s Phase 1: Following the statistics on data use and downloads s Phase 2: First applications, the word spreads
s Phase 3: Meeting with the users, for example in a user workshop
s Phase 4: Active use and development of the organisation’s data resources in the ecosystem
2.3.1 Reporting the Data
A representative for an organisation says «Tell us, what kind of information you want, and in which format and we will see what we can do about it». The re-users reply
«Tell us, what kind of information you have, and we will tell you what we want». The very first data to be published should be a list of the data sets the organisa- tion is in possession of, even if the data is not yet available. Many organisations may already have a list of their data resources, some have to start with an inven- tory.
The simplest way of putting together a list is to rely on one’s memory and scan through the organisations webpages. A comprehensive list is achieved when more people take part in the mapping of data sets. For example, a productive workshop can, in just a few hours, put together a publishable list, containing essential information on the organisation’s data. At this point, the aim is not to define all information on all data sets. Here are a few questions one should try to answer
Picture 2.1 Opening data is a gradual process, one that progresses in interaction with its users.
Publishing
the data set the data setChoosing Learning
from opening the data
Strategy
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Pub
lic data – an intr
oduction to opening information r
esour
ces
s Name of the data set
s Short description of the content
s How open is the data, is it available for users and if so, how?
Once the list of public data resources has been posted on the net, it is time to send out messages to potential re-users, create contacts and gather opinions. An organisation can achieve this by, for example, contacting the developer commu- nity through social media or big events. Communication with the re-users should encourage further use of the data. If the decision on opening data has not been made and the organisation is only looking for ideas, they should let the re-users know that.
It is possible, that the users might ignore the organisation at first. In best case scenario, the mere publishing of a list may provoke discussion between the or- ganisation and the users of the data. Finally, the organisation should gather and evaluate the feedback and experiences regarding opening the data. What was good? What was not? This is preparing for the next iteration phase.
2.3.2
Publishing the Pilot Material
Once the organisation’s essential data resources have been identified, the next step is to separate the publishable information from the rest. Databases may so- metimes contain both public and classified information. For example, the names of government employees are public information but, for the sake of national security, no information is given out about the fighter pilots. For the sake of fast opening of data, the publication of these types of unclear databases should be postponed until later. The data should be divided into public, non-public and unclear. At first, an organisation could concentrate on opening the public data.
An organisation should not clear the list of data sets they are not allowed to publish. If possible, information on the existence of those sets should be given. Actors operating outside the organisation find this type of information relevant in forming an overall picture of government data.
Next, a decision has to be made; who is going to operate as a mediator be- tween the organisation and the re-users and how to address the issues that might come up. An organisation should prepare to deal with conflict situations and have answers to what to do with possible immoral use of their data.
At first, no interface for distributing data is needed. It would be easier for everyone, if the data users are not asked to register or order the data from the organisation. Instead, the organisation could let everyone know where to find the data sets. Distributing raw data “as it is” means that if the information is in a database format, the content of the database is printed on a Comma Separated file, which is then posted on a web server. If the data already exists in the files, it is enough to enable public availability of the files.
It is not the aim of initial raw data distribution to have someone immediately create systems based on it. Openly published data helps different quarters to explore the information content and make plans on how to utilise it. This is what creates publicity for the data in question. Once the data has provoked interest, the providing organisation can, in cooperation with the re-users, plan the best serving interfaces and other distribution methods.
The lack of resources within an organisation to plan the interfaces is not a reason for delaying the opening of data. Iteration is the key and small steps take you further. It is better to publish the data lightly but as a whole at first, and only then start thinking about creating possible interfaces. Final polishing and user interfaces are low on the list of priorities.
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2. Organisa tion’ s V ie ws on Openness2.3.3 Documentation and the Use Cases
Viitteellisen datan avaamisprossessin mukaan on tehty jo kaksi täyttä kierrosta. Ensimmäisen tuloksena julkaistiin lista kaikista organisaation hallussa olevista julkisista aineistoista. Toisen tuloksena julkaistiin ensimmäiset helposti avatta- vat aineistot. Samalla organisaation omien tietoresurssien tuntemus on vahvis- tunut ja datan käyttäjäyhteisöihin on syntynyt ensimmäiset kontaktit. Tämän
seuraavan dokumentointi ja käyttötilanteet-kierroksen aikana tehdään kattavampi
datavarantojen inventaario, julkaistaan uusia aineistoja ja parannetaan niiden julkista dokumentaatiota.
Now, we have completed two full circles of the possible data opening process. As a result of the first one, a list of all data sets in possession of the organisa- tion was published, and the second one led to the publishing of the first, easily opened data. During the process, the organisation has become more aware of their information resources and made contacts with user communities. During this next round, documentation and operating situations, we will make a more comprehensive inventory on the data resources, publish new data and improve their public documentation.
The inventory process of opening data is similar to one that might be carried out anyway, to analyse and reorganise data resources to be used within the or- ganisation. Inventory helps to identify any needs for information the employees might have. This takes more effort than simply opening the data but it supports the operations of the organisation.
Analysing the mechanisms at hand, together with the data administration, gives a good overall picture of the organisation’s data resources and the con- ventions related to them. However, it is possible that data administration is not familiar with all of the organisation’s data sets and the conventions. The famili- arity can be improved by interviewing different user groups and explaining the different situations within the organisation that require information. Listening to the users may help find new ways to utilise data which can then be intertwined as part of the data opening project.
During the publishing phase of this iteration circle, it is possible to develop the distribution of previously opened data by creating an open interface (see chapter 5.5.). Describing the access rights and the content, as well as technical documentation are also important targets for development.