The document summarizes the journey an organization took to improve its use and management of data. It faced issues like delays, miscommunication, and lack of transparency with customers. To address this, it conducted assessments, created a data inventory and privacy framework, improved data quality processes, established governance, and developed a process for turning ideas into actionable insights. Customers now say the new request form is more intuitive, the data concierge provides transparency, and they have access to more useful data and reports.

1. Data and users. North Macedonia CRF

2. What our internal customers were saying 12 months ago
2
“I frequently have to
chase the team up over
email and phone to get
an answer”
“There are frequent delays
caused by
miscommunication of
requirements as we do not
have a common language to
talk about the data”
“Reports frequently contain
more data than requested,
which requires more effort to
amend and format before
providing to the customer”
“It would be incredibly
helpful to have self service
access to a wider set of
data so I can be more
independent”
“The application form
asks for the same
information multiple
times”
“Trying to get reports
amended sends them back
into a death spiral of ‘waiting
for action’, ‘follow up’,
‘review’, ‘follow up”
“It would be great to
have a joined up view
over different registers”
“I cannot say with 100%
confidence that any of
the reports tell us
everything we’re
expecting”
“We have requests
dating back to June 2017
that we’re still trying to
get resolved”
“Reports get sent directly
to the customer without
me knowing”

3. Our data enablement journey
3
Our Data Strategy identified a number of data initiatives to address the identified gaps in capabilities that were
preventing us achieving our mission. Collectively these initiatives have helped us address key business risks and
become more customer centric.
Current
State IM
Assessment
Data
Inventory
Customer
Demand
Analysis
Customer
Engagement &
Service Analysis
Data
Strategy
Insight Driven
Organisation
Lab
Data
Privacy
Framework
Data
Governance
Data
Quality
Data
Concierge
Data Services
Website
Establishment
Data
Visualisation
Capability
Establishment
Use Case
Definition
Use case PoC
Development
Completed In-flight

4. Data Inventory
4
To structure the Data Inventory and create a repeatable framework with definitions of data objects that can
help us talk about our data consistently we have created Data Domains & Sub-Domains.
Data Domains are mutually exclusive, and collectively exhaustive high level objects of data that we possess.
The Sub-Domains represent the Key Data Elements of data that make up each Data Domain.
Collectively they provide a silo and data source independent view of the data that is digestible by customers
and business users to help them engage with our data.
Data Domain Definition
Registered
Entity
A unique object registered within a Business Register.
Role Information related to a function or position within the entity.
Event
A historic record of transactions, filings and events that have
occurred since the entity was added to the register.
Authority
Information about the individual or organisation that has been
granted authority to maintain an entity.
Internal Data
Data created or captured to facilitate, support or manage
registry processes.
Product
Information about the products consumed by internal and
external clients.
Customer Information about the customers consuming our products.
Asset Asset based information related to a registered object.
Registered Object Domain
Sub Domain Definition Example
Registered
Object
A unique object registered within a Business Register.
NZ Limited Company, Financial Service
Provider, Sole Trader.
Unique ID The register ID Company Number
Name The registered name visible on the public register. This may also
include any trading names.
Example Company Limited
NZBN New Zealand Business Number 9439123456789
Status The status type of the registered object on the register. Registered, In-Liquidation, Removed
Contact Details The primary contact details for the registered object. Address for Communication, Email
Address The specific address of the chosen address type. Registered Office Address: 135 Albert Street,
Auckland, 1010, NZ
Address Type The type of address. Different address types serve different
functions for the registered object.
Registered Office Address, Address for
Service
Type The type of registered object prescribed within the legislation. NZ Limited Company
Compliance
Information
Information related to compliance or filing duties. Annual Return filing month
Registration Date The date that the object was registered on the register. Incorporation Date
Deregistration
Date
The date that the object was removed from the register. Removed Date
Other Agency DataData supplied by and/or belonging to Other Government
Agencies.
IR Data collected upon company
incorporation

