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Concept help - Data Set

A Data Set describes a record of data, including any location or time boundaries for the data, that has been captured and is available for use under a specific licence. A Data Set may be included in a Data Catalog, and can reference multiple Distributions that record different parts or formats of the data that are available to download.

A a dataset in DCAT is defined as a "collection of data, published or curated by a single agent, and available for access or download in one or more formats". A dataset does not have to be available as a downloadable file. For example, a dataset that is available via an API can be defined as an instance of dcat:Dataset and the API can be defined as an instance of dcat:Distribution. DCAT itself does not define properties specific to APIs description. These are considered out of the scope of this version of the vocabulary. Nevertheless, this can be defined as a profile of the DCAT vocabulary.

Fields available on this metadata type

Field ISO definition and Registry Help (where available)
Name The primary name used for human identification purposes.

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)

Definition Representation of a concept by a descriptive statement which serves to differentiate it from related concepts. (3.2.39)

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. 

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): A spreadsheet containing Family Tax Benefit (FTB) and Childcare Subsidy (CCS) information relating to the age of a child, date of birth, family taxable income, childcare provider and principal carer status from 1 July 2017 (until 30 June 2023). The data set captures and compares the taxable income and rebate information in correlation with the carer status and age of the child to identify rolling averages across a single financial year. 

ONDC alignment: Description (Core attribute)

Is Federated
Is Not Federable
Version Unique version identifier of this metadata item.

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

References Significant documents that contributed to the development of the metadata item which were not the direct source for the metadata content.

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

Origin The source (e.g. document, project, discipline or model) for the item (8.1.2.2.3.5)

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

Comments Descriptive comments about the metadata item (8.1.2.2.3.4)

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. 

Controlled values: At least one complete sentence.

ONDC alignment: N/A

Deleted The date after which the item has been soft deleted and is no longer visible in the registry
License Information about the license document under which the dataset is made available.

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)

ONDC alignment: Licence (Additional attribute)

Rights Information about rights held in and over the dataset.

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 is publicly accessible subject to certain conditions. For example: a fee applies; or the data is only accessible at a specific physical location. 
  • Restricted: data access is limited. For example: during an embargo period; to a particular group of users; or where formal permission is granted.  

Example(s)

  • Restricted 

ONDC alignment: Access Rights (Core attribute)

Release Date Date of formal publication of the dataset.

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)

Modification Date Most recent date on which the dataset was changed, updated or modified.

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

Frequency The frequency at which dataset is published.

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. 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: Never, ad-hoc, Daily, Weekly, 2 weekly, 4 weekly, Monthly, Quarterly, 6 monthly, annually, Ongoing. 

Example(s): Monthly

ONDC alignment: Update Frequency (Additional attribute)

Spatial Coverage Spatial or geographic coverage of the dataset.

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. 

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) 

Temporal Coverage The temporal or time period that the dataset covers.

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

Obligation: Optional 

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) 

Catalog An entity responsible for making the dataset available.

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

Landing Page A Web page that can be navigated to in a Web browser to gain access to the dataset, its distributions and/or additional information

Purpose: Provides access to the data asset.  

Obligation: Optional 

Additional comments: Record the Uniform Resource Locator (URL) that links to the data asset. If the Rights of the data asset is “open”, this could be a publicly accessible permanent URL that provides (direct/mediated) 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)

ONDC alignment: Access URL (additional attribute) 

Contact Point Relevant contact information for the Dataset.

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. 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. 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)

Conforming Specification An established standard to which the described resource conforms.

