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Govern Data Access

Situation: Business users frequently request reference data exports from IT teams. You want to enable independent access while maintaining appropriate control and governance.

What we need to achieve: Self-service data access with proper governance, reducing IT bottlenecks and empowering business users.

When to use this approach

  • Frequent requests for reference data exports.

  • Business users who need current data for reports and analysis.

  • Existing governed reference data that’s ready for broader access.

  • Clear understanding of who should have what level of access.

Implementation path

Step 1: Set up role-based access

Understand the access levels:

Role Capabilities

Owner

Full control, manages sharing and governance.

Editor

Can add/modify data and request approval.

Approver

Can review and approve changes for publication.

Viewer

Read-only access to published data.
Implementation tasks:

  1. Review current access: Set Up Access and Governance - Understand role-based permissions.

  2. Assign appropriate roles to users based on their responsibilities.

  3. Train users on their access levels and capabilities.

Step 2: Publish to Catalog

Make data discoverable and accessible:

Implementation tasks:

  1. Publish your tables: Work with Published Reference Data - Enable platform-wide access.

  2. Add clear descriptions so users understand what data is available.

  3. Set up search tags to improve discoverability.

Step 3: Enable self-service workflows

Establish clear processes:

Implementation tasks:

  1. Document access request procedures for users who need higher-level access.

  2. Create usage guidelines explaining what data can be used for what purposes.

  3. Set up monitoring to track usage patterns and ensure compliance.

Step 4: Support business users

Ensure successful adoption:

Implementation tasks:

  1. Train users on how to find and access data in the Catalog.

  2. Provide clear contact information for data-related questions.

  3. Establish feedback mechanisms to improve the self-service experience.

Common use cases after implementation

  • Business reporting: Users access current exchange rates, product categories, and regulatory codes for reports.

  • Data analysis: Analysts use geographic regions, demographic categories, and risk ratings for studies.

  • System integration: Applications programmatically access lookup tables and validation standards.

Next steps

  • Monitor and optimize: Track usage patterns and gather feedback to improve the self-service experience.

  • Scale your approach: Best Practices - Patterns for rolling out across your organization.

  • Improve data quality: Improve Data Quality - Use reference data to validate other datasets.

  • Explore other scenarios: Common Use Cases - Get inspiration from other real-world scenarios.

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