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USER GUIDE - Data.gov.uk

1. DATA GOV UK ah Opening up Government USER GUIDE Administrators and Editors Version DATA GOV UK Opening up Government Account types Welcome this guide will helo you through the process of using Data gov uk as an administrator or an editor and using the account tools to maximize your experience of the site The first step is to understand the different types of account and what they are for DATA GOV UK Opening up Government Administrators The administrator account serves to Manage all editors creating editing metadata under a given parent department Administrators can create editors within their publisher hierarchy or across the family of publishers Administrators are e The people that will approve your editor rights request e First point of contact for FO request unless otherwise specified by the publisher e Create editors and other administrators e Moderators of the activity of editors across its hierarchy DATA GOV UK Opening up Government 8 Editors Editors are the people in charge of creating metadata records for their organisations in Data gov uk They have the ability to create and edit metadata for their assigned organisation Editors are also responsible tor regularly checking the comments on their datasets to capture ideas clarify questions users of the data may have or discover via feedback on the page issues with the quality of the data Editor
2. Dataset A dataset is a collection of data It can contain a single Tile several related files or several versions of the same item such as a dataset for monthly expenditure data Editor In data gov uk an editor is a person with publishing rights for an entity or parent department Editors can create new datasets or amend existing ones within those of the organisation they have rights for Entity An entity is a generic term in data gov uk to refer to a publisher An entity could be a parent department one of the bodies under a parent department s hierarchy or a combination of both hence entity allows us to encompass any of those possibilities Harvesting This is the process by which a series of web services and information is crawled or scanned if you wish to capture its information it is mainly used in our map viewing implementation to update dataset records JSON JavaScript Object Notation Is a text based open standard used for the interchange of data in a human readable form Parent Department A term referring to central departments in the UK government or to an entity to which the publisher has a direct reporting link or the immediate reporting institution above the publisher 43 DATA GOV UK Opening up Government ossary Publisher A publisher is an entity that publishes datasets in Data gov uk under its own identity such as Department for Transport Natural England the Audit Commission or the Judicial Appoin
3. Title URL Format Unclaimed Estates Ne http www bonavacar Check CSV Check Check all URLS 20 5 DATA GOV UK Opening up Government dd a dataset m A time series record is for files that will have newer iterations as time passes expenditure cyclical data etc Give the file a comprehensive title be succinct i e Bird population in Essex by type Provide the link to the file not to an html page but to the file directly Format will be added automatically You can then check if the address is correct by using the check url button or check all after you have finished adding the links Provide the date of the file not the date you are uploading follow the format suggested Data Files In this tab you enter the links to the files containing the actual data at the heart of this record Your record may be creating a single file record a record which points to just one file or you may be creating a timeseries record where multiple files are released over time for example the 25k spend data where a new data file is added to the record monthly This record is O A single file record a A timeseries record If your data comes in multiple formats use a line for each NB Do not put links to web pages here These and other useful documents that are not actually the data should go in the Additional resources section monthly Update frequency Other
4. When was it released as a dataset Extras URL Date released http www defra gow uk euidenceista The Internet link to a web page discussing the dataset e g hitp Awww somedept gov uk growth figures htm 1111 2010 Format DD MM AYYYY This is probably not the date that it is uploaded to data gow uk Be careful not to confuse a new version of some data with a new dataset covering another time period or geographic area 30 DATA GOV UK Opening up Government Ada 5 data SOT save amp Finish You can now save and finish the cre ati on J e d iti N g pr ocess _ Save and Finish Important By submitting content you agree to release your contnbutions under the terms amp conditions of the site Please refrain from editing this page if you are not happy to do this 31 EDITING DATA GOV UK Opening up Government Editing a record Editing a record uses the same simple metadata screen as in adding a dataset A couple of things to have in mina 1 We have introduced a theme structure to the tags as you are editing an existing record it may not have a theme selected before you save you must go to the themes section and ada them 2 If something is missing after clicking save and finish you will still be presented with the edit screen and a yellow triangle will appear next to the section that needs attention the system will also tell you wnat the problem is at the top of
