functions.

The contact point is recorded as the team or section that can provide additional information related to an item. The team or section shared mailbox address is preferred because it is generic and enduring, minimising the need to regularly update metadata records. When publishing to the Australian Government Data Catalog (AGDC), internal Contact Point details are replaced with external agency contact details.

Data Asset:

Mandatory

Mandatory

Not included

At least one valid email address or contact web form.

metadata.management@servicesaustralia.gov.au

This attribute assists users with evaluating the quality of the data.

If you are not sure whether the data conforms to an established specification, please leave this field blank.

Optional

• Registered data set specifications.

• Birth Registration - National Dataset (BR-ND)

Purpose

This attribute identifies the legal authority or authorities which are used to classify an item according to its governing legislation, streamlining action to ensure its compliance.

Commentary

The legal authority may include Memorandum of Understanding (MoU); Legislation; Machinery of Government (MoG); Government policies or acts. It may also include the authority, e.g. (Australian Government) Federal Register of Legislation or Data Availability and Transparency Act 2022.

Controlled values

• Select the Plus (+) button to browse and select one or more values from the options provided.
• Where a desired value is not listed contact metadata.management.

Data asset

Data exchange

Data transfer

• Mandatory

• Mandatory

• Not included

• Student Assistance Act (1973)

• Freedom of Information Act (1982)

• Not applicable

Purpose

This attribute defines what type of data was collected or created, supporting the identification of custodianship, publication responsibilities and contributions to the Australian Government Data Catalogue (AGDC).

Commentary

The terminology is sourced internally and consistent with key performance measures and reporting.

Controlled values

• Select the Plus (+) button to browse and select a single value from the options provided:
  • Program data: data captured specifically for the purpose of administration and payments for programs across social welfare, child support, health, veterans and aged care sectors.
    • For example, customer/patient circumstances data.
  • Operational performance data: data that enables or supports the delivery and assurance of the internal services that are required to operate programs.
    • For example, phone statistics, service officer statistics, claim/processing statistics.
  • Corporate workforce data: data about the agency itself and its employees.

Data asset

Data exchange

Data transfer

• Mandatory

• Mandatory

• Not included

• Corporate workforce data

• Program data

• Not applicable

Purpose

This attribute provides additional business context by describing the purpose for collecting, creating, receiving or otherwise holding data, ensuring data is used as intended, and supports compliance with the Privacy Code.

• It answers the question: Why was the data collected or created?

Commentary

The purpose details field is used in conjunction with the Definition and Keywords for identifying and describing the purpose for which the information was collected and is required for all items that contain personal information. This is required under the Australian Government Agencies Privacy Code requirement for agencies to maintain records of personal information holdings.

Controlled values

• At least one complete sentence or a collection of dot points which explain how data is used.

• Optional

• Optional

• Optional

• This data asset is used to collect and maintain a record of new staff employed by the agency, providing SES oversight of workforce status, attrition and new hire volumes within a rolling 12-month period, it supports adherence to the ASL staffing cap by recording over or under spending on recruitment activities. The information further informs SES when undertaking recruitment activities and contributes to financial year reporting requirements, corporate reporting and registered ICT user account creation.

Purpose

This attribute is the result of the Data Asset Value and Criticality Assessment profile and establishes an item’s review cadence, works to ensures data is protected, used effectively, and supports critical business operations.

Commentary

Use the results of the criticality and value assessments to determine the final value rating according to the matrix below:

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Use the sum of the answers to the value questions to determine placement on the valuation axis and consider the consequences if the asset were to be lost, unavailable or compromised to find placement on the consequences axis.

All value and criticality fields must be considered under the guidance of the:

• Data Asset Value and Criticality Assessment document.

Controlled values

• Select the Plus (+) button to browse and select a single value from the options provided:
  • Low: The data asset may not be expected to provide meaningful future benefit to the agency but may be useful for future discoverability.
  • Medium: The data asset is not deemed critical but may contain personal information, or support other business functions, may be subject to scrutiny, or be limited in volume.
  • High: The data asset may be expected to provide significant benefit to the agency and may contain personal information, or support other business functions, and may be subject to scrutiny.
  • Very High: The data asset supports vital business functions or systems or poses a risk to privacy and trust.
  • Critical: The data asset is used to enable or support the effective operation of identified critical systems or critical business processes.

