27. Data in this context is the raw material, semi-finished and finished product of the statistical organisation, rather than (as well as) the information, the organisation needs to manage its processes. Metadata is information about Data; Information is the general term meaning both Data and Metadata.

28. Metadata is data that describes data. Meta is a prefix that in information technology means "an underlying definition or description". Metadata summarises basic information about data, which can make finding and working with particular instances of data easier.

29. These principles are compatible with FAIR data principles: Findable, Accessible, Interoperable, and Reusable.

Table 1. Key Principles

Principle

Statement

Rationale

Implications

1. Information is managed as an asset throughout its lifecycle

  • Information includes both the data and the metadata describing that data;
  • Information includes all objects that describe the context, content, controls and structure of data and metadata;
  • Information is an organisational asset that all employees have a responsibility to manage;
  • Information must be actively managed throughout its lifecycle from creation to disposal;
  • The ownership, status, quality and security classification of information should be known at all times.
  • The statistical organisation has a responsibility to manage the data and metadata it acquires in accordance with relevant legalisation;
  • Managing the information is necessary to guarantee constant quality of statistical products;
  • Information needs to be managed to ensure its context and integrity is maintained over time;
  • As information is increasingly shared across business processes it is important to understand the dependencies of its use.
  • The statistical organisation will take an enterprise approach to managing information as an asset;
  • Organisational policies and guidelines will be put in place to ensure data will be managed in accordance with this principle;
  • All data assets will have an owner responsible for their management;
  • Staff will be trained to understand the value of data and their individual responsibilities;
  • Data quality and sensitivity will be documented where required for business processes;
  • Data will be protected against loss;
  • Data and metadata must not be kept longer than necessary in order to protect privacy; it should be deleted at the end of its lifecycle.

2. Information is accessible

  • Information is discoverable and usable;
  • Information is available to all unless there is good reason for withholding it;
  • Data and metadata is accessible to humans as well as machines.
  • Ready access to information leads to informed decision-making and enables timely response to information needs;
  • Users (internal and external) can easily find information when they need it, saving time and avoiding repetition.
  • The organisation will foster a culture of information sharing;
  • Information will be open by default;
  • The way information is discovered and displayed will be designed with users in mind;
  • Systems will be designed to ensure that the minimum amount contextual information required to understand information is captured;
  • Staff will create and store information in approved repositories;

3. Data is described to enable reuse

  • Data must have sufficient metadata so it can be understood outside its original context;
  • Connections between data objects must be documented;
  • Restrictions to data usage must be documented.
  • Data can be easily understood and used with confidence without requiring further information;
  • Data and its related metadata can be easily reused by other business processes reducing the need to transform or recreate information;
  • The dependencies and relationships between data objects can be easily known.
  • Staff will document data with reuse in mind;
  • Staff will consider reuse when designing systems for capturing information.

4. Information is captured and recorded at the point of creation/receipt

  • Information should be captured and recorded at the earliest point in the business process to ensure it can be used by subsequent processes;
  • Subsequent changes to information should be documented at the time of action.
  • Information is captured and recorded at the time of creation/action so it is not lost;
  • The amount of information reuse is maximised by capturing it as early as possible.
  • Systems will be designed to automatically capture information resulting from business processes;
  • Staff will need to prioritise and be given time to capture information when it is fresh in their minds.

5. Use an authoritative source

  • Within a business process, there should be an authoritative source from which information should be sourced and updated;
  • Where practical, existing information should be reused instead of recreated or duplicated.
  • Maintaining fewer sources of information is more cost effective;
  • Having one source of information supports discovery, reuse and a 'single version of truth'.
  • There will be authoritative repositories for different types of information;
  • Information needs will be satisfied using existing sources where possible.

6. Use agreed models and standards

  • Key information should be described using common, business-oriented, models and standards, agreed by the organisation.
  • Having agreed models and standards will enable greater information sharing and reuse across the business process;
  • Having agreed models and standards will enable staff to communicate using a common language.
  • There will be responsibility assigned for creating and maintaining agreed models and standards;
  • Staff will be made aware of what the approved models and standards are and how to use them;
  • Agreed models and standards will enable external collaboration but also be fit for business purposes;
  • Agreed models and standards will form the basis of system and process design, deviations from the standards and models will be by agreed exception only.

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