Scope The data management framework must support industry best practice processes and provide as a minimum the following functional capability:

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1 Data Management Policy Version Information A. Introduction Purpose 1. Outline and articulate the strategy for data management across Redland City Council (RCC). This document will provide direction and form part of the governance framework for data management; 2. Ensure the business requirements and data quality expectations of key data stakeholders are met throughout the data management lifecycle including design, acquisition, distribution, maintenance, continuous improvement and disposal; 3. Establish Council s data management principles and align these principles with the Information Management Governance Framework; 4. Improve trust and confidence in the reliability, integrity and quality of Council s data and information resources; and 5. Ensure an enterprise wide approach to consistent data management. Goals Deliver enterprise wide quality data to maximise the value of business decision making, through effective data governance. Benefits 1. Lower Administration Costs; Reducing staff time spent maintaining duplicate data stores, validating data and reconciling data between duplicate data stores. 2. Improved Customer Service; Providing customers with a unified view of complete, accurate and relevant information at each customer contact point. Increasing the effectiveness of customer relationship management initiatives. 3. Improved Business Efficiency; Improving business decisions and corporate management decisions by providing a consistent, reliable, timely and accurate view of information and improve the understanding and accessibility of the information presented. Page: 1 of 5

2 4. Reduced Information Management Overheads; Reducing the number of fragmented and siloed business applications to be supported and maintained. Reducing the infrastructure required to store and backup duplicate data stores. Scope The data management framework must support industry best practice processes and provide as a minimum the following functional capability: 1. Data Management Governance - Describing and directing the people, processes and artefacts that are mission-critical to ensuring that RCC s data is understood, maintained, managed and enriched as a valuable resource in support of decision-making. 2. Data Quality Management - Establishing data quality rules, controls and responsibilities to manage all aspects of data quality throughout the data management lifecycle involving the design, acquisition, distribution, maintenance, continuous improvement and disposal of data. 3. Metadata Management - Establishing the metadata standards, controls and responsibilities to manage the capture, maintenance and accessibility of metadata. 4. Master Data Management - Establishing and defining the core business data entities of the enterprise and modelling those entities and their relationships to provide meaningful and quality assured information for analysis, presentation, decision making and ultimately a business intelligence capability. Governance This policy is governed by the Data Stewardship Group. Document Control 1. Only the Chief Executive Officer (CEO) can approve amendments to this policy. 2. Approved amended documents must be submitted to the Office of the CEO to place the document on the Policy, Guidelines and Procedures Register. B. Principles 1. One Data Dictionary - RCC has one Dictionary of Data that clearly defines the meaning and etymologies of each Data Concept; 2. Information is an Asset - Information is an asset that has value to RCC and is managed accordingly; 3. Information is Shared - Users have access to the information necessary to perform their duties; therefore, information is shared and accessible across the RCC; Page: 2 of 5

3 4. Single System of Record - There shall be a single application identified as being the owner for each Data Entity. This shall be the only application allowed to update this data; and 5. Risk Based Information Security and Audit - Information shall be secured and auditable based upon the threats and risks associated with loss, damage or exposure of that information in accordance with the agreed security classification of that information by the business. C. Relevant Information Context This policy fits within the Council s Information Management Governance Framework. Responsibilities 1. Managers (General/Group/Service) Managers at all levels are responsible for promoting awareness of the value of quality information to the performance of the Council and recognising the important contribution of the data stewardship role. 2. Chief Information Officer (CIO) The CIO is responsible for ensuring the Information Management Group provides and supports an Enterprise Architecture that enables the achievement of the Data Management principles and capability. 3. Data Stewardship Working Group is primarily responsible for: Data Quality Management and Metadata Management within Council; Maintaining the RCC Master Data Dictionary; and Ensuring business processes are aligned with the principles of Data Management 4. All Council Staff All staff have a responsibility to contribute to the achievement and maintenance of data and information quality expectations set by the Data Stewardship Working Group Other related documents Information Management Strategy ; POL-1001 Identity Management Policy; POL-1003 Enterprise Content Management Policy; POL-1004 Application Management Policy; Enterprise Architecture Principles; IM - Service Catalogue; GL Master Data Management Guideline; GL Data Quality Management Guideline; GL Metadata Management Guideline; Data Stewardship Working Group Terms of Reference; Page: 3 of 5

4 GL Records Management Guideline; GL Back-Up, Recovery and Archive Guideline; GL Guideline; RCC Master Data Dictionary. Definitions The following definitions are relevant to this policy: Term Data Management Data Information Data Entity Business Applications Data Quality Master Data Definition The development, execution and supervision of plans, policies, programmes and practices that control, protect, deliver and enhance the value of data and information resources. Data consists of disconnected numbers, words and symbols relating to the events and processes of an organisation. Information is data communicated in a meaningful way. A concept that describes a collection of data elements, attributes and relationships in a structured manner that represents the organisation s understanding and use of a particular business subject or object. A computer software program designed to apply the capabilities of a computing platform to one or more specific business purposes. The business expectation of data defined in terms of dimensions such as accuracy, completeness, currency, consistency, integrity, topology and compliance with naming conventions and data dictionaries. The core data entities of an organisation that are fundamental to the operation of the business and are shared across organisational departments. Master Dictionary Metadata Enterprise Architecture Data A glossary of terms, definitions and descriptions representing key data elements that construct the organisation s master data entities. Data regarding the characteristics of any data item, such as its name, location, perceived importance, quality or value to RCC, and its relationships to other data items that RCC has deemed worth managing. The construct of IT Infrastructure, Applications and Databases that effectively and efficiently enables the delivery Information Management Services. Page: 4 of 5

5 Version Information Version number Date 1 January 2013 New Policy Key Changes Back to Top Page: 5 of 5

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