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Department of Defense
Chief Data Officer

DoD Data Stewardship Guidebook

October 2021

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Table of Contents

1 Introduction ..................................................................................................................... 1
1.1 Data Stewardship Hierarchy ............................................................................................ 2
1.2 Data Stewardship Hierarchy Description ......................................................................... 2
2 Key Data Stewardship Roles and Responsibilities ........................................................... 4
2.1 DoD Component Chief Data Officer................................................................................. 4
2.2 x Data Officer ................................................................................................................... 6
2.3 Data Steward.................................................................................................................... 7
2.4 x Data Manager ................................................................................................................ 9
2.5 Data Custodian ............................................................................................................... 12
3 DoD Component Flexibility in Data Stewardship Roles and Responsibilities ................ 12
4 Office of the Secretary of Defense / Principal Staff Assistants...................................... 13
5 Conclusion ...................................................................................................................... 13
6 Content for Future Versions .......................................................................................... 14
Appendix A: Glossary .................................................................................................................... 15
Appendix B: Acronyms .................................................................................................................. 19
Appendix C: DoD Data Strategy Summary .................................................................................... 20
Appendix D: References ................................................................................................................ 22

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1 Introduction
The Department of Defense (DoD) Data Stewardship Guidebook amplifies and extends key
concepts from the DoD Data Strategy – three essential capabilities and five guiding principles. The
essential capabilities enable the DoD Data Strategy goals and therefore, are leveraged within data
stewardship roles and responsibilities to ensure that data is managed effectively at all levels. They
empower the workforce to manage and maximize the value of data and to make data-informed
decisions in implementing effectual processes. The guiding principles are foundational to all data
efforts and enable military advantage by ensuring accountability throughout the data lifecycle, by
providing access and availability to the fullest extent possible, and by keeping appropriate data
sharing and use at the forefront.
The three (of four) essential capabilities leveraged in this guidebook are:
• Governance which provides the principles, policies, processes, frameworks, tools,
metrics, and oversight required to effectively manage data at all levels, from creation to
disposition.
• Talent and Culture which addresses the need to increasingly empower the DoD
workforce (Service Members, Civilians, and Contractors at every echelon) to work with
data, make data-informed decisions, create evidence-based policies, and implement
effectual processes.
• Standards which provides a family of standards that includes not only commonly
recognized approaches for the management and utilization of data assets, but also proven
and successful methods for representing and sharing data.
The five (of eight) guiding principles leveraged in this guidebook are:
• Data is a Strategic Asset – DoD data is a high-interest commodity and must be leveraged
in a way that brings both immediate and lasting military advantage.
• Collective Data Stewardship – DoD must assign data stewards, data custodians, and a set
of functional data managers to achieve accountability throughout the entire data lifecycle.
• Data Collection – DoD must enable electronic collection of data at the point of creation
and maintain the pedigree of that data at all times.
• Enterprise-Wide Data Access and Availability – DoD data must be made available for
use by all authorized individuals and non-person entities through appropriate
mechanisms.
• Data Fit for Purpose – DoD must carefully consider any ethical concerns in data
collection, sharing, use, rapid data integration as well as minimization of any sources of
unintended bias.
The DoD Data Stewardship Guidebook identifies the roles and responsibilities necessary to govern
and manage data on behalf of a DoD Component in support of the DoD Data Strategy. Roles within
the guidebook should be recognized by leadership of DoD Components and empowered to perform
data responsibilities. In doing so, data will become a strategic asset, a high value materiel that
brings immediate and long lasting military advantage, furthering the three focus areas of the
strategy: Joint All Domain Operations, Senior Leader Decision Support, and Business Analytics.

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1.1 Data Stewardship Hierarchy

The Data Stewardship Hierarchy lays the foundation for data stewardship in the Department. The
chart in Figure 1 summarizes how the key data stewardship roles and responsibilities interact and
are executed. The guidebook includes detailed descriptions of these roles and responsibilities to
ensure a common understanding and consistent implementation of data roles across DoD.

