USER GUIDE - Data.gov.uk
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1. Data Files Description Licence Publisher Theme amp tags Additional resources Temporal coverage Geographic coverage Extras User Guide Theme amp tags 1 Please choose a primary theme which this data record falls under from the options below These will be used for grouping datasets on the main page of s4 Please select a primary theme v 2 If there are other themes in this data select them here C Health C Environment C Education C Finance C Society C Defence CO Transportation C Spending data C Government 3 Please provide additional tags for this data record to help users find and browse between related data records Just type and click enter to add more tags j Tags waste management defra recycling 31 User Guide Here you can enter links to any other document or page that provides more information on the data Name Data Files Description Licence Publisher Theme amp tags Additional resources Temporal coverage Geographic coverage Extras Additional resources You can add links to additional resources here Use a link for each resource This could be PDFs of files explaining the data or links to a website with more information Description Check all URLs Mandate Link Format An Internet link to the enabling legislation that serves as the mandate for the collection or creation of this data if appropriate For example Public Recor2. USER GUIDE Administrators and Editors Version User Guide index Account types 3 Administrators 4 Editors 5 Getting an account 6 Becoming an editor 8 Administrators user guide 10 Editors user guide y Add a dataset 23 Editing a dataset x Tags 41 Glossary 46 FAQ 49 User Guide Account types Welcome this guide will helo you through the process of using Data gov uk as an administrator or an editor and using the account tools to maximize your experience of the site The first step is to understand the different account types and what they are Tor User Guide Administrators The administrator account serves to manage all editors creating editing metadata under a given parent department You can check the publication hierarchy for Data gov uk on the oublisners page under the Publisher Hierarchy tab Administrators can create editors within its hierarchy or across the family of publishers and is the person that will approve your editor rights request e First point of contact for FOI request unless otherwise specified by the publisher e Creates editors and other administrators e Moderates the activity of editors across its hierarchy User Guide 2 Editors Editors are the people in charge of creating metadata records for their organisations in Data gov uk They have the ability to create and edit metadata for their assigned organisation Editors also have the responsibility of c
3. back and edit a dataset but you cannot delete it If there is a need to delete a dataset you need to contact your administrator or the Data gov uk team from the contact us link in the site Should I delete previous versions of a data file when a new version becomes available No we keep historical versions once published if the dataset is for a single file and a new version of that file is available simply add it to the record if it the data belongs to a time series simply add it Our website has a lovely portal where we publish our data can just point to it You must provide a link to the data file itself you can always add a link to your portal under the URL option in the extras section of the publishing wizard How do determine wnat data should be published in Data govuk Any data file that is made public by your entity should have a dataset record in Data gov uk the aim is to make as much data available as possible 50
4. q q 6 ata set Save amp Finish You can now save and finish the creation editing process ee l Save and Finish Important By submitting content you agree to release your contributions under the terms amp conditions of the site Please refrain from editing this page if you are not happy to do this 36 EDITING User Guide Editing a record m Editing a record uses the same simple metadata screen as in adding a dataset a couple of things to have in mina 1 We have introduced a theme structure to the tags as you are editing an existing record it may not have a theme selected before you save you must go to the themes section and add them 2 If something is missing after clicking save and finish you will still be presented with the edit screen and a yellow triangle will aopear next to the section that needs attention the system will also tell you wnat the problem is at the top of the screen above the name tab l View Resources 3 A History D Edit Errors in form The form contains invalid entries Name Data Files 38 User Guide Editing a record ma You know everything went ok when you click Save and finish and you are taken to the record view screen if after clicking save and finish you are still in the editing screen then YOUR CHANGES HAVE NOT BEEN SAVED User Guide Check functionality The check functionality allows the syst