• Mandatory

• Not included

• Not included

• Medium

• Not applicable

• Not applicable

Purpose

This attribute facilitates the unambiguous identification of the executive data stewards and provides stewards with insight into the data for which they are accountable.

Commentary

The executive data steward is responsible for coordinating data governance at the branch level and managing data specifically relating to their position and authority, including the business outcomes their business units need to deliver. Their functions include promoting compliance with legislation and information management policies and managing data related risks and issues.

• Further information on stewardship can be found in the Data Stewards Register.

Controlled values

• Select the Plus (+) button to browse and select a single value from the options provided.
• Where a desired value is not listed contact metadata.management.

Data asset

Data exchange

Data transfer

• Mandatory

• Mandatory

• Not included

• Participation Claims Branch

• Data Governance Branch

• Not applicable

Purpose

This attribute facilitates the unambiguous identification of the business data stewards and provides stewards with insight into the data for which they are accountable on behalf of their executive.

Commentary

The business data steward is responsible for the day-to-day management and use of the data from a business perspective. Business Data Stewards ensure all items are appropriately registered, approve access to an item and related information assets, and act as a point of contact for information about items they manage. They hold the relevant authority to make decisions about an item, its data and management. The function is commonly fulfilled by an executive level employee but can also be an APS level employee with appropriate knowledge and decision-making authority.

• Further information on stewardship can be found in the Data Stewards Register.

Controlled values

• Select the free text field and record a value utilising one of the following formatting options:
  • Business data steward: [section / team name] Section
  • Project data steward: [project name] Project

Data asset

Data exchange

Data transfer

• Mandatory

• Mandatory

• Not included

• JSP Claims Section

• Metadata Section

• Not applicable

This attribute facilitates the unambiguous identification of the technical data stewards responsible for the creation and management of data from a technical perspective.

Technical data stewards / data administrators may support business data stewards to create and manage an item, including the creation, definition and purpose of data, improving the quality of data and implementing access arrangements for authorised users. They may:

• Create and maintain data structures for reporting and analytics.
• Manage user access control methods based on advice from data stewards.
• Advise data stewards on technical issues related to an item.
• Install, upgrade and maintain data and analytics information systems.
• Maintain, create backups and restore data and information.

A branch and section name are preferred to an individual’s contact because it is enduring and minimises the need to regularly update metadata records. Specific, individual stewardship details (including names) are recorded in the Data Stewards Register.

Data Asset:

Optional

Optional

Not included

The technical data steward is recorded using the branch and section name, formatted as:

• [Branch Name] – [Section Name]

• Business Intelligence and Performance Branch – Digital and Telephony Section

Purpose

This attribute identifies technical subject matter experts who may be different to the business data steward and may be contacted for technical advice such as how an item is generated.

Commentary

The contact point is recorded as the team or section that can provide additional information related to an item. The Technical data steward’s team or section shared mailbox address is preferred because it is generic and enduring, minimising the need to regularly update metadata records.

Controlled values

• At least one valid email address or contact web form.

Data asset

Data exchange

Data transfer

• Optional

• Optional

• Not included

• metadata@agency.gov.au

• claims@agency.gov.au

• Not applicable

Purpose

This attribute is used to describe topics covered by the data, using language consistent across the agency and broader government data inventories. When selecting keywords, consider what search terms a user may choose when searching for the item, providing as much granularity as practicable.

• It answers the question: What is in this data?

Commentary

The field is used in conjunction with the Definition and Purpose details fields for identifying and describing an item. There are two unique types of keywords which can be assigned:

• Australian Government Interactive Functions Thesaurus (AGIFT), and
• Internal agency business terminology.

Controlled values

• Select the free text field and record one or more value utilising, following the below guidelines:
  • All records must contain at least one AGIFT - High-level function term.
  • All records may contain at least one AGIFT - Additional term.
  • All records may contain at least one Internal agency business term.

Data asset

Data exchange

Data transfer

• Mandatory

• Mandatory

• Not included

• Business support and regulation, Workforce, Indigenous affairs

• Community services, Department of Social Services (DSS)

• Not applicable

Purpose

This attribute provides details describing who the data is about.

• It answers the question: Who is the data about?

Controlled values

• At least one complete sentence.

• Optional

• Not included

• Optional

• All people over the age of 45 who receive Job Seeker payment.