Figure 1: Data Stewardship Hierarchy

1.2 Data Stewardship Hierarchy Description

1. 46 Major DoD Components
The 46 major DoD Components are comprised of the Office of the Secretary of Defense
(OSD), the Office of the Chairman of the Joint Chiefs of Staff and the Joint Staff, the
Combatant Commands (CCMDs), the Office of the Inspector General, the Military
Departments (MILDEPS), and the Defense Agencies and DoD Field Activities (DAFAs).
2. Functions
There are five functions (i.e., strategy, policy alignment, lifecycle management, policy
implementation, and mission execution). Three are policy related and two are execution
related.
a. Policy – Functions above the red line are strategy, policy alignment, and lifecycle
management. These functions set the foundation for the execution functions.
b. Execution – Functions below the red line are policy implementation and mission
execution.

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3. Number of Positions per DoD Component

The number of positions (one, few, many) is a guide, with the exception of the Chief Data
Officer (CDO), where there can only be one. “Few” and “many” are relative to the number
of major categories of data, and the size and responsibilities of the DoD Component. It is
expected that the DoD Component exercise proper judgement in designating roles and
responsibilities based on its mission(s) and the amount of data and data assets it manages.
4. Required / Optional Roles
The establishment of specific roles or full time equivalents is deemed required or optional.
Required roles and responsibilities are considered necessary for any DoD Component to
function properly in accordance with the DoD Data Strategy essential capabilities of
Governance and Talent and Culture. Optional roles are encouraged, but the responsibilities
of these roles are essential to effective data management and are required to be carried out
within the DoD Component regardless of position title. The need for optional roles is driven
by DoD Component mission, manpower and size, and complexity of data assets.
5. Headquarters / Echelon
The identification of the role being at headquarters or echelon is not necessarily a binary
option. There are instances where it makes sense for the DoD Component to have certain
roles at both. This attribute is intended to assist DoD Components in understanding where
the roles most likely make sense and where those roles are likely to be performed.
6. Responsibilities
The high level responsibility descriptions identify differences between the layers of the
hierarchy. Greater detail is provided in Section 2 of this guidebook.
7. “x” Qualifier
The “x” is used to provide flexibility in the naming of data officers. The DoD Component
is given the flexibility to provide the appropriate term to describe how the DoD Component
distributes the responsibility of the role. For example, if the DoD Component determines
that it is best to use an existing or customized construct, such as Joint Capability Areas
(JCAs), then they could have x Data Officers (xDOs) with titles like Force Management
Data Officer, Health Readiness Data Officer, and Logistics Data Officer. Similarly, if a
DoD Component chooses to use the Mission Area construct, they could have xDOs with
titles like Warfighter Data Officer, Business Data Officer, Intelligence Data Officer, and
Information Enterprise Data Officer. The xDO construct also supports organizational
constructs where a MILDEP may have Installation Data Officers or a large Defense
Agency may have xDOs based on their divisions/directorates.
Likewise, for the x Data Manager (xDM) roles, the appropriate term should describe the
responsibilities of the specific data manager such as their system or subsystem name (e.g.,
General Fund Enterprise Business System Data Manager) or their sub area of responsibility
(e.g., Civilian Payroll Data Manager). These roles could also be data-functionally aligned
with titles like Interoperability Data Manager, Data Quality Data Manager, Data Security
Data Manager, and Metadata Data Manager. It is at the discretion of the DoD Component
to identify the appropriate term for the roles that best address their organization.
There is no restriction or requirement regarding the number of positions within a role that
has an “x” qualifier. The DoD Component has the flexibility to assign the appropriate
number of “x” qualifier roles based on their internal construct to meet mission.

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2 Key Data Stewardship Roles and Responsibilities

