Concept help - Data Set

Purpose: The name describes the functions and/or subjects contained in the asset and allows users and data stewards to easily identify the asset. 

Obligation: Mandatory

Additional comments: The name must be unique in the metadata registry. When recording the name, Aristotle will review its data inventory and provide a similarity index summary, including a similarity percentage and item link and creators must determine if:

• the new or similar asset been previously created, recorded or endorsed?
• the new asset replicate or replace an existing asset content, function or purpose?
• the new asset aligns with an existing asset, avoiding metadata replication?

Controlled values: The name must align to the convention: Theme - Subject (reference period).

• Theme: the main service delivery brand, program or primary subject area of the data asset.
• Subject: the topic dealt with by the data asset e.g. what is represented in the asset.
• Reference Period: the period the data covers.

Example(s): 

• Centrelink - Customer Country of Birth (rolling previous 10 years)
• Telephony - Average Speed of Answer (July 2017 - ongoing)

ONDC alignment: Title (Core attribute)

Purpose: A definition enables users to find, categorise and evaluate the fitness of a data asset to their needs. 

Obligation: Mandatory

Additional comments: This field is used in conjunction with Keyword and Purpose for identifying and describing the data asset. A brief summary of field names and information (e.g. gender/sex, age, address) collected within the data asset may be included in the definition to help answer any specific research, policy or program questions a user may have, and help manage requests for additional information about the data asset.

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

Example(s): 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 among others.

ONDC alignment: Description (Core attribute)

Purpose: The version property may assist when dealing with superseded or superseding assets, ensuring this chain is clear and complete

Obligation: Optional 

Additional comments: Record the same version number that a data asset is known by, if any.  

Example(s): 

• 1

ONDC alignment: N/A

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

Obligation: Optional 

Additional comments: References should be included to supporting documents such as: 

• technical specifications or requirements documentation for the production of the data asset 
• privacy threshold assessments (PTA) and privacy impact assessments (PIA) 
• legal assessments 
• control plans and data management plans 
• equivalent records in other registers or repositories 
• relevant information on intranet or internet sites 

Controlled values: 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). 

Example(s): 

• 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.  

ONDC alignment: N/A

Purpose: Identifies where the information came from that was used to complete the data asset record (the source of the metadata),  not the source of the data.  

Obligation: Optional 

Additional comments: An origin statement should record:

• where the information that constitutes the asset record come from?  
• did your business area collect the information?  
• If not, which business area or agency provided the information? 

Controlled values: At least one complete sentence.

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

ONDC alignment: N/A

Purpose: Provides additional comments describing the data asset, not already provided in the Definition and Purpose fields. Comments provide additional granularity to assist users in evaluating data asset fitness to meet their needs.  

Obligation: Optional 

Additional comments: Comments may include details such as data collection methodology, analytical techniques, software requirements, data quality, etc. Details may also include what are the risk and business impact to the agency if the data asset is compromised.

Controlled values: At least one complete sentence.

ONDC alignment: N/A

Purpose: Provides details about the conditions under which the data asset can be used and re-used.

Obligation: Optional 

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

Controlled values: Name of license and hyperlink to license document.

Example(s): 

• CC Attribution license CCBY 

ONDC alignment: Licence (Additional attribute)

Purpose: Ensures only those who have the specific rights are allowed access to the data asset for security purposes. 

Obligation: Mandatory 

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

Controlled values:

• 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; a .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. 

Example(s): 

• Restricted 

ONDC alignment: Access Rights (Core attribute)

Purpose: To keep record of when information is released. 

Obligation: Optional 

Additional comments: The release date represents the date on which the data asset was formally issued or made available. 

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

Example(s): 2024-02-24 

ONDC alignment: Publish Date (Additional attribute)

Purpose: To inform users if and when there have been any changes, updates or modification to the data asset since it was initially released. 

Obligation: Optional 

Additional comments: Some updates or changes to the dataset may result in the data asset being considered to be superseded. Otherwise may be used in conjunction with Version. 

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

Example(s): 2024-02-24 

ONDC alignment: N/A

Purpose: To identify how often a dataset is updated with new data.  

