Effective Date: 5/15/90

Series: Information Resources Management

Part 378: Data Administration

Chapter 1: Program Description and Objectives

Originating Office: Office of Information Resources Management

1.1 Purpose. This chapter describes the scope, objectives and responsibilities of the Department of the Interior's data administration program. The data administration program provides guidance for planning, managing and sharing of data and information effectively and efficiently in automated information systems (AIS).

1.2 General. The data administration program is an integral part of the Department's Information Resources Management (IRM) program. It includes development and coordination of policies and plans for the identification, definition, collection, organization, correction, storage, protection, processing, communication and disposition of data and information in AIS within the Department. The data administration program encompasses strategic data planning, data standards, data architectures, data modeling, data dictionaries and data bases. The data administration program supports the Departmental IRM and life cycle management (LCM) program policies, standards and guidelines.

1.3 Scope. The Department's data administration program policies, guidelines and standards apply to work performed by bureaus, consultants, contractors, universities, and other Federal and state agencies in developing and maintaining AIS for the Department of the Interior.

1.4 Objectives. The data administration program has six objectives for the cost effective and efficient use of data and information in AIS:

A. Encourage and facilitate data and information exchange related to AIS among bureaus within the Department.

B. Assist bureaus in creating a conceptual framework for the data administration program to address their mission and program needs identified in their IRM strategic plans.

C. Improve the quality, accuracy and integrity of data and information in AIS.

D. Recognize and promote the importance of data and information as valuable resources requiring management of their creation, use, storage, maintenance, preservation and disposition.

E. Promote consistency and standardization of data throughout the Department by developing and maintaining data elements, definitions and naming conventions in data dictionaries and data bases.

F. Minimize duplication in the collection, processing and distribution of data and information in AIS.

1.5 Definitions.

A. Automated Information System (AIS). Automated Information Systems (AIS) are organized combinations of human resources, ADP equipment, software and established methods and procedures designed to collect, process and/or communicate data or information for the purposes of supporting specific administrative, mission or program requirements. This includes application systems, data bases and management information systems.

B. Data. Data is a representation of facts, concepts or instructions in a formalized manner suitable for communication, interpretation or processing by people or by machines.

C. Data Administration. Data administration is an IRM program function including development and coordination of the policies and plans for the identification, definition, collection, organization, correction, storage, protection, processing, communication and disposition of data and information in automated information systems.

D. Data Administrator (DA). The data administrator serves as a principal advisor and facilitator to management and users on all matters pertaining to administration, management and coordination of data and information for automated information systems.

E. Information. Information is any communication or reception of knowledge such as facts, data, or opinions, including numerical, graphic, or narrative forms, whether oral or maintained in any medium, including computerized data bases, paper, microform, or magnetic tape.

F. Life Cycle Management (LCM). Life cycle management (LCM) is a management approach which provides a structured, sequential process for planning and control of an information resource from inception to replacement or termination.

1.6 Responsibilities. The development and management of a Departmentwide data administration program is an integral part of the Department's IRM program with responsibilities assigned by Departmental Manual Chapter 112 DM 7, "Office of Information Resources Management," and described in Departmental Manual Chapter 375 DM 1, "Program Definition, Goals, Responsibilities."

The data administration program management responsibilities are:

A. Assistant Secretary - Policy, Management and Budget. As the senior management official for IRM, the Assistant Secretary - Policy, Management and Budget is responsible for the overall IRM program which includes the Department's data administration program.

B. Director, Office of Information Resources Management (OIRM). The Director, OIRM, is responsible for the Departmental IRM program, including the management and coordination of the Department's data administration program for the effective and efficient use of data in AIS within the Department.

C . Departmental Data Administrator. The Departmental data administrator will be a representative from OIRM. The responsibilities of the Departmental data administrator include:

(1) Developing and coordinating data administration policies, standards, and guidelines for the Department.

(2) Assisting and advising bureaus on data administration activities.

(3) Serving as chairperson of the Department's Data Administration Work Group to coordinate data administration functions for the Department.

(4) Representing the Department on data administration matters and participating in appropriate interagency, industry and Federal committees, meetings and task groups to develop, coordinate and exchange data administration policies, standards and guidelines.

(5) Coordinating data and information requirements for Departmental AIS activities with key Departmental and bureau officials, such as records managers, Privacy Act managers, security managers, system managers, Freedom of Information Act managers and IRM Coordinators.

(6) Providing information on inventories of major Departmental and bureau data bases and data dictionaries for AIS.

D. Heads of Bureaus. The responsibilities of heads of bureaus include:

(1) Establishing and maintaining a bureau data administration program in accordance with Departmental policies, standards and guidelines.

(2) Designating a bureau data administrator to coordinate and administer data functions for the bureau.

(3) Cooperating with OIRM in the development of policies, standards and guidelines for the Departmental data administration program.

E. Bureau Data Administrators. The responsibilities of the bureau data administrators include:

(1) Serving as the bureau focal point responsible for developing, coordinating and implementing data administration policies, standards, and guidelines among bureau offices to accomplish bureau missions and program objectives.

(2) Coordinating data and information requirements for bureau AIS activities with key Departmental and bureau officials, such as records managers, Privacy Act managers, security managers, system managers, Freedom of Information Act managers and IRM Coordinators.

(3) Identifying and facilitating data and information in bureau AIS for possible sharing and exchanging within the bureau and with other bureaus in the Department.

(4) Developing, coordinating and implementing data standards for bureau AIS.

(5) Representing the bureau on data administration matters and participating in appropriate interagency, industry and Federal committees, meetings and task groups to develop, coordinate and exchange data administration policies, standards and guidelines.

(1) Minimizing duplication in the collection, processing and distribution of data through standardization in AIS within the Department.

(2) Developing and coordinating Departmental data administration policies, standards and guidelines with the IRM Standards Coordinators Work Group, the Interior Digital Cartographic Coordinating Committee and other Departmental and Federal committees that focus on data issues.

(3) Recommending cost effective methods, techniques, tools and activities to satisfy the Department's data administration program objectives.

(4) Supporting and promoting the objectives stated in Section 1.4 of this chapter.

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