Version: 2.0-rc2

Data Steward

Role overview

note

Your mission: You manage and prepare data within your domain. Your goal is to ensure that data is structured, integrated, and ready to be made available.

Why your role is vital: You are the "Operator". You take structured and integrated data and turn it into usable Datasets. Without your work, data remains inaccessible or not ready for use.

Defining your scope: You primarily work on Datasets and their configuration. You also work with Data pools, Data structures, Data sources, Pipelines, and APIs within your domain to prepare data for review and release.

Your core responsibilities

Manage domain-specific Datasets: Create, configure, and maintain Datasets and organize them in Data pools where appropriate.
Apply standards and guidelines: You use and apply Data structures and standards defined by the Data Architect.
Create and manage data-related elements: You can create and manage Data structures and Data sources as part of your work.
Ensure data readiness and manage the data lifecycle: You move Datasets through Draft and Ready and prepare them for release.

Outside your scope

It is not your responsibility to define global standards or manage platform-wide data architecture.

If you are responsible for defining cross-domain standards and reusable patterns, the Data Architect role is likely the right role for you.

If you are responsible for approving and releasing Datasets, the Data Owner role is likely the right role for you.

Understanding the Authorisation Logic

To work effectively with data-related elements, you need the correct 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 pool, or on specific data-related elements such as Datasets, Data sources, and Data structures.

You usually receive a Data Role for selected Datasets, Data sources, or Data structures via the Access Management tab. You can also update access on these elements by assigning or removing Groups and Roles. Many Data Stewards receive access through Data pool inheritance rather than direct Dataset assignments.

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.

tip

If you cannot create Data structures, Data sources, or Datasets, your Group likely does not have a Data Role with create Permissions at Platform scope. Contact your Tenant Admin to request the required access.

→ Deep Dive Authorisation

Typical tasks

Your work in CIVITAS/CORE focuses on managing data within your domain:

Create and maintain Datasets: Add metadata and configure Datasets
Create or adjust Data structures: Define or adapt structures based on existing standards
Register Data sources: Connect and configure data relevant to your domain.
Design pipelines: Model how data is ingested, transformed, and prepared for use
Prepare Datasets for further use: Ensure Datasets are complete and ready for review by Data Owners

Your first steps

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

Ensure you have access to a Dataset or Data pool
Complete the Dataset configuration
Assign the Dataset to a Data pool (if applicable)
Edit or reuse Data structures and Data sources
Build Pipelines and configure APIs
Set the Dataset status to Ready

Best practices & avoiding mistakes

Follow defined standards: Create and adapt Data structures only within established guidelines
Work within your domain: Focus on the data-related elements you are responsible for
Do not define global standards: Leave cross-domain standards and reusable patterns to Data Architects
Keep pipelines clear and maintainable: Avoid overly complex pipeline logic. Keep transformations understandable
Reuse existing Data structures and Data sources before creating new ones
Keep Datasets consistent: Ensure metadata, structure, and pipelines are complete and aligned
Use Data pools whenever possible: Manage related Datasets together and benefit from inherited permissions

Your permissions

Permissions / Data-related elements	READ	CREATE	UPDATE	DELETE
Dataset	🟠	🟠	🟠	🟠
↳ Payload	🟠	🟠	🟠	🟠
Data source	🟠	🟠	🟠	🟠
Data structure	🟠	🟠	🟠	🟠
Data pool	🟠		🟠

Key terms to know

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

Data structure: Defines the schema and structure of data.
Data source: Represents the origin of data.
Dataset: A structured collection of data prepared for use.
Pipeline: Defines how data is loaded, transformed, and stored.
Data pool: Organizes related Datasets and provides an additional scope for access management and Data source availability.
Data Role: A Role that grants access to data-related elements.
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

→ Connect external Data

→ Persist, transform & provide Data

→ Design Data structures

Role overview​

Your core responsibilities​

Outside your scope​

Typical tasks​

Your first steps​

Best practices & avoiding mistakes​

Your permissions​

Key terms to know​

Deep Dives​