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Who this guidance is for

ThisÌýguidance is mandatory for UK central government departments and arm’s length bodies (ALBs) including:

• executive agencies
• non-departmental public bodiesÌý
• non-ministerial departmentsÌýÌý

The guidance is optional for public corporations.ÌýÌý

Data management is a devolved issue, so administrations in Scotland, Wales and Northern Ireland have their own approaches to data sharing governance. Local authorities do not have to take these actions either.ÌýÌý

However, there are many benefits to aligning data sharing governance across the UK, ²¹²Ô»åÌýit’sÌýimportant that administrations share good practice and learn from each other.

What critical data assets are

A data asset is a container that holds one or more data resources. The most common resources are data sets and data services.Ìý

Critical data assets are the most important data assetsÌýthat an organisation has. IfÌýthat dataÌýstopped being available, it could prevent that organisationÌýor another organisation who has access to thatÌýdataÌýfrom fulfillingÌýimportant functions.Ìý

Here we refer to critical data assetsÌýasÌýthe most important data assets that areÌýshared across government.ÌýFor example, if the data from one organisation helpsÌýanotherÌýorganisation deliver aÌýpublic service or evaluate a policy.ÌýThis could be data collectedÌýfrom peopleÌýtoÌýclaim a benefit which is reused for the purpose of research or the production of statistics.

We define critical data assets as:Ìý

• data provided by a government department or agency to another government department or agency, to support an essential process or purpose which is the responsibility of the receiving organisationÌý
• dataÌýacquiredÌýby a government department or agency from another government department or agency, to support an essential process or purpose which is the responsibility of the acquiring organisationÌý

The receiving orÌýacquiringÌýorganisation could include a devolved administration.Ìý

AÌýcritical dataÌýassetÌýcan include data that is either:Ìý

• publicly available – also known as ‘open data’Ìý
• restricted – it requires a data sharing agreement before it can be sharedÌýÌý

Critical data assetsÌýcan cover all kinds of data, includingÌýreference data, and be in any format.ÌýData included inÌýaÌýcritical data assetÌýmay not always be generated by your organisation. It can include dataÌýpurchasedÌýor commissionedÌý–Ìýfor example,Ìýthrough surveys.

Why critical data assets are important

CriticalÌýdata assets are crucial both to your organisation and other parts of the public sector.ÌýÌý

At an organisation level, defining yourÌýcriticalÌýdata assets will ensure that your data assets are understood and appropriately resourced.ÌýÌý

This will help you to:Ìý

• manage risk – for example, toÌýcomply withÌýdata protection law and security policiesÌý
• avoid duplication of effort – for example, by reducing data collection exercisesÌý
• realise the full value of your data by making it accessible and reliableÌýÌý

CriticalÌýdata assets also help the government meet its strategicÌýobjectivesÌýby improving:Ìý

• data quality across governmentÌý
• public service deliveryÌý
• the effects of policies and programmesÌý

Having better data – data that is trusted, findable, accessible,ÌýreusableÌýand fit for its purpose – will improve decision making throughout the public sector.

Identify your critical data assets

Your organisation will need to engage with its directorates toÌýidentify, assess,ÌýagreeÌýand collate a list of designatedÌýcriticalÌýdata assets.ÌýÌý

This exercise should be led by your chief data officer, or the most senior official whoÌýis responsible forÌýdata across your organisation if you do not have a chief data officer.ÌýÌý

They will need to select a team or individual to lead the coordination of this work, as well as get input from your:Ìý

• data owners ²¹²Ô»åÌýinformation asset owners (IAOs)Ìý
• data stewards
• service ownersÌý
• analystsÌý
• policymakersÌýÌý

IfÌýyou’reÌýa central government department, your team should coordinate theÌýcriticalÌýdata assets for your ALBs.Ìý

How to get startedÌýÌý

Your team should consider which of your organisation’s data assets there is demand for, and how much other organisations rely on that data.ÌýÌý

It may help to refer to your:Ìý

• data cataloguesÌý
• information asset registersÌý
• register(s) of data sharing agreementsÌý

You can also considerÌýdesignatingÌýdata assets that are of high potential reuse value that have not been shared yet.Ìý

Prioritise data assets that support the delivery ofÌýthe government’s missionsÌýand the services that your organisation delivers, includingÌýyourÌý.ÌýÌý

Ownership and accountabilityÌýÌý

EveryÌýcritical dataÌýassetÌýyour teamÌýdesignatesÌýmust have an information asset owner or data owner.ÌýIt’sÌýimportant that a named responsible owner is always in place forÌýdataÌýassets, particularly those which hold personal data.ÌýÌý

This will usually be a seniorÌýindividual in your organisation. They will beÌýaccountable for the meaning, content,ÌýqualityÌýand distribution of thatÌýdata asset.ÌýÌý

You should consider providing a mailbox email address as the contact details for your data asset. ThisÌýcanÌýhelp you handle enquiriesÌýin a timely manner.ÌýÌý

Find out more aboutÌýdata ownership in government.