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

Item Base

Custom Fields

Field Short definition Long definition
Data Asset Class The class of Data Asset as defined by the Office of the National Data Commissioner (ONDC) that signifies the level of development and re-useability of the data.
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 A descriptive summary of the intentions for which the data asset was developed and proposed to be used.
Purpose: Provides additional business context to the Definition, ensures the data asset is used as intended, and supports compliance with the Privacy Code. Obligation: Conditional (mandatory if the data asset contains personal information). 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)
AGIFT Terms Terms from the Australian Government Interactive Functions Thesaurus (AGIFT) that describe the data asset subject matter.
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: Conditional (mandatory if sharing to the Australian Government Data Catalog). Additional comments: When selecting keywords, consider what search terms your users may choose when searching for the data asset, and provide as much granularity as practicable. refer to the the AGIFT Terms Guide for a list of AGIFT terms. AGIFT terms are published on the NAA website and at least one AGIFT term is required if the asset is intended to be shared to the Australian Government Data Catalogue. Controlled values: Referring to the AGIFT Terms Guide, record one or more terms according to the following format: • Keyword category – Keyword A , Keyword B Example(s): • Community Services - Child and Youth Support, Community Support, Benefits • Communications - Social Media, Internet • Governance - Electoral Matters, Public Service ONDC alignment: Keyword (core attribute)
Services Australia Keywords Word(s) or terms that describe the data asset subject matter
Purpose: Provides additional high-level information regarding asset content in a manner that facilitates discovery, linkage and descriptive analysis of data asset records. Obligation: Mandatory 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 Keywords Guide. Where a desired keyword is not listed, contact metadata.management. Controlled values: Select one or more keywords from the provided list - select the Plus (+) button to browse and add keywords. Example(s): • Aged Care • Application (Claims) ONDC alignment: N/A
Asset Population A explanation of the demographic coverage of the data asset.
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 in Tasmania. ONDC alignment: N/A
Legal Authority All legal mandates under which the data asset was collected, created, received, used or disclosed.
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)
Security Classification The Security Classification applied to the asset as specified by the Australian Government Protective Security Policy Framework (PSPF).
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)
Information Marker The information marker applied to the asset alongside Security Classification, as specified by the Protective Security Policy Framework (PSPF).
Purpose: To alert users to protections and procedures required during access, storage, transport, and disposal of the asset. Obligation: Conditional (optional if Security Classification is “UNOFFICIAL” or “OFFICIAL”, else mandatory). Additional comments: Where OFFICIAL: Sensitive or PROTECTED is selected, specify any information marker/s appropriate for the asset. For further information, refer to the agency’s Security Markings intranet page. Controlled values: • Personal privacy, • Legal privilege, • Legislative secrecy Example(s): Personal privacy ONDC alignment: N/A
Sensitive Data The type of sensitivity of the data asset, where applicable.
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: • Commercial • Cultural • Environmental • Government • Health/Medical • Legal • Personal Example(s): • Personal • Health/Medical ONDC alignment: Sensitive Data (additional attribute)
Personal or Sensitive Information Details Additional description of any personal or sensitive information contained in the data asset.
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
Records Authority Details of the Records Authority associated to the asset, as per <a href="https://www.naa.gov.au/information-management/records-authorities" target="_blank">NAA Records authorities</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 Australia2009/00000482 - Child Support AFDA Express Version 2 - General records authorities Example(s): 2010/00715878 - Service Delivery (Centrelink) ONDC alignment: N/A
Records Class No. and Disposal Action The record class number and disposal action to which the data asset is subject.
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)
Access Instructions Describes how internal users may seek access to the data asset.
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
Resource Type The type of data asset being described.
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 • Model: an abstraction of the real thing, i.e. some generalisation and interpretation. Models could be considered a symbolic representation. Examples include performance models, cost models, mechanical models, etc. • Service: a system that provides one or more functions of value to the end user. For example: a photocopying service, a banking service, an authentication service, interlibrary loans, a Z39.50 or Web server. • Software: a computer program in source or compiled form which may be available for installation non-transiently on another machine. For software which exists only to create an interactive environment, use interactive instead. • 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. Example(s): Dataset ONDC alignment: Resource Type (core attribute)
Format The distribution format of the data asset.
Purpose: Provides certainty with data asset identification and assists users to assess suitability for use. Obligation: Optional 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. Example(s): CSV ONDC alignment: Format (additional attribute)
File Size The volume of the data asset.
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. 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. Example(s): 5GB ONDC alignment: File Size (additional attribute)
Executive Data Steward The Executive Data Steward responsible for the data asset.
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
Business Data Steward The Business Data Steward responsible for the data asset.
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
Technical Contact Point Technical staff who have supported data stewards by implementing and supporting data and analytics information systems.
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
Data Custodian The agency who has the control of the data asset and has the authority for sharing and disclosure.
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: he 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.” 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 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)
Publisher The agency that made the asset formally available.
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)

Official Definition

A representation of a dataset in a catalog. Data Catalog Vocabulary (DCAT): 5.3 Class: Dataset