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This attribute assists with superseded items, ensuring the chain is clear and complete.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

This attribute differentiates data sets 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.

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

Mandatory

Select and record a single value from the options provided:

• Data,  e.g.  raw data stored in transactional systems such as Centrelink ISIS, Child Support Cuba, Medicare Mainframe. Data may be extracted and prepared for further use in other systems.
• Dataset, e.g. data extracted for use with minimal or no development, such as copies of source data landed in the EDW or Data Lake.
• Data Asset, e.g.  curated data that has been prepared and developed in some way for effective use, such as curated datasets and data marts.
• Data Product, e.g. transformed data with a high level of development for a specific purpose, such as MI/OI reports and data dashboards or visualisations.
• Data Exchange, i.e. identifies the 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, i.e. identifies the record as a data exchange transfer, as registered in CITADEL. It must be connected to a parent Data Exchange record and describes the specific data shared with an exchange partner.
• Dataset Subset, i.e. a logical grouping of tables within a large database. It enables the creation of a hierarchy of child datasets within a parent dataset.

Data Asset:

Data Product

Data Exchange

Data Exchange Transfer

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.

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

Data Asset:

Optional

Optional

Mandatory

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

• 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)

• Person unit record sensitive identifiable

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.

The purpose 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. This information ensures the agency is aware of all the personal information it handles, where it is kept and the risks associated with that information.

Data Asset:

Mandatory

Mandatory

Not included

The purpose should typically be 2-3 sentences or dot points which explain how data is used.

The power BI dashboard is used and maintained for the purposes of:

• collecting and maintaining a record of new staff employed by the agency,
• providing SES oversight of workforce status, attrition and new hire volumes,
• supporting adherence to the ASL staffing cap by recording over or under spending,
• informing SES when undertaking recruitment activities,
• contributing to financial year reporting requirements, and
• registered ICT user account creation.

This attribute is used to describe topics covered by the data, using language consistent across government data inventories. It answers the question “what is in this data?” and supports data discovery

The keywords field is used in conjunction with the Definition and Purpose for identifying and describing an item. 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 item, 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 National Archives of Australia (NAA) website.

Data Asset:

Mandatory

Mandatory

Optional

All records must contain at least one AGIFT high-level function term and one of the following keywords to indicate whether an item is:

• 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.

Additional terms can be included in or selected from AGIFT - Additional terms, All glossary terms; or new terms submitted as free text in this field.

Data Asset:

Corporate workforce data, Workforce (employee, labour hire), Indigenous affairs, Workplace discrimination monitoring

Program data, Data exchange, Customer circumstances, Timeliness, Accuracy, Income, Assets, Department of Social Services (DSS)

This attribute provides details describing who the data is about.

The field provides crucial context to support safe and ethical use of the data.

Optional

At least one complete sentence.

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

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

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.

Data Asset:

Mandatory

Mandatory

Not included

Record one or more values from the options provided - select the Plus (+) button to browse and add values. Where a desired value 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

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

This attribute ensures data is handled, communicated, disclosed and stored appropriately and relates to the Sensitive Data and Rights attributes.

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.

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

Data Asset:

Mandatory

Mandatory

Not included

Select and record a single value from the options provided:

• UNOFFICIAL, OFFICIAL, OFFICIAL: Sensitive, PROTECTED, SECRET, TOP SECRET.

• OFFICIAL: Sensitive

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

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

Data Asset:

Mandatory

Mandatory

Not included

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

• 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.

• Personal Privacy

This attribute provides further details regarding any personal or sensitive information contained in the data to enable identification and retrieval of assets which contain different types of personal or sensitive information.

Data Asset:

Conditional (Mandatory if item classification is OFFICIAL: Sensitive)

Conditional (Mandatory if item classification is OFFICIAL: Sensitive)

Not included

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

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

• Name
• Personal identifiers (Customer)
• Indigenous status
• Health information

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.

Please nominate the records authority or authorities associated with the data. The Administrative Functions Disposal Authority (AFDA) Express Version 2 contains a collection of general records authorities (GRAs) used across the agency.

For more information, refer to the NAA Records authorities or How to read and apply a Records Authority guidelines provided by the Records Management Helpdesk.

Data Asset:

Mandatory

Mandatory

Not included

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

• 2011/00714998 - Payment and Service Delivery Management (Centrelink)
• 2010/00715878 - Service Delivery (Centrelink)
• 2009/00000482 - Child Support
• 2009/00181784 - Medicare Australia
• 2007/00440378 - Service Development, Vocational Rehabilitation, Disability and Injury Management
• AFDA Express Version 2 Functions

• 2010/00715878 - Service Delivery (Centrelink)

This attribute ensures disposal actions are clear and apparent, supporting compliance with disposal requirements.

Details of 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 as documented in the relevant Records Authority.