Obligation: Optional 

Additional comments: The frequency at which new, revised, or updated versions of this data asset are made available. Information and frequency definitions can be found in Dublin Core - Collection Description Frequency Vocabulary. For data assets regularly released, one data asset record will represent a series; separate records will not be required per update. Agencies will determine when a new record is required for a data asset, based on changes in methodology, collection and related policies.  

Controlled values: 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.

Example(s): Monthly

ONDC alignment: Update Frequency (Additional attribute)

Purpose: Ensures users can discover and request data assets relating to specific states, territories, or more granular spatial areas where required. 

Obligation: Optional 

Additional comments: Represents the geographic scope of the entire data asset (e.g. “Australia”) and is not intended to represent location values contained within the data asset, for example street, suburb or region. Location values contained in the data asset such as specific suburbs or regions can be captured within the Keyword, Description or Purpose attributes

Controlled values: 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. 

Example(s): International

ONDC alignment: Location (additional attribute) 

Purpose: Helps users understand the period to which the data is relevant and whether it is suitable for their purposes.   

Obligation: Mandatory

Additional comments: The data asset may not have an end date if it 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 date of data asset registration. 

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

Example(s): 

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

ONDC alignment: Temporal Coverage From and Temporal Coverage To (additional attributes) 

Purpose: To inform users where the asset is housed, including whether it is held in Australia or overseas, as required under the Privacy Code where assets contain personal information. 

Obligation: Mandatory 

Additional comments: This is referring to the physical location or information system where the asset is stored. Select the information system the asset is stored in using the search/look-up function in the Catalog field. A catalog will only appear in the search/look-up function if it has previously been registered. To register a new system, contact metadata.management. 

Controlled values: Registered catalogs, currently one of: 

Amazon Web Services (AWS), Australian Immunisation Register (AIR), Australian Organ Donor Register (AODR), Child Support System (CUBA), Cognos (Child Support Reporting Portal), Data Lake (Databases), Data Lake (Tenancies), Elastic Cloud Enterprise (ECE), Enterprise Data Warehouse (EDW), Exchange Online (Microsoft Outlook), Health Provider Online Services (HPOS), Income Security Integrated System (ISIS), LEX, Medicare Mainframe (DB2), Power BI, Provider Digital Access (PRODA), SAP Business Objectives (BOBJ), SAP CRM - Centrelink (C4P), SAP CRM - Medicare (C5P), SAS Grid, SAS Visual Analytics (SAS VA), Secure Shared Drive, SharePoint, Tableau. 

Example(s): Enterprise Data Warehouse (EDW) 

ONDC alignment: N/A

Purpose: A web page that can be navigated to in a web browser to gain access to the dataset, its distributions and/or additional information.

Obligation: Optional 

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

Controlled values: A valid URL is required. 

Example(s): 

• https://data.gov.au/home 

ONDC alignment: Access URL (additional attribute) 

Purpose: Ensures users know who to contact to request access to the data asset, or ask questions about the data. 

Obligation: Mandatory 

Additional comments: Record the team or person that can provide additional information related to the data asset. A team/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.

Controlled values: At least one valid email address. 

Example(s): data.team@servicesaustralia.gov.au

ONDC alignment: Point of Contact (core attribute)

Purpose: Assists with evaluating the quality of the data asset. 

Obligation: Optional 

Additional comments: If you are not sure whether the asset conforms to an established specification, please leave this field blank.

Controlled values: Registered data set specifications. 

Example(s): Customer Identity Data Standard (Individuals)

ONDC alignment: N/A

Purpose: To differentiate the data assets that comprise the agency’s data inventory according to the level of development applied to the data, and the level of re-useability of the data.

Obligation: Mandatory

Additional comments: The data asset class makes clear the breadth of use cases for the data asset using language consistent across government data inventories, and to ensure contributions to the Australian Government Data Catalogue (AGDC) are fit for purpose.

