Administrative dataData collected and used for the purposes of performing governmental operational functions. This includes data collected and used during delivery of a program or service and data generated and used for internal government processes, such as Human Resources and Finances. Administrative data may be generated through transactions, record keeping, or registration, amongst other activities. Administrative data may be used secondarily for analytical purposes, but its primary function is to serve an operational function.
Aggregate dataData collected or published in a summarized format (e.g. Percentage of a population that uses traditional medicines), rather than individual data points for individuals .
Analytical dataData used in aggregate to perform analysis that will support decision-making, such as program evaluation, comparison, or research. Analytic data may have been collected primarily for analytic functions (e.g. survey data) or may have been collected primarily for other purposes (e.g. administrative data). Data becomes analytical data when it is used for analytical purposes. In other words, a piece of data may have initially been collected and used for administrative functions but becomes analytical data when it is used as an input to an analysis.
Anonymous dataData without identifiers so that individuals cannot be identified.
ArchiveSystem that maintains records of enduring value for long-term preservation.
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BackupExact copies of files, data, databases stored in a separate location from the main files, data, and databases, which are available for use in the event of loss, disaster or emergency.
Baseline dataData collected at a starting point, for example, prior to implementing an initiative.
Best practicesGenerally accepted ways of doing things successfully.
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Categorical dataVariables for which there are a set list of categories to select from. There are two types of categorical data: Nominal data: The category options have no particular order (e.g. gender, religion). Ordinal data: The category options have a natural order (e.g. a range of response options from excellent to poor).
CensusOfficial government records that documents characteristics of a population.
Closed questionA survey question for which there are fixed response options.
Coded dataDirect identifiers are removed from data and replaced with a code. The identifiers are linked to the code in a separate file from the rest of the data.
ConsentAgreement that proves that an individual freely provided their personal information for a particular use and that the individual was fully informed about the intended use of their personal information.
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DashboardSoftware where a number of mini-applications can be reviewed, managed or reported.
DataQualitative or quantitative information that is collected for reference or analysis, and includes stories, facts, measurements, values, qualities, or observations.
Data archiveSystem that stores data for long-term preservation.
Data classificationSystematic arrangement of data records into categories based on type of files, metadata or security levels according to a classification system.
Data custodianCustodians are responsible for the technical aspects of data management (ie. IT personnel). A custodian could also represent an organization that has been given permission to analyze or report on the data but is not accountable for the data and its proper use.
Data destructionProcess of eliminating or deleting records, beyond any possible reconstruction.
Data dispositionRange of processes to destroy data, retain data permanently in the organization or transfer data to an archive.
Data governanceThe organizing laws, policies, frameworks, and systems that support an organization to manage its data efficiently and effectively as an asset of the organization. Data governance involves ensuring compliance with the law, and oversees the implementation of communications, metrics, policies, procedures, and tools for data management. Data governance employs shared decision-making within the organization regarding planning, monitoring, managing and oversight over data.
Data life cycleStages of life for data including acquisition, analysis, reportng and knowledge translation, archiving, and deletion.
Data managementField of management responsible for the development, execution, and supervision of plans, policies, programs, and practices that deliver, control, protect, and enhance the value of data throughout their lifecycles.
Data mapRecord of where data is located in the organization, what types of data are stored, who owns the data, and who accesses the data.
Data ownershipIndividual or organization who has the legal rights to data and who retains data after a project is completed, including the right to transfer data between institutions.
Data preservationThe long-term storage and ultimate disposal of data that is not currently in use.
Data processingPerforming actions on data to generate more meaningful forms, such as checking for errors, generating new data points from existing data points, reformatting data, and linking data.
Data qualityDegree to which the data satisfies the needs of users.
Data residencyThe geographic location of the physical server that houses data. This concept is important in discussions about using cloud-based technology.
Data sovereignty (for Indigenous governments)The ability of an Indigenous Government to access, collect, control, and utilize data about its citizens and territories. This includes the ability to collaborate with other governments where there is shared jurisdiction in these areas.
Data stewardIndividual, department, or organization responsible for the storage, protection, and proper use of data. Data stewards implement the decisions of the data governing body.
Data storageThe storage and organization of data that is currently in use.
DatabaseCollection of data organized in a computer system to be accessed and managed.
Deidentified dataData about an individual for which identifying information has been removed and the individual cannot be easily identified.
Evergreen contractContract that is automatically renewed at the same time every year and continues until the payor gives written notice to end the contract.
