2. Review Datasets

Review and update your Department's Dataset Inventory

Similar to the data system review, reviewing datasets will require downloading your department's list from the open data portal, reviewing that list, and making any necessary changes, deletions, or additions.

What is a dataset?

A dataset is the contents of a single database table, worksheet or defined view (like an excel sheet or table in a SQL database). It is stored in a data system and it is used for analysis, reporting or recording information. We need to inventory both published (available on the Open Data Portal) and unpublished (stored on a data system internally, but not on the Open Data Portal) datasets for this inventory. Luckily, you do not have to start from scratch, you can start with a list of your department's previously inventoried datasets.

Where can I find the list of datasets?

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

Link to DataSF Inventory Sharepoint

How to review datasets

Once the list of existing datasets has been downloaded, the review should focus on three questions:

• Is the list complete? Does the list have every dataset used by your department (not just those on DataSF Open Data Portal)? Coordinate with data stewards and other department employees to ensure the completeness of the list. Add new datasets to the spreadsheet if any are not included.

  • Note: it can be helpful to brainstorm datasets from one data system at a time or think of processes which use data and work backwards to identify the dataset

• Can any datasets be removed? It is possible your department is no longer using a dataset. If any dataset has been deprecated or is not longer owned/maintained by your department, please remove it from the list.

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

You can find descriptions of each of the fields you need to complete for each dataset here.

How to update information on datasets

If everything is accurate, no further action is required for the dataset inventory and you can send everything back to DataSF. If you want to make any changes, please update the spreadsheet in SharePoint.

Next, create or update your data publishing plan

Once the dataset review is complete, a publishing plan can be created. This is only needed if you have added new datasets or if the classification or priority of a dataset has changed.