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Ways to effectively consult data providers
These guidelines will be helpful if your project requires the use of existing data held by State/Territory agencies. There are accepted protocols for engaging State/Territory agencies and these include adequate planning, using existing networks (e.g. ANZLIC) and follow-up. Consultation should be carried out with respective State/Territory representatives to determine the correct protocol, methodology or classification procedures to use. In many cases, specific guidelines for data collection and management are available and should be adhered to.
It is well worth the extra time and effort spent at the beginning of a project to approach data providers prior to making data requests. In the case of government-held datasets, whole-of government coordination is essential for efficient and cooperative interactions.
It is important to follow best practice in engaging with data providers because there is efficiency in:
- coordinated requests to data providers
- building on existing initiatives that may have the same data needs
- preventing duplication of data capture by using an existing 'point of truth' dataset
- building trust with agencies by recognising their priorities and costs to them of providing you with data
- encouraging cross-jurisdictional approaches which deliver national outcomes
- using existing coordination arrangements (e.g. ANZLIC Council, ANZLIC Contact Officers)
Some general principles to keep in mind when approaching data providers:
- it is important that data providers understand the background of the project, how it will be of value to them and others, and how it fits within their priorities
- include data providers in designing the project and methodology
- be explicit and clear in making data requests
- build ample interaction into the timeline and budget for the project
- communication should be a priority throughout the process, including both higher level contacts and data managers
Guidelines for the preferred procedure for engaging external data providers.
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Step
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Action
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Responsibility
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Details
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1
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Data requirements are to be explicitly defined in the initial stages of the project
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Principal Investigator
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PI should know details of the data requirements, metadata searching and content standards specific to the project. Time must be built into the project for this to be completed before data collection begins
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2
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Become familiar with ANZLIC policies
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Principal Investigator / FRDC
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FRDC should discuss with the PI the most effective ways to consult with data providers. Involve the ANZLIC national office if needed
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3
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High level support for the project
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FRAB / FRDC
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Arrange a letter or telephone call from FRAB executive or project sponsor to ANZLIC jurisdiction representatives of the project's rationale and context to the upcoming data request
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4
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Meet with each relevant ANZLIC jurisdiction representative or coordinating group
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Principal Investigator
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Meet face-to-face with ANZLIC representative to gather information on their priorities and discuss the details of the data request
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5
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Consultant team to be unified in approach to data providers
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Principal Investigator
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If there is more than one sub-consultant involved, the lead consultant should meet with the team (face-to-face is preferable) to discuss data requirements and steps for gathering data so there is a unified approach
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6
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Keep up communication throughout the process
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Principal Investigator and FRDC
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Keep in contact with jurisdictional representatives as progress is made. PI to update FRDC regularly
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7
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Provide all contributors with final information and data products
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Principal Investigator
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When the final report, information and data products are published, copies should be sent to all contributors.
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