5. V m 13 User Guide Administrator Tools Editing user permissions Users Cabinet Office Admins and Editors Admin O Editor l Here you can manage which user has 1 what rights regarding your publishing entity Admin O Editor Delete OAdmin Editor 2 Here you can add new users there is an autocomplete function just start typing the username you wish to add and then click save A list of suggested users will appear for you When you come back to this screen the user will be added and you can change their permissions O Admin Editor O Admin Editor O Admin Editor Add editors User Bnn z 14 User Guide Administrator Tools Clicking your account brings up all of the records tor your publishing entity Administrators S 1 Here you can see those users with naturalengland administrator rights for your entity Natural England 2 Here you can see those who can Natural England edit create metadata for your entity Editors No one assigned B 15 User Guide Administrator Tools Your Administrator account page gives you key information This is where you ll find your account details Your API key is used by your IT department for automated creation of records Here you can add rights to publish for another entity besides your existing one Here you will see the number of dataset uploaded by you and also how many edits you have d
6. an Civil Semice Learning Government Digital Sernices Newcastle Under Lyme Borough Council Add a Dataset Dataset Harvesting Sys Admin System Dashboard Harvest Sources User Guide Become an editor In order to be able to create or edit datasets you will have to request editor rights trom an administrator follow these steps 1 Click on the data tab in the menu bar of Data gov uk and select publishers 2 Find the publisher for which you need editor permissions 3 Click on the request editor rights button 4 Select the entity for which you want editor rights and provide the reasons for this The administrator for this entity will consider the request and grant access if appropriate 8 User Guide Your editor administrator account details reside under the data tab in the menu bar ADMINISTRATORS Managing your account User Guide This section assumes that you Nave logged in with an administrator account User Guide Administrator Tools On tne cata tab you Nave access to the tools to manage your account The name of the entity you have Admin rights for it could be several click one to enter the management screen for it Search Map Search Publishers Tags Public Roles amp Salaries 2 You can add a dataset directly from the menu Publisher tools Cabinet Office Add a Dataset Dataset Harvesting o 0 o This is only for thos
7. an be created by an administrator RRO ound Advanced Search ae contact yours to discuss if you think your entity needs administrator rights m Datasets j D entity to find details of your editor account click in your name FA Cabinet Office Business Plan Quarterly Data Summary Contacts Enquiries Email rose atkinson cabinet Publisher Cabinet Office The Government has published the Business Plan Quarterly Data Summaries QDS The QDS are office x gsi gov uk designed to fit on a single page to provide a quarterly snapshot on how each department is FOI requests Formats CSV XLS FOI Team Email foi team cabinet office gsi gov uk 20 User Guide Eaitor loo Your editor account page gives you key information mO Publishers 1 This is where you ll find your account details Your API key is used by your IT Add a publisher to your account Cabinet Off department for automated creation of user_d39831 a records talk to your administrator if you jrr y i y AAtest think you may need to use it Email diabulos yahoo com Registered since Here you can request rights to Jun 30 2012 2 About published for another entity besides User account imported from Drupal system your existing one API Key 19336193 ec61 430a bcf7 b5d6d04ad819 l Note your API key is visible only to you 3 Here you will see the number of dataset uploaded by you and also how many edits you have done to a
8. ch other in the case of Data gov uk a set of commands that applications can use to directly query the catalogue Dataset A dataset is a collection of data It can contain a single Tile several related files or several versions of the same item such as a dataset for monthly expenditure data Editor In Data gov uk an editor is a person with publishing rights for an entity or parent department Editors can create new datasets or amend existing ones within those of the organisation they have rights for Entity An entity is a generic term in Data gov uk to refer to a publisher An entity could be a parent department one of the bodies under a parent department s hierarchy or a combination of both hence entity allows us to encompass any of those possibilities Harvesting This is the process by which a series of web services and information is crawled or scanned if you wish to capture its information it is mainly used in our map viewing implementation to update dataset records JSON JavaScript Object Notation Is a text based open standard used for the interchange of data in a human readable form Parent Department A term referring to central departments in the UK government or to an entity to which the publisher has a direct reporting link or the immediate reporting institution above the publisher 47 User Guide ossary Publisher A publisher is an entity that publishes datasets in Data gov uk under its own identity s
9. d Act s 2 would be http Awww legislation gov uk d ukpga Eliz2 6 7 51 section 2 This should be taken from The National Archives Legislation website and where possible be a link directly to the relevant section of the Act 32 User Guide sF Name Time amp date Data Files Temporal coverage Description e g 21 03 2007 03 10 2009 or 07 45 31 03 2006 if available please indicate the time as well as the date Where data covers only a single day the second box can be left blank Licence 1 If the data covers a range of dates i e Publish i all sales from 2010 to 2012 provide i them here FOLLOW THE DATE Theme amp tags a a Additional resources Temporal coverage Geographic coverage Extras x 33 Give us an idea of the geographical coverage of the data Name Data Files Description Licence Publisher Theme amp tags Additional resources Temporal coverage Geographic coverage Extras User Guide Geographic coverage V England O Scotland C Wales C Northern Ireland C Overseas C Global Where a dataset covers multiple areas the system will automatically group these e g England Scotland and Wales all being selected would be shown as Great Britain 34 User Guide Add a dataset The extra section only appears under very specific circumstances if you can t see it then you don t need to worry about it User Guide Ad