Purpose

This attribute alerts users to protections and procedures required during access, storage, transport, and disposal of the data.

• It answers the question: What is in this data?

Commentary

The Privacy and Secrecy hub provides sensitive data information, definitions and resources.

Controlled values

• Select the Plus (+) button to browse and select one or more values from the options provided:
  • N/A (not sensitive): no sensitive data is contained within an item.
  • Personal privacy: restrictions on access to, or use of, personal information collected for which can be used to identify an individual.
  • Legal privilege (including commercial-in-confidence): restrictions on access to, or use of, information covered by legal privilege.
  • Legislative secrecy: restrictions on access to, or use of, information covered by secrecy provisions.

Data asset

Data exchange

Data transfer

• Mandatory

• Not included

• Mandatory

• N/A (not sensitive)

• Not applicable

• Personal Privacy

Purpose

Commentary

The Office of the Australian Information Commissioner (OAIC) - What is Personal / Sensitive Information resource provides examples and resources to identify and distinguish information.

Controlled values

• Select the Plus (+) button to browse and select one or more values from the options provided:
  • Personal data: Name, Date of birth, Address, Phone and contact details, Bank details, Employment details, Gender, Internet Protocol (IP) address, Personal identifiers, Personal identifiers (Customer), Personal identifiers (Staff), Proof of identity documents, Relationship details, Services applied for or received, Voice recordings.
  • Sensitive data: Biometric information, Biometric templates, Criminal record, Genetic information, Health information, Indigenous status, Racial or ethnic origin, Membership of a political association, Membership of a professional or trade association, Membership of a trade union, Philosophical beliefs, Political opinions, Religious beliefs or affiliations, Sexual orientation or practices.
• Where a desired value is not listed contact metadata.management

• Conditional - mandatory if item classification is OFFICIAL: Sensitive

• Not included

• Conditional - mandatory if item classification is OFFICIAL: Sensitive

• Name, Address, Criminal Record

• Not applicable

• Services applied for or received

Purpose

This attribute enables users to find, categorise and evaluate the fitness of the data to their needs, and understand implications for the appropriate management of that data.

Commentary

Where data contains multiple levels of granularity, select multiple values accordingly.

Controlled values

• Select the Plus (+) button to browse and select one or more values from the options provided:
  • Person unit record sensitive identifiable: personal and sensitive information which can or does identify an individual.
  • Person unit record identifiable: personal information which can or does identify an individual.
  • Person unit record de-identified: personal information which has undergone a cleansing process to remove personal identifiers.
  • Unit record non-personal information: data that is not personally identifiable but can still be linked to an individual through auxiliary information.
  • Aggregate: combined data used to express broad view of a population or dataset via summary information(s) or performance measures.

• Optional

• Not included

• Mandatory

• Person unit record identifiable

• Not applicable

• Aggregate

Purpose

Commentary

Specify the classification appropriate for the data, taking into consideration whether the data contains personal or sensitive information. If data contains multiple components, record the highest security classification.

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For further information, refer to the agency’s Security Markings intranet page.

Controlled values

• Select the drop-down box and record a value from one of the following options:
  • UNOFFICIAL, OFFICIAL, OFFICIAL: Sensitive, PROTECTED, SECRET, TOP SECRET.

• Mandatory

• Not included

• Mandatory

• OFFICIAL: Sensitive

• Not applicable

• OFFICAL

Purpose

This attribute assists users to understand how the data is formatted.

Commentary

A full list of resource type definitions and examples can be found at Dublin Core - Resource Types.

Controlled values

• Select the drop-down box and select a single value from the options provided:
  • Collection: an aggregation of items where the resource(s) is described as a group; its parts may be separately described and navigated.
  • Dataset: structured information encoded in lists, tables, databases, etc.
  • Event: a non-persistent, time-based occurrence. o Image: the content is primarily symbolic visual representation other than text.
  • Interactive resource: resources which require interaction from the user to be understood, executed, or experienced.
  • Model: an abstraction of a real thing.
  • Party: a person, organisation, cultural group or institution.
  • Physical Object: a non-human object or substance.
  • Place: a geographic area.
  • Service: a system that provides one or more functions of value to the end user.
  • Software: a computer program in source or compiled form which may be available for installation non-transiently on another machine.
  • Sound: a resource whose content is primarily audio or intended to be realised in audio.
  • Text: a resource whose content is primarily words for reading.

