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The role and value of making data inventories

Presentation by Ton Zijlstra at Open Belgium 2018 - http://2018.openbelgium.be/session/role-and-value-detailed-data-inventories-government-making-openness-part-holistic-data-governance-gdpr-and-infosec

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The role and value of making data inventories
a key step towards mature data governance
#openbelgium Louvain-la-Neuve,12 March 2018
Ton Zijlstra, @ton_zylstra, thegreenland.eu, slides: https://grnl.eu/in
The role and value of making data inventories
Province Utrecht
Province Fryslân
Province North-Holland
City Eindhoven
City Leeuwarden
City Delft
1 high time for mature data governance
www.flickr.com/photos/31954002@N08/14811288593/
digital isn’t paper redone
digital changes how we look at
• openness: access is different from re-use

• privacy: different types of usage

• security: non-binary

• archiving: earlier in information processes
three fences

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The role and value of making data inventories

  • 1. The role and value of making data inventories a key step towards mature data governance #openbelgium Louvain-la-Neuve,12 March 2018 Ton Zijlstra, @ton_zylstra, thegreenland.eu, slides: https://grnl.eu/in
  • 2. The role and value of making data inventories Province Utrecht Province Fryslân Province North-Holland City Eindhoven City Leeuwarden City Delft
  • 3. 1 high time for mature data governance www.flickr.com/photos/31954002@N08/14811288593/
  • 5. digital changes how we look at • openness: access is different from re-use • privacy: different types of usage • security: non-binary • archiving: earlier in information processes
  • 10. security fence • ‘baseline information security’ for local/regional govs determines what data is critical • Uptime: IT infrastructure, dependencies, service levels • Quality: tamper free, audit processes, checks on inputs, knowing sources • Uptime fits the fence tactic, quality doesn’t
  • 11. openness fence • at request, additional process • stated end game is ‘actively open by design’ • open data is becoming infrastructure (e.g. ‘omgevingswet’) • fence tactic is inefficient
  • 12. • data sovereignty is under threat • not enough attention at data level • fence tactic is ineffective openness fence
  • 13. • complaints about compliance costs • house not in order • PSI Directive Review confirms openness fence www.flickr.com/photos/wfabry/2157854271/
  • 14. • done on level of organisation or system • GDRP is here, creates uncertainty • excuse for ‘closed by design’ • making lists for the fence, not processes privacy fence
  • 15. • right to review • right to portability • right to be forgotten (archiving) • “by design, and state of the art”, and is enforced • can only be done at data level, and processes tapping into data • the fence tactic fails completely
  • 16. • GDPR demands ‘by design’ • no sense on its own • openness, archiving, security (Q) as well • focus on data GDPR opportunity for ‘everything by design’
  • 17. open 30 yr limit person related 3rd party rights business critical data focus & ‘everything by design’, not fences
  • 18. 2 local data inventories a first step
  • 19. local is where you are, but not the data pro’s
  • 20. value, impact policy issue people open data connecting people and issues needs data knowledge
  • 21. Actief uitnodigend published inventory triggers demand http://www.flickr.com/photos/dhammza/492882480/
  • 22. new local data means new relations & choices
  • 23. inventories help having the right conversations external stakeholders data person policy maker 3rd party internal stakeholders domain specialist legal person
  • 25. starting points • list structured data sets only • up to 80 facets • policy domain, internal usage, current availability, technical details, legal aspects, and concerns
  • 26. don’t make assumptions, because house not in order • don’t assume your list of applications will tell you • don’t assume IM knows • don’t assume people know • don’t assume people know details, look inside with them • don’t assume it is what it says on the tin
  • 27. • actually used applications • all units, actual work • data structures and content • large projects / programs • external communications • cross reference it all deep dive www.flickr.com/photos/jphotos/5945632837/
  • 28. tactic 1: external team • consistent, no assumptions • experience • re-use of results • client buy-in can be low • hand-over can be hard • the work is not an intervention itself
  • 29. tactic 2: ext./client team • train client team • consistency • experience & re-use • needs more scripted approach • quality can be issue • client team continuity • islands likely remain
  • 30. tactic 3: client team / employees • train client team • very scripted approach • process facilitators • adoption designed into process • work shifted to colleagues • general buy-in critical • quality output trade-off • no guaranteed adoption
  • 31. 28Typical situation (local 67%, <5%, 33%) Data inventory Province Fryslân 2016 • 1055 data sets found (767 geo) • 201 public (19%), of which 151 (14%) open data (all geo) • 841 more could be public (79%), after changes (304, 29%) • 17 (2%) must stay closed
  • 32. allows filtering on all relevant questions
  • 33. published, and used to select next publication round
  • 34. www.flickr.com/photos/dteslya/4254871326/ Legal (GDRP, infosec) IT/architecture (infosec) Data people (data q, openness) Archiving Policy people (openness as instrument) involving all from start helps handover
  • 35. summary • information household is often of poor quality • tear down the ‘fences’ • inventories help make a start, if you see it as a conversation tool not just another list • helps connect ‘everything’ by design, as step towards mature data governance • articulates demand, allows data as policy instrument
  • 36. Thank you. Merci. Hartelijk dank. All photos: Ton Zijlstra, by
 Except screenshots, and where mentioned on the photo. Slides: Ton Zijlstra / The Green Land, by nc sa Slides: https://grnl.eu/in Site: https://thegreenland.eu Contact: ton@thegreenland.eu @ton_zylstra