How can you create data access and sharing policies in a governance framework?

1 Assess your data assets

The first step to create data access and sharing policies is to assess your data assets and their characteristics, such as type, source, format, sensitivity, and value. You need to identify and classify your data according to its purpose, function, and risk level. For example, you can use a data catalog or a data dictionary to document and organize your data assets, and assign metadata and labels to indicate their ownership, quality, and usage. You can also use a data classification scheme, such as public, internal, confidential, or restricted, to indicate the level of protection and access required for each data asset.

2 Define your data roles and responsibilities

The second step to create data access and sharing policies is to define your data roles and responsibilities, such as who can create, update, delete, or share data, and who can grant or revoke permissions. You need to establish a clear and consistent data ownership and stewardship model, where each data asset has a designated owner and a set of stewards who are accountable for its quality, security, and compliance. You also need to define the roles and responsibilities of data consumers, such as analysts, developers, or external partners, who need to access and use data for various purposes. You can use a role-based access control (RBAC) system to assign roles and permissions based on the data classification and the business needs.

4 Communicate and educate your data stakeholders

The fourth step to create data access and sharing policies is to communicate and educate your data stakeholders, such as data owners, stewards, consumers, and partners, about the policies and their implications. You need to raise awareness and understanding of the data governance objectives and principles, and the benefits and risks of data access and sharing. You also need to provide training and guidance on how to comply with the policies and use the tools and systems that support them. You can use various channels and formats, such as newsletters, webinars, workshops, or FAQs, to communicate and educate your data stakeholders.

5 Review and refine your data access and sharing policies

The fifth step to create data access and sharing policies is to review and refine your policies on a regular basis, or whenever there is a change in the data environment, such as new data sources, regulations, or business needs. You need to evaluate the effectiveness and efficiency of your policies, and identify any gaps, issues, or opportunities for improvement. You also need to solicit feedback and input from your data stakeholders, and incorporate their suggestions and recommendations. You can use various methods and metrics, such as surveys, interviews, reports, or dashboards, to review and refine your data access and sharing policies.

6 Align your data access and sharing policies with your data strategy

The sixth and final step to create data access and sharing policies is to align your policies with your data strategy, which is the overarching vision and plan for how you will leverage data to achieve your business goals and objectives. You need to ensure that your policies support and enable your data strategy, and that they are consistent and coherent with your data governance framework and other data policies, such as data quality, security, or privacy policies. You also need to align your policies with your organizational culture and values, and foster a data-driven and collaborative mindset among your data stakeholders. You can use a data governance maturity model or a data strategy roadmap to align your data access and sharing policies with your data strategy.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?