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Appendix 5: Quick reference checklist

This checklist provides guidance on the process involved when making datasets available.

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

Step 1 Yes No/Not applicable

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

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.

Apply notice and symbol. Refer to http://creativecommons.org to choose a licence.

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

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

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