HomeMy WebLinkAbout2022-03-08; City Council; ; Approval of a City Council Policy Statement Regarding Citywide Data Governance and ManagementItem #9 -APPROVAL OF CITY COUNCIL POLICY STATEMENT REGARDING
CITYWIDE DATA GOVERNANCE AND MANAGEMENT
Although this-staff report references Council Policy No. 92, the correct
Council Policy should be No. 93.
CA Review CKM
CITY COUNCIL
Staff Report
Meeting Date:
To:
From:
Staff Contact:
Subject:
Subject:
March 8, 2022
Mayor and City Council
Scott Chadwick, City Manager
David Graham, Chief Innovation Officer
david.graham@ca rlsbadca .gov, 442-339-5992
David Van Gilluwe, Data Science and Business Intelligence Manager
david.vangilluwe@carlsbadca.gov, 442-339-5985
Approval of a City Council Policy Statement Regarding Citywide Data
Governance and Management
All
Recommended Action
Adopt a resolution approving a City Council policy statement regarding Citywide Data
Governance and Management.
Executive Summary
Data is essential to many if not most city services, but the collection, management, governance,
and distribution of city data had long lacked formal structure, centralized coordination and
comprehensive policy guidance. On Oct. 19, 2021, the City Council authorized the City Manager
to implement a citywide data policy and program. The City Council also directed staff to return
with a City Council policy statement related to the citywide data policy and program. Staff
developed City Council Policy No. 92 -Citywide Data Governance and Management (Exhibit 1,
Attachment A) and an associated draft administrative order (Exhibit 2) that is consistent with
the previous City Council authorization. It also includes any revisions that have become
necessary based on the previous City Council authorization.
City Council Policy Statement No. 1 requires that all policies can only be adopted, amended or
rescinded by a resolution receiving four affirmative votes of the City Council.
Discussion
Background
Prior to 2020, the city lacked a central coordinator of the city's data activities. Despite the need
for the city to manage a significant amount of data that is essential to operations and the cross-
cutting nature of data, the ecosystem for data collection, management, governance and
distribution lacked a data coordinator. The city has more than 1,000 datasets of operational
information, with some of that data going back to t he 1960s. There are 275 unique databases
that contain structured data, that is, data that is clearly defined so that it can be searched and
March 8, 2022 Item #9 Page 1 of 19
sorted, as opposed to data that requires some sort of conversion or manipulation to be usable.
This data includes data stored in systems for things like business licenses, development permits,
water utility billing, and financial operations.
The City Council took the f irst step of addressing data coordination in fiscal year 2019-2020 by
approving the city's first Data Science and Business Intelligence Manager. Based upon staff's
work on a data inventory, a citywide data policy was developed.
In 2021 the City Council authorized the City Manager to implement a citywide data policy and
program, which is the framework for the governance and management of city data. In addition,
the City Council directed staff to return with a City Council policy statement regarding citywide
data.
Should the City Council approve the proposed City Council policy statement, there will be three
tiers of policy direction, first at the City Council level, then by the City Manager through an
administrative order, and finally at the staff implementation level. This tiered policy framework
is a best practice in which each appropriate level of the organization has a vested role in data
collection, management, governance and distribution.
The proposed City Council policy statement and associated administrative order are consistent
with the previously authorized citywide data policy and program. It provides a collaborative
framework for how the city collects, manages, governs, and distributes data. This coordinated
and collaborative approach is intended to improve internal operations as well as services for
the community.
The type of data covered by the City Council policy statement and administrative order are:
• Information contained within structured data systems such as databases
• Electronic documents such as files and spreadsheets
• Correspondence such as email, memoranda and notes
The following core objectives have been identified in the City Council policy statement:
• Community and government
o Build upon the values and goals of the city and community
o Appropriately safeguard sensitive information
o Foster trust between government, residents, visitors, and businesses
• Governance and management
o Establish governance and oversight
o Use data to guide decision-making
o Use data to increase accountability
• Connection and organizational value
o Inspire an organizational culture that values data and understands its use in city
operations
o Connect data across departmental functions to achieve city and community
goals
o Leverage information as a strategic resource for superior community services
March 8, 2022 Item #9 Page 2 of 19
• Security
o Establish approaches to securing digital information
o Periodic reviews of access controls and risk assessments
• Transparency and resiliency
o Create a framework for sharing operational data with the community
o Enable community-based rich data insights and policy making
o Ensure data assets are available and accessible for data-rich insights
Should the City Council choose to adopt the new City Council policy statement, the coordinating
roles and responsibilities previously authorized through t he citywide data policy and program
will remain the same. The defined roles and responsibilities remain crucial to the success of any
coordinated data governance and management framework. The t hree key roles are:
• Chief data officer
• Data owners
• Data stewards
These are not new positions or job classifications but rather the roles that will be filled by
various existing staff members.
