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UKSG Conference April 2013 Phil Nicolson Slide 2 Data Governance What is Data Governance What is Data Quality The challenges Data governance programme A publisher approach The outcome: Book author example ICEDIS Summary Slide 3 Data governance I think that the key issue here, is that the information is probably incorrect, inaccurate and in a form that almost certainly shouldn't have been used Dr John Thomson cardiologist at Leeds General Infirmary, Sky News 30/3/2013 Slide 4 Data Governance a definition Slide 5 Data Quality - definitions Slide 6 Data Quality Data quality attributes: Accurate Reliable Complete Appropriate Timely Credible Up-to-date Slide 7 The challenge: Data Sources Multiple data sources system data silos Multiple locations geographic data silos Data entered through multiple channels Data entered by different people Slide 8 The challenge: Data Sources Typical publisher systems: Data can be entered by: Financial system CRM/Sales database Authentication system Fulfilment Usage statistics Submissions system Author database .. Organisation staff Authors Society members Agents in the supply chain 3 rd party organisations .. Slide 9 The challenge: Institutions UCL: University College London (UK) Universit Catholique de Louvain (Belgium) Universidad Cristiana Latinoamericana (Ecuador) University College Lilleblt (Denmark) Centro Universitario Celso Lisboa (Brazil) Union County Library (USA) NPL: National Physical Laboratory (UK) National Physical Laboratory (India) York Uni. University of York (UK) York University (Canada) Northeastern University: Northeastern University (Boston, USA) Northeastern University (Shenyang, China) Slide 10 The challenge: Individuals How can we uniquely identify individuals? Of the 700,000 individuals known to the RSC in 2012 there were: Smith: ~1,500 Jones: ~1,000 Li: >10,000 Slide 11 Consequences of poor data Slide 12 Biggest obstacle(s) to data quality improvement in your organization? Lack of accountability and responsibility for data quality55.4% Too many information silos51.8% Lack of awareness or communication of the magnitude of data quality problems51.4% Lack of common understanding of what data quality means50.2% Lack of awareness or communication of the opportunities associated with high quality data45.0% Lack of senior leadership in tackling data quality issues44.2% Lack of data quality policies, plans, and procedures42.2% Perception that data quality is an IT issue only rather than an organisation wide issue41.8% The State of Information and Data Quality 2012 Industry Survey& Report, (IAIDQ) Understanding how Organizations Manage the Quality of their Information and Data Assets. Pierce, Yonke, Malik, Nagaraj Slide 13 Data Governance why it is vital processes, policies, standards ensure quality and consistency Increase consistency and confidence in our decision making Maximise the income generation potential of our data Provide excellent customer service Designating accountability for information quality Minimising or eliminating re-work Optimise staff effectiveness Decreasing the risk of regulatory fines Improving data security Data is one of the most valuable assets within an organisation Slide 14 Data governance a new culture Slide 15 Data governance programme Slide 16 Plan & prioritise Sponsorship: director level sponsor? Program management: business or IT driven? Organisational structure: local, national, international? Scope: focus on the most important data? Ownership: who are the business owners of critical data? New system implementation: protect investment Slide 17 Plan & prioritise Resources: dedicated staff? Funding: which area of the business will fund the program? Business drivers: what are the major business drivers? Barriers: what are the main barriers (cultural, funding, resources, priorities etc.) and can they be mitigated Slide 18 Audit & Analyse Audit existing data quality Review all relevant systems How poor is it? Incomplete data Invalid Out of date . Slide 19 Clean existing data Prioritise Quick wins Highlight progress What can be automated? Introduce unique identifiers Slide 20 Identifiers available People International Standard Name Identifier (ISNI) Open Researcher and Contributor ID (ORCID) Scopus Author Identifier ResearcherID Organisations International Standard Name Identifier (ISNI) Ringgold ID DUNS Number (D&B) and other business and finance IDs MDR PID Numbers and other marketing IDs Library of Congress MARC Code List for Organizations Slide 21 ISNI ISNI Number Party ID 2Party ID 1 Proprietary Information and/or Metadata Proprietary Information and/or Metadata ISNI is designed to be a bridge identifier Slide 22 Author IDs ORCID is designed to persistently identify and disambiguate scholarly researchers and attach them to research output ORCID identifiers utilize a format compliant with the ISNI ISO standard ISNI has reserved a block of identifiers for use by ORCID, so there will be no overlaps in assignments Recorded as http://orcid.org/0000-0001-2345-6789 http://about.orcid.org/ http://www.isni.org/ Slide 23 Use cases Disambiguation of researchers and connection to