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Transcript of Slide 1 Putting Data Custodianship Into Practice Accountabilities for Data -- An Overview of the...
Slide 1
Putting Data Custodianship Into PracticeAccountabilities for Data
-- An Overview of the Data Custodianship Guidelines--
Information Management BranchLand Information British Columbia
Integrated Land Management Agency
July 8 2005
Slide 2
Presentation Overview
• Data Custodianship Roles
• Data Custodianship Guidelines
• Benefits
• Current Situation
• Accountability
• Next Steps
Slide 3
Custodianship Roles (recap)Custodianship Roles (recap)-- ---- --
Slide 4
Core Roles
Form Content
Op
erat
eG
ove
rn
Chief InformationOfficer
Data ManagementSpecialists
DataCustodians
DataManagers
Form Content
Op
erat
eG
ove
rn
Chief InformationOfficer
Data ManagementSpecialists
DataCustodians
DataManagers
Slide 5
Role of Data Users
Form Content
Op
erat
eG
ove
rn
Use
Data UserAuthority
DataUsers
Chief InformationOfficer
Data ManagementSpecialists
DataCustodians
DataManagers
Form Content
Op
erat
eG
ove
rn
Use
Data UserAuthority
DataUsers
Chief InformationOfficer
Data ManagementSpecialists
DataCustodians
DataManagers
Slide 6
Example: Shared Roles of Environment and LIBCExample: Shared Roles of Environment and LIBC
Slide 7
Program ‘C’
Program ‘B’
Program ‘A’
Shared Roles of Environment and LIBC
Consolidation ofData Managers
Ministry of EnvironmentLand Information BC
Service Agreement(resource quantum)
Slide 8
Shared Roles of Environment and LIBC
Accountable for business issues
Defines business needs and priorities
Final decision-maker
Ministry of Environment = Custodian
Land Information BC = Steward
Accountable for spatial andgeographic standards
Provides services under directionof Environment authority (SA quantum)
Provides technical expertiseand advice
Slide 9
Other ExamplesOther Examples
Slide 10
Understanding Custodians, Stewards and Managers
Data Update:
• Spatial Representation
• Spatial Compilation
DeliveryAuthority &
Accountability
Data Collection and Capture
Data Planning & Definition
Lead MinistryLife-Cycle Phase
• Spatial QA
etc.
Question: Who is the:Data Custodian?Data Steward?Data Manager?
Answer: It depends!
Slide 11
MoFR: Spatial Forest Tenures
Data Update:
• Spatial Representation
• Spatial Compilation
DeliveryAuthority &
Accountability
Data Collection and Capture
Data Planning & Definition
Lead MinistryLife-Cycle Phase
• Spatial QA
etc.
MoFR isData Custodian
(Jim Langridge)
MoFR isData Manager
(David Engen)
LIBC isData Steward
(Dave Chater)
Slide 12
Example Environment Dataset
Data Update:
• Spatial Representation
• Spatial Compilation
DeliveryAuthority &
Accountability
Data Collection and Capture
Data Planning & Definition
Lead MinistryLife-Cycle Phase
• Spatial QA
etc.
Environment isData Custodian
LIBC isData Steward
Slide 13
Base Mapping and Vegetation
Data Update:
• Spatial Representation
• Spatial Compilation
DeliveryAuthority &
Accountability
Data Collection and Capture
Data Planning & Definition
Lead MinistryLife-Cycle Phase
• Spatial QA
etc.
LIBC isData Custodian(Amin Kassam)
LIBC isData Manager
Slide 14
Example: Trap Line Data
• Current Situation– Each Regional Fish and Wildlife Manager manages their own
individual Mylar map (“data managers”)– LIBC regional GIS staff create regional digital data products
based on local arrangements between Environment and LIBC (“data steward”)
• Key Issues– No single statutory authority for trap line data (“data custodian”)– No single common standard or specification across regions for
trap line data– Confusion of accountabilities – LIBC simply service providers, not
standards bearers
Slide 15
Other Environment Examples
• Ungulate Winter Range:– No clear custodial role – managed region by region – Within each region standards and management differ and
multiple versions exists without an understanding of why
• Guide Outfitter Data: – Same as trap line Data
• Wildlife Inventory and Census Data: – No clear custodial role – managed instance to instance– Different biologists keep own spreadsheets and send to GIS
section when they want spatial analysis (everything from a simple map to complex modelling and analysis)
– Each instance has a distinct GIS coverage
Slide 16
Illustration: Veg
Data Administrators
Vegetative Cover
Data Custodian
Data Manager
Delegation ofResponsibility
Delegation ofDuties
Data Users
Consultation& Support
Consultation& Support
Data Administrators
Vegetative Cover
Data Custodian
Data Manager
Delegation ofResponsibility
Delegation ofDuties
Data Users
Consultation& Support
Consultation& Support
Slide 17
Custodianship GuidelinesCustodianship Guidelines-- ---- --
Slide 18
Custodian Guidelines Overview
• Rights and obligations for each of the roles are presented according to a generic suite of activities associated with datasets.