• Mandatory

• Not included

• Mandatory

• Interactive Resource

• Not applicable

• Dataset

Purpose

This attribute provides certainty with data identification and assists suitability for use assessments.

Commentary

Supplements Resource type to provide additional granularity to how the data is formatted and must align with the catalog formatting options in which the data is contained (where applicable).

Controlled values

• For structured data: provide the name and/or type of database. Common examples include:
  • Apache Hive, Azure SQL, IBM DB2, M204, Microsoft SQL Server, MongoDB, Oracle Database, PostgreSQL, SAP HANA, Teradata.
• For products and programs: provide the relevant file extension. Common examples include:
  • PDF, DOCX, CSV, JSON, XLS, XLSX, DAT, XML, SQL, SAS, JPEG, JPG, PNG, BMP, GID, ZIP, TXT, HTML etc.

• Mandatory

• Not included

• Not included

• IBM DB2 Database

• Not applicable

• Not applicable

Purpose

This attribute provides data administrators with information to assist with managing potential storage issues and assists users with the logistics of requesting and storing data.

Commentary

Where file size is constantly changing, provide an indicative size or an indicative size range for your item. This information may be sourced through the agency’s IT or data management department.

Controlled values

• For databases: provide the number of tables stored in the catalog, for example:
  • 10 data tables in SQL.
• For digital assets: provide a number and units, for example:
  • 2KB, 4MB, 5GB, 1TB etc.

• Optional

• Not included

• Optional

• 15 EDW tables in the mapped view

• Not applicable

• 62gb

Purpose

Commentary

The access instructions may include details such as the restrictions or conditions placed on access to the data, any security resource or role required, e.g. via the ICT Security Portal (ISP) or the directory file path representing the location of the data.

Controlled values

• At least one complete sentence.

• Optional

• Not included

• Not included

• Access is restricted to Services Australia employees who hold a baseline security clearance and can establish a ‘need to know’ justification. Request the RU_DEV_EDW_DATABASE_LEGO role via the ICT Security Portal (ISP) for access.

Purpose

This attribute identifies the intended audience of the data, as well as secondary consumers or recipients.

Controlled values

• Select the Plus (+) button to browse and select one or more values from the options provided:
  • Group: a group within the agency, led by a deputy CEO, responsible for a generalised area of focus, reporting to the CEO and made up via a collection of divisions and branches.
  • Division: a division within the agency, led by an SES GM, responsible for a collection of focus areas, reporting directly to a deputy CEO and made up via a collection of branches.
• Select the free text field to record the audience branch, business area or program (if required).

• Optional

• Not included

• Not included

• Group: Program Design, Division: Communities, Branch: Programs

Purpose

This attribute supports the identification and management for distribution and access methods used across the agency.

Controlled values

• Select the Plus (+) button to browse and select one or more values from the following options:
  • Automated: reports are self-triggered and self-sending, requiring no intervention.
  • Self Service: reports are open to users who can select and view the current report.
  • Static Report: reports will not update or change without another produced version.
  • External: reports are sent outside of Services Australia.
  • Branch Only: report visibility is limited to the branch responsible for its creation.

• Optional

• Not included

• Not included

• Self Service, Automated

• Not applicable

• Not applicable

Purpose

Commentary

The sharing authority should reference documents such as specific acts/sections of legislation; Public Interest Certificate (PIC); Public Data Sharing Protocols; Bilateral agreements or Contracts

Controlled values

• Referenced and formatted as per the Australian Government Style Manual conventions.

• Optional

• Mandatory

• Not included

• Protocol for Data Sharing (2025)

• Social Security Act 1999: s. 195 (3)

• Not applicable

Purpose

This attribute ensures disposal actions are clear and apparent, streamlining compliance with the relevant legal instrument governing keeping, transferring, or disposing of the data to enable compliance with the Privacy Code and record keeping requirements

Commentary

Resources below provide further information on record authorities and their usage by the agency:

• Types of records authorities - NAA resource
• Australian Government Recordkeeping Metadata Standard (AGRkMS) - NAA resource
• How to read and apply a Records Authority - agency guidelines
• Records Management Helpdesk - agency team

Controlled values

• Select the Plus (+) button to browse and select one or more values from the options provided:
  • 2011/00714998 - Payment and Service Delivery Management (Services Australia)
  • 2010/00715878 - Service Delivery (Services Australia)
  • 2009/00000482 - Child Support
  • 2009/00181784 - Medicare Australia
  • 2007/00440378 - Service Development, Vocational Rehabilitation, Disability and Injury Management
  • AFDA Express Version 2 Functions
  • Normal Administrative Practice (NAP)
• Where a desired value is not listed contact metadata.management.

