# Data Governance

### Introduction

Data governance at UNESCO ensures that information is managed as a valuable asset. This guide helps understand who is responsible for what in the data ecosystem, and how different teams work together to maintain data quality and security.

### Organizational Responsibilities

#### Sector and Entity Level

Each sector owns their data content and is responsible for its quality. Program specialists or team members work with their data under the oversight of an Entity Chief, who holds ultimate responsibility for accuracy and proper use. When data is collected or managed, central services can support by providing the tools and frameworks needed.

#### Central Support Structure

Digital Business Solutions (DBS) manages the technical foundation of the data systems, providing secure tools and platforms to manage data. DBS does not manage the content, but ensures the users have reliable and secure ways to store and process it. DBS also develops AI tools to help identify potential data quality issues.Communication and Public Engagement (CPE) guides how data is presented to the public, specifically through the website and communication channels. They ensure the data stories reach their audience effectively.The Data Protection Office within Legal Affairs ensures we handle sensitive information properly, while Legal Affairs manages data licensing and ensures the tools and processes comply with UNESCO and UN policies.

### Data Governance Roles Matrix

| Role           | Responsibility                         | Example Activities                       | Typical Position     |
| -------------- | -------------------------------------- | ---------------------------------------- | -------------------- |
| Data Owner     | Ultimately accountable for data        | Strategic decisions, resource allocation | Entity Chief         |
| Data Steward   | Day-to-day data management             | Quality monitoring, documentation        | Program Specialist   |
| Data Custodian | Technical data management              | System maintenance, access control       | DBS Staff            |
| Data User      | Data consumption and basic maintenance | Data entry, reporting                    | Program Team Members |

### Common Reference Data

Central services maintain master datasets that everyone should use, such as Member States information, UNESCO instruments, and organizational structures. Instead of creating your own versions, always reference these official sources to ensure consistency across UNESCO.

### Getting Started with Governance

When beginning a new data project in your entity:

1. Identify your data steward who will oversee the data quality
2. Consult with DBS about appropriate tools and security measures
3. Check with the DPO if you're handling sensitive information
4. Use central reference data wherever applicable

\
Remember, good governance isn't about restricting your work – it's about helping you manage information effectively while maintaining UNESCO's high standards for accuracy and reliability.\
Need guidance? Reach out to your sector's data focal point who can connect you with the right resources and support.[Actions](https://unesco.sharepoint.com/:fl:/r/contentstorage/CSP_8c5957d7-b8cd-438b-9c67-b43d2baa6a13/Document%2520Library/LoopAppData/Actions.loop?d=w6252a29a7ab64b1f92c80dfd1f001584\&csf=1\&web=1\&e=HdfPPM\&nav=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)

### Data Hub

#### UNESCO Data Hub

<https://data.unesco.org/>

#### Resources

[9.6 Data Governance.docx](https://unesco.sharepoint.com/:w:/r/sites/ADM-Manual/_layouts/15/Doc.aspx?sourcedoc=%257B8F7DCA14-193D-4E40-8CC7-BF992DE50E63%257D\&file=9.6%2520Data%2520Governance.docx\&action=default\&mobileredirect=true)

### Mail Template to remind Frameworks and Policies

Subject: Reminder: Compliance with UNESCO’s Data Governance and AI Operational FrameworkDear colleagues,As part of our shared responsibility to uphold UNESCO’s standards in data and AI management, we would like to remind all teams of the mandatory compliance with our internal frameworks:

* Data Governance Policy (9.6)&#x20;
* AI Operational Framework (9.3)&#x20;

The Data & AI Team under DBS is mandated to oversee all data processing, integration, and AI-related activities across the Organization. Our infrastructure - Dataiku for ETL and AI workflows, and [data.unesco.org](https://data.unesco.org) for secure data sharing and discoverability - is the official platform for all data initiatives. This ensures consistency, data quality, and a Single Source of Truth (SSOT) aligned with international standards and UNESCO’s legal, ethical, and privacy requirements.We recognize that data may be collected through multiple tools - such as Salesforce, LimeSurvey, Microsoft 365 (e.g. SharePoint, Forms), or external platforms via REST APIs. However, only tools formally approved by Legal Affairs and integrated into the Data Hub architecture should be used. All collected data must be routed and processed through the Dataiku platform to ensure compliance with governance and traceability standards.We kindly remind all units that:

* No parallel data pipelines, platforms, or unofficial tools should be developed or deployed.
* Datasets should not be duplicated or transformed outside the Data Hub ecosystem.
* Data must not be stored on third-party cloud services without prior legal clearance and security clearance.
* AI projects must rely on the officially managed AI tools compliant with UNESCO’s ethical guidelines.

> ⚠️ We have recently been informed of \[brief description of the situation, e.g., “external use of data tools not connected to Dataiku or the Data Hub”].We ask those involved to kindly regularize the situation in coordination with the Data & AI Team.

In case of continued or future non-compliance, appropriate measures will be taken, including but not limited to:

* Suspension of services (e.g., website or API access)&#x20;
* Notification of relevant internal bodies, including Legal Affairs, the Data Protection Officer (DPO), and the CPE (Communication) Division
* Personal accountability for any resulting incidents (e.g., data breaches, unauthorized communication, legal implications), which may engage the responsibility of the relevant project managers or developers&#x20;

Our role is not to restrict, but to enable innovation within a trusted and controlled environment that benefits the Organization as a whole. For support, collaboration, or clarification, please contact us at <data.ai@unesco.org>.


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