The policy does direct the City Manager to establish a committee of city staff to set goals and
priorities for citywide data governance. This Data Governance Committee will allow for ongoing
cross-departmental collaboration regarding data that will meet the requirements of the City
Council policy statement. The committee would also participate in the process of acquiring
products and services to help foster a data-driven infrastructure and culture. This was
previously included in the citywide data policy and program that the City Council authorized the
City Manager to implement. The committee will meet regularly to review data strategies,
identify and report on progress towards goals and amend policies.
The proposed Council Policy statement also identifies four pillars that provide a framework for
addressing the management of data as an asset across the city:
• The scope and class ification of data
• Data protection and security
• Data quality standards and management
• Data publication and engagement
March 8, 2022 Item #9 Page 3 of 19
Governance
• oversight
• Implementation
• Audit
Chief Data Officer, Chair
Classification Protection Quality Publication
• Scope • Access • Standards • Framework
• Categorization • Audits • Census • Platform
• Prioritization • Backups • Systems • Open data
• Retention • Redundancy • Analytics • Maintenance
• Training • Engagement
Approving the new City Council policy statement will solidify the city's data management and
governance framework, which could serve as a model for other cities to follow.
Fiscal Analysis
The implementation of the City Council policy statement and administrative order can be
executed using existing staff resources. The necessary funding for the Strategic Digital
Transformation Investment Program's data governance and operational analytics and other
resources necessary to build capacity for data-driven decision making was approved in the fiscal
year 2021-22 annual budget. Should addit ional resources be identified through the
implementation of the policy any requests will be included in the FY 2022-23 budget proposal.
Next Steps
With the City Council's approval of the proposed policy statement, the City Manager will
approve an administrative order to implement it.
Environmental Evaluation
This action is not a "project" as defined in California Public Resources Code Section 21065 and
California Environmental Quality Act Guidelines Section 15378(b)(S} because it involves
administrative activities of government that will not result in direct or indirect physical changes
in the environment.
The action being considered is a report that provides an overview of the proposed citywide
data policy and program and provides a description of possible future actions that could be
considered, which on their own accord will not cause a significant environmental impact, so this
activity is not subject to CEQA under CEQA Guidelines Section 15060{c)(3).
March 8, 2022 Item #9 Page 4 of 19
Public Notification
This item was noticed in accordance with the Ralph M. Brown Act and available for viewing at
least 72 hours prior to the meeting.
Exhibits
1. City Council resol ution
2. Draft administrative order
March 8, 2022 Item #9 Page 5 of 19
RESOLUTION NO. 2022-058
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING CITY COUNCIL POLICY NO. 93 -CITYWIDE DATA
GOVERNANCE AND MANAGEMENT
EXHIBIT 1
WHEREAS, on October 29, 2021, the City Council authorized the City Manager to implement a
citywide data policy and directed staff to return with a City Council policy statement regarding citywide
data management and governance; and
WHEREAS, the city has over 1,000 operational datasets, approximately 275 unique structured
databases, and the amount of data and number of databases continue to grow; and
WHEREAS, the city has been implementing a citywide data policy to address the fragmentation
and the lack of consistent coordination in data collection,· management, governance and distribution;
and
WHEREAS, the citywide data policy identified the role of Chief Data Officer to coordinate the
implementation and operational oversight of the policy; and
WHEREAS, a Data Governance Committee has been convened to set goals and priorities for
citywide data governance consistent with the City Council authorized policy; and
WHEREAS, the adoption of a City Council policy statement provides critical guidance for the
execution of a citywide data policy and program; and
WHEREAS, the proposed City Council policy statement and implementing administrative order
are designed to be the foundational guide for the city's coordinated data collection, management,
governance, and distribution activities; and
WHEREAS, a coordinated, data-informed approach to city operations supports meeting
community needs.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. The above recitations are true and correct.