Data asset

Data exchange

Data transfer

• Mandatory

• Not included

• Not included

• 2011/00714998 - Medicare Australia

• Not applicable

• Not applicable

Purpose

This attribute ensures disposal actions are clear and apparent, supporting compliance with disposal requirements and ensures alignment with the proposed Records Authority.

Commentary

Resources below provide further information on record authorities and their usage by the agency:

• Types of records authorities - NAA resource
• Australian Government Recordkeeping Metadata Standard (AGRkMS) - NAA resource
• How to read and apply a Records Authority - agency guidelines
• Records Management Helpdesk - agency team

Controlled values

• Select the Plus (+) button to browse and select one or more values from the options provided.

Data asset

Data exchange

Data transfer

• Mandatory

• Not included

• Not included

• Class Number 20158 - Destroy 10 years after last action

• Not applicable

• Not applicable

Purpose

This attribute differentiates data set which comprise the agency’s data inventory according to the level of development, curation and reusability of the data.

Commentary

The classification makes clear the breadth of use cases for an item using language consistent across government data inventories and supports contributions to the Australian Government Data Catalogue (AGDC).

Controlled values

• Select the drop-down box and select a single value from the options provided:
  • Source system data: collected and managed in a transactional or operational system as the system of record or authoritative data source.
  • Prepared data: prepared, loaded or made ready for further use or analysis but has not yet been significantly transformed or curated for a specific purpose.
  • Curated data: undergone an intensive process to authenticate, provision and ensure its quality, then it has been cleansed, organised and validated making it readily available, usable and accurate for end users to explore, analyse and report.
  • Data product: result of data curation which has prepared it for specific users or use cases.
• Further values exist for records not a part of the data inventory, but should still be categorised:
  • Data exchange: identifies a record as a data exchange, as registered in CITADEL. A Data Exchange will be the parent record for one or more Data Exchange Transfers.
  • Data exchange transfer: identifies a record as a data exchange transfer, as registered in CITADEL. It must be connected to a parent Data Exchange record. The Data Exchange Transfer contains specific data elements and is shared with an exchange partner.
  • Administrative record: identifies a record as a ‘container’ for which data cannot be described meaningfully as an asset itself, but may contain logical groupings of data that can or contains non-persistent data

Data asset

Data exchange

Data transfer

• Mandatory

• Mandatory

• Mandatory

• Data Product

• Data Exchange

• Data Transfer

Purpose

Commentary

The AGDC Record Contributions guidelines identify the types of item records suitable to the AGDC and clarifies the roles and responsibilities, processes and technologies that enable this to occur.

Controlled values

• Select the drop-down box and select a single value from the options provided:
  • Unsuitable (non-custodian): an external agency is responsible for an item and has the authority for sharing and disclosure. See Data Custodian attribute.
  • Unsuitable (sensitivity): an item relates to sensitive business functions and, by making this information available, poses an unacceptable risk to the agency.
  • Unsuitable (class/format): it is not the appropriate data asset class and/or it is a product to which the agency cannot provide access.
  • Suitable: an item has been assessed as meeting the inclusion criteria for contribution to the Catalogue.
  • Published: an item record has been published to the Catalogue. 

• Mandatory

• Not included

• Not included

• Unsuitable (non-custodian)

• Not applicable

• Not applicable

Purpose

Commentary

Services Australia collects and manages a vast amount of customer data to administer payments and services for programs on behalf of itself and policy departments, defined as:

• Policy departments are considered custodians of data collected for the administration on services and remain responsible for its sharing and disclosure.
• Services Australia is considered custodian of data collected for operational performance, agency workforce or corporate activities and remain responsible for its sharing and disclosure.

Bilateral agreements may stipulate different or specific data custodian arrangements.

