Sheet 1: 01. Instruction Sheet

	
	
	
	

		
      
		


	
	

		
      ARKANSAS DATA CATALOG LEVEL 2: DATA ASSETS INVENTORY 
		


	
	

		
INSTRUCTION SHEET
		


	
	

		


		


		


	
	

		
PURPOSE: The purpose of this workbook is to provide a standard method of input to Level 2 of the Arkansas Data Catalog, which is an inventory of the data assets of each state agency.  Act 912 of 2017 requires every state agency to provide and maintain a data catalog of data housed by each state agency. This will help identify the utility, value, accountability and governance requirements of each agency's data, so it can be leveraged further for improved business decisions and outcomes for the State of Arkansas. Include only high value data assets pertinent to statewide purposes.
		


	
	

		
DUE DATE AND SUBMISSION: Submit one workbook per agency in an email to DIS CDO (adita.karkera@arkansas.gov). The due date for submission is 10/31/18. 
		


	
	

		
COVER SHEET AND REVISION HISTORY: Complete agency name and contact details.  Update the revision history to add a record indicating the creation/revision is complete. The data catalog will be reviewed quarterly for updates.
		


	
	

		
INVENTORY SHEET: Complete listing of data assets inventory using the column guidance provided below:
		


	
	

		
COLUMN
		
DESCRIPTION
		


	
	

		
1.    Data asset name
		
Name of data asset 
		


	
	

		
2.    Data asset description 
		
Description of the data asset. A data asset could be an application, a database, a spreadsheet or any other system of record. Mention the kind of information contained in the data asset.
		


	
	

		
3.    Business owner  & related organizational unit
		
Name of the person who has authority for decisions around this data asset and their organizational unit/section/division
		


	
	

		
4.    Data steward
		
Name of the person responsible for the governance & maintenance of this data asset; who should be contacted for any questions
		


	
	

		
5.    Format
		
Describes the format of the data (is it structured like a RDBMS, excel files or unstructured like mobile, text or image data)
		


	
	

		
6.   Size of the data asset in GB
		
Mention the size of the data provided in GB 
		


	
	

		
7.    Retention period
		
How many years of data is available in this data asset?
		


	
	

		
8.   Current business use
		
Describe the current business use or business value of the data asset 
		


	
	

		
9.   Other potential uses
		
Describe other potential uses or ideas of how this data asset might be useful
		


	
	

		
10.  Applicable business areas
		
Mention applicable business areas referencing back to Data Catalog Level 1 - Business Areas
		


	
	

		
11.  Open/Closed data
		
Choose from dropdown, whether this data asset is "Open" to public or is a "Closed" data asset
		


	
	

		
12.  Sensitive data  Y/N
		
Choose from dropdown, if the data asset has any Personally Identifiable Information (PII) or other sensitive information
		


	
	

		
13.  Regulations
		
Enlist any compliance/regulations protecting this data asset (for example FERPA, HIPPA, CJIS, etc.)
		


	
	

		
14.  Data flows 
		
Describe any data flows to or from the agency, including any public or private sector entities 
		


	
	

		
15.  Governing documents and parties
		
List any governing documents (MOUs , DSAs or others) and parties associated with the sharing of this data asset.
		


	
	

		
16.  Data quality ratings
		
Choose from dropdown and rate the data quality in the scale 1 to 5,   (1 = Poor,2 = Fair,3 = Good,4 = Very Good,5 = Excellent)
		


	
	

		
17.  Remarks
		
Additional remarks if any (for example, data destruction policies, details of the kind of sensitive information stored in it, etc)