all their research Links to contributors, editors, compilers and others involved in the research process Embed IDs into research workflows and the supply chain Integrate systems Slide 24 Institutional IDs Ringgold is an ISNI Registration Agency Unique institutional ID number maps data across systems ISNI numbers should be used across the scholarly supply chain to: Disambiguate institutional records Eradicate duplication of data Map institutions into their hierarchy Link systems using the institutional ID as the lynchpin Slide 25 Minimising the impact of data silos Standard identifiers (both individual and institution) can be used to breakdown silos by enabling better system linking: Slide 26 Improve data capture Data quality policy Web forms Closer collaboration with 3 rd parties to encourage use of industry standard identifiers such as ISNI or ORCID Slide 27 Data capture - data quality policy Design to ensure accuracy, quality and consistency Individual responsibilities: All staff are responsible for the accuracy and consistency of data Capture data in such a way that it is uniquely identifiable and easily shared within the organisation and with 3 rd parties Records relating to individuals Records relating to institutions Reporting of inaccuracies to Data Owners Data owners responsibilities: All source data systems must have a designated Data Owner Data owner retains overall responsibility for all records within their source data system Slide 28 Improve data capture web forms Required fields Validation Address validation postcode lookup Institution validation institution lookup Internal and external web form consistency Language barriers Help and hints Free-text fields Slide 29 On-going monitoring Dashboards Regular audits Metrics Institutional Linking Rate Staff awareness Reporting of errors Slide 30 A publisher example Develop a Data Governance Programme Data champion Engagement at all levels Ownership at all levels Allocate necessary resources Guidelines/Policy - Data quality policy Processes put in place Education - raise awareness New staff training on Data Governance and their wider impact Change of culture Slide 31 A publisher example Ringgold and DataSalon client All institutional records contain Ringgold Identifiers System linking via Individual and Institutional identifiers Data (both good and bad) visible to all via MasterVision Use of data governance dashboards Tidying of existing data Simple reporting of incorrect data across organisation New data captured correctly Slide 32 Author database 1. Create a data governance dashboard to monitor problem areas: Book authors with no related institution Unknown book authors Author records without an affiliation entry Author records with commas in the affiliation entry Book authors without an email address Book authors with an invalid email address 2. Correct problem records in existing data Dashboard clearly highlighted all records of concern and these records were corrected Slide 33 Author database 3. Ensure new records are created correctly Raise staff understanding of the importance of capturing data correctly and the impact it has across the organisation as a whole (data silos) Training covering data governance 4. Ensure appropriate Ringgold coverage Where institutions were discovered in the Author database that didnt exist within Identify these were reported to Ringgold. This not only means that individual authors can be linked to the new institution but that any individuals in other data sources at the same institution can be linked. This benefits all users of our data and potentially highlights new sales opportunities. 5. Monitor data quality on an on-going basis Books data governance dashboard update on a weekly basis. Slide 34 Author database results 10% will never link: Missing data (old records) Institution no longer exists Retired author Genuinely no related institution End of process: 15% increase in authors linked to institutions - information valuable in supporting all areas of the business Ready for data migration Slide 35 ICEDIS The international standards organization EDItEUR is working to encourage improvements in the ways that "party" information is communicated Some parts of the supply chain continue to send unstructured name & address records, making matching, disambiguation and automatic ingest near impossible ICEDIS has collaborated with EDItEUR to develop a highly structured data model for exchanging names, addresses and standard identifiers. The group has recently been validating the model by means of a "paper pilot", using a small library of about 100 name & address types An XML schema and HTML documentation are freely available www.editeur.org www.editeur.org/138/Structured-Name-and-Address-Model info@editeur.org Slide 36 Summary Your data is a very valuable asset when managed correctly Establishing a data governance programme will enable you to gain maximum benefit from that data Data governance is as much about changing the culture of an organisation as it is about processes and procedures It will take time but the benefits can be enormous Slide 37 Phil Nicolson Data Manager Ringgold Inc. phil.nicolson@ringgold.com