2. City Council Policy No. 93 -Citywide Data Collection and Governance (Attachment A) is
approved.
EXHIBIT 1
3. Consistent with the authority provided in City Council Policy No. 1, the City Manager is
authorized to issue and keep updated an administrative order detailing procedures
necessary to implement City Council Policy No. 93.
4. The City Manager is directed to notify the City Council of significant updates to the
implementat ion efforts.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 8th day of March. 2022, by the following vote, to w it:
AYES:
NAYS:
ABSENT:
Hall, Blackburn, Bhat-Patel, Acosta, Norby
None
None
MATT HALL, Mayor
~ t1Jf FAVIOLA MEDINA, City Clerk Services Manager
(SEAL}
City Council
POLICY STATEMENT
Subject: Citywide Data Governance and Management.
Purpose
Policy No.
Date Issued
93
March 8, 2022
Resolution No . 2022-058
The citywide data governance and management policy provides a framework for the collection,
management, governance, and distribution city data. The policy outlines protocols to
aggregate city information, classify data, and secure sensitive data.
Background
The City of Carlsbad has established core organizational values that focus on character,
innovation, stewardship, excellence, empowerment and communication. An environment with
openness, continuous improvement, high standards, engagement and collaboration requires
the effective use of existing resources to make informed decisions and deliver quality
community services. This policy will establish methods and processes to best utilize
organizational data and information as a strategic and public good to support these values.
The city has established connected community goals to strategically use data and technology
for the public good including:
Pursue Communitywide Digital Transformation -Focuses on the foundational elements,
including connectivity, up-to-date hardware and software, and a robust security strategy.
Build Capacity for Data-Driven Government -Focuses on the policies, procedures and staffing
necessary for the city to fully capture the value of emerging models of data analytics.
Foster a Vibrant Civic Engagement Culture -A human-centered perspective that an engaged
city that uses data and technology in a way that will support a vibrant culture where residents,
organizations and businesses are invested in their community and its future.
Enhance Accessibility and Transparency-Recognizes that open government and approaching
problem-solving from an accessibility perspective leads to better outcomes for all.
Promote Safety and Sustainability Through Connectivity-Leads to understanding the
interconnected nature of our communities that can achieve environmental, mobility and
sustainability goals when approached in a cross-departmental and community informed
manner.
Pursuing these goals requires a strategic approach to data governance and management. This
policy establishes a tiered framework that appropriately designates approval and
implementation authority.
Statement of policy
City Council Policy Statement
March 8, 2022
Page 2
This policy establishes the framework for action on these high-level goals including the governance and
processes for the stewardship of the city's enterprise data for data-driven decision making, increased
engagement and greater transparency of city operations.
As it specifically relates to the collection, management, governance, and distribution of data, the city has
the following objectives:
• Community and Government
o Build upon the values and goals ofthe city and community
o Appropriately safeguard sensitive information
o Foster trust between government, residents, visitors, and businesses
• Governance and Management
o Establish governance and oversight
o Use data to guide decision making
o Use data to increase accountability
• Connection and Organizational Value
o Inspire an organizational culture that values data and understands its use in city
operations
o Connect data across departmental functions to achieve city and community goals
o Leverage information as a strategic resource for superior community services
• Security
o Establish approaches to securing digital information
o Periodic reviews of access controls and risk assessments
• Transparency and Resiliency
o Create a framework for sharing operational data with the community
o Enable community-based rich data insights and policy making
o Ensure data assets are available and accessible for data-rich insights
There are four pillars that provide a framework for addressing the management of data as an asset
across the city which includes:
• The scope and classification of data
• Data protection and security
• Data quality standards and management
• Data publication and engagement
City Council Policy Statement
March 8, 2022
Page 3
Classiflcatlon Protection Quality
• Scope • Acee~ • Standards
• categorlzation • Audits • Censm
• Prioritization • Backups • Systems
• Retention • Redundancy • Analytics
• Training
Govemance
• Oversight
• Implementation
• Audit
Pubfication
• Framework
• Platform
• Open data
• Maintenance
• Engagement
The City Manager shall establish a committee of city staff to set goals and priorities for citywide
data governance. The committee will also participate in the process of acquiring products and
services to facilitate a data-driven infrastructure and culture. This committee will meet
regularly to review data strategies, identify and report on progress towards goals and amend
policies.
