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The document covers steps for gathering organization-wide data, identifying gaps, addressing discrepancies, limiting access to sensitive information, and supporting data custodians. 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Take note of the files included within this pack:  \n» Basic Data Inventory Template (Excel Spreadsheet)  \n» Data Inventory Guide and Glossary (PDF)  \n» Staff Email Template (Word Doc)  \nFill out the spreadsheet  \nStart by filling out the template for your own team to get a feel for the tool.  \nRefer to the glossary below for definitions  \nIf you, or your colleagues, are unsure about the definitions or how to answer for any of the columns you can use the included glossary for more information.  \nReach out to teams across your organisation  \nNext, you’ll want to capture the data from across the organisation. To help you capture this information, we have included a template email within the Data Inventory Pack that you can use with suggested text to share with the data champion from each team.  \nAnalyse your inventory  \nOnce you have collated your completed spreadsheet, you will want to analyse your results for the following.  \nAddress any discrepancies and gaps  \nTry to identify any gaps in information. Are there any data being overlooked? Engage the relevant team members as necessary.  \nIdentify and limit access to sensitive data  \nEnsure the right team members have the right levels of clearance to access data. Some more sensitive data may be locked to certain team members per your own internal policies. Put appropriate barriers in place to remove access to sensitive data as required. Start here (A Guide to Data Sharing Agreements and Data Privacy Resources – Digital Transformation Hub) to help you understand your responsibilities under the Privacy Act and take practical actions.  \nIdentify and support your data custodians  \nEnsure that all data custodians have the understanding and support to be responsible for the ongoing care and management of the dataset, and that they have the decision-making authority should questions about said dataset arise.  \nUnderstand data locations and use  \nIdentify and clearly note where data is held and if any can be used for research or AI projects.  \nUnderstand your metadata needs  \nDo you collect data that could be reused or combined to generate new insights, or meet reporting requirements?  \nConsider a data policy  \nNow that you have oversight of all of your data, do you have a data policy in place that’s sufficient to support and protect your organisation’s data?  \nKeep the list up to date  \nEnsure that the list is kept updated and relevant leaders are aware of where the inventory is held in the event of data decisions, AI or research projects, cyber security or IT requirements. Set up an annual calendar entry for reviewing the inventory.  \nImportant note about this inventory template  \nWe have adapted the Inventory template developed initially by the Office for the National Data Commissioner so that it can be useful for NFPs. We have also added information about Indigenous data to help organisations improve their understanding and reporting and move towards CARE principles because how you classify data as sensitive can be different for Indigenous communities. The CARE principles are a vital structure for ensuring that your data supports Indigenous data sovereignty.  \nGlossary  \nIf you’re not sure about what any of the terms/fields mean, or how to use them, you can review those filed in our glossary below.  \nIdentifier  \nDefinition and Guidance  \nThe identifier is used to distinguish the data asset as unique and different to another data asset. It is key to finding the data asset and ensuring the specific data asset can be referenced without confusion.  \nIdeally it is globally unique, such as a Digital Object Identifier (DOI) . However, the identifier can start with an acronym relevant ","cbCaiebW9rfgjFac","https://ap.wps.com/l/cbCaiebW9rfgjFac","pdf",764807,"English","# How to use the Basic Data Inventory Template\n## Download the Data Inventory Pack\n## Fill out the spreadsheet\n## Analyse your inventory\n## Address any discrepancies and gaps\n## Identify and limit access to sensitive data\n## Identify and support your data custodians\n## Understand data locations and use\n## Understand your metadata needs\n## Consider a data policy\n## Keep the list up to date\n# Important note about this inventory template\n# Glossary\n## Identifier\n## CARE alignment\n## Metadata and cultural context\n## Team\n## Title\n## Description","[{\"question\":\"What is the purpose of the Data Inventory Guide and Glossary?\",\"answer\":\"It supports completion of the Data Inventory Pack by explaining how to use the Basic Data Inventory Template and providing definitions for key terms and fields.\"},{\"question\":\"How should teams handle sensitive data in the inventory?\",\"answer\":\"Ensure appropriate clearance levels for the right team members, apply barriers in line with internal policies, and restrict access to sensitive datasets as required.\"},{\"question\":\"What does the glossary define, and why is it important?\",\"answer\":\"It provides clear definitions and guidance for inventory fields so users can complete columns consistently and understand how each data asset should be described and identified.\"}]","Data Inventory Guide and Glossary - How to Use and Key Definitions | PDF",1789178761]