Data Owner

Role overview

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Your mission: You ensure that data-related elementsData-related elementsA collective term for Datasets, Data structures, Data pools and Data sources. meet your organization's governance requirements before they are made available. Your goal is to review and release DatasetsDatasetA data-related element that contains processed data and makes it available for consumption. A Dataset is populated via Pipelines and carries Metadata and access permissions., Data structures, and Data sourcesData sourceA data-related element that represents the origin of data. It defines how data is connected, accessed, and ingested into the Platform, such as an external database or sensor network..

Why your role is vital: You are the "Decision Maker". You ensure that data-related elementsData-related elementsA collective term for Datasets, Data structures, Data pools and Data sources. meet quality and governance requirements before they are used.

Defining your scope: You work on DatasetsDatasetA data-related element that contains processed data and makes it available for consumption. A Dataset is populated via Pipelines and carries Metadata and access permissions., Data structures, and Data sourcesData sourceA data-related element that represents the origin of data. It defines how data is connected, accessed, and ingested into the Platform, such as an external database or sensor network. from a governance perspective. You define rules, review, and approve them for use.

Your core responsibilities

• Define governance guidelines: You define rules for data quality, structure, and usage
• Review data-related elementsData-related elementsA collective term for Datasets, Data structures, Data pools and Data sources.: You validate DatasetsDatasetA data-related element that contains processed data and makes it available for consumption. A Dataset is populated via Pipelines and carries Metadata and access permissions., Data structures, and Data sourcesData sourceA data-related element that represents the origin of data. It defines how data is connected, accessed, and ingested into the Platform, such as an external database or sensor network. for completeness and correctness
• Manage release decisions: You decide when data-related elementsData-related elementsA collective term for Datasets, Data structures, Data pools and Data sources. move to Available and can be used
• Approve data availability: Release data-related elementsData-related elementsA collective term for Datasets, Data structures, Data pools and Data sources. so they become available for use

Outside your scope

It is not your responsibility to create or configure data-related elementsData-related elementsA collective term for Datasets, Data structures, Data pools and Data sources. in detail.

If you design Data structures, integrate Data sourcesData sourceA data-related element that represents the origin of data. It defines how data is connected, accessed, and ingested into the Platform, such as an external database or sensor network., or build pipelines, the Data Architect or Data Steward role is likely the right role for you.

If you manage Users, Groups, or Roles, or configure platform-wide access, the Tenant Admin role is likely the right role for you.

Understanding the Authorisation Logic

To review and release data-related elementsData-related elementsA collective term for Datasets, Data structures, Data pools and Data sources., you need the appropriate permissions.

The access logic: Access is always the result of a User being assigned to a Group, and that Group being assigned a Role at a specific Scope.

Scopes: Roles can apply at Platform level, on a Data poolData poolA governed, centralized collection of Datasets that are managed together within the Platform. It provides a shared place to organize, discover, and access data, including associated metadata, ownership, and access permissions. With Data pools users can cluster their Datasets according to their organizational structure (e.g., by Departments, Offices)., or on specific data-related elementsData-related elementsA collective term for Datasets, Data structures, Data pools and Data sources. such as DatasetsDatasetA data-related element that contains processed data and makes it available for consumption. A Dataset is populated via Pipelines and carries Metadata and access permissions., Data sourcesData sourceA data-related element that represents the origin of data. It defines how data is connected, accessed, and ingested into the Platform, such as an external database or sensor network., and Data structures.

As a Data Owner, your Role can be assigned either:

• at Platform level, giving you access to all data-related elementsData-related elementsA collective term for Datasets, Data structures, Data pools and Data sources.
• or on specific data-related elementsData-related elementsA collective term for Datasets, Data structures, Data pools and Data sources., limiting your access to a defined scope

You can also update access by assigning or removing Groups and Roles.

Be careful when updating access

When changing assignments, make sure not to remove your own access.

If you remove the Group or Role that gives you access to a data-related element, you may lose access to it.