5. Data Privacy
The Data Privacy framework classifies the privacy of the data in the recently created inventory. This
classification, in conjunction with the customer segment, identifies the privacy agreements/conditions that
must be in place/satisfied in order to obtain the associated data.
5
Privacy Classification Privacy Agreement/Condition Internal (MBIE) Public Govt. Agency
A: Public Data No restriction ✔ ✔ ✔
B: Restricted Data1 OIA ✘ ✔ ✘
Privacy Act ✘ ✔ ✔
Statutory Powers to obtain Information ✘ ✘ ✔
MOU ✘ ✘ ✔
AISA ✘ ✘ ✔
Authorised user ✘ ✔ ✘
Business Decision (Internal Users) ✔ ✘ ✘
C: Confidential Data2
Directors :
- Date of Birth
- Place of Birth
Limited Partners:
- Names
- Residential addresses
- Date of Birth
- Place of Birth
OIA ✘ ✘ ✘
Privacy Act ✘ ✔ ✔
Statutory Powers to obtain information ✘ ✘ ✔
MOU ✘ ✘ ✔
AISA ✘ ✘ ✔
Authorised user ✘ ✘ ✘
Business Decision (Internal Users) ✔ ✘ ✘
1 Restricted data means data which is collected or generated/captured by the Companies Office in relation to the registry process for an entity but is not viewable on the public register
2 Confidential information means director date and place of birth which is collected under the Companies Act 1993 and Limited Partner names, residential addresses, date and place of birth which is
collected under the Limited Partnerships Act 2008 and the release of which is subject to particular statutory restrictions.

6. Data Quality
6
The quality of our data assets has a direct impact on the value customers are able to derive. Currently we
are reactive in way we address Data Quality issues and recognise that this approach has the potential to
undermine our mission.
To address this challenge we are in the process of implementing a systematic and repeatable process that
is supported by a right sized Data Governance function. This will provide us with the capability to increase
the value of our data and build the confidence of our key stakeholders.
Remediation
• The capability and processes to
facilitate the remediation of
data assets to the agreed
standards
Governance
• The function to facilitate
organisational decision making
on the options, standards and
priority to remediate issues
• The capability provide ongoing
monitoring and drive
performance against agreed
data quality standards over
time
Identification
• Provide the channels for
stakeholders to raise data
quality related issues for
investigation
• Provide the technology to help
us profile the data and better
understand the issues raised by
the business.
Triage
• Establish the capability to
analyse and evaluate issues
raised
• Create the frameworks to
assess the business impact and
priority for remediation
• Processes to identify and
communicate the options to
remediate

7. Data Governance
7
Managing our data as an asset is paramount to delivering our mission and supporting the wider
organisational vision.
Currently our operational data related decision making can be ad-hoc, inconsistent and untimely – which
does not enable the outcomes we are looking for. To address this we are in the process of establishing a
right sized Operational Data Governance function.
This will provide a forum to facilitate project and BAU data related decision making in coordinated and
structured way to maker higher quality decisions around the management of data and organisational
resources.
Cadence
• The monthly operating rhythm
and phased introduction of the
function to stakeholders
• Training and education on the
purpose and role of the
function
Charter
• Defining the mandate, focus,
guidelines and resources
supporting the Operational
Data Governance function
• Principles to guide the
establishment of the function
and group decision making
• Model to define the
interactions between the
governance roles
Artefacts
• The templates, frameworks and
registers to manage the
processes and outcomes of the
function
Processes
• The organisational processes to
support the governance
function including the ongoing
monitoring of data quality

8. www.companiesoffice.govt.nz

9. Our process for turning ideas into action
9
A high engaging, business value focussed and repeatable process has been established to turn ideas into
repeatable industrialised insight provisioning solutions.
The process is focussed on the identification of high value uses cases where registry data can support the
customers mission. Once identified a model is then collaboratively and iteratively built, tested and refined to
meet the success criteria of the use case and then industrialised.
Identify Key
Business Questions
Prioritize
Proof of
Concept
Canvas
Delivery
Action Plan
Build, Test,
Refine
Deploy

10. IDO IET use case
a) Users can filter by
FSP ‘change’ type.
c) Ability to zoom in on ‘hot
spots’ of interest using geo-
location.
b) Key statistics change dynamically to show
the number of associated Companies,
Directors and Authorities.
This dashboard provides IET with a
comprehensive view of investigation candidates
that would normally fall under the radar.

11. What they are saying now!
11
“Being able to reuse
previously created
reports has saved me
time”
“The request form has a cleaner
look and is more intuitive to
complete”
“The privacy classifications
have prompted me to second
guess whether it is
appropriate to request
certain data on behalf of
external clients”
“The functionality to view all the
data elements available has
enabled me to request
additional data that I didn’t
know existed which would be
useful for my reports”
“The data concierge not only
provides a simple and quick
method to raise reporting
requests, it more importantly
nails ‘transparency’ which was a
real problem before”
“To me it feels like somebody has
finally turned on the lights…..
Before the data concierge tool
making a request was like firing a
shot into the dark and hoping for
the best”
“It promotes transparency of
both the data we have, that I
may not have considered, as
well as ‘transparency’ of where
the delivery of my inflight
reporting request is currently
at”