Administrative Order No. 92
Date: March 8, 2022
To:
From:
Subject:
PURPOSE:
All City Departments
Scott Chadwick, City Manager
Citywide Data Policy
Exhibit 2
{city of
Carlsbad
This administrative order details the internal actions for implementing City Council Policy No. 92 -
Citywide Data Governance and Management. This administrative order applies to all staff, volunteers and
contractors that access digital city information and/or perform digital record keeping duties related to city
business. These standards apply to afl city data and are to be followed by all those who capture data and
manage information systems. Examples of data covered by this policy are:
• Information contained within structured data systems such as databases
• Electronic documents such as files and spreadsheets
• Correspondences such as emails, memos, and not es
The citywide data policy provides a uniform, framework for the collection, use, storage and distribution
of city information including operational data, project tracking, and citizen data. This administrative
order outlines protocols to aggregate city information, classify data, and secure sensitive data.
POLICY:
This policy establishes a four-pillar framework for addressing the management of data as an asset across
t he city which includes:
•
•
•
•
The scope and classification of data
Data protection and security
Data quality standards and management
Data publication and engagement
City Hall
1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 I 760-720-9461 fax I www.carlsbadca.gov
Oa.ssification Protection Quality
• ~ • Ac:c:ess • Standards
• cat,conudon • Audits • Census
• Prlorititation • Backups • System,
• Retention • Redundancy • Analytics
• Training
Data Governance Committee
Governance
• O..rsight
• 1mp~mentation
• Audit
Chief Data Officer, Chair
Pubfic.,tion
• Fr.unework
• Platform
• Open dara
• Malntenanct
• Engagem,nt
A Data Governance Committee shall be established to set goals and priorities for citywide data
governance and selecting technologies to facilitate a data-driven infrastructure and culture. The core
committee shall be composed of city staff that are responsible for leading citywide data governance and
management. The inaugural committee will include:
• Chief Data Officer (Chair)
• Chief Innovation Officer
• Director Legislative and Constituent Services
• Records Program Manager
• Director of Information Technology and designees
• Other members as designated by chair
Committee membership may be adjusted to reflect the city's operational needs and structure. The Chief
Data Officer will be responsible for recommending adjust ments to the committee membership to the
City Manager or designee.
This committee will meet regularly to review data strategies, identify and report on progress towards
goals and amend policies. The data governance committee will additionally review and approve the
annual citywide data inventory and receive recommendations. They will also be responsible for review
and approval of the publication or removal of data consistent with an open data approach to making
data available to the public.
Roles and Responsibilities
Chief Data Officer
The Chief Data Officer coordinates the implementation and operational oversight of the data policy and
program. This role is responsible for preparing an annual report that includes a citywide data inventory
in collaboration with department data stewards and data deputies. The Chief Data Officer oversees the
data policy staff training programs and advises departments on initiatives and projects related to data
driven decision making. The Chief Data Officer also creates recommendations to the data governance
committee related to new open datasets for publication approval.
2
Data Owners
The city is the owner of the data it collects, manages, and maintains. City data is centralized and
decentralized in departments. In addition to centralized management, department staff are responsible
for maintaining and managing data. The city identifies the ownership and custody of city records in the
records management program policy. If t here are other data owners in addition to those identified in
the records management program policy the Chief Data Officer will maintain the list ofthose data
owners.
Data Stewards
Data stewards reside within departments and serve as the data analysis experts and participate in the
formation of the department-level annual data inventory. This role additionally audits access to
department data systems and manages the approval process of new access. Data stewards collaborate
with the Chief Data Officer to develop operational dashboards, reports and audit tools to aid
department leadersh ip strategy and foster data quality management principles.
Data stewards possess skills and business knowledge to transform and visualize large datasets to
provide agency leadership with information and reports that allow for data driven decisions. Data
stewards assist departments with maintaining data quality standards in accordance with this policy.
Data stewards will frequently coordinate with the Chief Data Officer on alignment of department data
goats, open data publications, and data quality.
