DATASETS GUIDANCE
For Departments
Recent legislation has amended the Freedom of Information Act (FOIA) and public authorities are required to publish
datasets, in a reusable format, in their publication schemes. Not only do we have a legal obligation to publish datasets
in response to requests under FOIA, but we are also considering datasets for proactive publication on a case by case
basis.
The House of Commons has committed to four strategic goals. Publishing data in a re-usable format contributes to
our goals by promoting an open and transparent way of doing business and by ensuring that Members, staff and the
public are well-informed.
What is a Dataset?
A dataset is a collection of data, represented in a table. For our purposes this is raw, numerical data which;
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is factual (not the product of analysis or interpretation other than calculation)
has been recorded for the purpose of providing us with information about our service provision
is presented in a way that (except for minor formatting) has not been organised, adapted or otherwise
materially altered since it was gathered.
It is also worth noting that this is only about non-personal, non-sensitive data.
What is “an electronic format capable of re-use”?
This is a format enabling the data to be machine readable. For us, this is the .csv format (Comma Separated Value).
This cannot be a commercial format such as .docx (Microsoft Word) or .xls (Microsoft Excel).
Data is not readable by all machines if it is in a database.
What do I need to do?
The IRIS team is trying to minimise further pressure on departments as a result of this legislation. However, there
are things that you can do to help.
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Spread the word about the new format
If your team intends to publish datasets, help promote open data by communicating the new legislation and
encouraging the use of the new format.
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FOI Requests
All responses which include a dataset must now be published. If you answer a FOI request and provide a dataset as
part of the response, please try to send it to us in .csv format.
DO NOT send any datasets in PDF format as we cannot convert this and you will need to resend.
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Proactive Publication
If your team proactively and routinely publishes information, please start publishing any datasets in CSV format (or
offer CSV option).
We have no legal obligation to convert previously published documentation but if this is possible, please consider it
When do I need to do it by?
Now, please!
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Communicating the information about datasets to relevant staff needs to be done as soon as possible. IRIS will be
publishing details in departmental publications to help with this.
The IRIS team have already started to provide relevant data to answer FOI requests in the .csv format.
The Publication Scheme is currently being updated and departments will be contacted shortly to see what information
can be updated or converted to the new format
How do I convert a dataset to .csv format?
Datasets in Excel can easily be converted to .csv format as follows:
Converting an existing Excel document
1. Ensure the document is temporarily stored somewhere out of SPIRE (your desktop or personal drive)
2. Open the document
3. Click on FILE, the SAVE AS
4. Navigate to the same location
5. Click on the drop-down box ‘SAVE AS TYPE’
6. Select ‘CSV (comma delimited)’
7. Click SAVE
8. Close the document (if you get asked to save again, select ‘Don’t Save’)
Saving
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a new Excel document in the .csv format
Open a new Excel document and create data
Click on FILE, the SAVE AS
Navigate to your desktop or personal drive
In the ‘File name’ box, name your document
Click on the drop-down box ‘SAVE AS TYPE’
Select ‘CSV (MS-DOS)’
Click SAVE
Close the document (if you get asked to save again, select ‘Don’t Save’)
Points to note;
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If you have any datasets in a Word table, first copy it into Excel.
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This process doesn’t work well in SPIRE. We recommend you copy the Excel document onto your desktop or
personal drive before you attempt to convert it.
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You cannot convert an Excel document with more than one tab. The data must first be combined into one
tab, or split into different workbooks
Do we have to publish all datasets?
No. We can decide that a dataset is not appropriate to be published for any of the following reasons:
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An FOI exemption applies
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Cost
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Technical issues
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Quality of information
The reasons need to be noted, so if you feel one of these reasons applies to a dataset your department owns, please
contact the IRIS team to discuss.
Where can I get more information?
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Ask the IRIS team. Abigail Richmond (ext. 2559) or Arianne Kitchener (ext. 8805) will be happy to answer
any questions or discuss any concerns.
Have a look at what we are already doing. Some of our FOI disclosures already offer a .csv alternative.
Read up on the rules, the Information Commissioner’s Office (ICO) offers helpful guidance
Updated August 2014
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