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. |
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Is the dataset considered a high value data? |
Prioritise dataset for release, subject to other restrictions. |
Make dataset available, subject to other restrictions. |
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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. |
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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. |
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Does the dataset contain information subject to legal proceedings? |
Do not make dataset available. |
Make dataset available, subject to other restrictions. |
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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. |
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Is the dataset subject to third‑party copyright? |
Where appropriate obtain permission. |
Make dataset available, subject to other restrictions. |
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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. |
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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 |
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Is the dataset in an open and machine‑readable format? |
Go to next step. |
Convert dataset into a more user‑friendly format. |
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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 |
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Does the State own the copyright in the dataset? |
Go to next step. |
Obtain copyright. |
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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. |
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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. |
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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. |
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Is the dataset subject to a restrictive licence? |
Seek further legal advice. |
Apply appropriate CC licence or go to next step. |
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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 |
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Is the dataset hosted on your agency’s website? |
Go to next step. |
Host dataset on agency website before proceeding to next step. |
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Step 5 |
Yes |
No/Not applicable |
|---|---|---|
|
List the dataset at data.vic.gov.au ‑ Refer to Chapter 7 of Guidelines |
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Have you provided a data record to data.vic.gov.au? |
Go to next step. |
Provide data record then proceed to next step. |
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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 |
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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 |
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Have your agency’s dataset custodians been identified? |
Go to next step. |
Select dataset custodian to manage making datasets available |
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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 |
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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 |
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