Information Technology Department
The Information Technology Department (IT) maintains a universal identity framework that allows data
systems to confirm staff access authenticity via passwords and multi-factor authentication principles. IT
provisions access t o department data systems based on the Data Access Approval Process defined
within t his policy. IT is responsible for storage of the digital files and data backup strategy based on the
data asset's Data Classification Index that defines the criticality of data redundancy and speed of
recovery in the event of a technology emergency. IT has technical project management resources to
guide the successful implementations of new data systems and integration within the existing
computing infrastructure. Datacenters and locations that host city data are secured by IT with
limitations on access to mitigate unauthorized access risks. Network security and external internet
threats are managed by IT and includes staff training on identifying and reducing risks. IT ensures data
systems remain operational and can be recovered in a disaster event; however, data quality, data
classification, and data access audits are the responsibility of the departments that create and maintain
data relevant to their operations.
Creators and Internal Consumers
Individual departments create and maintain data necessary to perform daily operations and achieve
long-term organizational goals. Departments are responsible for assessing the data needs of their
operations and maintaining data in an organized structure to allow for reporting and analysis. Data
creators maintain and create records within a department related to business need. Internal consumers
will collaborate with Data Stewards to identify datasets that are eligible for publication in accordance
with the Open Data Policy. Data creators are responsible for the accurate entry of information into data
systems, in accordance with data quality standards set by data stewards and the Chief Data Officer.
3
Public Access Consumers
Public access data consumers outside of the organization can utilize city data to better understand
internal operations, retrieve insights the on progress of community goals, and make informed decisions
while interacting with council and city staff. The Public Access community may also be agencies and
organizations that foster shared partnerships. The community access of city data will be detailed within
the data publication section of this policy.
Data Classifications
The policy establishes the following classifications of data and guides consideration on public disclosure.
Restricted Data -State or federal regulated confidential information, such as criminal justice data,
sensitive financial information, and health information.
Internal Data -Information reserved from disclosure until completion. Examples may be ongoing legal
proceedings, bidding process or confidential information related to projects in progress such as city
negotiations with contractors, vendor selection process in progress.
Public Data -Information that the city may share with the community including performance metrics on
city services, city assets, capital project progress, public meeting minutes, agendas, staff reports.
-~~-"'-~.~--.~······················ ................ .
Restricted
Data
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Data
a.;ntt, ea,:rt.al projaet D•ta may be
PfOV'IIJ\\'11 or roll.cl t.NlitnlJ diselos.ed
M,utlttg m\"IUi.tJ,
a,;an~san~
puLkeut1ni.rau'X'W
4
"The city's business is
che public's business"
Data
Rem.t..in•
Con.tidentta.l
Accessibility and Resiliency
Classification of data accessibility informs IT on the level of data resiliency and availability strategies that
must be implemented in order to ensure data is retained and is protected at a suitable level for business
continuity. There are three main types of data accessibility:
• Priority Data -Information that must be available and accessible on a daily basis and must include
high-level redundant backup strategies and methods to ensure rapid recovery time in the event of a
technology emergency. Examples may be the primary department data system of record, or datasets
and files used daily for continuous operations.
• Non-Priority Data -Information that is retained at a lower recovery period and would not cause
significant impact to business operations if data recovery times required two or more business days to
restore data in the event of a technology emergency. Examples may be files or datasets that are
accessed less frequently where it is possible to continue normal operations without access to these files
or data for a period of days during an emergency.
• Temporary Use Data -Information such as preliminary drafts, notes and transitory data not
retained in the ordinary course of business and not subject to disclosure or pending destruction under
the city records retention schedule.
Data Census Classification Index
All data governed by this policy and program will be indexed within the annual data census and
document retention catalog to ease access to datasets, inform resiliency strategies, and define retention
and destruction requirements. The annual data census process will audit correct classifications of
datasets and review compliance with defined retention schedules. The data inventory classification
covers data type, tier, and retention.