This guidebook provides best practices to assist each DoD Component in implementing data
stewardship within their organization. The goal is to promote consistent data stewardship across
the Department. Data stewardship roles are not an additional layer of positions but rather existing
positions in which people are performing identified data responsibilities. Each of the following
roles and responsibilities are considered “best practices” and, as such, are essential to performing
data stewardship in a manner that facilitates transformation of DoD into a data centric enterprise.
The Deputy Secretary of Defense memorandum, “Creating Data Advantage,” directed DoD
Components to coordinate their data activities by establishing appointed data leaders (e.g., CDOs).
It is highly recommended that DoD Components implement all “required” roles and ensure
coverage of responsibilities under “optional” roles unless justifications exist (e.g., business model
does not require role, limited personnel). The responsibilities for all roles are essential in managing
data throughout its lifecycle. DoD Components may designate existing, similar positions as dual
roles to address the responsibilities identified in this guidebook; may determine if the role is a full
or part time duty based on their mission and resources; or may assign roles/responsibilities
according to type of staff (military, civilian, or contractor) in accordance with laws and regulations
that restrict contractors from performing inherently governmental responsibilities. Recognizing
that DoD Components are at different levels of data management maturity, there is no given
timeline for implementation of these roles and responsibilities.
For the purposes of this document, data roles and responsibilities do not need to be exclusively
tied to a traditional information system, as data and analytic platforms require data stewardship as
well. Data stewardship does not address IT system hardware or software, but rather the data
governance and data management activities related to databases, application programming
interfaces (APIs), and other tools useful in managing data over its lifecycle.
The DoD CDO is responsible for issuing policy and guidance regarding the Department's data
ecosystem (e.g., people, technology, and culture), data sharing, data architecture, data lifecycle
management, and a data ready workforce. The Office of the DoD CDO collaborates with DoD
Components on the development of policy to address areas where policy updates or guidance is
needed. In circumstances where an issue cannot be resolved at the DoD Component level, the DoD
CDO engages to find a suitable resolution. While 44 USC §3520 is a statutory requirement for the
DoD CDO and the three MILDEP CDOs, these base requirements for data leadership should be
guide the responsibilities of all appointed Component data leaders, including in CCMDs, DAFAs,
and other sections of OSD.

2.1 DoD Component Chief Data Officer

Role Description
The DoD Component CDO is a designated senior official within each DoD Component responsible
for the management of data as an asset. For the MILDEPS and DoD CDO that are subject to CDO
requirements in U.S. Code (USC), they are accountable for implementing the appropriate statutory
responsibilities of 44 USC §3520; for developing, promulgating, and overseeing implementation
of data-related strategies, policies, standards, processes, and governance; and for measuring and
reporting on data maturity and data quality.

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Detailed Responsibilities
1. Implement appropriate functions of 44 USC §3520(c) in alignment with the DoD Data
Strategy and other relevant strategies.
2. Address Federal Data Strategy (FDS) Action Plan (FDSAP) requirements when required
or appropriate to improve data management within their DoD Component.
3. In cooperation with stakeholders, such as USD(A&S) and the acquisition community,
pursue change across a broad spectrum of materiel and non-materiel solutions, and create
policies around data management. These policies govern data management across the
entire data lifecycle (from origination to disposition) and cover all types of data
regardless of purpose or use.
4. Develop and oversee the DoD Component-level data management strategy and data
management plan. The plan documents how specific data is collected/created, processed,
used, maintained, and disposed in order to facilitate long-term data management
decisions and actions. It should include topics such as:
a. Description of the data to be collected/created
b. Authority under which the data is collected
c. Standards/methodologies for data collection and management
d. Ethics and intellectual property concerns or restrictions
e. Plans for data sharing and access
f. Strategy for long-term preservation of the data.
g. Metadata Management
h. Interoperability and Data Exchange
i. Security
j. COOP/disaster recovery
k. Data Governance and authority to govern (i.e., the plan should describe how the
roles defined in this document are implemented.)
l. Data Storage and Backup
m. Data Archival/Disposal
5. Identify categories of data that should incorporate dynamic authorization and access to
data.
6. Instantiate and oversee appropriate decision bodies, such as a Data Governance Board
(DGB), to ensure establishment and enforcement of data governance.
7. In conjunction with other DoD Component stakeholders, including xDOs, create
subdomains and appoint subject matter experts with detailed knowledge of specific data
types unique to a subdomain. Define as many or as few subdomains as necessary.
8. Coordinate and involvement in acquisition decisions to ensure compliance with data
policies.

