Information and Data Standards
Version
1.3
TRIM file number
-
Short description
Provides a description of the information and data
standards to be applied in the capture, management
and use of organisational data assets. This
includes data shared between organisational
systems, also referred to as master data.
Relevant to
Officers who have a responsibility in the planning,
identification, definition, capture, management or
sharing of data assets.
Authority
Responsible officer
Information Architect
Responsible office
Enterprise Architecture, Division of Information
Technology
Date introduced
September 2010
Date(s) modified
December 2014
Next scheduled review date
To be determined.
Related University documents
CSU Enterprise Architecture Principles
CSU Information Integration Standards
CSU Application Standards
CSU Identity Standards
CSU IT Infrastructure Standards
CSU Security Standards
Master Data Definitions
Master Data Governance Framework
CSU Data Principles
CSU Data Principles Rationale
Records Management Policy
Digital Records Policy
Enterprise Architecture Glossary of Terms
Related legislation
State Records Act 1998 (NSW)
Privacy Act
Key words
data, data asset, principles, standards, data
architecture, guidelines, rules, master data, shared
data
Glossary of Terms
Data Asset: A description used to reflect the value and importance of data to the organisation. Depending on the
context in which this term is used, it may be referring to a single data element eg. firstname, as captured in a data field
(attribute). Alternatively it could be a set of data elements that collectively describe an object or thing (entity) such as
‘staff details’ or a document, audio file, etc. Information in a raw form that refers to, or represents an attribute,
conditions, ideas, or objects.
Data Custodian: Each CSU data set managed within a technology solution has a trustee accountable for data quality,
availability and security according to relevant University business requirements, policy and legislative compliance.
Information: Data that has been organised for a purpose and is presented within a context that gives it meaning and
relevance, that can lead to an increase in understanding.
Information Asset: An identifiable collection of data stored in any manner and recognised as having value for the
purpose of enabling the University to perform its business functions, thereby satisfying a recognised requirement.
Information Custodian: Has a delegated authority and responsibility within CSU for the collection and management
of a designated set/s of information assets in order to support the operational and strategic activities of the University.
Master Data: Data that is shared across the organization to support the daily operational and strategic activities of the
University. The classification and description of master data identifies the authoritative source of truth and allows for
appropriate sharing across the organization.
Security: The prevention or protection against inappropriate access, disclosure, storage or loss of information/data.
Structured data: data that is organized in a structure so that it is identifiable by a computer program. Data that is
usually stored in a database table field.
Unstructured data: Data that has no identifiable or easily usable structure that can be used by a computer program
eg online content, electronically captured images, sound, audio, video.
Standards
The current minimum set of rules to be applied in the capture and management of CSU data assets.
These standards directly support the CSU Data Principles. Documentation of this association is within the
CSU Data Principles Rationale.
For all new and existing information or data assets the following standards are to be applied to the asset.
AUTHORITATIVE DATA
Data Asset
Data is recognised as an asset to the organisation therefore must provide
value within the business context and system that it is captured and made
available for sharing where appropriate.
Data Element
Established at the finest possible level of granularity, not aggregated or
modified form or view. For example using first name and surname rather
than fullname as the data element. Appropriately named to support
identification and good practices in naming conventions.
Defined Purpose and Use
Each data asset must have a concise and explicit description of purpose
and context that is agreed by the respective Data Custodian. The purpose
should deliver on a specific, known business requirement. This data
standard (i.e. defined purpose and use) is core to informing on the
alignment requirements for other data standards eg. Data Integrity.
Electronic Management of
Data
Data to be used in the operational and strategic activities of the
organization is to be captured and stored within a technology solution that
can effectively support continuing availability and management needs of
business activities across the organization. Supporting efficient capture,
storage, retrieval and sharing requirements, in accordance to CSU Records
Management Policy and the NSW State Records Act.
Open, Standard Data
Formats
The objective is for data formats to be non-proprietary, using industry
standard formats for both structured and unstructured data. Structured
data should also be stored with no presentation formatting and where
relevant, align with organisational defined common data element
specifications, eg. address information is captured by the data elements
number, street, suburb, state, postcode, country.
Data Quality
Data capture and management are to have controls in place to support the
quality characteristics of the information or data asset as described in the
Enterprise Architecture Health Assessment Data Quality Dimensions.