• Data is optional for registration in the data inventory. Data is “any information in a form capable of being communicated, analysed or processed (whether by an individual or by computer or other automated means)”. Examples include raw data stored in transactional systems such as Centrelink ISIS, Child Support Cuba, Medicare DB2. May be referred to as source data. Data may be extracted and prepared for further use in other systems.
• Datasets are mandatory for registration in the data inventory if recognised as having value for the agency to perform its business functions. A Dataset is a a structured collection of data generally associated with a unique body of work, a particular subject, or created for a specific purpose. For example, datasets prepared for use in reporting, analysis or sharing, but with minimal development, such as copies of source data in the EDW or Data Lake.
• Data Assets are mandatory for registration. A Data Asset is a collection of structured data developed for a purpose and has inherent value to the agency. It may comprise of one or multiple dataset(s) listed in the organisation’s data inventory, deemed to be important and have the potential to create value for the organisation. For example, curated datasets that have been prepared and developed for effective use; deemed to have higher value and utility than ‘datasets’, such as EDW Views, curated datasets and data marts.
• Data Products are mandatory for registration. ‘Transformed’ Data Products are the result of extensive data processing and curation to increase the value of the data and prepare it for specific users or use cases. For example, transformed data assets with a high level of development and utility such as highly curated datasets and data marts, data visualisations and dashboards. 
• Data Exchange Datasets are not part of the data inventory. This class identifies data exchange data dictionaries that describe data drawn from a dataset/data asset/data product to be shared with an exchange partner, or data received by an exchange partner to be stored as a dataset/data asset/data product. Refer to the Customer Data Exchange policy for more information.

Controlled values: Data, Dataset, Data Asset, Data Product, Data Exchange Dataset

Example(s): Data Asset

ONDC alignment: N/A

Purpose: To enable users to find, categorise and evaluate the fitness of a data asset to their needs, and understand implications for the appropriate management of that data.

Obligation: Optional

Additional comments: Where the data asset contains multiple levels of granularity, such as aggregate data and unit record data, select multiple values accordingly.

Controlled values: Record one or more values from the options provided - select the Plus (+) button to browse and add values: Person unit record sensitive identifiable, Person unit record identifiable, Person unit record de-identified, Unit record non personal information, Aggregate (e.g. summary information / performance measures)

Example(s): Aggregate

ONDC alignment: N/A

Purpose: Provides additional business context to the Definition, ensures the data asset is used as intended, and supports compliance with the Privacy Code.

Obligation: Mandatory

Additional comments: Describe the agency’s purpose for collecting, creating, receiving or otherwise holding the asset. The purpose for which the information was collected is required for all data assets that contain personal information. This is required under the Australian Government Agencies Privacy Code requirement for agencies to maintain records of personal information holdings. This information ensures the agency is aware of all personal information it handles, where it is kept and the risks associated with that information.

Controlled values: At least one complete sentence that explains the intended use of the data.

Example(s): 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.

ONDC alignment: Purpose (additional attribute)

Purpose: Describes the topic(s) covered by the data asset, using language consistent across government data inventories. It answers the question “what is this data asset about?” and supports data discovery.

Obligation: Mandatory

Additional comments: Terms are selected from the Australian Government Interactive Functions Thesaurus (AGIFT) and internal agency business terminology. When selecting keywords, consider what search terms your users may choose when searching for the data asset, and provide as much granularity as practicable. Contact metadata.management to add additional keywords to the list. A full list of AGIFT terms are published on the NAA website.

Controlled values: Select one or more keywords from the provided list - select the Plus (+) button to browse and add keywords. At least one tier 1 AGIFT term is required (tier 1 terms are formatted in uppercase text).

Example(s):

• COMMUNITY SERVICES
• Income Support Schemes

ONDC alignment: Keyword (core attribute)

Purpose: To describe who the data is about.

Obligation: Optional

Additional comments: Provides crucial context to support safe and ethical use of the data.

Controlled values: At least one complete sentence.

Example(s): All persons over the age of 45 receiving Job Seeker payment.

ONDC alignment: N/A

Purpose: To classify the data asset according to its governing legislation, streamlining action to ensure its compliance.

Obligation: Mandatory

Additional comments: Legal mandates could include Memorandum of Understanding; Legislation; Machinery of Government; Government policies or acts. It could include the authority, e.g. (Australian Government) Federal Register of Legislation or Data Availability and Transparency Act 2022. For internal agency legal authority assistance, refer to the Legal Services Divisions intranet page.

Controlled values: Record one or more values from the options provided - select the Plus (+) button to browse and add values. Where the desired authority is not listed contact metadata.management.