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2.2 x Data Officer

Role Description
xDOs develop, manage, and oversee the implementation of data management policies within their
scope of responsibility. They designate and provide guidance to data stewards, and assist the DoD
Component CDO and other senior officials with the development of DoD Component level data
management policies.
Detailed Responsibilities
1. In coordination with the Component CDO, implement appropriate functions of 44 USC
§3520(c) in alignment with the DoD Data Strategy and other relevant strategies.
2. Address FDSAP requirements when required or appropriate to improve data management
within their scope of responsibility.
3. Be appointed by leaders within their area of responsibility in consultation with the DoD
Component CDO. Report and coordinate with the CDO as organizationally appropriate.
4. In conjunction with the DoD Component CDO and other data stakeholders, create
subdomains and appoint subject matter experts with detailed knowledge of specific data
types unique to a subdomain. Define as many or as few subdomains as necessary.
5. Develop data policies, guidance, procedures, and standards related to a specific discipline
and establish related training.
6. Drive change within organizational structure, information resources management policy,
and technology solutions to improve decision support outcomes. Additionally, if
appropriate, engage with secretariats, resource sponsors, and Budget Submitting Offices
to recommend program improvements with respect to data governance and management.
7. If the DGB approves and promulgates data policies, procedures, standards, and
specifications for implementation, implement and enforce DGB guidance for the DoD
Component.
8. Protect and manage data as an asset and serve as senior advisor to the DoD Component
head on all data matters within their scope of responsibility including:
a. Developing and overseeing implementation of a data management plan
b. Advising on funding allocation to implement the data management plan
c. Coordinating enterprise data strategy, policies, standards, and enactment in
fulfillment of their responsibilities
d. Creating and sustaining a data-aware and data literate workforce
e. Governing data, including its creation, use, analysis, protection, and destruction
f. Coordinating with those developing architectures to facilitate the management
and integration of DoD Component high-level data architecture and engineering
products
g. Approve and implement DoD Component data policies, standards, and
specifications for data stewards within their respective domain.

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9. Oversee data and the management of data within their area of responsibility:
a. Coordinate integration of data across DoD Component applicable constructs (e.g.,
mission areas, information domains)
b. Designate, assign, and task data stewards
c. Define scope of data steward responsibility
d. Report to DoD Component DGB.

2.3 Data Steward

Role Description
For their assigned scope of responsibility, data stewards establish protection, sharing, and
governance guidelines; maintain data names, definitions, data integrity rules, and domain values;
ensure compliance with legal and policy requirements, and conformance to data policies and
standards; ensure application of appropriate security controls; and analyze and improve data
quality. They provide guidance to xDMs.
Detailed Responsibilities
1. In coordination with the Component CDO, implement appropriate functions of 44 USC
§3520(c).
2. Perform some or all of the following, depending on the DoD Component:
a. Govern domain in accordance with DoD Component DGB Charter
b. Attend and actively participate in enterprise data governance forums
c. Assist with serving the interests and needs of their stakeholders
d. Convey and support the positions and decisions of the DGB to their stakeholders
e. Ensure systems and solutions under their purview align with the DoD Data
Strategy and the DoD Component implementation plan of the DoD Data Strategy,
and comply with other data-related guidance
f. Support effective data governance for their stakeholders
g. Identify use cases and questions that can be used for data-driven decision making
h. Implement data management guidance and policies within their area of
responsibility in coordination with the DGB
i. Coordinate approval of data models, standards, mapping, and interface
specifications with the DGB
j. Identify and catalog common, shared datasets (e.g., master data)
k. Identify and catalog systems creating, storing, or disposing of domain data
l. Enable enterprise data sharing initiatives
m. Enable, implement, oversee, and improve data interoperability among information
systems
n. Measure and report data metrics (e.g., quality, timeliness, accessibility)

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o. Audit, implement, and report compliance with the DoD Data Strategy and DoD
Component implementation plan
p. Assist with planning, programming, budgeting, and execution for data
management activities
q. Assist with the implementation of the FDS and the FDSAP.
3. Implement data governance and data management policy and guidance within their
domain by working with information owners and system owners, regardless of the system
in which the data originates (e.g., feeder systems) and resides (e.g., data management and
analytic platforms).
4. In collaboration with their Component CDO and/or xDO, create policies for their domain.
5. Responsible for data quality with the domain.
6. Define digital policy rules for access to data based on laws, regulations, agreements, and
DoD and DoD Component level policies.
7. Ensure data sharing agreements align with appropriate policy and guidance, and
implement appropriate mechanisms (e.g., access controls) within the domain.
8. Appoint xDMs as required, but function as the single DGB representative for their
respective stakeholders.
9. Work with the DoD Component CDO and xDOs to implement changes in policies,
standards, processes, and technologies to ensure maximum execution effectiveness.
10. Participate in acquisition decisions to ensure compliance with data policies.
11. Responsible for cross-coordination with the Principal Staff Assistants (PSAs).
12. Data Initiative Identification
a. Work with the xDOs and functional lead to identify and approve data initiatives
and to prioritize initiatives based on impact to mission objectives and data
analytics goals.
13. Data Identification
a. Designate authoritative sources, unless performed at the xDO level, and ensure
authoritative sources are accessible via APIs and are registered in the data catalog
b. Assess financial impact of source selection.
14. Data Collection / Creation
a. Approve data acquisition policies and processes
b. Ensure that systems and platforms under their responsibility meet the data
standard requirements outlined within DoD policies. When appropriate, select and
approve data standards (e.g., imagery data format from sensors)
c. Monitor the acquisition of data from existing and new data sources to ensure
standards and quality requirements are met.

