Common data terms
These common terms can help you understand our guidance. If you have any questions, contact Data Strategy and Governance.
Terms
| Term | Definition |
|---|---|
| Data | Values or individual facts in their most basic format that exist independent of any given context. Data are raw values that can be processed. When data are processed, combined with other data, organised, structured or presented in a given context, it is referred to as information. Examples include individual fields in a database or pixels in an image file. |
| Information | Information consists of data that has been processed, analysed, or interpreted within a given context. Information can exist in any format. Examples include physical (paper, DNA) or digital (audio, PDF file, .jpeg). |
| Record | A Record consists of information that has been generated or received by UQ in the course of its activities that is retained by UQ as evidence of activities or decisions, or because the information has cultural, community or organisational value. Certain records must be retained for a specified period to meet legislative requirements. Records can be managed in a range of systems, both digitally and physically. Examples include meeting minutes, contracts and financial transactions. |
| Information governance | Information governance defines the roles and responsibilities, decision rights, controls, and processes used to manage information at UQ. Information Governance is broader than data governance but can be used interchangeably. |
| Data governance | Data governance is the exercise of authority and control (planning, monitoring and enforcement) over the management of data (DAMA Data Management Book of Knowledge (DMBOK) 2.0). |
| Information domain | A broad category or theme under which University information can be identified and managed. See the Information Entity Catalogue for an overview of the information domains at UQ. Examples of Information Domains are: Teaching and Learning data, Finance data, Human Resources data etc. |
| Information entity | Information Entity is a specific group of information that is related to an Information Domain. Refer to the Information Entity Catalogue for a list of information entities at UQ. |
| Metadata | Data that summarises basic information about data. This can include: who created the data, what the data file contains, when, why, where and how the data was generated, and the Information Security Classification (e.g. Sensitive, Protected). Metadata should be meaningful, consistent and duplication should be avoided. Good metadata is important as it enables applications to navigate data through organising, indexing, accessing and analysing data. This ensures data can be interpreted and understood within its given context. |
| Data Element | A data element is the smallest named item of data that conveys meaningful information or condenses lengthy description into a short code. Data elements are called ‘data field’ in the structure of a database. Examples of Data Elements are: course_id, timestamp, etc. |
| Dataset | A dataset is a collection of related data elements that can be integrated and combined into one. Most commonly a dataset corresponds to the contents of a single database table. Examples of Datasets are: Blackboard Clickstream data, WiFi logs, SiNet HR datasets, etc. |
| Data Quality | Refers to the accuracy, completeness, consistency, timeliness (availability), validity (format) and uniqueness of the data. Data is valuable, however its value is heavily determined by its quality. Good quality data provides confidence in inferences, while poor quality data hampers opportunities to utilise it. |
| Data Sharing Agreement (DSA) | An internal review used when individuals or groups request access to corporate UQ data which they typically don’t have access to, or with third parties. DSAs are approved by Information Stewards and allow for oversight on how UQ data is used ethically. Refer to the Analytics and Data Sharing Agreement page for more information. |
| Retention and Disposal Schedule | Refers to schedules published by the Queensland State Archives which define categories of records, their retention requirements and disposal authorisations. UQ is predominantly bound by the University Sector and General retention and disposal schedules. We have developed the UQ Records Retention Schedule tool to help staff find the retention periods of different types of records. |
| Transitory record | Records created as part of routine transactional business practices and are only required to be kept for a short period of time. |
| Record disposal | The disposal of a record includes destroying or deleting it or altering or damaging it in a way that changes how accurately an action or decision is shown or otherwise affects the integrity of the record or giving it away, whether by sale, donation or other transfer or abandoning it. |