Making a data request

This page sets out what you should consider when requesting data from NSW government agencies.

It is worth noting upfront that:

Requests for data are assessed against relevant NSW legislation and policies
A data sharing agreement or some other arrangement may be needed that sets out mutual expectations between the data requestor and data sharer
Charges may apply for provision of access to data

1. Clearly define why you need the data

The first step in making a data request is to clearly define why you need the data.

This will help you in identifying the data that best meets your needs.

Consider these questions:

What is your business, policy, program, project and/or research goal or objective?
What issue are you trying to address? What question are you trying to answer?
Does your question need to be broken down into sub-questions that align to how data is captured?
What are you are trying to measure? What relationships are you trying to explore or validate?
What outcome or action do you expect once your question is answered?
How much data is required? To what, when and whom does the data you need relate?

TIP: Frame business needs or research questions that can be addressed with relevant data

2. Engage your organisation's data experts

The next step is to engage your organisation's data experts. They can help you:

Refine how you have described your data need
Point you to internal resources that may help meet your need (such as your organisation's Information Asset Register (IAR) or Data Catalogues, which help identify data assets, data owners, their usage rights and permissions).
Identify potential external data sources
Make a data request consistent with your organisation's policies and procedures

3. Find data and data provider

Identify the likely data provider
- Search NSW Government website for relevant government programs and services
- Use the NSW Government Directory for contact details
- Check NSW State Archives Collection for historical information on government departments, agencies, offices and other entities.
After identifying a potential data provider, find and verify if the required data is publicly available.
- Check their website for the required data and any relevant datasets
- Search publicly available resources such as:
  - Data.NSW Open Data Portal to find a wide range of NSW government open data.
  - NSW government data portals to find links to various portals and websites providing open data.
  - Metadata.NSW to find available data via published metadata from the NSW Department of Communities and Justice, Department of Customer Service and Department of Education
  - Data.gov.au to find open data from other states, territories and Australian government agencies.
  - Australian Bureau of Statistics, HealthStats NSW, NSW Bureau of Crime Statistics and Research as they may already collect the required data.
  - Centre for Health Record Linkage as they have several linked health-related datasets.

TIP: Review published data dictionaries or data quality statements to understand the data and identify related datasets.

Contact the potential data provider via their email address or web form.
- Confirm whether you can use their publicly available data for your purpose.
- Ask if they hold the data you need and what their request process involves.

4. Make your data request

Provide clear details to help the data provider assess your request.

Data request details	Examples
Purpose of the data request State why you need the data and what questions you aim to answer	Purpose of the data request: We are preparing a draft strategy. We need the data requested to <state your reason, e.g. identify patterns, to benchmark, or to identify issues and solutions> Questions: To what extent is the service provided by [Program X] reaching constituents? How has [target population's] [behaviour or expectation or satisfaction] with [Program X] changed over the last five years? To what extent does [factor] affect overall [Program X] outcomes?
Deadline Specify when you need the data and why.	Deadline Data is required on [provide date] as data analysis is needed in time for new policy proposal submission on [provide date].
Data specifications Describe the data you are requesting.	Data Specifications Target population: [Program X] customers Data types: number of customers, by suburb, by type of service Level of granularity: unit record, aggregated Timeframe of data: data from 2020-2025, by month and year Location: postcode / suburb or statistical area level 4 (SA4) Information classification: OFFICIAL: Sensitive – Personal or OFFICIAL: Sensitive – Health Information
Frequency Indicate how frequent the data will need to be provided	Frequency ☐ Once-off ☐ Real-time or near-real time ☐ Periodically (daily, weekly, monthly, quarterly, annually)
Sensitive data Advise if a privacy impact assessment has been completed.	Sensitive Data ☐ Yes ☐ Unsure (If you are unsure, the data provider will let you know if the data requested contains sensitive data) ☐ No
Data use, access and publication Explain how the data will be used, any data linkage, who will access it, and whether outputs will be published.	Use Policy officers will analyse the data to support a business case, management report, or policy change. Access The Policy team, data analysts and senior executives of [your agency] will use and access the data requested. Disclosure Data or outputs from the use of data will be published on our website.

Data request details

Examples

Purpose of the data request

State why you need the data and what questions you aim to answer

Purpose of the data request:
We are preparing a draft strategy. We need the data requested to <state your reason, e.g. identify patterns, to benchmark, or to identify issues and solutions>

Questions:

To what extent is the service provided by [Program X] reaching constituents?
How has [target population's] [behaviour or expectation or satisfaction] with [Program X] changed over the last five years?
To what extent does [factor] affect overall [Program X] outcomes?

Deadline

Specify when you need the data and why.

Deadline

Data is required on [provide date] as data analysis is needed in time for new policy proposal submission on [provide date].

Data specifications

Describe the data you are requesting.

Data Specifications

Target population: [Program X] customers
Data types: number of customers, by suburb, by type of service
Level of granularity: unit record, aggregated
Timeframe of data: data from 2020-2025, by month and year
Location: postcode / suburb or statistical area level 4 (SA4)
Information classification: OFFICIAL: Sensitive – Personal or OFFICIAL: Sensitive – Health Information

Frequency

Indicate how frequent the data will need to be provided

Frequency

☐ Once-off

☐ Real-time or near-real time

☐ Periodically (daily, weekly, monthly, quarterly, annually)

Sensitive data

Advise if a privacy impact assessment has been completed.

Sensitive Data

☐ Yes

☐ Unsure (If you are unsure, the data provider will let you know if the data requested contains sensitive data)

☐ No

Data use, access and publication

Explain how the data will be used, any data linkage, who will access it, and whether outputs will be published.

Use

Policy officers will analyse the data to support a business case, management report, or policy change.

Access

The Policy team, data analysts and senior executives of [your agency] will use and access the data requested.

Disclosure

Data or outputs from the use of data will be published on our website.

5. What to expect from the data provider

Once your request is submitted, the data provider will:

Assess your request against policies and legislation. This includes assessing your agency's data practices, platforms and services.
Discuss scope, timeframe, costs, and potential barriers.
Outline terms and conditions for data sharing.

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