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15. Data Preparation

a. Define and approve the curation processes (including data quality requirements),
metadata requirements, and tiered access control policies for data
b. Define authoritative integrated data products.
16. Data Storage / Integration
a. Designate the domain policy for data storage (e.g., platforms, cloud, backup) and
security (e.g., access controls, authorizations)
b. Validate that integrated data sources have operational APIs and are registered in
the data catalog (particularly sources of authoritative data).
17. Data Maintenance
a. Approve the process by which data is created, updated, and cleansed for
conformance with defined data quality requirements for mission objectives
b. Update access controls and data quality requirements as necessary to
adapt/respond to consumer feedback.
18. Data Use
a. Identify and manage the use and application (e.g., data analytics, visualizations,
artificial intelligence, machine language) of data within domain
b. Monitor and ensure consumer satisfaction with data and access
c. Monitor and ensure proper authoritative data is being used for priority efforts.
19. Data Provisioning
a. Select, approve, and oversee fielding of APIs/services that provide data access to
consumers for all priority systems and data sources
b. Identify/establish security policies and mechanisms to control data access.
20. Data Archival / Disposal
a. Coordinate data archival and disposal periods with the DoD Component records
management team to ensure that data retention schedules are implemented
accordingly.

2.4 x Data Manager

Role Description
xDMs implement enterprise and domain specific data management policies and maintain the
quality of the data within their scope of responsibility.
Detailed Responsibilities
1. In coordination with the Component CDO, implement appropriate functions of 44 USC
§3520(c).

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2. Data Initiative Identification

a. Recommend and nominate data initiatives and data requirements that support
mission objectives
b. Identify and define analytics efforts to support mission objectives.
3. Data Identification
a. Determine (search and identify) data sources that satisfy the data needs and
requirements of missions and initiatives
b. Nominate data and sources for data steward approval
4. Data Collection / Creation
a. Define/propose data acquisition (acquiring of data sets and associated metadata)
policies and processes
b. Acquire data via APIs
c. Continuously monitor, evaluate, and log data acquisitions
d. Ensure collection policies, processes, and standards are met.
5. Data Preparation
a. Implement transformation or curation processes
b. Curate/process acquired data, including creation of curation metadata records.
6. Data Storage / Integration
a. Implement user authorizations, access controls, and update permissions
b. Select the tools, technology, and platforms for data storage
c. Direct and manage data interoperability and integration
d. Register data sources in the data catalog.
e. Ensure data and sources are integrated into the data architecture, and that the data
architecture is represented in appropriate DoD Component architecture
documentation
f. Oversee and/or perform data propagation/replication, high availability
configuration/troubleshooting, data partitioning, partition
management/optimization/tuning, and search and index creation/optimization

g. Produce a comprehensive data dictionary for each data source that thoroughly
defines and describes all data fields associated with the source data.

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7. Data Maintenance
a. Update, maintain, and refresh data as needed or assign those actions to data
custodians (e.g., database administration activities)
b. Assess, cleanse, and curate data to confirm the quality and veracity
(trustworthiness) of the data to ensure data is deemed fit for access
c. Respond to consumer feedback, particularly on data quality and data access issues
8. Data Use
a. Direct and record the different uses (e.g., data analytics initiatives, applications)
and users of the data
b. Select the tools and technology required to apply/use the data
c. Monitor and log data provided to consumers employing automation to the
maximum extent possible
d. Solicit, receive, and respond to data consumer feedback.
9. Data Provisioning
a. Develop, manage, operate, and maintain API/services with appropriate security/
access controls (e.g., identity, credential, and access management)
b. Register data source and API in the data catalog
c. Maintain record (log) usage of API/service employing automation to the
maximum extent possible
d. Provide data to consumer in a standard format (e.g., National Information
Exchange Model) as feasible and appropriate
e. Collaborate with appropriate DoD Component stakeholders to define architecture
for integrating dynamic access services including attribute services, policy rule
stores, policy decision points, and policy enforcement points in support of access
to tagged data

f. Ensure exchanged data is secure (e.g., Intelligence Community – Information

Security Marking, encryption).
10. Data Archival / Disposal
a. Evaluate the conditions for data archival and disposal, and archive or dispose of
data if conditions are met
b. Map DoD and DoD Component records management policies to each data asset.

