DataVic Access Policy
Suggest a Dataset Manual
for the Victorian Public Sector
May 2015
© State of Victoria (Department of Treasury and Finance) 2015
This work, DataVic Access Policy Suggest a Dataset Manual (May 2015), is licensed under a Creative
Commons Attribution 4.0 licence. You are free to re-use the work under that licence, on the
condition that you credit the State of Victoria (Department of Treasury and Finance) as author,
indicate if changes were made and comply with the other licence terms. The licence does not apply
to any branding, including the Victorian Government logo and the Department of Treasury and
Finance logo.
Copyright queries may be directed to IPpolicy@dtf.vic.gov.au
Currency
This is Version 1 of the DataVic Access Policy Suggest a Dataset Manual published in May 2015.
Subsequent versions may be published from time to time at http://www.dtf.vic.gov.au/VictoriasEconomy/Victorian-Government-intellectual-property-and-data-policies/DataVic-Access-Policy.
Inquiries
For any inquiries about the DataVic Access Policy Suggest a Dataset Manual (May 2015) or this
licence, please contact:
data.vic@dtf.vic.gov.au
Department of Treasury and Finance
1 Treasury Place
Melbourne Victoria 3002
Australia
Contents
1.
Introduction .................................................................................................... 1
1.1 Suggest a dataset .........................................................................................................................1
2.
The suggest a dataset process ......................................................................... 3
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
3.
How do I make a suggestion? ......................................................................................................3
Who can make a request .............................................................................................................3
Who administers the suggest a dataset process .........................................................................3
Process for managing suggestions ...............................................................................................4
What happens if part of this process breaks down? ...................................................................5
When is a suggest a dataset request rejected? ...........................................................................5
Announcing the dataset is available ............................................................................................5
Other relevant datasets ...............................................................................................................5
Policy and technical support ........................................................................... 6
3.1 Policy support ..............................................................................................................................6
3.2 Technical support for the data portal ..........................................................................................6
Appendix 1:
Suggest a dataset form ................................................................... 7
DataVic Access Policy Suggest a Dataset Manual
for the Victorian Public Sector, May 2015
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1.
Introduction
The DataVic Access Policy (the Policy) requires Victorian government departments and
agencies to make data available for re-use by the public. The Suggest a Dataset tool,
available on the Victorian Government data directory (data directory) at
www.data.vic.gov.au, provides the functionality to request the Victorian Government to
make particular data available.
This manual has been established to set out the process for receiving and responding to
suggestions for datasets to achieve timely dataset release. This has been done to ensure a
consistent, timely and efficient approach to managing the suggestions.
1.1
Suggest a dataset
Departments and agencies must take a number of steps to ensure that their data is made
available and to comply with the DataVic Access Policy. Managing the suggest a dataset
process is just one of these steps. The main steps are described in the DataVic Access Policy
Guideline.1 In summary, they include:
#
Step
Issues to consider
1
Identify a dataset




