The following information will be included in the registry, and will be available to be presented in a user-friendly manner as a Data Dictionary. Click to skip down for more detail of each category of information about the data element.
Information is included in the metadata registry to identify each element uniquely, with descriptive components. The commonly acknowledged name for the element is used so that end users accessing a dictionary recognize what is being referenced. Interpretive data is included, along with an example where possible to assure that the meaning of the element can be understood clearly.
Element ID Unique to Registry
- Element Name / Common name
- Description
- Short Description
- Usage
- Example
- Interpretation
The primary key of the registry data base will be a concatenation of system of record with field name in database of record. Any process that loads data into the registry will have to have that information to either add a new record or update an existing one. Back to top?
Every data element will have a data steward. This individual will be listed in the registry. A link will be established to the University directory where e-mail addresses and phone numbers can be discovered. Keeping these elements out of the registry assures that any changes to directory information will be reflected. Data stewards will review each registry record for accuracy and completeness. Steward will assign security levels consistent with University policy. They will decide whether to include the element in a data dictionary or not.
Steward Information
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- Primary Owner/Custodian
- Link to University Directory for phone/e-mail information
Every data element will be assigned a security level according to established University security policy. This will be used to determine levels of access.
Security Level
In accordance with University policy - one of three access levels.Back to top?
- Information that is considered to be in the public domain;
- Data that is University-confidential;
- Data or information that is restricted either by law or other university restrictions.
Each element has only one system of record. This information identifies the official name for the element, where it is stored, how it is entered, what valid values exist for it. The system name and the element name used in that database will be the primary key to the registry database.
Data source of record
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- Origin
- System of record
- Input Transaction/Screen name
- Field name in database of record
- Oracle Table/View
- Datatype
- Length
Where allowable values exist in a validation table, this field will contain the name and location of that validation table. In the future, after iNtegrate, most allowable values should be stored in that way. Keeping only the name and location of the validation table will mean that changes can be input only into the table, and the dictionary will automatically know about them. Doing this eliminates a double data entry issue, and improves accuracy.
However, in the current state of systems, many of the allowable values for data elements are “hard coded” into programs. In these circumstances, the values themselves will have to be stored in the registry. This is a known risk.
Acceptable Values
- Validation Table Names -- Link to validation tables in system of origin
- Frequency
- Calculated value -- Include explanation of calculation in this field
- Derived value -- Explain how derived
Many data elements have names that are routinely used on reports, or on screens, when this element is referenced. These alternative references to that element will be listed here.
Display Titles
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- Primary Screen/Location
- On Screen Label/ID
- Reporting Label - what is this element called when it appears on reports
One of the important goals of the registry will be to note how data elements are used. In many instances, a data element is extracted from the system of record, and goes on to have a broader use. In this section, information will be stored for every instance of an element beyond the original. Data about how it was extracted will be derived from the actual processes that create those files. The data will be associated with the original element using the key which is one field comprised of the concatenation of system of origin with data field name in the system of origin. Care will be taken in creating the files to be formatted for loading to be sure that this requirement is met.
Data Also Used As Multiple entries - one for every system where this element is used
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- System
- Supporting Process - Process to export this data from origin system to this system
- Field name in database/file for each system
- On Screen Label/ID
- Reporting Label when appears on reports in this system
How information in the registry is processed
The data steward will determine if this element is to included on data dictionary reports. That decision will be entered using a registry transaction. Any data dictionary generation will use this to decide whether or not to include this element in the data dictionary.
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