Controlled values

• Select the drop-down box and select a value from one of the following options:
  • Services Australia, Department of Social Services, Department of Health and Aged Care, Department of Education, Department of Employment and Workplace Relations, Department of Home Affairs, Department of Veterans' Affairs
• Where a desired value is not listed and the entity appears on one of the following resources, contact metadata.management:
  • Australian Government Directory,
  • Non-Government Organisation (NGO) List, or
  • Research Organisation Register.

• Conditional - mandatory if data is collected on behalf of a policy agency

• Not included

• Not included

• Services Australia

• Not applicable

• Not applicable

Purpose

Commentary

The publisher is the agency that formally produces and is responsible for the release of the data and controls any future version release. The publisher may or may not be the Data Custodian (see Data Custodian attribute).

Controlled values

• Select the drop-down box and select a value from one of the following options:
  • Services Australia, Department of Social Services, Department of Health and Aged Care, Department of Education, Department of Employment and Workplace Relations, Department of Home Affairs, Department of Veterans' Affairs
• Where a desired value is not listed and the entity appears on one of the following resources, contact metadata.management:
  • Australian Government Directory,
  • Non-Government Organisation (NGO) List, or
  • Research Organisation Register.

• Optional

• Not included

• Not included

• Services Australia

• Not applicable

• Not applicable

Purpose

This attribute enables users to keep record of when a certification review was completed.

Commentary

The value and criticality rating determines the frequency of certification reviews via the cadence:

• Critical, very high and high values: data must be certified every 12 months.
• Medium value: data must be certified every 24 months.
• Low value: data be reviewed when there are changes to the asset or steward details.

Controlled values

• A date entered using the date picker or manually entered in year first format (yyyy-mm-dd).

Data asset

Data exchange

Data transfer

• Mandatory

• Not included

• Not included

• 2024-02-24

• Not applicable

• Not applicable

Purpose

This attribute contributes to the Data Asset Value and Criticality Assessment profile and supports the identification of the most appropriate criticality rating where a default value isn’t assignable, based on the valuation of assessment responses and the consequences or impact for the agency.

Commentary

All value and criticality fields must be considered under the guidance of the:

• Data Asset Value and Criticality Assessment document.

Controlled values

• Select the Plus (+) button to browse and select a single value for each question from the options provided.

Data asset

Data exchange

Data transfer

• Conditional - mandatory if item is not previously determined as Critical.

• Not included

• Not included

Purpose

This attribute identifies the specific transfer method used to provide or receive data.

Commentary

• The delivery methods are represented as either online or offline as defined below:
  • Online Delivery Method: a digital method of communication or transfer.
  • Offline Delivery Method: a physical method of communication or transfer.

Controlled values

• Select and record a single value from the options provided:
  • Online Delivery Methods: Application Programming Interface (API), ArcGIS Feature Server, ATO Data Transfer Protocol, Bluezone-File Transfer Protocol (FTP), Business Online Services, Business Portal, Cuba, Digital Gateway, ECXpert, External Data Exchange (EDX), Government to Government Server (GSO), HP Autonomy Process Automation, NZ Liaison Platform, IBM Sterling, Informatica, Line Printer Daemon, Managed File Transfer Facility, MQ Messaging, Open ID Connect, Optus Evolve, Organisation Online Mail, PGP, Protected Enclaves PAD, Public Key Infrastructure, Secure File Transfer Protocol (SFTP), Secure Network Interface Link, SIGBOX, Sterling Mail Transfer, Web Service Call, Xcomm, YSPBDOHA.
  • Offline Delivery Methods: CD/DVD, Drop Box, Email, Encrypted USB, External Hard Drive, Facsimile, Hand Delivery, Non-Registered Post, Phone Call, Post, Registered Post.

• Not included

• Not included

• Mandatory

• Not applicable

• Not applicable

• Business Online Services

Purpose

Commentary

An exchange is comprised of one or more transfers, which can be either inbound or outbound in relation to the agency creating the record. If data is mutually exchanged, (both sent and received) this is recorded as two separate transfers.

Controlled values

• Select and record a single value from the options provided: 
  • Inbound: Services Australia is receiving data from a partner entity.
  • Outbound: Services Australia is providing data to a partner entity.

Data asset

Data exchange

Data transfer

• Not included

• Not included

• Mandatory

• Not applicable

• Not applicable

• Inbound