10. e managing UKLP metadata records 12 User Guide Administrator Tools Clicking your account brings up all of the records tor your publishing entity A Cabinet Office CO Edit Publisher Administration ec permissions Include datasets from sub publishers gt Edit publisher properties Add a new dataset Administrators 2 You can add a dataset from here as well 49 datasets found Advanced Search ip seein as modity the details for your entity such Editors as FOI details or contact details These aes are the contact details associated with Datasets gt your records both by the link and the a edit button Cabinet Office Business Plan Quarterly Data a Summary Edit user permissions Publisher Cabinet Office Contacts The Government has published the Business Plan Quarterly Data Summaries QDS The QDS are Enquiries designed to fit on a single page to provide a quarterly snapshot on how each department is Email rose atkinson cabinet Formats CSV XLS office _x_gsi gov uk FOI requests FOI Team Email foi team cabinet office gsi gov uk Departmental structure charts Cabinet Office Publisher Hierarchy Cabinet Office Orc SONNIE eee i Charity Commission for England and Wale Detailed organisational charts showing exactly how many people work in every branch and level of i central government along with salaries and posts l Formats CS
11. e title but it does not hurt to include it as it is a very specitic key term regarding what the Tile deals with Thematically the logical choices would be Transport Secondary tags we could choose Health or Society 42 User Guide We could then look at any other level of granularity we could include if the file is compiled primarily by the AA on behalf of the publisher even if the tile does not mention that in its content it is worth adding AA as a tag This is an example of where the knowledge of the publisher can provide further accuracy We could choose to add the terms lorry sedan and motorcycle as tags this will give further granularity as the search engine does not know what s inside the file and someone may be looking for data on motorcycles any data Spelling and repetition When you start entering your tags one thing to have in mind is the spelling of your key terms Stay in the singular unless it makes absolute sense to use plural like fatalities above so you would avoid motorcycles lorries sedans and stick with motorcycle lorry sedan The search engine autosuggests as soon as you start typing so users will be able to see what spelling has been used across the catalogue hence if we all stay with motorcycle the chances are that as the user starts typing moto they will see one tag and only one tag motorcycle Ignore capitals in tags stay to lower case no matter what 43 User Guide Don t rely on tags al
12. em to identify the format of the tile and automatically add it to the record avoiding chances of different spellings The check all URLs option allows you to check that the URLs entered are all active and working Ifyou encounter problems when clicking the check or check all URLs buttons no format appears in the format box or tne cneck all URLs orocess takes too long don t use them and manually enter the tormat of 40 Tag icon designed by Caserta John Caserta 2011 The Noun Project User Guide lags Tags are one of the most important aspects of record creation Proper and efficient tagging means your data will be accurately matched against search criteria Let s say we have a record and it is called Accident and Fatalities across southeast London 2006 2011 The record has a listing of accidents against the roads on where they happened type of vehicle involved just generic type like sedan lorry motorcycle no model Weather conditions at the time and a column with number of fatalities if any Let s say the file is a report produced every five years and it is known in the vernacular as AFSL There is no need to include the title as a tag a logical set of tags could be Roads fatalities highways London southeast Notice that tags are separated by spaces and tags with compound words have their internal spacing identified by a dash roads is self explanatory so is highways and London and southeast fatalities is in th
13. hecking the comments on their record often as to capture ideas clarify questions users of the data may have or discover via feedback on the page issues with the quality of the data e Creates and edits metadata records for their organisation e Jakes implied responsibility for keeping up to date with questions and issues with their records raised in the comments section of the metadata record page User Guide Getting an account 1 Click on the sign up link on the top right of the screen Log in or sign up 2 Follow the steps in the form 3 Login into your new account it should look something like this You are logged in as John Appleseed Log out 6 User Guide Getting an account 1 You have two profiles in the system the main account profile reachable trom the top login details section You are logged in as John Appleseed Log out 2 And your editor administrator profile inside the data catalogue accessible trom the data tab see the pertinent managing your account section depending on your role This is the profile you will be using most often Participate Apps Location Linked Data search Map Search Publishers Tags Public Roles amp Salaries Spend Browser Publisher tools Nottingham City Staffordshire and Stoke on Trent Partnership NHS Trust Belfast City Council HM Inspectorate of prisions HM Inspectorate of Probation Judicial Office Prisons and Probation Onbudsm
