1. Review Data Systems

Summary

Before we inventory datasets, we need to know about the systems which store them. Below is the process and definitions to help you accomplish this task.

What is a data system?

A data system is a tool or platform which contains collection of datasets. This could be a traditional database (e.g. Oracle, Azure, AWS), a collection of spreadsheets (e.g. Excel), an information system (e.g Salesforce), or a business application. In short, anything your department uses to store data is probably a data system.

Finding your department's existing data systems

The Data System Inventory is a public dataset on the Open Data Portal containing all known data systems across the city. Find your department's systems by following the steps below:

1. Visit the Data Systems Inventory page on the Open Data Portal

2. Click Actions -> Query Data in the upper right corner of the page

3. Use the Filter function in the lower-left corner to filter for Department Custodian

   • You need to press "Apply" at the very bottom for the filter to run

4. Next click export in the upper right corner to download your list of systems

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 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 an owner review each system's metadata to ensure it is accurate.

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 add a new column to the far right indicating what changes you've made. See example below:

• Updated: Some information in the row has been modified (no need to specify what)

• Delete: This system is no longer in use

• New: This is a new system that was added in this inventory

Return your reviewed data systems list

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

Next....

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