→ Deep Dive Authorisation

Typical tasks

Your work in CIVITAS/CORE focuses on governance and release:

• Review and release Data structures and Data sourcesData sourceA data-related element that represents the origin of data. It defines how data is connected, accessed, and ingested into the Platform, such as an external database or sensor network.: Ensure they are valid and ready to be used in pipelines, and set them to available
• Review and release DatasetsDatasetA data-related element that contains processed data and makes it available for consumption. A Dataset is populated via Pipelines and carries Metadata and access permissions.: Review DatasetsDatasetA data-related element that contains processed data and makes it available for consumption. A Dataset is populated via Pipelines and carries Metadata and access permissions., including their Pipelines, APIs, and access configuration, before setting them to Available
• Ensure pipeline readiness: Verify that all required elements are released and usable

Your first steps

To start working as a Data Owner in CIVITAS/CORE:

1. Ensure you have access to the relevant Data poolsData poolA governed, centralized collection of Datasets that are managed together within the Platform. It provides a shared place to organize, discover, and access data, including associated metadata, ownership, and access permissions. With Data pools users can cluster their Datasets according to their organizational structure (e.g., by Departments, Offices)., DatasetsDatasetA data-related element that contains processed data and makes it available for consumption. A Dataset is populated via Pipelines and carries Metadata and access permissions., Data structures, and Data sourcesData sourceA data-related element that represents the origin of data. It defines how data is connected, accessed, and ingested into the Platform, such as an external database or sensor network.
2. Review their configuration and status
3. Validate quality and compliance
4. Set them to Available when approved

Best practices & avoiding mistakes

• Release only validated elements: Only set DatasetsDatasetA data-related element that contains processed data and makes it available for consumption. A Dataset is populated via Pipelines and carries Metadata and access permissions., Data structures, and Data sourcesData sourceA data-related element that represents the origin of data. It defines how data is connected, accessed, and ingested into the Platform, such as an external database or sensor network. to Available when they meet all requirements
• Review access before release: Verify that the intended Groups, Data poolsData poolA governed, centralized collection of Datasets that are managed together within the Platform. It provides a shared place to organize, discover, and access data, including associated metadata, ownership, and access permissions. With Data pools users can cluster their Datasets according to their organizational structure (e.g., by Departments, Offices)., and Open Data settings match the intended audience
• Ensure dependencies are released: Make sure all elements are released before they are used in a DatasetDatasetA data-related element that contains processed data and makes it available for consumption. A Dataset is populated via Pipelines and carries Metadata and access permissions.
• Keep governance consistent: Apply the same standards across domains
• Do not perform operational work: Leave detailed configuration and pipeline work to Data Stewards and Data Architects

Your permissions

Permissions / Data-related elementsData-related elementsA collective term for Datasets, Data structures, Data pools and Data sources.	READ	CREATE	UPDATE	DELETE	RELEASE
DatasetDatasetA data-related element that contains processed data and makes it available for consumption. A Dataset is populated via Pipelines and carries Metadata and access permissions.	🔵	🔵	🔵	🔵	🔵
↳ Payload	🔵	🔵	🔵	🔵
Data sourceData sourceA data-related element that represents the origin of data. It defines how data is connected, accessed, and ingested into the Platform, such as an external database or sensor network.	🔵	🔵	🔵	🔵	🔵
Data structure	🔵	🔵	🔵	🔵	🔵
Data poolData poolA governed, centralized collection of Datasets that are managed together within the Platform. It provides a shared place to organize, discover, and access data, including associated metadata, ownership, and access permissions. With Data pools users can cluster their Datasets according to their organizational structure (e.g., by Departments, Offices).	🔵		🔵

Key terms to know

To work effectively as a Data Owner, review these terms in our Glossary:

• Data structure: Defines the schema and structure of data.
• Data sourceData sourceA data-related element that represents the origin of data. It defines how data is connected, accessed, and ingested into the Platform, such as an external database or sensor network.: Represents the origin of data.
• DatasetDatasetA data-related element that contains processed data and makes it available for consumption. A Dataset is populated via Pipelines and carries Metadata and access permissions.: A structured collection of data prepared for use.
• Data poolData poolA governed, centralized collection of Datasets that are managed together within the Platform. It provides a shared place to organize, discover, and access data, including associated metadata, ownership, and access permissions. With Data pools users can cluster their Datasets according to their organizational structure (e.g., by Departments, Offices).: Organizes related DatasetsDatasetA data-related element that contains processed data and makes it available for consumption. A Dataset is populated via Pipelines and carries Metadata and access permissions. and provides an additional scope for access management and Data sourceData sourceA data-related element that represents the origin of data. It defines how data is connected, accessed, and ingested into the Platform, such as an external database or sensor network. availability.
• Data Role: A Role that grants access to data-related elementsData-related elementsA collective term for Datasets, Data structures, Data pools and Data sources..
• Scope: Defines where a Role applies, either on Platform level or on a specific data-related element.
• Status: Defines the lifecycle stage of a data-related element (Draft, Ready, Available).

Deep Dives

→ Authorisation

→ Status lifecycle

→ Release Data