14. ime for example the 25k spend data where a new data file is added to the record monthly This record is O A single file record Atimeseries record N If your data comes in multiple formats use a line for each NB Do not put links to web pages here These and other useful documents that are not actually the data should go in the Additional resources section Update frequency Other Date File Title URL Format Check all URLs Check 27 User Guide Check functionality The check functionality allows the system to identify the format of the fle and automatically add it to the record avoiding chances of different spellings The check all URLs option allows you to check that the URLs entered are all active and working IF you encounter problems when clicking the check or check all URLs buttons no format appears in the format box or the check all URLs process takes too long don t use them and work well with this feature 28 User Guide Provide as much information about the file as you can remember that the first few lines of this description will appear in search results p g 7 Name Data Files Description Licence Publisher Theme amp tags Additional resources Temporal coverage Geographic coverage Extras s lt Description Please add a description of the data set What does the data contain show Why was it produced t
15. link to the file not to an html page but to the file directly Format will be added automatically You can then check if the address is correct by using the check url button or check all after you have finished adding the links You can add more files some returns even if they are single may contain more than one file by clicking the plus sign User Guide Name Data Files Data Files In this tab you enter the links to the files containing the actual data at the heart of this record Description Your record may be creating a single file record a record which points to just one file or you may be creating a timeseries record where multiple files are released over time for example the 25k spend data where a new i i data file is added to the record monthly icence j This record is l Publisher A single file record Theme amp tags O Atimeseries record Additional resources If your data comes in multiple formats use a line for each NB Do not put links to web pages here These and other useful documents that are not actually the Temporal coverage data should go in the Additional Resources section Geographic coverage Check all URLs Format This should give the file format in which the data is supplied You may supply the data in a form not File Title URL Format listed here but still constrained by the Public Sector Transparency Board s principles that requi
16. one enter proper metadata User Guide Example a tile calleo Protected birds and their numbers in the midlands This file is annual contains number of birds species classification location by ward and entity in charge of protecting It First we would tag this as bird not birds we would probably also choose midlands no caps and species We would ignore entities because there are too many to mention and the file is not about those entities but about the birds We ignore ward because you would have added that on the geographical details on the metadata we ignore location because by including ward you have set location We would also ignore annual because we would have created a timeseries for this file and choose annual Of course we would also ignore numbers Our search will include items on the metadata record besides tags to zoom into the right results Attempting to improve accuracy by tags is not only kind of lazy it also leads to incomplete records Filling in the metadata properly also saves you time The success of data gov uk is heavily linked to your care when filling in metadata 45 GLOSSARY Tag icon designed by Caserta John Caserta 2011 The Noun Project User Guide ossary Administrator A person in charge of managing all editor accounts and corporate details for a parent department or an entity API Application Programming Interface is a set of specifications used by software to talk to ea
17. one to a record Any social activity across the site will be collected here Comments etc m Publishers Add a publisher to your account e Cabinet Office Full Name AAtest Email Registered since Jun 30 2012 About User account imported from Drupal system API Key Note your AP key is visible only to you Datasets Public Activity 0 0 Datasets Edits 16 EDITORS Managing your account This section assumes that you Nave logged in with an editor account User Guide Editor Tools On tne data tab you Nave access to the tools to manage your account The name of the entity you have editor rights for it could be several click one to enter the management screen for it Search 2 You can add a dataset directly from the Map Search Publishers Tags Public Roles amp Salaries menu Publisher tools Cabinet Office Add a Dataset Dataset Harvesting 3 This is only for those managing UKLP iM eo By metadata records do not use it unless you know exactly how to use it 19 User Guide Eaitor Tools The publisher page allows you to manage your activities Cabinet Office CO Publisher Administration Add a new dataset your account by default it is the Administrators administrator for the parent s V Include datasets from sub publishers ooo department but local administrators Editors c