IdentifyingÌýyour source data setÌý

If youÌýidentifyÌýa particular distribution of a data set asÌýaÌýcritical dataÌýasset, you shouldÌýdesignateÌýthe source data set asÌýcriticalÌýdata assetÌýas well.

Purposes that critical data assets support

EachÌýcritical dataÌýassetÌýshould fulfil one or more of the following purposes.Ìý

1. Public service deliveryÌýÌý

Data that supportsÌýan importantÌýserviceÌýrelated to the delivery or administration of:Ìý

• education,ÌýtrainingÌýand skillsÌý
• taxationÌý
• working age,ÌýdisabilityÌýor health welfare benefitsÌý
• state pensionsÌý
• justiceÌý
• environmentÌý
• business and industryÌý
• transportÌý
• ownership of land and propertyÌýÌý

The organisation that receives the dataÌýis responsible forÌýdelivering theÌýservice. The service must be public facing ²¹²Ô»åÌýbenefitÌýan individual,ÌýhouseholdÌýor business.ÌýÌý

2. Legislative,ÌýlegalÌýor contractual requirementÌýÌý

Data that fulfils theÌýconditionsÌýof specific legislation or a contract.Ìý

The organisation that receives the data will use it to meet a regulatory orÌýother legally or contractually defined obligation.ÌýÌý

3. Defence, nationalÌýsecurityÌýand resilienceÌýÌý

Data that supportsÌýthe delivery of a security, defence or intelligenceÌýpurpose or process.ÌýÌý

The organisation that receives the dataÌýis responsible forÌýdelivering thisÌýpurpose or process.ÌýÌý

4. Policy development and evaluationÌýÌý

DataÌýthat’sÌýrequiredÌýfor:Ìý

• forming policiesÌý
• evaluating policiesÌý
• researchÌýÌý

This includes data that supportsÌýthe development or evaluation ofÌýgovernment policy commitments at various levels of maturity. ForÌýexample, from exploratory stages to the delivery of green or whiteÌýpapers that the government intends to publish.ÌýÌý

5. Official statisticsÌýÌý

DataÌýthat’sÌýrequiredÌýto produceÌýnational statistics or deliver officialÌýstatistical products.Ìý

You should notÌýdesignateÌýofficialÌýstatisticsÌýthemselvesÌýasÌýcritical dataÌýassets.ÌýHowever, you should considerÌýdesignatingÌýasÌýcritical dataÌýassetsÌýthe administrative data, surveys,ÌýcensusesÌýand other data sources from which official statistics are produced.Ìý

6. Public interestÌýÌý

DataÌýthat’sÌýof public interest. For example,Ìýdata that is particularly valuable for promoting transparency and public accountability.ÌýÌý

7. Fraud and ErrorÌý

Data that supports theÌýdetectionÌýof fraud and error.

Record your critical data assets

Once your team hasÌýidentifiedÌýyour organisation’sÌýcritical data assets, they mustÌýmaintainÌýaÌýrecordÌýthat describes each one.ÌýÌý

The Government Digital Service (GDS) isÌýdeveloping solutionsÌýthat will enable government organisations to discover and share data with each other in a simple,ÌýethicalÌýand secure way. This government serviceÌýwill only hold information aboutÌýtheÌýdata assets (metadata), not the data itself.Ìý

Prepare your metadataÌýÌý

Your team shouldÌýrecord metadata to describe eachÌýcritical data asset.ÌýÌý

Examples of metadata include title,ÌýdescriptionÌýand owner. There are hundreds of attributes for describing data assets.ÌýGDS willÌýonlyÌýcollect attributesÌýthat cover the core information needed for each listing in itsÌýcentral dataÌýcatalogue.ÌýÌý

Maintaining your metadataÌýÌý

Your team shouldÌýreview theÌýmetadataÌýfor yourÌýcritical data assetsÌýeveryÌý12ÌýmonthsÌýto ensure itÌýisÌýaccurate.ÌýÌý

Data ownersÌýare responsible forÌýthe metadata they provide about theirÌýcritical dataÌýassets.ÌýThere may be instances where data assets have changed and the metadata needs to be updated to reflect the changes.Ìý

If a data owner leaves their role, they must:Ìý

• notify their teamÌý

• ensure there is a person ready to take on their role, and provide the name of this person so that metadata can be updatedÌý

Where toÌýget supportÌýÌý

The Data Frameworks and StandardsÌýand Data ManagementÌýTeamsÌýwithin GDSÌýareÌýavailable toÌýprovideÌýsupportÌýand help youÌýunderst²¹²Ô»åÌýand implement this guidance.Ìý

Contact the team at: GDSDataManagement@dsit.gov.uk.