Refer to “18.3 Disposal Action” within AGRkMS V2.2 (June 2015) for guidance.

For more information, refer to the NAA Records authorities or How to read and apply a Records Authority guidelines provided by the Records Management Helpdesk.

Data Asset:

Mandatory

Mandatory

Not included

The class number and disposal action sourced from relevant records authority, formatted as:

• Class No. [nnnnn]. [disposal action text].

• Class No. 21925. Destroy 10 years after action completed

This attribute provides user guidance for how to gain access to the data.

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).
• directory file path representing the location of the data.

Data Asset:

Optional

Not included

Not included

At least one complete sentence.

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) for resource: SAS,123-ISO-ABC

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

The most common types of an item applicable are listed below with their definitions as per DublinCore and further granularity can be provided in Format.

• 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: resources which require 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.

Data Asset:

Mandatory

Not included

Mandatory

Select and record a single value from the options provided:

• Collection, Dataset, Event, Image, Interactive resource, Model, Physical object, Party, Place, Service, Software, Sound, Text.

A full list of resource type definitions can be found at Dublin Core – List of Resource Types

• Dataset

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

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

Data Asset:

Mandatory

Not included

Mandatory

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

Common format terms include, for example:

• 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.

• CSV

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.

This field may not be relevant, for example, if your item is a data service or interactive resource. 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.

Optional

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

• 5GB

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

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.

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 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:

Mandatory

Mandatory

Not included

The executive data steward is recorded using the position and branch name, formatted as:

• NM [Branch Name] Branch

• NM Data Strategy and Governance Branch

The business data attribute facilitates the unambiguous identification of the business data stewards and provides stewards with insight into the data for which they are responsible.

The business data steward is responsible for the day-to-day management and use of an item 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.

The business data steward holds 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.

A section name is 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:

Mandatory

Mandatory

Not included

The business data steward is recorded using the team or section name formatted as:

• [Section Name] Section.

• Data Governance Operations Section

The technical data steward attribute facilitates the unambiguous identification of the technical data stewards and provides clear identification of the data and analytics team responsible for their creation and management of data for which they are accountable.

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

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.

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

Data Asset:

Optional

Optional

Not included

At least one valid email address or contact web form.

metadata.management@servicesaustralia.gov.au

Identifies the agency responsible for the data and has authority for sharing and disclosure.

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

• 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.

Arrangements or bilateral agreements may stipulate different or specific data custodian arrangements.

Data Asset:

Conditional (Mandatory if data is collected on behalf of a policy agency)

Not included

Mandatory

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

A Data custodian value must be consistent with either the

• Australian Government Directory,
• Non-Government Organisation (NGO) List
• Research Organisation Register.

• Department of Social Services

This attribute differentiates items originating within the agency from those sourced externally, e.g. through data exchange arrangements with other government agencies or departments.

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 not be the Custodian (see Data Custodian attribute).

The default value may be your agency. If data is published by another agency, use a term from the Government Directory, Non-Government Organisation List or Research Organisation Register.

Data Asset:

Optional

Not included

Not included

Select and record a single value from the options provided:

• Services Australia, Department of Social Services, Department of Health and Aged Care

Or contact metadata.management if the required organisation is not listed.

• Services Australia

This attribute assists with the identification of suitable records for contributing to the AGDC, including whether a record has already been contributed and should be maintained.

The AGDC Record Contribution 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.

Mandatory

Select and record 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.

Data Asset:

Unsuitable (sensitivity)

Unsuitable (class/format)

Unsuitable (class/format)

This attribute identifies the document or documents providing authority for data to be shared or published and the documents which detail arrangements under which data is exchanged.

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

Data Asset:

Optional

Mandatory

Not included

Adhere to legal material referencing conventions, as per the Australian Government Style Manual.

• Services Schedule for Data Sharing (2025)

This attribute assists users identify whether a data transfer is providing data to a partner entity (outbound) or receiving data from a partner entity (inbound).

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.

Data Asset:

Not included

Not included

Mandatory

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.

• Inbound

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

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.

Data Asset:

Not included

Not included

Mandatory

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

• Business Online Services

This attribute identifies the intended audience of the data, as well as secondary consumers or recipients. This information facilitates stakeholder engagement and the identification of high-value / high-use data assets.

Data Asset:

Optional

Not included

Not included

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

• 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.
• Branch: a branch within the agency, led by an SES NM, responsible for a specific area of focus, reporting directly to a GM, and made up via a collection of business areas

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

Identify and manage distribution or access methods used for data assets across the agency.

Data Asset:

Optional

Not included

Not included

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

• Automated: reports are self-triggered and self-sending, requiring no staff intervention.
• Self Service: reports are open to users who can select and view the most current report.
• Static Report: reports will not update or change without another version being produced
• External: reports are sent outside of Services Australia.
• Branch Only: report visibility is limited to the branch responsible for its creation.

• Self Service