18. re that all data is available in an open and standardised format that can be read by a machine Data can also be released in formats that are not machine processable e g PDF alongside this Format choices CSV RDF XML XBRL SDMX HTML RDFa Other as appropriate eaea p 26 User Guide Add a dataset m A time series record is for files that will have newer iterations as time passes expenditure cyclical data etc Give the file a comprehensive title be succinct i e Bird population in Essex by type Provide the link to the file not to an html page but to the file directly Format will de added automatically You can then check if the address is correct by using the check url button or check all after you have finished adding the links You can add more files some returns even if they are single may contain more than one file by clicking the plus sign Provide the date of the file not the date you are uploading follow the format suggested i Name Data Files Description Licence Publisher Theme amp tags Additional resources Temporal coverage Geographic coverage Data Files In this tab you enter the links to the files containing the actual data at the heart of this record Your record may be creating a single file record a record which points to just one file or you may be creating a timeseries record where multiple files are released over t
19. record Datasets Public Activity 4 Any social activity across the site will be 0 collected here comments etc Datasets 21 User Guide Editor Tools You can request rights to become editor for other publishers Apply for membership Publisher iv lt Reason Choose the department for which you require editing rights Provide a reason for why you need editing rights N fe Please explain to the administrator your reasons for wishing to become an editor of this publisher Send request ADD A DATASET User Guide Add a dataset Go to the data tab in the menu bar 4 Ifyou are an editor this section allows you to create a new dataset Publisher Add a Dataset eee 24 User Guide Add a dataset m Think of a logical name for your Name 1 record if you are creating a new one f Check the metadata guide in the _ library for more info Name Municipal waste generation in England from a 2 This is where the dataset will be Unique identifier for this dataset municipal waste generation in engla located in DGUK once created you in el don t need to do anything with it 25 Choose if you are creating a single file record a record for a one off file or a time series for a single file Give the file a comprehensive title be succinct i e Bird population in Essex by type Provide the
20. t is often displayed with the package title In particular it should start with a short sentence that describes the data set succinctly because the first few words alone may be used in some views of the data sets Here is the place to state if there are any limitations or deficiencies to the data in order to enable users to evaluate the information even incomplete data may be adequate for some users Municipal waste generation in Ezgummmsom 2000 01 to 2009 10 tables 1 5 29 User Guide This information is provided trom our records If the details are wrong you can modify them but let us know as well at team data gov uk Name Data Files Description Licence Publisher Theme amp tags Additional resources Temporal coverage Geographic coverage Extras Publisher Published by Department for Environment Fo y Contact details Here are the contact details that will be displayed for this dataset The default Contact and FOI information is taken from the selected publisher but you may edit it for this dataset Publisher Contact Details Name Email Phone FOI Request Contact Details Email 30 1 Select a primary theme from the drop down this are top level tags that place the record within a specific area 2 From the same list choose a secondary granularity for the theme 3 Provide your own tags for the Tile See the TAGS section in this guide for a primer on creating tags Name
21. uch as Department for Transport Natural England the Audit Commission or the Judicial Appointments Commission Record A record is another name for a dataset sometimes an easier term to understand when trying to explain the dataset structure in Data gov uk RESOUITES Resources are the files that comprise a dataset generally these are links to the data file itself Single file record This is a record dataset is a one off record It may contain several supporting files but its nature is fixed in time it does not get new data added in the future and its core data files do not get updated with a newer version although links to information files included could be updated if newer better versions that provide better context are available Tag A tag is a keyword that allows the record to be associated with a specific concept Theme A theme is an overarching tag referring to key sectors i e health transport that allows the catalogue to create top level indexes of data related to these sectors in Data gov uk they are pre set and cannot be modified by Editors or Administrators Timesenies record A time series record is a record dataset for data that gets updated periodically be it monthly quarterly or annually URI Uniform Resource Identifier is a string of characters used to identify a resource in Data gov uk they identity a dataset record 48 User Guide FaQ fI make a mistake can delete a dataset You can always go
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