Digitalisation of public registries and data governance
Existence of a catalogue of public sector registries that is complete and updated
Review of government documents, websites and databases to verify the existence of a catalogue of registers which covers all registries kept by the public administration, including a list of all fields (variables) included in each registry and a description of each field. The catalogue of registries should be digital, and it should have been updated or revised in the last three years.
Legislation establishes that data from digital registries with digital certificates have full legal value and prevail over paper documents in case of a discrepancy
Review of legislation to verify that a law establishes that all digital registries records have full legal value and prevail over paper documents in case of a discrepancy.
Digitalisation of public registry data (%)
Review of government documents, websites and databases to verify the share of basic information kept in registries that are fully digital and classified as authentic sources. This is based on the percentage of the following data that is digitalised and incorporated to a basic registry which is considered an authentic source (their digital data records make full proof, have the presumption of veracity, and prevail over paper documents unless there is proof of the error of the digital record). The basic information is comprised of 40 types of data. - Basic information about businesses (12 types): name, addresses trademarks, ownership, representation and management, economic activities, financial statements, auditing reports, number of employees, value-added tax (VAT) corporate income tax, social security contributions. - Basic information about population (8 types): name, date of birth, civil status and identification of partner, number and identification of dependents, address, income (tax data), contractual situation, labour history (social security contributions), disabilities. - Basic information about health (5 types): vaccinations, clinical history (diagnostics, dates, doctors), imaging results, prescriptions. - Basic information about real estate and land property (5 types): location, ownership, environmental information, economic activity authorised, mortgage. - Basic information about vehicles and driving permits (10 types): number of chassis, year, brand, model, type of engine, emissions, insurance, car owner history, driver’s licence points. Points are allocated based on the share of basic data that are fully digital and of an authentic source (x): • x < 20% = 0 points. • 20% ≤ x < 100% = linear function. • x = 100% = 7 points.
A public body is responsible for co-ordinating the public sector data policy
Review of government documentation to verify the mandate of the body in charge of coordinating public sector data policy.
Data governance requirements are clearly defined and are binding for the entire public administration
Review of legislation and secondary regulations to verify that a clear definition of the rules on data governance exists and it is binding for the entire public administration.
The law establishes the obligation of sharing public data with the rest of the public administration
Review of legislation and secondary regulations to verify that legislation establishes a formal obligation of sharing data within the rest of the public administration.
Guidelines of data governance to ensure quality and availability of data are adopted in the public sector
Review of government documents and websites to verify the existence of data governance guidelines.
A comprehensive single data inventory for the central government exists
Review of government documents and websites to verify the existence of the central data registry. The content of this registry will be assessed to check whether all data enumerated in criterion 3 is included.
The law establishes the obligation of all public sector bodies to register into the single data inventory the metadata of the data they collect
Review of legislation and secondary regulations to verify that the formal obligation to register the metadata of data collected into the single data registry is in place.