Single Capture & Validation
Data should be captured electronically once and validated for integrity as
close as possible to this initial point of capture. Data validation includes
consideration to data quality characteristics and may extend to other
aspects such as authorisation, format or business rule checks to verify the
integrity of data. Validation mechanisms include but not limited to the use
of:
 Lookup tables
 Controlled vocabularies
 Association rules
 Verification reports
Existing data is not re-created but shared from the determined authoritative
source in accordance with security classification. Refer to CSU Master
Data Definitions.
Meta Data Captured
A suitable set of meta data must be determined and captured to meet
administrative/mgmt, structural, descriptive, search/discovery, sharing & for
identification of organizational information and data assets. Both for
structured1 and unstructured data2, with consideration to CSU’s Records
Management Policy and relevant industry meta data standards.
Authoritative Source
The determination of authoritative source application/system for the data
asset. This is the technology solution that is nominated as the trusted
source of truth within the organisation for the particular data asset. This is
the source that must be used for this data asset across the organization.
Lifecycle Management
Data asset management processes are to be established to apply data
standards for each stage of the determined data asset lifecycle (collect,
use, maintain, archive, dispose).
Data Custodian
As an information and data asset is of value to the entire enterprise, Data
Custodians accountable for appropriately managing the asset must be
assigned and in alignment with organizational business responsibilities.
1
Structured data: data that is organized in a structure so that it is identifiable by a computer program. Data that is usually
stored in a database table field.
2
Unstructured data: Data that has no identifiable or easily usable structure that can be used by a computer program eg online
content, electronically captured images, sound, audio, video.
Security classification
A security classification is to be determined for the data asset, according to
CSU Data Security Classification scheme. The security classification level
is then to be used to inform on the data asset:
 Physical capture, storage, integration
 User access, authorization/rights
 Audit requirements
Availability classification
A data asset is to be assessed and business requirements recorded for
each of the availability characteristics below, in order to inform technology
and integration requirements.
 Criticality
 Update cycle (& other characteristics that impact on availability)
 Monitoring
 Business continuity
 Disaster recovery
 Retention
DATA SHARING
Ability to Share Data
The authoritative system (of a data asset) is to have the capability to export
a copy of the data asset in a method that complies with CSU Integration
standards.
Master Data Definition
The shared data asset is to be included within the appropriate master data
definition in preparation to enable data sharing. A master data definition is
established for each discrete data ‘object or thing’ (entity) that is to be
shared in consultation with the respective Data Custodian and Information
Architect. A master data definition must be approved by the respective
data custodian/s prior to being implemented in a production environment.
Shared Data Format
The format in which the authoritative data will be shared to other
consuming/target systems will be that specified within the master data
definition in order to provide a consistent standard format for enterprise
data sharing. A Vendor independent schema.
CONSUMING/TARGET
SYSTEM
Data Source
Where a system requires data that already exists in the organisation within
a recognised authoritative source, this will be where the data is sourced
according to the associated master data definition and CSU’s Integration
Standard.
Access Approval
Access, use and required user groups of master data within a
consuming/target system must be approved by the respective Data
Custodian/s within the analysis phase of the change activity.
Data Protection
Access, use and security of master data must be maintained within a
consuming/target system according to master data definition security
classification and agreement with the respective Custodian/s.
Table of amendments
Version
number
1.1
Date
1.2
March
2011
July 2011
1.3
Dec 2014
Short description of amendment
Amendment to Glossary, changing of Master Data Repository to Master Data Cache.
Format changed to aid understanding of how/where to apply standard when working
with technology solutions. Glossary removed with link added for published EA
glossary. Reference added for other related architecture standards.
Update to reference links and re-labelled Information and Data Standards.
Appendix A
Enterprise Architecture Health Assessment
Data Quality Dimensions
Accurate: data stored is correct and validated for zero errors.
Current: instances of a master data entity and associated attributes hold data that is deemed current in
accordance with the relevant authoritative business processes, policy and/or regulatory requirements.
Consistent: format and presentation of data is consistent across whole data set relating to a master data
entity.
Complete: for each record relating to an instance of a master data entity, all required attribute data has
been captured.
Available: master data is accessible to the approved systems and users.