5. Date O File Title URL Format May 2010 March 201 May 2010 March 201 https www gov uk go LSV Check April Augest 2011 April 2011 August 20 F vw gov uk go CSV 21 DATA GOV UK Opening up Government Check functionality The check functionality allows the system to identify the format of the file and automatically ada it to the record avoiding chances of different spellings The check all URLS option allows you to check that the URLs entered are all active and working Fyou encounter problems when clicking the check or check all URLs buttons no format appears in the format box or the check all URLs process takes too long dont use them may not work well with this feature 22 DATA GOV UK Opening up Government do I data sel Description Description Please add a description of the data set What does the data contain show Why was it produced Provide as much information about i lt is often displayed with the package title In particular it should start with a short sentence that describes the data set the fi le as you can remem ber th at succinctly because the first few words alone may be used in some views of the data sets Here is the place to state if there 1 l dd are any limitations or deficiencies to the data in order to enable users to evaluate the information even incomplete data the first few lines of this description may be adequate for some users will appe
6. Here you can manage which users have admin aitor 1 what rights regarding your publishing entity AN gt admin editor 2 Here you can add new users there is an admin editor autocomplete function just start typin P n A EE O aamin Editor the username you wish to add and then click save A list of suggested users will A O Admin Editor appear for you When you come back to this screen the user will be added and admin editor you can change their permissions Add editors User O NB A user might not appear on this list until that user has logged in and clicked on a page in the Data part of data gov uk Save Cancel 13 ADD OR EDIT A DATASET EEJ DATA cov uk Opening up Government Add a dataset Adding Location INSPIRE data Location data which comes under the INSPIRE legislation has a different mechanism for publication it must be harvested into data gov uk For more information see UK Location Discovery Metadata Service Operational Guide on the Library section under the Interact main menu htto data gov uk sites default files DMS 200perational 20Guide 202 2 10 paf DATA GOV UK Opening up Government dd a datase Two options to start publishing 1 Click on the lock icon and choose Administrator Tools add a dataset 2 Or click on add a dataset on the administrator toolbox on the main page of the publisher you wish to publish for this will automatic
7. UK Opening up Government AQ Q 5 Q ata sel Theme amp Tags 1 Select a primary theme from the drop down These are top level tags that place the record within a specific area 2 Choose a secondary granularity for the theme 3 Provide your own tags Tor the file See the TAGS section in this guide for a primer on creating tags Primary Theme 1 Please choose a prim me which this data record falls under from the options below See the themes page for more information O Business amp Economy O Crime amp Justice Defence O Education a Geography O Government O Government Spending O Health O Society O Transport Tags Secondary Theme 2 Ifthere are other themes 73 data select them here C Business amp Economy C Crime amp Justice C Defence O Education O Geography Government O Government Spending O Health O Society C Transport 3 Please provide additional tags for this data record to help users find and browse between related data records Just type and click enter to add more tags Tags Government Location address building central government di 26 DATA GOV UK Opening up Government Aad I data sel Additiona Additional resources You can add links to additional resources here Use a link for ea explaining the data or links to a website with more informatio sesource This could be PDFs of files Description Link Format Her
8. all datasets Openness report Listing the different 5 star ratings for each dataset for a given publisher Data Publication commitments A list of all the public commitments made by the publisher and links to those already completed Dataset analytics Listing analytics on usage and popularity for datasets and publisher 36 O DATA GOV UK z ES elle Opening up Government ags Tags are one of the most important aspects of record creation Proper and efficient tagging means your data will be accurately matched against search criteria Let s say we have a record and it is called Accident and Fatalities across southeast London 2006 2011 The record has a listing of accidents against the roads on which they happened type of vehicle involved just generic type like sedan lorry motorcycle no model Weather conditions at the time and a column with number of fatalities if any Let s say the file is a report produced every five years and it is known in the vernacular as AFSL There is no need to include the title as a tag a logical set of tags could be Roads fatalities highways London southeast Notice that tags are separated by spaces and tags with compound words have their internal spacing identified by a dash roads is self explanatory so is highways and London and southeast fatalities is in the title but it does not hurt to include it as it is a very specific key term regarding what the file deals with Thematically