2
Prepare the dataset for
publication
3
Select a licence
4
Publish the dataset









5
6
List the dataset on the
data directory
Manage the dataset



Existing and new datasets should be identified.
High-value datasets should be prioritised.
Suggest a dataset - further information is provided in this
manual.
Some datasets are restricted for reasons of privacy, public
safety, security and law enforcement, public health or
compliance with the law.
The dataset should be in an open format (e.g. CSV or XML).
The dataset should be de-identified of personal and/or
confidential information.
A metadata record for the dataset should be created.
A data quality statement is recommended.
An appropriate copyright licence must be selected.
The default licence is a Creative Commons Attribution 4.0
licence (CC-BY 4.0 AU).
The dataset should be uploaded to the department or
agency’s website or web service.
Data is not usually directly uploaded to the data directory web
servers.
Usually managed by the IT or web team.
Further information provided in the DataVic Access Policy
Dataset Publishing manual.
Ensure currency of the dataset.
Manage feedback received from users via the data directory.
1
http://www.dtf.vic.gov.au/Victorias-Economy/Victorian-Government-intellectual-property-anddata-policies/DataVic-Access-Policy
DataVic Access Policy Suggest a Dataset Manual
for the Victorian Public Sector, May 2015
1
This manual details how to achieve the suggest a dataset element of step 1 above.
Information on the other steps is provided in the DataVic Access Policy Guideline1 or the
DataVic Access Policy Dataset Publishing manual.2
2
2
Needs Reference
DataVic Access Policy Suggest a Dataset Manual
for the Victorian Public Sector, May 2015
2.
The suggest a dataset process
The following step by step guide has been written to support the suggest a dataset process
and the timely release of data. All requests for data via the suggest a dataset process will be
evaluated, however this does not imply that data will be released (see section 2.6 below).
Data will only be released if it meets the criteria set out in the DataVic Access Policy
guideline. 3
2.1
How do I make a suggestion?
Suggestions can be made via the data directory using the suggest a dataset form.4 A copy of
the form can be seen at Appendix 1: Suggest a dataset form. Once a suggestion is made it
will be made public on the suggest a dataset page.5 The suggestion will then be provided to
the appropriate department or agency for action. Before Suggesting a Dataset it is
recommended to:
 check that the dataset hasn’t already been published;
 check that the dataset hasn’t already been suggested;
 note that only datasets held by the Victorian government, and which aren’t restricted
(see section 2.6 below), can be made available via Data.Vic.
If the dataset is available, it will be published on the data directory. If the dataset is not
available, the request may unearth other relevant data which may be made available
instead.
DPC will manage the expectations of the requestor. Requestors will be kept up to date with
the progress of the suggestion via update notifications through the various stages of the
process. The notifications will be via direct correspondence and comments and status
changes on the suggest a dataset page.
2.2
Who can make a request
Requests for datasets to be released can be made by anyone. The intention of the suggest a
dataset service is for the Victorian public to be able to make requests for data. Public
servants are also encouraged to request data via the data portal if they believe the dataset
would be suitable for open release.
2.3
Who administers the suggest a dataset process
The Department of Premier and Cabinet (DPC) administers the suggest a dataset process. All
queries in relation to the suggest a dataset process should be referred to DPC.
Department of Treasury and Finance (DTF) provides policy support for the suggest a dataset
process and is the contact if a request needs to be escalated.
Contact details for both departments can be found in chapter 3 Policy and technical support.
3
http://www.dtf.vic.gov.au/Victorias-Economy/Victorian-Government-intellectual-property-anddata-policies/DataVic-Access-Policy
4
https://www.data.vic.gov.au/suggest_a_dataset_form
5
https://www.data.vic.gov.au/suggest_a_dataset
DataVic Access Policy Suggest a Dataset Manual
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2.4
Process for managing suggestions
The following steps will be followed when a request is received via the data portal.
Step
1
2
3
4
5
Total
Time
Request received and the data portal generates an automatic response.
DPC will find and contact the appropriate agency that manages the data.
Agency will locate and assign the suggestion to the data custodian
Data custodian will report back to the agency and DPC
DPC will respond to requestor
Instantaneous
one week
one week
one week
one week
four weeks
Step 1. Thank you email - automatic response.
An automated generic response to the suggestion will be sent by the data portal to the
requestor which includes a:
 Thank you to the requestor
 Copy of the request
 Timeframe of expected response
 Note that the request will be evaluated and does not imply that data will be released
unless it meets the DataVic Access Policy guidelines for release
Step 2. Agency search – one week
The responsible agency will be identified and contacted by DPC. Contact will initially be via
the agency representative of the Whole of Victorian Government Information Management
Group (IMG). If the agency responsible for the data cannot be identified a general request
via the IMG will be made via a group email.
The request will then be forwarded to the agency via the IMG representative to follow up.
Step 3. Custodian search – one week
The IMG representative will then be required to:
 identify the custodian/team within their agency that manages the data;
 assign the suggestion to the contact for a report back within one week; and
 negotiate the release of the dataset (DPC is available to support this process).
Step 4. Custodian report back – one week
The custodian will:
 provide a written response to the request on if and when they can provide the dataset
for release via the data directory; and
 will provide access to the dataset, if appropriate, to the data directory managers in a
timely way.
Step 5. Response to requestor – one week
Once the report has been received from the data custodian, DPC will forward the findings to
the requestor.
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DataVic Access Policy Suggest a Dataset Manual
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The complete process should take no more than four weeks to have a response as to the
status of the dataset.
2.5
What happens if part of this process breaks down?
If needed the suggestion will be escalated to DTF for action. Requestors can also contact DTF
directly on the contact details below.
2.6
When is a suggest a dataset request rejected?
A suggest a dataset will only be rejected if the request breaches any of the DataVic Access
Policy guidelines. The DataVic Access Policy stipulates that datasets will be made available
unless access is restricted for reasons of privacy, public safety, security, law enforcement,
public health and compliance with the law. These and additional restrictions are detailed
below.
Datasets must not be made available if one of the following restrictions applies:
2.7
1)
the dataset contains personal records;
2)
making the dataset available may have an adverse impact upon public safety;
3)
the dataset attracts security restrictions;
4)
the dataset contains information the release of which is prohibited by court
orders, legal proceedings or legal privilege, including legal advice;
5)
making the dataset available may have an adverse impact upon public health;
6)
the dataset contains third-party copyright and the State does not have permission
from the copyright owner to make the data available ;
7)
the dataset is subject to a contract/agreement that does not allow it to be made
available;
8)
making the dataset available is in breach of statutory or legislative requirements
including the Information Privacy Act 2000 , or Health Records Act 2001; or
9)
the dataset contains confidential information.
Announcing the dataset is available
The planned time frame for release will be emailed to the requestor (in advance of release)
as well as indicated on the request on the data directory. On occasion the release of a new
dataset (particularly high value datasets) will also be announced via social media and on the
data directory blog.
2.8
Other relevant datasets
If in the course of responding to a dataset suggestion the responsible agency or data
custodian identifies other datasets, these should also be released under the DataVic Access
Policy.
DataVic Access Policy Suggest a Dataset Manual
for the Victorian Public Sector, May 2015
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3.
Policy and technical support
The Department of Treasury and Finance (DTF) and the Department of Premier and Cabinet
(DPC) are available to support departments and agencies to make data available and to
implement the Policy. The DPC team was moved from the Department of State
Development, Business and Innovation (DSDBI) on 1 January 2015 as part of a Machinery of
Government update. Within this document any tools referencing DSDBI are now managed
by DPC e.g. DSDBI Web Services Portal: https://dsdbi.desk.com/
3.1
Policy support
DTF can provide policy support, training, preparation of resources and is the first point of
contact for all queries.
Comments and questions may be directed as follows:
Email: data.vic@dtf.vic.gov.au
Phone: (03) 9651 1880
3.2
Technical support for the data portal
The publication of datasets on the data portal is managed by DPC. Technical queries in
relation to the linking of datasets to the data portal should be referred to DPC.
Comments and questions may be directed as follows:
Email: info@data.vic.gov.au
Contact Form: www.data.vic.gov.au/contact
DSDBI Web Services Portal: https://dsdbi.desk.com/
Phone: (03) 9651 8009
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DataVic Access Policy Suggest a Dataset Manual
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Appendix 1: Suggest a dataset form
DataVic Access Policy Suggest a Dataset Manual
for the Victorian Public Sector, May 2015
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www.dtf.vic.gov.au
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DataVic Access Policy Suggest a Dataset Manual
for the Victorian Public Sector, May 2015