Data publication and exchange

The hurdle:

It is difficult and time consuming to find information about the data we hold.

Bao acknowledges and identifies the interoperability hurdle as an ongoing problem. It impedes workflows and compromises general systems and user efficiencies.

Senior stakeholders and relevant teams support the need to improve metadata creation and management for better access to information and data.

Bao contacts internal specialists with the skills and knowledge required to address the problem. A project team is developed. 

The team identifies key elements of data and information governance that help manage the interoperability hurdle.

Revising standards and procedures ensures a clear understanding of the agency's overarching governance requirements.

Resource: Data governance and management

The project team starts by analysing systems and procedures of the current process. They identify the strengths and weaknesses of its business, data and information management environments.

Resource: Current state assessment

The project team develops a clear vision of a new, improved, process that can overcome the hurdle. An understanding of its system and service requirements specific to supporting metadata standards is solidified.


The current process is compared with the improved future vision. A key gap found is the inconsistent application of metadata standards. These gaps form core requirements for the improved future process.

Resource: Gap analysis

The team plans and designs the structure and operation of the improved process. They define its users and also the roles of key stakeholders who will implement and manage the process. The agency's metadata strategy is updated and standards are agreed upon.


The project team decides which solutions best align to their needs and budget. Existing infrastructure and available skills are considered.


The improved process is embedded into the agency's business as usual (BAU). This includes:
  • documenting new processes and procedures
  • updating existing documentation
  • defining and documenting new responsibilities aided by training.

Real-time data monitoring and analytics are implemented to ensure early detection of errors and support continuous improvement.

Resource: BAU, monitoring and continuous improvement

Bao’s team are proud of the new processes for metadata creation and management.

Metadata creation and management in their agency is now:

  • standardised and embedded in data and information governance framworks
  • an allocated responsibility
  • quality controlled
  • an enabler for interoperability.
Copyright National Archives of Australia 2019