• Centrelink: A New Tax System (Family Assistance) (Administration) Act 1999, Aged Care Act 1997, Australian Hearing Services Act 1991, Dental Benefits Act 2008, Disability Services Act 1986, Human Services (Centrelink) Act 1997, Paid Parental Leave Act 2010, Social Security (Administration Act) 1999, Student Assistance Act 1973
• Child Support: Child Support (Registration and Collection) Act 1988, Child Support (Assessment) Act 1989
• Medicare: Australian Immunisation Register Act 2015, Healthcare Identifiers Act 2010, Health Insurance Act 1973, Human Services (Medicare) Act 1973, Medical Indemnity Act 2002, Midwife Professional Indemnity (Commonwealth Contribution) Scheme Act 2010, National Health Act 1953, Private Health Insurance Act 2007
• Governance and Regulation: Privacy Act 1988, Freedom of Information Act 1982, Public Governance, Performance and Accountability Act 2013, Public Service Act 1999, Fair Work Act 2009, Taxation Administration Act 1953, Australian Prudential Regulation Authority Act 1998

Example(s):

• Social Security (Administration Act) 1999
• Public Governance, Performance and Accountability Act 2013

ONDC alignment: Legal Authority (additional attribute)

Purpose: To ensure data assets are handled, communicated, disclosed and stored appropriately.

Obligation: Mandatory

Additional comments: Specify the classification appropriate for the asset, taking into consideration whether the asset contains personal or sensitive information. If the data asset contains multiple components, record the highest security classification. This attribute relates to Sensitive Data and Rights. For further information, refer to the agency’s Security Markings intranet page and the Protective Security Policy Framework (PSPF) policy 8: Sensitive and classified information.

Controlled values: UNOFFICIAL, OFFICIAL, OFFICIAL: Sensitive, PROTECTED, SECRET, TOP SECRET.

Example(s): OFFICIAL: Sensitive

ONDC alignment: Security Classification (core attribute)

Purpose: To alert users to protections and procedures required during access, storage, transport, and disposal of the asset.

Obligation: Mandatory

Additional comments: For a definition of sensitive information refer to the Privacy and Secrecy intranet page. Record one or more values from the options provided - select the Plus (+) button to browse and add values. Values align to information markers as per the Australian Government Protective Security Policy Framework - Policy 8.

Controlled values: N/A (not sensitive), Personal privacy, Legal privilege (including commercial-in-confidence), Legislative secrecy

Example(s):

• Personal privacy

ONDC alignment: Sensitive Data (additional attribute)

Purpose: Provides further details regarding any personal or sensitive information contained in the asset to enable ease of identification and retrieval of assets which contain different types of personal or sensitive information.

Obligation: Conditional (mandatory if Security Classification has a value of “OFFICIAL: Sensitive)

Additional comments: Record one or more values from the options provided - select the Plus (+) button to browse and add values.

Controlled values:

• Personal Data: Name, Date of birth, Address, Phone and contact details, Bank details, Employment details, Gender, Personal identifiers, 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

Example(s):

• Name
• Date of birth
• Gender
• Health information

ONDC alignment: N/A

Purpose: Ensures disposal actions are clear and apparent, streamlining compliance with the relevant legal instrument governing keeping, transferring, or disposing of the asset to enable compliance with the Privacy Code.

Obligation: Mandatory

Additional comments: Please nominate the records authority/ies associated with the asset. For more information, refer to the NAA Records authorities. For internal agency records management assistance, refer to the Records Management - Frequently Asked Questions intranet page.

Controlled values: Record one or more values from the options provided - select the Plus (+) button to browse and add values 

• 2011/00714998 - Centrelink Payment and Service Delivery Management
• 2010/00715878 - Centrelink Service Delivery
• 2009/00181784 - Medicare Australia
• 2009/00000482 - Child Support
• AFDA Express Version 2 - General records authorities

Example(s): 2010/00715878 - Service Delivery (Centrelink)

ONDC alignment: N/A

Purpose: Ensure disposal actions are clear and apparent, supporting compliance with disposal requirements.

Obligation: Mandatory

Additional comments: This attribute details the disposal action that is to be taken on a particular class of record once a specified period of time has elapsed since a designated trigger event. The Class No. and Disposal action are documented in the relevant Records Authority. Refer to “18.3 Disposal Action” within Australian Government Recordkeeping Metadata Standard (AGRkMS) (June 2015) for guidance. For internal agency records management assistance, refer to the Records Management Intranet Page; Services Australia Records Management Policy and Implementation Guide 4 – Disposal of Records.

