Publishing datasets

This chapter contains the following key actions:

1. Metadata must be created for datasets released under the Policy.
2. All datasets made available under the Policy are to be linked to the Data Directory.
3. Agencies must make a determination about how often published datasets must be updated.

7.1 Where will data be published?

Most Victorian data is published and hosted on agency managed websites and web portals. All publically released datasets must also be linked to the Data Directory at www.data.vic.gov.au.

7.2 Publishing on the Data Directory

The Data Directory has been created to simplify discovery and access of Victorian data. All datasets made available under the Policy must be linked to the Data Directory. Data is not usually directly published on the Data Directory.

To publish a dataset, a data record, with appropriate metadata completed by the dataset custodian, is created on the Data Directory. The dataset is considered to be ‘published’ once the data record and metadata are on the Data Directory.³⁹

The data record on the Data Directory will point back to either:

• the dataset itself, such that the user can directly download the dataset from the agency website via the Data Directory without having to navigate to the agency website
• a page on the agency website that provides direct access to datasets via a data tool

Datasets are not published on the Data Directory unless there is an agreement between the Data Directory technical support and the agency to host the dataset on the Data Directory.

All activities relating to hosting and publishing are the responsibility of the dataset custodian (see section (a)(i)10 Accountability for datasets for further information on the role of dataset custodian).

A dataset publishing manual detailing the technical elements of publishing on the Data Directory is available on the DTF website.⁴⁰

7.2.1 Agency responsibility for datasets published on the Data Directory

Once the dataset is published on the Data Directory, agencies must take responsibility for managing its presence on the site. This includes dealing with user feedback and moderating content (for further information on agency roles see section (a)(i)10 Accountability for datasets).

7.2.2 Terms and conditions of use ⁴¹

Agencies should be aware of the legal compliance risks associated with hosting and publishing datasets online.

Information on legal compliance can be found in the Website Management Framework Guideline: WEB GUIDE 07 Managing Legal Risks Online.⁴² This guideline provides general advice on identifying and managing legal risks within an online environment. It includes standard terms and conditions which all agencies must use in relation to its datasets and online content.

Agencies should also be aware that when they publish datasets on the data directory, the website is governed by terms and conditions of use.

The Data Directory terms of use include guidance on:

• lawful use
• links to and from the website
• data and systems integrity
• the website code of conduct
• copyright and attribution
• copyright in user comments
• the website moderation policy and process
• disclaimers on the site, links to external websites and security
• limitations on the use of datasets

For specific terms and conditions, refer to www.data.vic.gov.au/disclaimer.

7.3 Metadata for the creation of a record on the Data Directory

Metadata provides contextual information to users of government data. It helps them find information through searches and helps them understand how the information can be used.

The following description of metadata must be provided when creating a data record. Detail on how to provide the metadata statement is found in the Policy - Dataset Publishing manual on the DTF website.⁴³ This standard is derived from the Victorian Government Guideline: Information Management Roles and Responsibilities.⁴⁴

7.4 Frequency of update

Agencies must make a determination about how often published datasets must be updated. Criteria to consider include:

• the resources required for data extract and preparation
• how much of the date has been de-identified or aggregated
• whether the dataset is an important input to other processes
• regular reporting requirements that could be aligned to making particular datasets available, for example for quarterly, end of calendar year or end of financial year reports

7.5 Legal compliance risks associated with hosting and publishing datasets

Agencies should be aware of the legal compliance risks associated with hosting and publishing datasets online. Under the Whole of Victorian Government Standard Website Management Framework⁴⁵, the minimum information requirements dictate the use of copyright and disclaimer statements.⁴⁶ Agencies are to ensure compliance with the Copyright Act 1968 (Cth), taking into account the purpose and functionality of the website. For specific terms and conditions, refer to www.data.vic.gov.au/disclaimer.⁴⁷

7.5.1 Copyright statements

Copyright statements for agency websites can take a number of forms. It should be noted that datasets downloaded through the Data Directory are subject to the terms and conditions of the Data Directory at the point of download, as well as the applicable creative commons licence. Agencies must ensure that where datasets are available for download from its own website, the terms and conditions on the agency website are identical to those of the Data Directory. More information can be found on the Data Directory at:

• www.data.vic.gov.au disclaimer

See also information on copyright and attribution at:

• www.data.vic.gov.au copyright and attribution

7.5.2 Website disclaimers

Website disclaimers are used to draw to the attention of users that the State or agency is not responsible for loss that arises from use or reliance on information or material on the website.

The State makes no statements, representations or warranties as to the accuracy or completeness of the content of a website and does not accept any liability for the information on a website.

The State also assumes no responsibility or liability for the condition or content of any third party website or for the operation or function of any service or facility offered on any third party website.

For more information on website terms of use and disclaimers see the Victorian Government‘s Intellectual Property Policy Intent and Principles and supporting Intellectual Property Guidelines.⁴⁸

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39. When a dataset is ‘hosted’, it is placed on a website server in preparation for being made available on the world wide web. A dataset is ‘published’ when the dataset is linked to the data.vic web portal.

40. www.vic.gov.au/datavic-access-policy-dataset-publishing-manual

41. For more information refer to the whole of Victorian Government Intellectual Property Policy Intent and Principles and supporting Guidelines, available at: www.dtf.vic.gov.au/funds-programs-and-policies/intellectual-property-policy

42. www.digital.vic.gov.au/wp-content/uploads/2014/07/WEB-GUIDE-07-WMF-Mana…

43. www.vic.gov.au/datavic-access-policy-dataset-publishing-manual

44. www.vic.gov.au/information-management-policies-and-standards

45. State of Victoria, Whole of Victorian Government Standard Website Management Framework, 'Minimum Information Provision' (2011) available at www.digital.vic.gov.au/wp-content/uploads/2014/07/WEB-STD-09-WMF-Minimu…

46. Other notices such as security and privacy are also required, but these are not considered in this section

47. State of Victoria, Whole of Victorian Government Standard Website Management Framework, Legal Compliance (2010) available at: www.digital.vic.gov.au/wp-content/uploads/2014/07/WEB-STD-03-WMF-Legal-…

48. www.dtf.vic.gov.au/funds-programs-and-policies/intellectual-property-policy