Putting Data Custodianship Into Practice

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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

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Presentation Overview

• Data Custodianship Roles

• Data Custodianship Guidelines

• Benefits

• Current Situation

• Accountability

• Next Steps

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Custodianship Roles (recap)Custodianship Roles (recap)-- ---- --

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Core Roles

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Chief InformationOfficer

Data ManagementSpecialists

DataCustodians

DataManagers

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DataCustodians

DataManagers

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Role of Data Users

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Use

Data UserAuthority

DataUsers



DataCustodians

DataManagers

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Use

Data UserAuthority

DataUsers



DataCustodians

DataManagers

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Example: Shared Roles of Environment and LIBCExample: Shared Roles of Environment and LIBC

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Program ‘C’

Program ‘B’

Program ‘A’

Shared Roles of Environment and LIBC

Consolidation ofData Managers

Ministry of EnvironmentLand Information BC

Service Agreement(resource quantum)

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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

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Other ExamplesOther Examples

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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!

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MoFR: Spatial Forest Tenures

Data Update:



DeliveryAuthority &

Accountability




• Spatial QA

etc.

MoFR isData Custodian

(Jim Langridge)

MoFR isData Manager

(David Engen)

LIBC isData Steward

(Dave Chater)

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Example Environment Dataset

Data Update:



DeliveryAuthority &

Accountability




• Spatial QA

etc.

Environment isData Custodian

LIBC isData Steward

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Base Mapping and Vegetation

Data Update:



DeliveryAuthority &

Accountability




• Spatial QA

etc.

LIBC isData Custodian(Amin Kassam)

LIBC isData Manager

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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

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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

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Illustration: Veg

Data Administrators

Vegetative Cover

Data Custodian

Data Manager

Delegation ofResponsibility

Delegation ofDuties

Data Users

Consultation& Support


Data Administrators

Vegetative Cover

Data Custodian

Data Manager


Delegation ofDuties

Data Users



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Custodianship GuidelinesCustodianship Guidelines-- ---- --

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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:

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The Data Planning

Cycle

Design

Development

Testing

Implementation

Definition &Standards

MaintenancePlanning

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The Data Content

Life Cycle

Storage &Protectio

n WarehousePublication

Access

Use

InformationProducts

QA/QC

MarketingAcquisition

Disposition

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Sample Rights and ObligationsSample Rights and Obligations-- ---- --

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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

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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.


n/a Support retention, disposition and preservation of data holdings in accordance with schedules set forth by the data custodian

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... 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

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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

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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

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Custodianship BenefitsCustodianship Benefits-- ---- --

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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

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Current SituationCurrent Situation-- ---- --

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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

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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

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AccountabilityAccountability-- ---- --

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IM Specialists LIBC & ENV Business Areas

Proposed IM Accountability Structure

DataManagersEtc.

Data & Database Administrators

Information, Privacy &

Records Officers

Data Users



DataCustodians

EnvironmentExecutive

CIO(MSRM)

LIBC Executive

Data Custodian Council

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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.

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Next StepsNext Steps-- ---- --

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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

Documents

Putting Data Custodianship Into Practice