This checklist provides guidance on the process involved when making datasets available. Agencies may not have to undertake every step in this checklist in order to publish a dataset.
Colour code reference | Go to next step | Complete step before continuing | Data unsuitable for release |
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Step 1 | Yes | No/Not applicable |
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Identify a dataset (the default is that a dataset must be made available) ‑ Refer to Chapter 3 and 4 of the Guidelines. | ||
Is the dataset considered a high value data? | Prioritise dataset for release, subject to other restrictions. | Make dataset available, subject to other restrictions. |
Does the dataset contain personally identifiable information not yet aggregated? | De‑identify or aggregate dataset prior to making dataset available. | Make dataset available, subject to other restrictions. |
Does the dataset contain information that may adversely affect public safety | Check whether it can be cleansed and the risks mitigated and seek approval for this. | Make dataset available, subject to other restrictions. |
Does the dataset have a security classification? | Check whether it can be cleansed and the risks mitigated or if reclassification is possible and seek approval for this. | Make dataset available, subject to other restrictions. |
Does the dataset contain information subject to legal proceedings? | Do not make dataset available. | Make dataset available, subject to other restrictions. |
Does the dataset contain information that may adversely affect public health | Check whether it can be cleansed and the risks mitigated and seek approval for this. | Make dataset available, subject to other restrictions. |
Is the dataset subject to third‑party copyright? | Where appropriate obtain permission. | Make dataset available, subject to other restrictions. |
Is the dataset part of a contract or agreement? | Check details of contract. Dataset may be eligible for release. Negotiate to have the data made available. | Make dataset available, subject to other restrictions. |
Is releasing the dataset in breach of legislative requirements? | Do not make dataset available. | Make dataset available, subject to other restrictions. |
Step 2 | Yes | No/Not applicable |
---|---|---|
Prepare the dataset for publication ‑ Refer to Chapter 5 of Guidelines | ||
Is the dataset in an open and machine‑readable format? | Go to next step. | Convert dataset into a more user‑friendly format. |
Have you prepared a data quality statement? | Go to next step. | Preparing a data quality statement is recommended to qualify rules of dataset use. |
Step 3 | Yes | No/Not applicable |
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Select a licence ‑ Refer to Chapter 6 of Guidelines | ||
Does the State own the copyright in the dataset? | Go to next step. | Obtain copyright. |
Can you apply a Creative Commons licence to your dataset? | Go to next step. | Dataset may be subject of more restrictive licence. See steps below. |
Can you apply the Creative Commons Attribution (CC BY 4.0) licence? [CC BY 4.0 is the State’s preferred licence] | Go to next step. | Apply alternative CC licence or restrictive licence. |
Have you applied the relevant licence symbol and notice? | Dataset has met licensing process. | |
Is the dataset subject to a restrictive licence? | Seek further legal advice. | Apply appropriate CC licence or go to next step. |
Is the dataset subject to a bespoke licence? | Seek further legal advice. | Apply above steps. Datasets must be made available under a flexible licence. |
Step 4 | Yes | No/Not applicable |
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Publish the dataset ‑ Refer to Chapter 7 of Guidelines | ||
Is the dataset hosted on your agency’s website? | Go to next step. | Host dataset on agency website before proceeding to next step. |
Step 5 | Yes | No/Not applicable |
---|---|---|
List the dataset at data.vic.gov.au ‑ Refer to Chapter 7 of Guidelines | ||
Have you provided a data record to data.vic.gov.au? | Go to next step. | Provide data record then proceed to next step. |
Have you provided the metadata for this data record? | Go to next step. | Provide metadata in relevant fields on data.vic.gov.au. Metadata should comply with Information Management Roles and Responsibilities standard. |
Step 6 | Yes | No/Not applicable |
---|---|---|
Manage the dataset ‑ Refer to Chapter 10 of Guidelines | ||
Has a governance structure been established to oversee accountability arrangements? | Go to next step. | Establish a governance structure to oversee the process for making datasets available |
Have your agency’s dataset custodians been identified? | Go to next step. | Select dataset custodian to manage making datasets available |
Is this dataset included in the asset register? | Ensure dataset is also published on data.vic.gov.au, subject to other restrictions. | Include dataset in asset register |
Have risk management principles been applied to assessing datasets being made available? | Make dataset available. | It is recommended that agencies review the release of datasets in light of risk management plans |
Do you have a process in place for managing dataset suggestions and feedback? | Dataset meets publishing requirements. | Create this process to ascertain which datasets have high value for the public |
Reviewed 25 October 2019