9. ally select it as the publishing department 16 DATA GOV UK Opening up Government Ad Q 5 Q ata sel Publication wizard Dataset Editor Data Files The publication editing wizard 1 follows a tab structure When Description creating new datasets you will have to click on next at the bottom of the Licence wizard to continue Publisher Theme amp tags Additional resources Temporal coverage Geographic coverage Extras Stat ale 17 DATA GOV UK Opening up Government Add a dataset Think of a logical name for your 1 record if you are creating a new one Check the metadata guide in the library for more info 2 This is where the dataset will be located in DGUK once created you don t need to do anything with it Name Please name your data record Name Central Government P O Unique identifier for this data record dataset epims 18 DATA GOV UK Opening up Government Timeseries vs Single File It is very important that you select the right type of dataset Ifyou are publishing a dataset that will have updates across time yearly monthly etc then make sure you select the timesertes option on the data tiles section This will allow the date of the file to dictate the sorting so the latest file is automatically presented on top and everything else falls in chronological order IF you choose single file and then add subsequent publicat
10. ar in search results A list of all Government Procurement Card financial transactions spending over 500 made by the Foreign and Commonwealth Office as part of the Government s commitment to transparency in expenditure 23 DATA GOV UK Opening up Government Add a dataset s Leave as default unless the dataset is 1 bound by a different licensing scheme it should not as a rule If other is chosen in the drop down you will be able to add details for the license Licence Licence UK Open Government Licence The licence under which the dataset is released hos For most situations of central Departments and Local Authority data OGL this should be the Open Government Licence If you wish to release the data under a different licence please select Specify other and enter the name of the licence in the Licence other box provided 24 DATA GOV UK Opening up Government Ado a data SOT Pubisher This information is provided from our 1 records If the details are wrong you can modity them Publisher Published by Department for Environment Fo y Contact details Here are the contact details that will be displayed for this dataset The default Contact and FOI information is taken from the selected publisher but you may edit it for this dataset Publisher Contact Details Name Email Phone FOI Request Contact Details Name Email Phone 25 DATA GOV
11. cted birds and their numbers in the midlands This file is annual contains number of birds species classification location by ward and entity in charge of protecting It First we would tag this as bird not birds we would probably also choose midlands no caps and species We would ignore entities because there are too many to mention and the Tile is not about those entities but about the birds We ignore ward because you would have added that on the geographical details on the metadata We ignore location because by including ward you have set location We would also ignore annual because we would have created a timeseries for this file and choose annual Of course we would also ignore numbers Our search will include items on the metadata record besides tags to zoom into the right results Attempting to improve accuracy by tags is not only kind of lazy it also leads to incomplete records Filling in the metadata properly also saves you time The success of data gov uk is heavily linked to your care when filling in metadata 41 GLOSSARY DATA GOV UK Opening up Government ossary Administrator A person in charge of managing all editor accounts and corporate details for a parent department or an entity API Application Programming Interface is a set of specifications used by software to talk to each other in the case of Data gov uk a set of commands that applications can use to directly query the catalogue
12. e is a need to delete a dataset you need to contact your administrator or the Data gov uk team from the contact us link in the site Should delete previous versions of a data file when a new version becomes available No we keep historical versions once published if the dataset is for a single file and a new version of that file is available simply add it to the record if the data belongs to a time series simply add it Our website has a lovely portal where we publish our data can just point to it You must provide a link to the data file itself you can always add a link to your portal under the URL option in the extras section of the publishing wizard How do determine what data should be published in Data govuk Any data file that is made public by your entity should have a dataset record in Data gov uk the aim is to make as much data available as possible 46
