1. Review Data Systems

Review and update your Department's existing Data Systems inventory

Finding your department's existing data systems

First, get your current data system inventory on SharePoint. You will have to request access if this is your first time visiting:

Link to DataSF Inventory Sharepoint

How to review data systems

Once the list of existing data systems have been downloaded, the review should focus on three questions:

• Is the list complete? Does the list have every data system used by your department? Coordinate with data stewards and other department employees to ensure the completeness of the list. Add new data systems to the spreadsheet if any are not included.

• Can any systems be removed? It is possible your department is no longer using a data system. If any system has been deprecated or is not longer owned/maintained by your department, please mark it as "deprecated".

• Is the information correct? Each data system has metadata associated with it such as data classification, lawful basis, and purpose. Please have a data system owner or administrator review each system's metadata to ensure it is accurate.

What counts as a Data System? Click here to see the full definition.

How to update information on data systems

If everything is accurate, no further action is required for the systems inventory and you can move onto the Review Datasets step. If you want to make any changes, please update in Sharepoint spreadsheet.

Let DataSF know you've updated your inventory

Email your list to [e-mail] and cc [e-mail]

Next, review your department's dataset inventory

Once the data system review is complete, datasets can be reviewed (see next page)