9. Glossary

The purpose of this glossary is to help readers understand the intended meaning of terms used in this Guide. Agencies seeking to create their own data governance glossaries may want to consult authoritative sources such as the DAMA Dictionary of Data Management [6] and the NIST glossary.

Agile Data Governance – An approach to data governance implementation that is based on the Agile software development philosophy, emphasizing early and frequent delivery of value to customers and the flexibility to modify requirements and methods as work proceeds.

Architecture – A systematic approach that organizes and guides design, analysis, planning, and documentation activities (Source: The Common Approach to Federal Enterprise Architecture)

Artifact – A documentation product, such as a text document, diagram, spreadsheet, briefing slides, or video clip (Source: The Common Approach to Federal Enterprise Architecture)

Asset – The data, personnel, devices, systems, and facilities that enable the organization to achieve business purposes (Source: NIST Glossary)

Authoritative Source – A source of data or information that is recognized by members of a Community of Interest (COI) to be valid or trusted because it is considered to be highly reliable or accurate or is from an official publication or reference (Source: Department of Defense Directive 8308320.02)

Business Data Steward – A subject matter expert with designated responsibilities for classification, protection, quality, and effective use of one or more data sets within an organization

Business Data Glossary – A compendium of business terms and definitions that define important concepts represented by governed agency data.

Business Rule (Data Quality Management Context) – formal statement describing data derivation or defining criteria or conditions that data must meet to be considered fit for use

Change Management – The process of setting expectations and involving stakeholders in how a process or activity will be changed, so that the stakeholders have some control over the change and therefore may be more accepting of the change (Source: The Common Approach to Federal Enterprise Architecture)

Coordinating Data Steward – The designated point-person for data within a particular organizational unit, function, data domain or subject area responsible for facilitating data improvements and issue resolution across business units.

Data – Distinct pieces of digital information that have been formatted in a specific way. Recorded data represent information (i.e., facts, statistics) such as numbers (amounts, measurements, weights), binary indicators (yes/no, true/false), status, condition, category, occurrences (event dates, times), geometry, locations (geographic coordinates), etc. Data are recorded as alphanumeric text, drawings, images, point clouds, video or audio files. (Source: elaborated version of a definition in the NIST Glossary)

Data Architecture – A sub-domain of Enterprise Architecture that defines models, policies, rules, and standards that govern the collection, storage, arrangement, integration, and use of data in an organization

Data Archive – A storage location for older, infrequently accessed production data that enables data discovery, maintained until the data are due for destruction based on retention schedules

Data Asset – Any entity that is comprised of data. For example, a database is a data asset that is comprised of data records. A data asset may be a system or application output file, database, document, or web page. A data asset also includes a service that may be provided to access data from an application. (Source: NIST Glossary)

Data Backup – A copy of data from a particular point in time designed to enable data recovery in the event of a loss or loss of integrity of the production version

Data Catalog – A listing of available data resources (e.g., data sets, query tools, maps, and reports) including descriptive information on what is included and how to access, compiled to facilitate discovery and understanding of available data. (Source: NCHRP Report 814)

Data Community of Interest. The data owner, data steward, data users and other stakeholders with an active interest and role in the data program. (Source: Adapted from DAMA)

Data Custodian – An individual with physical custody of the data, typically an information technology professional with skills needed to perform data processing tasks

Data Customer – A person or organization whose satisfaction with data products and services can determine the overall effectiveness and success of the programs. (Source: Adapted from DAMA)

Data Element – The smallest named item of data that conveys meaningful information (Source: NIST Glossary)

Data Element Standard – Agreed-upon specifications for data element definitions, formats and allowable values, adopted to improve consistency and interoperability of data elements that are included within multiple agency systems or exchanged with external parties

Data Democratization – The process of making data accessible and usable for all employees, regardless of their levels of technical expertise

Data Dictionary – A catalog of data elements containing names, descriptions, types, structures, domains, and restrictions

Data Governance – The exercise of authority, control, and shared decision-making (planning, monitoring, and enforcement) over the management of data assets