13. e you can enter links to any other document or page that provides more Check EJ information on the data Check all URLs Mandate An Internet link to the enabling legislation that serves as the mandate for the collection or creation of this data if appropriate For example Public Record Act s 2 would be hittp Avwww_legislation gov uk id ukpga Eliz 2 6 7 51 section This should be taken from The National Archives Legislation website and where possible be a link directly to the relevant section of the Act 2 DATA GOV UK Opening up Government Add a dataset rm Time amp date Temporal coverage e g 21 03 2007 03 10 2009 or 07 45 31 03 2006 If available please indicate the time as well as the date Where data covers only a single day the second box can be left blank 1 If the data covers a range of dates i e all sales from 2010 to 2012 provide 28 DATA GOV UK Opening up Government AQ Q 5 Q ata sel Geographic coverage Geographic coverage England Give us an idea of the geographical L Scotland coverage of the data L Wales C Northern Ireland C Overseas C Global Where a dataset covers multiple areas the system will automatically group these e g England Scotland and Wales all being selected would be shown as Great Britain 29 DATA GOV UK Opening up Government Add a dataset 1 A link to yet more info on the data 2
14. ions you will have to order them manually you should not select single tle tor datasets that will have new files across time DATA GOV UK Opening up Government Add a dataset rr Choose whether you are creating a single file record a record for a one off file or a time series for a single file Give the file a comprehensive title Be succinct i e Bird population in Essex by type Provide the link to the file not to an html page but to the file directly Format will be added automatically You can then check if the address is correct by using the check url button or check all after you have finished adding the links You can add more files some returns even if they are single may contain more than one file by clicking the plus sign Data Files In this tab you enter the links to the files containing the actual data at the heart of this record Your record may be creating a single file record a record which points to just one file or you may be creating a timeseries record where multiple files are released over time for example the 25k spend data where a new data file is added to the record monthly This record is A single file record O A timeseries record If your data comes in multiple formats use a line for each NB Do not put links to web pages here These and other useful documents that are not actually the data should go in the Additional Resources section File
15. n 4 Select request to become an editor and fill out the form you should be notified by the publisher when you have been given publisher rights User Guide Become an editor f your organization is not yet in the ist of publishers then you should request that it is added by using the Contact us link at the bottom of the page In the same request provide your username and you can De added as an admin as well in one go PUBLISHER TOOLS Managing your account This section assumes that you have logged in to data goV uk DATA GOV UK Opening up Government aministrator Tools The lock icon your publishers Apps Interact Add a Dataset Dataset Harvesting NHS South Manchester CCG The lock icon allows you to see and go to any of the publishers you have rights for Air Accident Investigation Branch Belfast City Council British Council Cabinet Office Civil Service Learning Driver and Vehicle Licensing Agency The user Icon allows you to see your hee leno profile or log out Government Car and Despatch Agency Government Digital Services Green Investment Bank Healthcare Quality Improvement Partnership You can add a dataset directly from the Hillsborough Independent Panel menu or go to the harvesting page FRE RE A HM Inspectorate of Probation C HM Passport Office Judicial Office Marine Accident Investigation Branch lewcastle Under Lyme Boro
16. s e Create and edit metadata records for their organisation e Take implied responsibility tor keeping up to date with questions and issues with their records raised in the comments section of the metadata record page DATA GOV UK Opening up Government Getting an account 1 Click on the user icon on the top right of the screen 2 choose the want to create an account tab 3 Login into your new account clicking on the user icon again shoula show a drop down menu with a link to your profile and a logout option DATA GOV UK Opening up Government Getting an account 1 Your profile will provide you with different options depending on your permissions 2 If you are an editor administrator you will see new options under the data section a 3 A new blue lock icon appears next to the user icon this is where you can quickly access your publishers or manage harvesting only for those allowed User Guide Become an editor In order to create or edit datasets you will have to request editor rights from an administrator follow these steps 1 Log in and click on the data tab in the menu bar of data gov uk and select the publishers option trom the submenu 2 Find the name of the publisher for which you need editor permissions and go to its main page by clicking it 3 Click on the administrators icon on the icon bar on the top right of the page wan
