Open Data Key Roles and Publishing

Seven key roles from Chief Data Officer to Cyber Security Advisor. Features the complete seven-step workflow from Applying safeguards through monitoring, with specific responsibilities and approval levels based on data classification.

Purpose

Provide a streamlined, logical workflow for publishing open government data with appropriate safeguards.

Key Roles and Responsibilities

Chief Data Officer

Has administrative or legislative responsibility for a business function to which the data is integral

Key Responsibilities

Oversight: Approves the collection and release of data
Strategic Direction: Champions the data prioritisation and release program
Governance: Provides oversight of the open data process
Escalation: May seek further approval for high public interest datasets

Data Custodian

Manages the data and has technical knowledge of databases and information systems

Key Responsibilities

Stewardship: Develops and maintains specified datasets
Compliance: Ensures legal and policy requirements are met
Access Management: Determines conditions for use and sharing
Documentation: Maintains metadata and documentation

Subject Matter Expert

Has technical, detailed knowledge of the data

Key Responsibilities

Content Verification: Monitors changes to subject matter
Quality Assurance: Reviews data for quality and accuracy
User Support: Responds to enquiries about published data

Business System Owner

Has operational oversight of technology or applications

Key Responsibilities

Resource Assignment: Assigns data custodian roles
Technical Support: Ensures technology resources support data collection and management
System Management: Oversees system implementation

Data Publisher

Responsible for publishing the open data

Key Responsibilities

Distribution: Distributes data through designated channels
Usage Analytics: Monitors data use and public response
Quality Control: Can unpublish data if issues are discovered

Legal Advisor

Provides legislative interpretation and advice

Key Responsibilities

Collection Guidance: Advises on data collection statements
Regulatory Review: Identifies legal restrictions for data distribution
IP Management: Advises on intellectual property rights

Cyber Security Advisor

Agency cyber security specialist

Key Responsibilities

Security Assessment: Provides advice on the NSW Cyber
Security Policy Risk Management: Assesses security risks in data publication

Note: This process model serves as a framework that can be adapted to fit each agency's specific structure and requirements.

Step	Reason	Actions	Role
Step 3: Apply Safeguards	Implement appropriate data protection measures based on classification	Determine handling requirements based on classification level	Data Custodian
		Apply necessary de-identification techniques	Data Custodian
		Implement aggregation where required	Data Custodian
		Remove sensitive fields	Data Custodian
		Test effectiveness of safeguards	Data Custodian, Subject Matter Expert
		Document all applied safeguards	Data Custodian
		Document all data transformations and enrichments with rationale	Data Custodian
Step 4: Approve for Release	Obtain formal authorisation	Verify absence of sensitive information	Data Custodian, Legal Advisor
		Confirm third-party rights clearance	Legal Advisor
		Document public interest justification	Data Custodian
		Obtain approval based on classification level:
		OFFICIAL (Public) data: Business Unit Executive Director	Chief Data Officer
		OFFICIAL: Sensitive (de-identified): Department Secretary or delegate	Chief Data Officer
		PROTECTED (aggregated): Department Secretary with legal review	Chief Data Officer
		CONFIDENTIAL or above: Not suitable for release	Chief Data Officer
Step 5: Prepare Documentation	Create supporting materials for users	Develop metadata statement	Data Custodian
		Create data quality statement	Data Custodian
		Build data dictionary	Data Custodian, Subject Matter Expert
		Assign appropriate license	Data Custodian, Legal Advisor
		Document update frequency, transformation methodology, and rationale for any data enrichment	Data Custodian
Step 6: Design Delivery Systems	Create technical infrastructure for data delivery	Select appropriate delivery channels	Data Custodian, Business System Owner
		Design data pipelines	Business System Owner
		Develop APIs if needed	Business System Owner
		Create machine-readable formats	Business System Owner
		Document data flows and architecture	Business System Owner
Step 7: Test and Validate	Ensure systems and data function as expected	Develop and execute test plan	Business System Owner
		Validate data accuracy and formats	Data Custodian, Subject Matter Expert
		Test data pipelines and APIs	Business System Owner
		Implement monitoring checks	Business System Owner
		Conduct user acceptance testing	Business System Owner, Data Publisher
Step 8: Publish and Promote	Release data and maximise its discovery	Publish to designated channels	Data Publisher
		Notify stakeholders and communities of interest	Data Publisher
		Create discovery pathways (e.g., portal listings)	Data Publisher
		Develop user guidance materials	Data Publisher, Subject Matter Expert
Step 9: Monitor and Maintain	Ensure ongoing data quality and relevance	Implement usage monitoring	Data Publisher
		Establish feedback collection system	Data Publisher
		Create regular review schedule	Data Custodian
		Develop incident response plan	Data Custodian, Data Publisher
		Update data according to established frequency	Data Custodian

Final Publication Authorisation

I confirm that all steps in the Open Data Publishing Process have been completed in accordance with the NSW Open Data Policy, NSW Government Information Classification, Labelling and Handling Guidelines, and all applicable legislation.

Name	Role	Date	Signature
	Chief Data Officer
	Data Custodian
	Legal Advisor (if required)