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2.5 Data Custodian

Role Description
Data custodians perform mission and business data-related tasks such as collecting, tagging, and
processing data, and grant individual user’s access to additional information beyond that of general
systems, applications, and file permissions to perform such functions, where appropriate. Data
custodians must be authorized by the appropriate data steward.
Detailed Responsibilities
1. Operate and manage systems which collect, manage, and provide access to DoD
Component data
2. Collect, tag, and process data
3. Ensure data quality
4. Catalog data
5. Grant individual user’s access in accordance with laws, regulations, and policies
6. Implement dynamic access by linking data to appropriate digital policy rules and by
developing interfaces between information systems and dynamic access services
7. Comply with applicable DoD cybersecurity standards
8. Manage data user access as prescribed and authorized by appropriate data stewards
9. Follow data handling and protection policies and procedures established by appropriate
data stewards
10. Comply with all federal laws and regulations, and DoD and DoD Component policies
applicable to the data in their custody
11. Data quality and data cataloging
12. Elevate concerns and insights to the xDM or data steward.

3 DoD Component Flexibility in Data Stewardship Roles and

Responsibilities
In order to meet the data management needs of the DoD Component, DoD Components are given
flexibility in assigning the responsibilities of these roles based on their mission requirements and
needs. While DoD Components must have staff performing the “required” roles identified (i.e.,
CDO, data steward, xDM), they may assign “optional” role responsibilities without designating
titles. Effective data management requires the execution of all responsibilities identified in this
document. DoD Components may identify which positions within their DoD Component have the
ability to appoint, establish, or task data management roles. As stated in Section 2.0, each DoD
Component may identify the type of staff (military, civilian, contractor), the level of effort (part or
full time), and the timeline for implementing data stewardship roles. Likewise, they may define
reporting requirements for data stewardship roles within their organization’s structure and
construct.

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Nothing precludes DoD Components from having staff perform other roles and responsibilities
(non-data stewardship related) in addition to data management roles. At any level of this hierarchy,
the person performing the data role may have other responsibilities. This depends on individual
circumstances, such as the DoD Component’s mission, number of personnel, number of systems,
size and complexity of their data, and other items unique to a DoD Component’s situation.
The DoD CDO is available to assist DoD Components with questions concerning their data
management needs. The DoD CDO seeks to foster the data management community and to support
DoD Components with finding ways to share best practices and lessons learned in implementing
data stewardship.

4 Office of the Secretary of Defense / Principal Staff

Assistants
The Office of the Secretary of Defense, Principal Staff Assistants have primary responsibility for
cross-DoD Component data stewardship within their chartered areas of responsibility. The cross-
DoD Component responsibilities of the PSAs are principally a policy alignment role described in
this guidebook as an xDO.

5 Conclusion
The DoD Data Stewardship Guidebook establishes the structure, roles, and responsibilities
required to effectively manage data as a strategic asset within a DoD Component. The guidebook
is an amplification and extension of the Governance and Talent and Culture essential capabilities
identified in the DoD Data Strategy. The guidebook also applies and extends the guiding principles
necessary to address foundational data management activities (e.g., data quality management,
metadata management, and data risk management (security, privacy, compliance)). It is a tool
intended to enable a more consistent data stewardship workforce that fully exploits data for
mission operations and trustworthy decision making.

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6 Content for Future Versions

Items for consideration in future versions of this document or in separate guidance include:
1. Refinement of x Data Officer responsibilities
2. Refinement of x Data Manager responsibilities
3. Refinement of Data Custodian responsibilities
4. Refinement of PSA responsibilities
5. xDO structure and responsibilities
6. Mechanisms in place to ensure best practices for consistency across all DoD Components
7. References to sources for best practices
8. Privacy Act concerns
9. Identify, describe and define processes referenced in the responsibilities section of the
roles.
10. Use cases / examples of best practices demonstrating when and how these best practices
have led to mission success.
11. Alignment/mapping of data management terms to “IT role” terms
12. Terminology cross-walk between DoD and industry
13. DGB relationship to the broader DoD community
14. Standards and related bodies (e.g., DoD IT Standards Process, the International Standards
Organizations, and U.S. Federal Standards Process) – address data standards
harmonization/de-confliction across the DoD, Coalition/International, and Interagency
communities.