Data Inventory – A compilation of information about an agency’s data programs or major data categories that may include details on data types, storage locations, collection and update cycles, responsibilities, uses, and other information useful for data program management. (Source: NCHRP Report 814)

Data/Information Life Cycle – the stages through which data/information passes, typically characterized as creation or collection, processing, dissemination, use, storage, and disposition. (Source: The Common Approach to Federal Enterprise Architecture)

Data Management – The acquisition, control, protection, delivery, and enhancement of the value of data

Data Program – An organizational function with significant data management responsibilities that can include scoping, collecting, managing, and/or delivering a particular category or form of data. Sometimes this function resides in a single organizational unit; at other times it is split across business units and IT units. Examples of

DOT data programs include GIS, Road Inventory, HPMS, Traffic Monitoring, Crash Records, and Construction Project Data. (Source: NCHRP Report 814)

Data Quality – Data Quality. The degree to which data is accurate, complete, timely, and consistent with requirements and business rules and relevant for a given use. (Source: Adapted from DAMA)

Data Registry – A repository for storing and managing metadata including data definitions, descriptions, relationships, formats, and lineage; used by an organization’s data professionals to maintain standard definitions and ensure consistent use of data

Data Owner – See Data Trustee

Data Steward – A data subject expert with designated responsibilities for classification, protection, quality, and effective use of one or more data sets within an organization

Data Stewardship – Assigned business responsibilities for classification, protection, quality, and effective use of an organization’s data assets

Data Trustee – Individual with decision-making authority and accountability for data related to a particular subject or program

Data Use Agreement – Executed agreement between a data provider and a data recipient that specifies the terms under which the data can be used. (Source: NIST Glossary)

Database – A repository of information or data, which may or may not be a traditional relational database system. (Source: NIST Glossary)

Dataset – A collection of data elements prepared specifically for posting on a data portal or sharing with others. May be provided in various formats including comma-separated-values (CSV) file, spreadsheet, document, KML, shapefile, file geodatabase, and API

Enterprise Architecture – A strategic information asset base, which defines the mission; the information necessary to perform the mission; the technologies necessary to perform the mission; and the transitional processes for implementing new technologies in response to changing mission needs; and includes a baseline architecture; a target architecture; and a sequencing plan (Source: NIST Glossary)

Governance – A group of policies, decision-making procedures, and management processes that work together to enable the effective planning and oversight of activities and resources. (Source: The Common Approach to Federal Enterprise Architecture)

IT Asset – Technologies (computers, communication and databases) that help support the automation of well-defined tasks

IT Governance – The leadership, organizational structures, and processes that ensure that the enterprise’s IT sustains and extends the enterprise’s strategies and objectives (Source: The IT Governance Institute)

Information – communication or representation of knowledge such as facts, data, or opinions in any medium or form, including textual, numerical, graphic, cartographic, narrative, or audiovisual forms. (Source: The Common Approach to Federal Enterprise Architecture)

Information Asset or Data Asset – Documented facts having value or potential value

Master Data – The “nouns” or core entities of an organization that are used by multiple business processes and IT systems

Metadata – Information describing the characteristics of data. This may include, for example, structural metadata describing data structures (i.e., data format, syntax, semantics) and descriptive metadata describing data contents. (Source: NIST Glossary)

Operational Data Steward – See Business Data Steward

Organizational Culture – The beliefs, customs, values, structure, normative rules, and material traits of a social organization. Culture is evident in many aspects of how an organization functions. (Source: The Common Approach to Federal Enterprise Architecture)

Reference Data – Data used to classify other data in an organization

Sensitive Data – Data that is private, personal, or proprietary and must be protected from unauthorized access. (Source: Data Governance Institute)

Source System of Record – System that stores the “official” version of a data attribute (Source: DAMA Data Dictionary)

Stakeholder – Those who are or will be affected by a program, activity, or resource

Stewardship – The careful, responsible management of something entrusted to one’s care on behalf of others

Subject Area Steward – A subject matter expert (SME) with designated responsibilities for classification, protection, use, and quality of one or more data sets pertaining to a particular subject area

Technical Data Steward – See Data Custodian