• Two broad life cycles are considered:– Data Planning: Addressing the definition, creation and ongoing
evolution of structures and processes for management of a dataset. Two distinct aspects of data planning are addressed in this document:
– Data Content: Addressing all activities around acquisition, management and use of the content of a dataset. Distinct activities addressed in this document include:
Slide 19
The Data Planning
Cycle
Design
Development
Testing
Implementation
Definition &Standards
MaintenancePlanning
Slide 20
The Data Content
Life Cycle
Storage &Protectio
n WarehousePublication
Access
Use
InformationProducts
QA/QC
MarketingAcquisition
Disposition
Slide 21
Sample Rights and ObligationsSample Rights and Obligations-- ---- --
Slide 23
Sample Rights and Obligations (1)... has the right to: … has the obligation to:
Data Custodian Establish rules and restrictions governing dataset protection and authorization of users
Operate within the enterprise security infrastructureEnsure access privileges comply with the provisions of the Freedom of Information and Protection of Privacy Act.
Data User n/a Not release data to a third party unless authorized by the Data Custodian and covered by an agreement specifying release criteria
Data Management Specialist
n/a Ensure proper implementation of physical infrastructures, processes and responsibilities for addressing data storage, data security, backup and disaster recovery requirements
Slide 24
Sample Rights and Obligations (2)
... has the right to: … has the obligation to:
Data Custodian Decommission a dataset when a sustainable business case no longer exists
Specify and uphold retention, disposition and preservation schedules for all datasets in their custodyMaintain data in accordance to its approved retention schedule
Data User n/a Ensure that custom reports that are inputs to significant decisions are properly archived.
Data Management Specialist
n/a Support retention, disposition and preservation of data holdings in accordance with schedules set forth by the data custodian
Slide 25
... has the right to: … has the obligation to:
Data Custodian
Request user funding for enhancements requested by users
Delegate operational Data Custodianship responsibilities or duties to another individual (e.g. internally to a “data manager”, or under contract to a “data steward”)
Act on behalf of the needs and interests of all users of data
Inform and engage data users and data management specialists throughout the custodianship life cycle regarding any proposal, plan or activity that may impact their business area
Ensure that the data for which they are accountable is managed in accordance with the principles of data custodianship
General Rights and Obligations -1
Slide 26
Data User Identify and defend user needs, interests, and issues to the data custodianBe informed about proposals, plans, and activities of the data custodian affecting the dataset
Establish a primary contact within the user organization to represent the needs, interests and issues of the entire user organization
General Rights and Obligations - 2
Slide 27
Data Management Specialist
Identify and defend enterprise[1]-wide needs, interests and issues to the data custodianBe informed about proposals, plans, and activities of the data custodian affecting the dataset
Act from an enterprise-wide perspective and on behalf of the needs and interests of all custodians and all usersAssist data custodians in the interpretation and application of enterprise data management policies and standards
General Rights and Obligations – 3
Slide 28
Custodianship BenefitsCustodianship Benefits-- ---- --
Slide 29
Business Benefits of Custodianship
• Efficiency and effectiveness:– More effective use of resources and quantum– Eliminate duplication and overlap– Enhanced decision-making at planning tables
• Risk mitigation:– Legal – Stay out of court– Public Relations – Avoid misperception– Environmental – Limit impacts of misinformed decisions
• Work climate:– Absolute clarity on accountabilities– Clear framework for assigning roles and responsibilities– Better working relationships
Slide 30
Current SituationCurrent Situation-- ---- --
Slide 31
Current Situation: Why Act Now?
• Custodianship Acknowledged but not Understood– Increasing recognition within Government that data
custodianship is a fundamental requirement … however …– There are varying levels of understanding of both the concepts
and the need for data custodianship
• Executive Desire and Interest – All of the above have resulted in a keen desire by senior
Government Ministry staff to achieve clarity on the issue of data custodianship
Slide 32
Desired Outcomes: What Needs to Happen?
Commence/continue implementation of roles:– data custodians will fully accept and fulfill their accountabilities,
rights and obligations – Formalize stewardship responsibilities through creation of
stewardship agreements– Custodians will be more responsive to needs of data users; in
particular, accountabilities will be instituted in response to pressing client needs for data updates
– All users of LIBC data will fully understand and respect their responsibilities regarding custodial data
• The level of maturity of data management practices within the Natural Resource Sector will be measurably improved
Slide 33
AccountabilityAccountability-- ---- --
Slide 34
IM Specialists LIBC & ENV Business Areas
Proposed IM Accountability Structure
DataManagersEtc.
Data & Database Administrators
Information, Privacy &
Records Officers
Data Users
Consultation& Support
Delegation ofResponsibility
DataCustodians
EnvironmentExecutive
CIO(MSRM)
LIBC Executive
Data Custodian Council
Slide 35
Authority
• Within the Government of British Columbia, data custodianship authority flows directly from the Premier to positions at the level of Deputy Minister.
• Within a Ministry, responsibility for designation of Data Custodians rests with the Ministry Chief Information Officer (CIO), in their capacity as head of corporate data architecture for the Ministry.
• Once designated, data custodianship authority rests in positions at the level of Director or above, and with respect to a clearly identified dataset.
• Once designated, Data Custodians gain the full set of authorities, rights and obligations set forth in this document.
Slide 36
Next StepsNext Steps-- ---- --
Slide 37
Next Steps
• Identification of data custodians for key FSP datasets
• Development of data stewardship agreements between Custodian and Integrated Land Management Agency or other agency (as appropriate)
• Participation by Custodians on Data Custodian Council
• Promotion of data custodianship concepts, benefits and practices