Controlled values: Record the class number and the disposal action text from the relevant Records Authority, in the following format: Class No. [nnnnn]. [disposal action text].

Example(s): Class No. 60684. Destroy 10 years after investigation and/or court action or case officially closed.

ONDC alignment: Disposal (additional attribute)

Purpose: Provides guidance for how to gain access to the data.

Obligation: Optional

Additional comments: Access insutrctions may include details such as:

• The restrictions or conditions placed on access to the asset.
• Any security resource or role required, e.g. via the ICT Security Portal (ISP).
• Directory filepath representing the location of the asset.

Controlled values: At least one complete sentence.

Example(s): Access is restricted to Services Australia employees who hold a baseline security clearance, and can establish a ‘need to know’ justification. Request access via ICT Security Portal (ISP): SAS,123-ISO-ABC

ONDC alignment: N/A

Purpose: Assists users to understand how the data is formatted.

Obligation: Mandatory

Additional comments: The most common types of data asset applicable are listed below with their definitions as per Dublincore. Further granularity can be provided in Format.

Controlled values: Record one or more values from the options provided - select the Plus (+) button to browse and add values:

• Collection: an aggregation of items. The term collection means that the resource is described as a group; its parts may be separately described and navigated.
• Dataset: structured information encoded in lists, tables, databases, etc., which will normally be in a format available for direct machine processing. For example: spreadsheets, databases, GIS data, midi data. Note that unstructured numbers and words would be considered as text.
• Image: the content is primarily symbolic visual representation other than text. For example: images and photographs of physical objects, paintings, prints, drawings, other images and graphics, animations and moving pictures, film, diagrams, maps, musical notation. Note that image may include both electronic and physical representations.
• Interactive resource: resource which requires interaction from the user to be understood, executed, or experienced. For example: forms on web pages, applets, multimedia learning objects, virtual reality
• Sound: a resource whose content is primarily audio or intended to be realised in audio. For example: music, speech, recorded sounds. This category includes musical notation, including score, which is unrealised in sound.
• Text: a resource whose content is primarily words for reading. For example - books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre text.

Example(s): Dataset

ONDC alignment: Resource Type (core attribute)

Purpose: Provides certainty with data asset identification and assists users to assess suitability for use.

Obligation: Mandatory

Additional comments: Supplements Resource Type to provide additional granularity to how the data is formatted

Controlled values: If the asset is distributed in multiple formats, please provide these as a comma-separated values.

• Common format terms include: PDF, DOCX, CSV, JSON, XLS, XLSX, DAT, XML, SQL, SAS, JPEG, JPG, PNG, BMP, GID, ZIP, TXT, HTML etc.
• 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.

Example(s): CSV

ONDC alignment: Format (additional attribute)

Purpose: Provides data administrators with information to assist with managing potential storage issues. Assists users with the logistics of requesting and storing of data.

Obligation: Optional

Additional comments: This field may not be relevant, for example, if your data asset is a data service or interactive resource. Where file size is constantly changing, provide an indicative size or an indicative size range for your data asset.This information may be sourced through the agency’s IT or data management department.

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

Example(s): 5GB

ONDC alignment: File Size (additional attribute)

Purpose: To facilitate unambiguous identification of data stewards, and provide Executive Data Stewards with insight into the data for which they are accountable.

Obligation: Mandatory

Additional comments: Executive Data Stewards are responsible for coordinating data governance at the branch level. They manage data specifically relating to their position and authority, and the business outcomes their business units need to deliver. Functions of an Executive Data Steward include promoting compliance with legislation and information management policies and managing data related risks and issues. A position and branch name is preferred to an individual’s contact because it is enduring and minimises the need to regularly update metadata records.

Controlled values: Provide the position and branch of the SES Band 1 with accountability for the data asset in the format: NM [Branch Name].

Example(s): NM Data Strategy and Governance Branch

ONDC alignment: N/A

Purpose: To facilitate unambiguous identification of data stewards, and provide Business Data Stewards with insight into the data for which they are responsible.

Obligation: Mandatory

Additional comments: Business Data Stewards are responsible for the day-to-day management and use of the data asset from a business perspective. Business Data Stewards ensure all data assets are appropriately registered, approve access to data assets and related information assets, and act as a point of contact for information about data assets. The Business Data Steward holds the relevant authority to make decisions about the data and its 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. A section name is preferred to an individual’s contact because it is enduring and minimises the need to regularly update metadata records.

