State-wide Data Dictionary
1. Purpose
In an effort to standardise and facilitate the sharing of data across State agencies,
there is a need to establish a "State-wide Data Dictionary". The Dictionary will
feature a core section of data elements that cross all State agencies (e.g., name,
address, etc.), and a section dedicated to each functional area of government activity
(e.g., forestry, agriculture, etc.) that covers the data elements unique to that area. The
purpose of this policy is to make agencies aware that this effort is underway and describe
the framework for its achievement.
2. Overview
Data collected and captured by the State Government is a valuable resource. This data
contains important operational, research and historical information about the State.
Because information management within the State has evolved in a largely decentralised
manner, government databases may not be compatible, thus inhibiting appropriate and
authorised data sharing and fostering duplication. The State-wide Data Dictionary will
redress this problem and realise the following benefits:
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fostering the strategic use of technology to manage information as a State asset
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providing standard definitions that will facilitate communications between government
agencies
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improving management decisions through the availability of more timely and accurate
information
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enabling the integration of systems which will become easier with consistent definitions
The creation of a State-wide Data Dictionary is a long term investment which requires
the input of many people. The objective of such an effort is threefold:
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First, to promote data sharing among agencies, by having common data definitions for
electronic data interchange and/or shared databases;
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Second, to foster interagency data analysis, by simplifying the integration required to
bring a variety of data sources into a common data warehouse environment; and
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Third, to facilitate interagency application development by enabling agencies to
co-develop and reuse databases and programming modules that support common cross-agency
functions.
The State-wide Data Dictionary will be produced in several stages, beginning with an
overarching section covering core data elements applicable to all State agencies. After
the first section is complete, other functional areas will be developed. All development
will take place in work group settings. During development, issues such as accurate and
consistent data across State platforms and the delivery of data to where and when it is
needed at an affordable cost, will be emphasised.
Each section of the State-wide Data Dictionary will constitute a Preferred Standard. As
such, agencies will be expected to adopt the standard over time, on a proactive basis, in
all State Government applications that will or may be shared across agencies or levels of
government. In this manner, a gradual standardisation of critical information will be
fostered.
3. Policy
The "State-wide Data Dictionary" will, among others, include a section for
each of the following areas:
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Personal Identification - information collected about a person
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Business Identification - information collected about a business
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Government Identification - information collected about a governmental
organisation
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Environmental - information required to manage the environment
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Human Services - health, mental health, social services information
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Revenue - information about revenue collected by State organisations
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Administrative - information collected and used to operate the State (e.g.,
financial data)
Every effort should be made to incorporate established conventions and national
standards into the State-wide Data Dictionary.
To initiate the process, the State Computer Services Department will convene a Data
Standardisation Work Group, with one member from each functional area. The State Computer
Services Department will provide overall direction and to ensure co-ordination among
standardisation efforts.
The Work Group will:
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Review and finalise the Personal Identification section of the State-wide Data
Dictionary for distribution to all State agencies.
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Review all existing functional area Data Dictionaries to determine and resolve any
overlap and inconsistencies that may exist.
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Develop a process for adding, modifying and deleting data elements.
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Finalise minimum Data Dictionary documentation guidelines pertaining to metadata
elements, definitions, acceptable values, default values and value definitions.
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Identify other related initiatives that must be undertaken to make the State-wide Data
Dictionary a success.
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A Functional Area Work Group for each of the areas, for Business, Government,
Environmental, Revenue and Administrative. Each Work Group will be responsible for
developing its section of the State-wide Data Dictionary within a timeframe set in
conjunction with the Task Force.
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