External dataData that comes from outside the organization.
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Geographical Information SystemInformation system dealing with information concerning phenomena associated with location relative to the Earth.
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HardwarePhysical components that a computer system requires to function.
Identifying informationAny data points that can be used to identify an individual (direct identifiers) or combination of data points that can be used to identify an individual (indirect identifiers). Examples of direct identifiers include name, address, and personal health number. Examples of indirect identifiers include date of birth, gender, and ethnicity. Particularly for small populations, attention must be paid to the combination of indirect identifiers in a database. For example, date of birth is identifying information within a small population.
IndicatorA piece of data or a composite of several pieces of data that, tracked over time, measure outcomes.
Inferential statisticsData that is used to make generalizations about a population based on a sample of the population.
InformationAll types of information held by an organization, including data, paper, electronic records (documents), images, and communications, and other forms of documented knowledge.
Information GovernanceA strategic, cross-disciplinary framework composed of standards, processes, roles, and metrics that holds organizations and individuals accountable for the proper handling of information assets. The framework helps organizations achieve business objectives, facilitates compliance with external requirements, and minimizes risk posed by substandard information handling practices. Note: Records and information management (RIM) is an essential building block of an information governance program.
Internal dataData that comes from inside the organization.
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MetadataData describing context, content, and structure of data and their management through time. They typically include: definitions, models and data flows.
Metric dataAlso known as quantitative or numerical data.
Naming conventionStandard rules applied to electronic documents and folders. Naming documents consistently, logically, and in a predictable way distinguishes them from one another at a glance and facilitates their storage and retrieval. Naming conventions typically include: dates, names, record types, titles, numbers, versions, and authors.
Nominal dataA type of categorical data for which the category options for the data point have no particular order (e.g. gender, religion).
Non-response errorThe error introduced when individuals do not respond to a survey or a particular survey question. If a large percentage of your survey population does not respond to the survey or a survey question, it becomes more likely that your results will not be representative of the total population.
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Open dataData available without legal restrictions such as copyright and are free to use by anyone.
Open questionA survey question which the respondent can answer however they wish.
Ordinal dataA type of categorical data for which the category options have a natural order (e.g. A range of response options from excellent to poor).
OutlierA value that is substantially different from other values in a data set. Outliers are most easily identified when data sets are visualized in a graph.
PopulationAll of the units of interest in a study (e.g. all of the people, animals, cases, items, etc.). In the context of SGIG socioeconomic indicators, the population is all SGIG citizens.
Primary dataData that has been collected for the express purpose of a project.
Privacy An individual’s right to be left alone, free from intrusion or interference by others.
Privacy impact assessmentWritten review of a program or project to ensure personal information is protected.
Qualitative researchResearch focused on words, descriptions, experiences, thoughts, feelings, and context. Qualitative research is typically exploratory. It is often used to get a better understanding of an issue and to generate theories about it. Qualitative research can be used to expand your understanding of quantitative research findings. Qualitative methods include focus groups, in-depth interviews, case studies, literature reviews, and brainstorming.
Quality assuranceProcedures for monitoring and assessing a system, aiming to maintain a desired level of quality.
Quantitative researchResearch focused on measurement and numbers. Conclusions are often projected onto a larger population. Quantitative research is used to generate an understanding of the magnitude or frequency of something across a population. Quantitative research can be performed using qualitative data (e.g. using categorical data, see below).
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RecordInformation created, received or maintained as evidence and as an asset by an organization or person, in pursuance of legal obligations or in the transaction of business.
Records and information managementField of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. Also known as RIM.
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Secondary dataData that has been collected for some purpose other than the project it is currently being used for.
Shared driveComputer disk drives containing data that are accessible from other computers. Also known as a network file share.
Socioeconomic dataData related to any aspect of socioeconomics, such as health, education, housing, culture and language, and employment. This data may be held in written, electronic, or oral formats.
Socioeconomic gapsGaps in socioeconomic outcomes (i.e. health, education, housing, culture and language, and employment) between one group of people and another group of people.
SoftwareComputer programs, procedures, and data associated with the operation of a computer system.
StandardGuide written by experts in their field approved by a recognized standards organization like the International Organization for Standardization (ISO).
StatisticsThe study, analysis, and interpretation of data.
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VariableEach data point in a data set. Each question in a survey is a variable (e.g. age, gender, participation in a program).
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WorkflowThe sequence of processes through which a piece of work passes from initiation to completion.