Controlled values: Provide the section name of the Business Data Steward with responsibility for the data asset in the format: [Section Name] Section.

Example(s): Data Management Operations Section

ONDC alignment: N/A

Purpose: Identifies technical subject matter experts who may be different to the business data steward, and may be contacted for technical advice such as how the data asset is generated.

Obligation: Optional

Additional comments: Technical subject matter experts may support the creation, definition and purpose of data, improving the quality of data and implementing access arrangements for authorised users. Technical staff may be called upon to answer complex queries about the creation of a data asset. Record the team or person that can provide technical information related to the data asset. Ideally, a team/section shared mailbox address is provided because it is generic and enduring (preferable to an individual’s contact). This minimises the need to regularly update metadata records.

Controlled values: At least one valid email address.

Example(s): data.team@servicesaustralia.gov.au

ONDC alignment: N/A

Purpose: To record the custodian(s) (organisations) that are responsible, either wholly or partially, for the asset. 

Obligation: Conditional (mandatory if sharing to the Australian Government Data Catalog).

Additional comments: the custodian may not be the publisher (see Publisher attribute). According to the Data Availability and Transparency Act 2022:

“An entity is a data custodian if the entity:

    (a) is a Commonwealth body; and

    (b) is not an excluded entity; and

    (c) either:

        (i) controls public sector data (whether alone or jointly with another entity), including by having the right to deal with that data; or

        (ii) has become the data custodian of output of a project in accordance with section 20F.”

accordance with section 20F.”

The default data custodian for internal data assets may be your agency. A data custodian value must be consistent with the 
 the Government Directory, NGO List or Research Organisation Register.

Controlled values: Record one or more of the following values, or contact metadata.management if the required organisation is not listed: Services Australia, Department of Social Services, Department of Health and Aged Care

Example(s): Services Australia

ONDC alignment: Data Custodian (core attribute)

Purpose: Publisher differentiates data assets originating within the agency from those sourced externally, e.g., through data exchange arrangements with other government agencies or departments

Obligation: Optional

Additional comments: The publisher is the agency that formally produced and released the data asset and controls any future version release. The Publisher may not be the Custodian (see Custodian attribute). The default value may be your agency. If the asset is published by another agency, use a term from the Government Directory, NGO List or Research Organisation Register.

Controlled values: Record one of the following values, or contact metadata.management if the organisation is not listed: Services Australia, Department of Social Services, Department of Health and Aged Care.

Example(s): Services Australia

ONDC alignment: Publisher (additional attribute)

Note: this field is unused as of 26/08/2024.

Purpose: To provide further detail about the type of sensitivity associated with the data.

Obligation: Conditional (mandatory if Security Classification is “OFFICIAL: Sensitive”)

Additional comments: If Security Classification has value “OFFICIAL: Sensitive”, provide the type of sensitivity. Provide one or more values from the list of options. For a definition of sensitive information refer to the Privacy and Secrecy intranet page. Record one or more values from the options provided - select the Plus (+) button to browse and add values

Controlled values: N/A (not sensitive), Personal privacy, Legal privilege (including commercial-in-confidence), Legislative secrecy

Example(s):

• Personal
• Health/Medical

ONDC alignment: Sensitive Data (additional attribute)

Note: this field is unused as of 26/08/2024.

Purpose: Provides additional high-level information regarding asset content in a manner that facilitates discovery, linkage and descriptive analysis of data asset records.

Obligation: Optional

Additional comments: Keywords should be meaningful and relevant to the data asset. Select one or more keywords from the provided list. For a list of available keywords and definitions, refer to the the Data Asset Registration User Guide.

Controlled values: Select one or more keywords from the provided list - select the Plus (+) button to browse and add keywords. Where a desired keyword is not listed, contact metadata.management.

Example(s):

• Aged care services
• Application / claim

ONDC alignment: N/A

Purpose: To support identification of suitable records for contributing to the AGDC, including whether a record has already been contributed and should be maintained.

Obligation: Mandatory

Additional comments: n/a

Controlled values: Record one of the following values: Unsuitable, Suitable, Published.

Example(s): Suitable

ONDC alignment: n/a