Purpose
A dictionary of Georgia Tech Data Elements provides a common understanding of key elements and details about them including name, definition, applicable categorizations, and other important details. A data element dictionary also assists in understanding details about data within Data Domains and Information Systems.
Go to Procedures
Go to Resources
Related Policies
Data Governance and Management Policy
Related Guidelines, Procedures, and Resources
- Data Management Categorization
- Data Protection Categorization
- Data Regulation Categorization
- Data Protection Safeguards
- Protected Data Practices
- Data Domains
- Systems Inventory
Definitions
| Key Data Elements | Data Elements with a high importance to the USG or to Georgia Tech. See “Procedure – Identifying Key Data Elements” |
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Capitalized terms not otherwise defined herein shall have the same meaning as set forth in the Data Governance and Management Policy
Audience
| Responsible | Data Steward Technical Manager |
|---|---|
| Accountable | Associate Data Trustee System Owner |
| Support | Associate Data Steward Data Domain & Technology Sub-Committees |
| Consulted | Data Governance team |
| Informed | Data Administrator Data User |
Procedures
- Creating and maintaining documentation about an Information System’s Supporting Database
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For all Information Systems where the Supporting Database is available, the Technical Manager must be able to document the Supporting Database’s table structure and where Data Elements can be found. For all Information Systems where the Supporting Database is proprietary or unavailable, the Technical Manager must be able to document an understanding of how data should be entered, used, and reported.
- Identifying Key Data Elements
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Data Stewards must maintain a documented list of Key Data Elements for all Mission-Critical Systems.
Key Data Elements must include:
- Data Elements that are routinely collected by or reported to the USG
- Data Elements that are required by the Data Governance Committee
Key Data Elements should include:
- Data Elements that are routinely collected and reported by Enterprise Data Management (EDM), Institutional Research and Planning (IRP), and the Office of Academic Effectiveness (OAE)
- Data Elements that are shared between multiple Information Systems
- Creating and maintaining a dictionary of details for a Key Data Element
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Data Stewards must maintain a dictionary of Key Data Elements for all Mission-Critical Systems. Each dictionary entry must include the following information:
- Data Element name
- The Data Domain or Data Sub-Domain responsible for the Data Element
- The name of the Information System where this Data Element is sourced (i.e., system of record)
- The definition of the Data Element
- Any valid values of the Data Element
- Change history for the dictionary entry (e.g., change of definition, change in valid values)
- Any data quality controls applied to the Data Element (see Procedure below)
- Data categorizations of the Data Element
- Business processes related to the Data Element, where applicable
- Creating and maintaining Data Element quality controls
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Data Stewards must maintain quality controls of Key Data Elements for all Mission-Critical Systems. Data quality controls must:
- Document and promulgate data standards to ensure accurate data entry
- Document schedules of collection and/or reporting periods to ensure the timeliness of data (e.g., USG collects student data at the semester census date, therefore data must go through quality controls before that date)
- Assess data on at least an annual basis to ensure accuracy, completeness, and adherence to standards; document assessment
- Consult Data Users on a regular basis to ensure data usability and relevance
- Creating and maintaining a glossary of business terms
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Data elements typically represent the smallest piece of data within an information system and database. Business terms are often information system agnostic and represent more of the language used by a business unit. The Data Governance team and Institutional Research and Planning unit have started a business glossary of enterprise business terms.
Resources
- Is there an enterprise data element dictionary to capture this information?
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No. There is not currently an enterprise data element dictionary. Data Stewards must maintain their own documentation of required information and artifacts.
- Are data dictionary details only required for Key Data Elements of Mission-Critical Systems?
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Yes. At this time, only Key Data Elements of Mission-Critical Systems require data dictionary details.
- Are quality controls only required for Key Data Elements of Mission-Critical Systems?
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Yes. At this time, only Key Data Elements of Mission-Critical Systems require data quality controls.
- Is there an enterprise business glossary?
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Yes. The enterprise glossary can be found in the Business Glossary. This is a living document that will be periodically updated as new business terms are identified.
| Revision Date | Author | Description |
|---|---|---|
| 2023-03-28 | Zachary Hayes, Data Governance | Updated Procedures and Resources with Business Glossary details |
| 2021-07-27 | Zachary Hayes, Data Governance | New |
