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Data Steward

Role overview​

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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 work on Datasets, and you can also create and manage Data structures and Data sources within your domain. You apply defined standards and prepare data for review and release.

Your core responsibilities​

  • Manage domain-specific Datasets: You create, update, and maintain Datasets within your responsibility.
  • 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 Authorization 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 apply either at Platform level or on a specific data-related element such as a Dataset, Data source, or Data structure.

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.

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 Authorization Model

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 Stewards or Data Owners

Your first steps​

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

  1. Ensure you have access to at least one Dataset
  2. Open a Dataset and update or complete the Dataset configuration
  3. Create or adjust Data structures and Data sources if needed
  4. Work with pipelines to prepare data
  5. Set the Dataset status to Ready when it is prepared for review

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.
  • Keep Datasets consistent: Ensure metadata, structure, and pipelines are complete and aligned

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 ingested, transformed, and provided.
  • 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​