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Data.NSW Frequently Asked Questions (For Organisation Administrators)

Do I need to log in to use Data.NSW?

As it’s open data, all the data on Data.NSW can be accessed without logging in.  However, if you are an administrator of an organisation you will need to log in via the website, but first you will need Okta Single Sign-On (SSO) credentials.  To apply for these credentials, please send an email to datansw@customerservice.nsw.gov.au

How do I become an organisation administrator?

If you are a NSW Government employee who has authority to upload and share your organisation’s data, you can request administrator access to Data.NSW by emailing the team. Admins can upload, edit or delete data on behalf of their agency.

What data can be uploaded?

Only open data can be uploaded to Data.NSW. Open data is data that can be freely used, re-used and redistributed by anyone. Agencies must ensure that open data does not identify an individual, species, object, or location, which if disclosed could introduce a risk of discrimination, harm, or unwanted attention.

How do I respond to a data breach?

Please notify Data.NSW if you discover that any sensitive data, including personal or health information has been uploaded.

How do I upload data?

  1.  Action > Go to https://data.nsw.gov.au/data/dataset, click "Admin Login" and login to CKAN via OktaAdmin login

    Okta login

  2. Go to https://data.nsw.gov.au/data/dashboard/datasets. Action > Select Add Dataset
    Add dataset
  3. Action > Complete ‘Create dataset’ form – see example below. 
    Create dataset form
  4. Action > Select Add Resources

    NB: A resource can be any file or link to a file containing useful data. The primary resource you will add is a dataset. However, you can add multiple other resources for each dataset, such as a data quality statement or data dictionary to help users interpret or understand your data.
    Add Resources
    Distinguish between resource and dataset: A dataset is a collection of related data resources. A resource is an individual file within a dataset.
  5. Action > Select Save and add another or Finish

    NB: If updating a resource monthly, instead of updating one file can add a resource each month to maintain version control. For example, see the Fuel Check Dataset

How do I add, delete or edit resources?

  1. Go to your dataset dashboard: https://data.nsw.gov.au/data/dashboard/datasets and select the dataset which contains the resources you would like to add/delete/edit.
  2. Click on the dropdown arrow next to "Explore" and then select "Edit".
    Edit resources
  3. You can edit the information about the resource or change the linked or uploaded file. For details, see steps 4-5 of “Adding a new resource”, above.
    Edit resources
  4. When you have finished editing, select the button marked “Update resource” (or “Add”, for a new resource) to save your changes. Alternatively, to delete the resource, select the “Delete resource” button.

How do I edit or delete a dataset?

Note: The data on Data.NSW is highly used by the public. It is not possible to track all the business and community uses of Data.NSW data and so removing datasets can have unforeseen consequences to businesses and the community. Datasets should therefore not be deleted unless there is a compelling reason to do so. Please contact us at Data.NSW to discuss your concerns if you need to delete a dataset.

  1. Go to your dataset dashboard: https://data.nsw.gov.au/data/dashboard/datasets and select the dataset which contains the resources you would like to edit or delete.
  2. Click on the dropdown arrow next to "Explore" and then select "Edit".
  3. Select All resources -> then select "Edit metadata"
    Edit metadata
  4. You can edit the information about the dataset. For details, see step 3 of “Adding a new resource”, above.
  5. When you have finished editing, select the button marked “Update Dataset” to save your changes. Alternatively, to delete the dataset, select the “Delete” button.
  6. When you have finished editing, select the button marked “Update Dataset” to save your changes. Alternatively, to delete the dataset, select the “Delete” button.

The “Deleted” dataset is not completely deleted. It is hidden, so it does not show up in any public searches, etc. However, by visiting the URL for the dataset’s page, it can still be seen (by users with appropriate authorisation) and “undeleted” if necessary. If it is important to completely delete the dataset, contact your site administrator.


Last updated 27 Jul 2021