Data Element Dictionary

DG Data Element Dictionary

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

Definitions

Key Data Elements Data Elements with a high importance to the USG or to Georgia Tech. See “Procedure – Identifying Key Data Elements”

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

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

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

Data Stewards must maintain a dictionary of Key Data Elements for all Mission-Critical Systems. Each dictionary entry must include the following information:

  1. Data Element name
  2. The Data Domain or Data Sub-Domain responsible for the Data Element
  3. The name of the Information System where this Data Element is sourced (i.e., system of record)
  4. The definition of the Data Element
  5. Any valid values of the Data Element
  6. Change history for the dictionary entry (e.g., change of definition, change in valid values)
  7. Any data quality controls applied to the Data Element (see Procedure below)
  8. Data categorizations of the Data Element
    1. Data Management Categorization
    2. Data Protection Categorization
    3. Data Regulation Categorization
  9. Business processes related to the Data Element, where applicable
Creating and maintaining Data Element quality controls

Data Stewards must maintain quality controls of Key Data Elements for all Mission-Critical Systems. Data quality controls must:

  1. Document and promulgate data standards to ensure accurate data entry
  2. 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)
  3. Assess data on at least an annual basis to ensure accuracy, completeness, and adherence to standards; document assessment
  4. Consult Data Users on a regular basis to ensure data usability and relevance
Creating and maintaining a glossary of business terms

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?

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?

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?

Yes. At this time, only Key Data Elements of Mission-Critical Systems require data quality controls.

Is there an enterprise business glossary?

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