Data Protection
Data Census Classification Index
~ ~-
Public Priority
Internal Non-Priority
Restricted Temporary
Data Retention ldentjfjcatjon
Department Abbreviation
Dataset Identification Number
I N PW-55
ExampJe: Internal • Non•Priority • Public Works • Dataset ld&nllflcatlon: 5S
The city relies on secured data assets for effective operation of city services. Protecting the availability
and confidentiality of sensitive city information is paramount to ensuring public trust. Certain data
sharing among partner agencies require specific levels of data security when accessing and creating new
records. Examples of such external data security requirements:
• California Department of Justice (CA DOJ) -Police Department Records
• U.S Criminal Justice Information Services (CJIS) Security Policy -Police Criminal Information
5
• The Health Insurance Portability and Accountability Act of 1996 (HIPAA) -Health Data
In addition to these required data security standards, the city has adopted internal security measures
and industry standards to ensure the protection of its data. A dedicated information security position
has been hired for overseeing city digital infrastructure security. Policies and guidance on acceptable
device use have been implemented by IT. Data access control auditing and password protection
strategies and appropriate use of multi-factor authentication have been implemented for all city staff
that access data systems. Redundant and isolated backup strategies have been developed to avert data
loss from attack or disaster. Data centers are. located in secured facilities and restricted data is
encrypted. All staff attend periodic security training to guard against and identify risks to external
threats and attacks.
Data Privacy
Data privacy is important to the city. Balancing transparency required by the California Public Records
Act and other related sunshine laws and the desire for privacy the city adheres to best practices in
adhering to all laws related to data privacy. The Chief Data Officer will annually consult with the city's
legal counsel ensure that the city is appropriately balancing legal requirements for public transparency
with the public's desire for data privacy.
Data Access Approval Process
This policy and program establishes an approval process for granting and maintaining staff access to city
data assets. This is distinct from the process whereby the public requests access to city records as part
of a public records request. This staff access approval process facilitates an informed decision making
approach for allowing interdepartmental data access and provides audit controls and access evaluation
clarity for reducing siloed datasets. Below is an example approval process for granting staff access to
data from another city department :
Req.-;.madeto
depa<tr.ler<dala
sieward !of cf.ala
acuss
Data 54e'owd ,ew!'VJS acccss
,_ -,-. to
depan'?10ntda1acen1US
doo."'1enl kl< :he doss-al raqu,sied dataset and Ja>PO
of~ to be g,rarted
AW011en1~~•
tea.Mnmendation l:O
"""'""" "'c1eny me request""" by""'
dopa,'!tneOI <lala ~-d
10 lhe depattmQra difed.K
o,COQfo,a;,p,cv.>I
mtla ncce~s rc-qt.JeSt is
re\1sed to addrBs issue.s ~--------~wised wi1hd~ni.JJ
Data Access Audit Process
reoomme1\da.tion or
raqt.:osc is \tlithdr;wm
0tipartmen1 ditec.tor
or COO app<OVU 0(
denies 1eque,s1 ppro
based an review ot ~-
Oonled
Awfv""'•= ~lssetlttolTm
<:Olloboracion ·Mill the
:1atas1e•;!ilJll,0""3ble
atee5S an<l te5t!<lf
<ttrec;ifOO<licnaiiy
IT""""'5 .,,,,,uwo!
record for
audit
Maintaining access controls is a key element to ensuring data is protected from authorized access and
reduces security risk. The annual data census includes a department level audit checkpoint to review
access to datasets and evaluate if the access is still needed. On a regular basis the Chief Data Officer,
and IT personnel will meet to evaluate access controls and risk mitigation prevention strategies based
on existing, new and emerging threats.
6
Backups & Redundancy
Data backup strategies of datasets outlined within the data census will be protected by IT in accordance
with the data prioritization, accessibility, resiliency, data retention classifications defined within this
policy. Additional backup processes and standards will be set by the data governance committee and
implemented within the data policy and program.
Annual Data Census
For data to be a strategic resource for informing operational goals, datasets must be maintained with
accuracy and accessibility standards. This section outlines processes to advance dat a quality and
methods to clean datasets for internal and public use.
Each year department data stewards and records liaisons will collaborate with t he Chief Data Officer to
prepare a department data inventory. This process will detail data that the department collects and
maintains as part of normal operations and will be part of the city's document retention program
catalog. The annual data census will be the comprehensive record of city data assets that will aid in
interdepartmental data sharing and citywide analytics.
The Chief Data Officer will prepare an annual report for the data governance committee on the state of
data within the city and present the annual data census that outlines all datasets within the city, current
progress on data quality managem·ent standards and goals for t he next year.
Data Quality Standards -Continuous Improvement
Establishment of a data quality standards will ensure data can be best leveraged to inform operational
effectiveness and reduce the inefficiencies of siloed information and repetitive data entry. Data quality
st andards will reduce the t ime to deliver quality city services and improve outcomes of operations
through increased reporting and transparency. The data governance committee will establish a
continuous improvement process.
