Sheet 1: Instructions

	
	
	

		
Instructions
		
	

		
High Value Data Inventory - Agency Input
		
	

		
Version V2.0
		
	

		


		


	
	

		
Instructions
		


	
	

		
Purpose: The purpose of this tool is to provide a uniform mechanism to comply with the high value data inventory requirements outlined by Public Act 18-175. 
		
	

		
How To Use: This template is designed for agencies completing their high value data inventory for the first time.  Agencies that have completed a high value data inventory in the past should request a copy of their inventory to review on an annual basis rather than developing a new inventory each year. To complete the high value inventory for the first time, first complete the "Cover Sheet", then complete the "Input Sheet (Non GIS)" and "Input Sheet (GIS)" if applicable.  All blue-colored worksheets  ("Instructions", "Standardization of Terms", "Sample Non-GIS Input", "Sample GIS Input", and "Values") are for informational or calculation purposes only and should not be edited. Input worksheets contain pop-up comments that offer column guidance and appear when the mouse pointer hovers over a cell in the header row. Most input cells are free text entry, while some use drop-down interaction.
		
	

		
Due Date and Submission Process: High value data inventories are due to the Chief Data Officer by December 31 of each year. Please submit one workbook per agency as an attachment in email to Scott Gaul, Chief Data Officer, at scott.gaul@ct.gov.

		
	

		
Questions or Issues: Any questions, issues, or suggestions about how this tool works can be directed to scott.gaul@ct.gov.
		
	

		
Why Inventory Data: Data is a valuable strategic asset. As state agencies we invest public funds in the creation and maintenance of data in order to administer numerous state policies, programs, and services. In order to ensure that we are managing the states data appropriately, it is important to maintain an inventory of these assets. In the same way that we manage our physical assets such as buildings, vehicles, or other property; we must similarly manage our data assets. 
		
	

		
What to Inventory:
Public Act 18-175 requires each executive branch agency to inventory “high value data.” The act defines “high value data” as meeting any one or more of the following criteria:
  Critical to the operation of an executive branch agency
  Can increase agency accountability and responsiveness
  Can improve public knowledge of the agency and its operations
  Can further the core mission of the agency
  Can create economic opportunity
  Is frequently requested by the public
  Responds to a need or demand identified by the agency through public consultation
  Is used to satisfy a legislative reporting requirement

		
	

		
Generally, these should be interpreted as any primary data sources the agency collects or maintains to carry out its statutory, regulatory, core functions, or for federal programs or requirements. 
		
	

		
It is recommended that the agency use its IT Application Inventory as a starting point.
		
	

		
What Not to Inventory:
Reports or datasets generated from primary sources
Data that the agency uses, but which is obtained from another agency
		
	

		
Identification of Applications and Data Repositories: Please fill in each section with as complete information as possible.  For collections of data, such as Excel spreadsheets, that satisfy a business function can be rolled up with the information by indicating application, application description, major entities and any relevant compliance.  
		
	

		
Public Act 18-175
		
	

		


		


	
	

		
Workbook Structure
		


	
	

		
Instructions
		
Provides the purpose and instructions for using the High Value Data Inventory - Agency Input workbook.
	
	

		
Cover Sheet
		
Identifies the responding agency and its point of contact.
	
	

		
Input Sheet (Non GIS)
		
The agency's input sheet to populate non-GIS datasets for the High Value Data Inventory.
	
	

		
Input Sheet (GIS)
		
The agency's input sheet to populate GIS datasets for the High Value Data Inventory.
	
	

		
Standardization of Terms
		
Defines terms used within the High Value Data Inventory - Agency Input workbook.
	
	

		
Sample Non-GIS Input
		
A copy of the input sheet with samples of appropriate responses and level of detail expected for non-GIS datasets.
	
	

		
Sample GIS Input
		
A copy of the input sheet with samples of appropriate responses and level of detail expected for GIS datasets.
	
	

		
Values
		
Used to store code values for drop down menus, titles, etc. - only for administering the workbook.
	



Sheet 2: Cover Sheet

	
	
	
	

		
Cover Sheet
		
	

		
High Value Data Inventory - Agency Input
		
	

		
Version V2.0
		
	

		


		


		


	
	

		
Agency Acronym:
		


		
	

		
Agency Name:
		


		
	

		
Point of Contact:
		


		
	

		
Contact Phone #:
		


		
	

		
Contact Email:
		


		
	

		
Submission Date:
		


		



Sheet 3: Input Sheet (Non GIS)

	
	
	
	
	
	
	
	
	

		
Agency Input Sheet (Non-GIS)
		


		


		


		


		


		


		


		


		


		


	
	

		
High Value Data Inventory - Agency Input
		


		


		


		


		


		


		


		


		


		


	
	

		
Version V2.0
		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


	
	

		

		Provide the name or alias (and acronym) by which the application or dataset is known. Datasets without an application such as a data warehouse or data lake should also be listed here. Please separate multiple application names by a semicolon.
		Application/Dataset/
Data Repository
		
Application/Dataset Description 
		

		Describe the business function as it relates to key performance indicators per the agencies' charter (i.e. engineering, permitting, accounting, regulatory, cross-functional)
		Business Function/Area
		

		Identify machine readability of the dataset.
		Dataset Structure
		

		Describe the  major areas of information in the dataset (driver license, corporate filing, permit applications, etc.)
		Major Entities in Dataset
		

		PII:
Personally Identifiable Information
PHI: Protected Health Information
		Does Dataset Include PII or PHI?
		
Public or Protected
		
Additional Protected Data Details
		
Governed by an MOU?
		

		A business data steward who has authority for decisions about data within their domain. Specify the individual point of contact, role, and/or the position responsible.

		Data Owner
(may be role or position)
		

		Responsible for the governance of data to ensure fitness for purpose of content and metadata. Stewards exercise established process, policy, guidance, compliance and rule in this effort.
		Data Steward
(may be role or position)
		
Sensitivity to Disclosing Existence of the Data
(include justification and point of contact for additional discussion)