Data Quality Policy

My Community Directory is the platform that provides information and a key connection between the public, community organisations, Councils and Government and the Community Information Exchange.

Data will be collected, stored and used in a manner that ensures it is relevant, timely, accurate, coherent, transparent and accessible.

Data will be assessed and managed according to the Membership Terms of the My Community Directory Platform, My Community Diary the Community Information Exchange. Standard Terms are available at www.communityinfo.org.au/standardterms

Correction of data will be done by stakeholders and approved (where possible) by the data owner.

Any change suggested changes by stakeholders will be provided for review by the data owner

Purpose

The primary purpose of this policy is to ensure that high-quality data is available to support all stakeholders

Scope

The policy applies to all Members and Users who access the platform or data through the Community Information Exchange who create, modify, store, use and interpret data.

 

Roles & Responsibilities

(as outlined in the Platform Terms and Conditions)

It is the responsibility of all Users and Members to ensure that data is updated when they are aware of an error:

  • collected and recorded promptly and accurately at the time of collection;
  • collected in accordance with standards and documented procedures;
  • appropriately updated as required to reflect changes in accordance with standards and documented procedures; and
  • corrected in a timely manner based on documented evidence in accordance with standards and documented procedures.

All members have obligations to maintain data quality:

  • legally (Privacy Act (1988),
  • contractually (contract of employment, service contract); and
  • ethically (professional codes of practice).

Specific Roles

Users

All users are encouraged to report errors and submit information through existing Platforms. All platforms (including www.mycommunitydirectory.com.au and www.mycommunitydiary.com.au are required to provide users an authorised way to provide feedback and notify of incorrect information.

Community Organisation Members

Data Managers and Analysts – Staff members that manage or analyse data will:

  • address Data Quality Issues with the appropriate stakeholders as they are identified;
  • promote data quality and embed best practice into work practices;
  • ensure that relevant data standards are applied;
  • ensure that data are appropriately sourced and documented;
  • provide guidance on data quality Issues and problem resolution;
  • review and report on data quality including completion and use of data quality statements;
  • conduct root cause analysis of data issues; and
  • identify ways to improve data collections and data assets proactively.

 

Data Quality Officers  (administrator privileges)– Staff members who have designated data quality functions as part of their role will be considered to be Data Quality Officers and will:

  • assess and provide reports on compliance with the data quality framework;
  • assist in data quality studies or ad hoc data quality reporting or initiatives;
  • assist in the development of data quality infrastructure, strategy, and policy;
  • provide feedback to System Trainers to help develop best practice; and
  • assist in root cause analysis of data issues.

Community Network Members

Administrative staff – Staff members that capture or use data must:

  • ensure data are captured and validated at the point of contact;
  • respond to any Data Quality Issues raised by the member;
  • ensure data are correct, current and complete;
  • ensure data are entered as close to real-time as possible;
  • report Data Quality Issues as they are identified to the appropriate manager;
  • escalate Data Quality Issues to [email protected]
  • participated in data quality education activities; and

address feedback regarding data quality from management and participate in the resolution of issues as appropriate.

LGA Members

Administrative staff – Staff members that capture or use data must:

  • ensure data are captured and validated at the point of contact;
  • respond to any Data Quality Issues raised by the member;
  • ensure data are correct, current and complete;
  • ensure data are entered as close to real-time as possible;
  • report Data Quality Issues as they are identified to the appropriate manager;
  • escalate Data Quality Issues to [email protected]
  • participated in data quality education activities; and
  • address feedback regarding data quality from management and participate in the resolution of issues as appropriate.

Government Members

Executives – All Senior Executives and Executive Directors are expected to:

  • lead and promote the development of a data quality culture throughout their area of management

Managers – Staff with a supervisory role should:

  • ensure that business units adhere to the data quality framework and policies; 
  • provide the necessary resources to manage data quality;
  • encourage a data quality component at the start of initiatives and projects from their commencement;
  • provide direction and prioritise quality improvement of data assets; and
  • ensure staff members are appropriately trained to fulfill quality responsibilities.

Platform Provider

System Administrators - Staff members with a system administration role will:

  • address Data Quality Issues with the appropriate stakeholders as they are identified;
  • ensure system documentation and metadata meet the data quality framework and data governance framework criteria; and
  • work with the appropriate business units to ensure metadata correctly reflects system fields and data elements.

Platform Administrator

ICT Personnel –Staff members providing ICT support will:

  • address system related Data Quality Issues with the appropriate stakeholders as they are identified;
  • address system issues in a timely manner and ensure that stakeholders are identified of issues that may impact data quality; and
  • identify ways to improve data source information systems using the data quality improvement cycle.

Further responsibilities for data quality reside with Data Custodians and Data Stewards and are outlined in the Data Custodian and Data Steward Policy.

Terms

The Terms in the Policy are defined in the Community Information Support Services Standard Terms

 

Related Legalisation, Policies and Documents

Legislation

Privacy Act (1988)

 
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