Citywide Data Library
This policy shall establish a central data library to enable access to interdepartmental dataset s for
operational insights. This architecture will store structured, unstructured and semi-structured dat a for
staff to perform deep analysis without impacting production data systems and facilitate publication of
select datasets for community use. The citywide data library will contain a digital record of the datasets
outlined within the data census classification index and associated attributes to enable rapid querying of
information and methods to easily merge datasets together for reporting.
New Data System Evaluation and Replacement
The selection process of new data systems shall be a collaborative process between the data
governance committee, SDTIP development team and the sponsoring department. Data systems include
software that contains or stores information that is valuable to operational effectiveness or is integral
for the continuity of city business operations. This collaboration will ensure the city selects new data
systems that meet IT and data quality standards. In addition, the data governance committee will
participate in the system evaluation process and require specific RFP language to be ·included within any
7
new data system proposal request and contract. This will align new systems with technology
infrastructure, reporting standards and ensure proper records retent ion. Recommendations for contract
approval of new data systems will be jointly developed by the requesting department and the select
members of the data governance committee.
The following sample workflow is established to aid understanding the process for replacing or
implementing new data systems:
Software
Nei?d
Identified i--
(New/Replace)
4 L~ot A!)JlfOVed~
Department consulta1lon
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Procurement for software and evaluation of new data systems will be consistent with data quality
standards established within this policy. Select members from the data governance committee will
participate in the review and approval for new data systems that do not reach the size and scope
required for a request for proposal as defined within the city procurement rules.
Standards in Data Analytics Platform
A core reporting platform for citywide analytics and data driven decisions enables efficiency in
developing interdepartmental training, collaboration and auditing of data preparation methods. A
standard reporting platform will enable ease of publication for open datasets. The Chief Data Officer and
data governance committee shall establish a core reporting platform as the standard to be used
citywide. Selection of new data systems that enable use by these platforms will be preferred. The Chief
Data Officer will collaborate with departments on a workplan to convert key reports to the standard
reporting platform.
Data Science and Analytics Training
Unlocking operational data for greater visibility requires advanced skills and knowledge to deliver rich
analyt ics. The Chief Innovation Officer and Chief Data Officer will implement a training program t o
provide data stewards and select department staff with individual and group training.
Standards in Data Reporting
Data reporting standards w ill be established to ensure accuracy, attribution and accessibility of analysis
and reporting. All data analysis t hat is published and utilized for interdepartmental reporting will require
adherence to data reporting standards. The Chief Data Officer will establish, maintain and provide
training on data reporting standards.
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Framework for Data Publication
The data governance committee will collaborate with the Communications & Engagement and Records
Management Departments to prepare publication of new city datasets on t he city website or an open
data portal. Data publication will be prioritized based on community interest, departmental capacity and
data quality standards. This policy will cover the creation and operation of a city open data portal for
hosting datasets for public use and analysis.
The data governance committee will establish a formal procedure for publication of new datasets for
public distribution and maintaining access to city data assets. This procedure will include review by the
Communications & Engagement Department, City Attorney's Office, IT, and the Chief Data Officer.
Open Data Platform
A platform for the publication of datasets will be established as the citywide central hub to enable
community to access various datasets in accessible formats. The ·chief Data Officer will oversee the
operation of the open data platform and advise the data governance committee on platform
development, dataset publication progress and related systems that support the open data platform.
Open Data Maintenance and Review
The Chief Data Officer and data governance committee will evaluate the utilization of pu_blic datasets
and consider the level of effort involved with maintaining public datasets as part of a decommissioning
process to free resources for new publications. The city will use data publication resources strategically
to enable greater transparency, and continue to evolve the datasets published based on the needs of
the community and interest in data assets based on utilization. This approach will allow open data
publications to be relevant, current and adaptable.
Community Engagement with Open Data
The Chief Data Officer will lead efforts to engage the community in events that promote the use of city
public data. As the city, county and state provide more datasets for public analysis, the city will actively
engage the community in mining public data for insights and collaborative solutions. This effort seeks to
improve civic engagement, provide a platform for innovative crowd-sourced ideas for economic
development and share decision making approaches and analysis with the community.
ACTION:
This Administrative Order is effective im~ediately.
DATE: ____________ _
SCOTT CHADWICK
City Manager
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