17. the logical choices would be Transport Secondary tags we could choose Health or Society 38 DATA GOV UK Opening up Government We could then look at any other level of granularity we could include If the file is compiled primarily by the AA on behalf of the publisher even if the file does not mention that in its content it is worth adding AA as a tag This is an example of where the knowledge of the publisher can provide further accuracy We could choose to add the terms lorry sedan and motorcycle as tags this will give further granularity as the search engine does not know what s inside the file and someone may be looking for data on motorcycles any data Spelling ana repetition When you start entering your tags one thing to have in mind is the spelling of your key terms Stay in the singular unless it makes absolute sense to use plural like fatalities above so you would avoid motorcycles lorries sedans and stick with motorcycle lorry sedan The search engine autosuggests as soon as you start typing so users will be able to see what spelling has been used across the catalogue hence if we all stay with motorcycle the chances are that as the user starts typing moto they will see one tag and only one tag motorcycle Ignore capitals in tags stick to lower case no matter what 39 Don t rely on tags alone enter proper metadata DATA GOV UK Opening up Government Example a file callec Prote
18. the screen above the name tab Mame Data Files O 33 DATA GOV UK Opening up Government Check functionality The check functionality allows the system to identify the format of the file and automatically ada it to the record avoiding chances of different spellings The check all URLS option allows you to check that the URLs entered are all active and working Fyou encounter problems when clicking the check or check all URLs buttons no format appears in the format box or the check all URLs process takes too long dont use them may not work well with this feature 34 DATA GOV UK Opening up Government Editing a record You know everything went ok when you click save and finish and you are taken to the record view screen the dataset If after clicking Save and finish you are still in the editing screen then YOUR CHANGES HAVE NOT BEEN SAVED DATA GOV UK Opening up Government Reports Data govuk provides a series of reports to help you to manage your publications They are department related reports avallable rom departmental pages Reports a th e Broken links report ith e Feedback report e Openness report e Data publication commitments e Dataset analytics Currently we provide e Broken links report listing all resources with broken links for a given publisher Feedback report the number and feedback on the 5 criteria voting for
19. tments Commission Record A record is another name for a dataset sometimes an easier term to understand when trying to explain the dataset structure in Data gov uk Resources Resources are the files that comprise a dataset generally these are links to the data file itself Single fle record This is a record dataset that is a one off record It may contain several supporting files but its nature is fixed in time it does not get new data added in the future and ts core data files do not get updated with a newer version although links to information files included could be updated if newer better versions that provide better context are available Tag A tag is a keyword that allows the record to be associated with a specific concept Theme A theme is an overarching tag referring to key sectors i e health transport that allows the catalogue to create top level indexes of data related to these sectors in Data gov uk they are pre set and cannot be modified by Editors or Administrators Timeseres record A time series record is a record dataset for data that gets updated periodically be it monthly quarterly or annually URI Uniform Resource Identifier is a string of characters used to identify a resource in Data gov uk they identify a dataset record 44 O DATA GOV UK 0 0 Opening up Government FaQ Fl make a mistake can delete a dataset You can always go back and edit a dataset but you cannot delete it If ther
20. ugh Council NHS Central Manchester CCG nm VHS Cheshire and Merseyside Commissioning Support Unit VHS London VHS North Derbyshire CCG JHS North Manchester CCG VHS Wiltshire CCG Norfolk County Council Tel Office for Fair Access Prisons and Probation Ombudsman 11 DATA GOV UK Opening up Government Administrator lools The information icon bar and the administrator toolbox This row of icons gives you basic tools detailed below Cabinet Office CO Category UK Government Core Department gory P Administrator Tools The Cabinet Office supports the Prime Minister and Deputy Prime Minister and ensure the effective running of 2 The administrators DOX gives you ACCESS government We are also the corporate headquarters for government in partnership with HM Treasury and we to the key operations you need to take the lead in certain critical policy areas CO is a ministerial department supported by 18 agencies and perform edit user permissions is only Bee avallable to administrator accounts You can find out more at https www gov uk government organisations cabinet office List of editors and administrators Mail details for zZ department T 6 6 M A gi pa n Departmental RSS hierarchy reports subscription 12 DATA GOV UK Opening up Government Administrator Tools Editing user permissions administrators only RE O Admin Editor

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