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Appendix A: Glossary
Term Definition

Chief Data Officer A designated senior official responsible for the management of data as
an asset and the establishment and enforcement of data-related
strategies, policies, standards, processes, and governance. (IC Data
Management Lexicon, 2020)

Community In relationship to data stewardship responsibilities, a group of people

having an invested interest in the data sets and associated activities.

Data A representation of facts, concepts, or instructions, such as text,

numbers, graphics, documents, images, sound, or video, in a form
suitable for communication, interpretation, or processing, which
individually have no meaning by and in themselves. (IC Data
Management Lexicon, 2020)

Data Access The ability of a human or non-person entity to perform one or more
operations on data, typically via service endpoints and APIs. These
operations may include the ability for data to be searched, retrieved,
read, created, updated, deleted, manipulated, and executed. (IC Data
Management Lexicon, 2020)

Data Asset Data maintained and secured as a shared, critical, inexhaustible, durable,
and strategic resource with the expectation of future value and benefits.
Examples of data assets include databases, documents, data returned as
web content, application/system output files, and records. (IC Data
Management Lexicon, 2020)

Data Custodian May perform mission and business data-related tasks such as collecting,
tagging, and processing data, and may grant individual user’s access to
additional information beyond that of general systems, applications, and
file permissions to perform such functions, where appropriate. The data
custodian does not assume the legal or policy roles of the DoD
Component. (IC Data Management Lexicon, 2020)

Data Governance Discipline comprised of responsibilities, roles, functions, and practices

supported by authorities, policies, and decisional processes (planning,
setting policies, monitoring, conformance, and enforcement), which
together administer data and information assets across a Component to
ensure that data is managed as a critical asset consistent with the
organization’s mission and business performance objectives. (IC Data
Management Lexicon, 2020)

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Data Governance A decision- and/or policy-making board of senior managers, chaired by

Board (DGB) the CDO, that is responsible for the highest tier of data governance in a
Component. The DGB oversees or manages data governance initiatives
(e.g., development of policies or metrics), issues, and escalations. The
DGB monitors results to ensure that the Component receives the desired
outcomes and business value from data management activities. This
may also be called a Data Council, Executive Data Council or Data
Executive Council. For the purposes of this document the body has
been called a board. (IC Data Management Lexicon, 2020)

Data Lifecycle A conceptualization of a birth-to-death value chain for data, which often
includes phases such as plan and task, acquire and assess, process and
transform, discover and access, analyze and exploit, and preserve or
dispose. (IC Data Management Lexicon, 2020)

Data Lifecycle Establishment and execution of policies and interconnected processes

Management for managing data throughout the data lifecycle to support data
management functions, such as data governance. (IC Data Management
Lexicon, 2020)

Data Management Development and execution of plans, policies, programs, and practices
(4Ps) that acquire, control, protect, and enhance the value of data assets
throughout the lifecycle, led or performed by professionals following
established disciplines and functions. (IC Data Management Lexicon,
2020)

Data Management A plan that documents how specific data is collected, processed, used,
Plan and curated in order to facilitate long-term data management decisions
and actions. It typically includes topics such as:
i. Description of the data to be collected/created
ii. Authority under which the data is collected
iii. Standards/methodologies for data collection and management
iv. Ethics and Intellectual Property concerns or restrictions
v. Plans for data sharing and access
vi. Strategy for long-term preservation of the data.
(IC Data Management Lexicon, 2020)

Data Management Selected courses of action setting the direction for data management
Strategy within the enterprise, including vision, mission, goals, principles,
policies, and projects. (DAMA Dictionary, 2nd Edition)

Data Quality The degree to which data is accurate, complete, timely, consistent with
all requirements and business rules, and relevant for a given use. (IC
Data Management Lexicon, 2020)

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Data Steward Data steward responsibilities are assigned to specific personnel across a
multi-level data stewardship hierarchy. Whether represented by a single
employee or by responsibilities distributed through an organizational
hierarchy, data stewards are legally accountable across the data lifecycle
on behalf of the Component for:
a. Establishing protection, sharing, and governance guidelines for
data and datasets within an assigned subject area
b. Maintaining data names, business definitions, data integrity
rules, and domain values within an assigned subject area
c. Complying with legal and policy requirements and conformance
and data policies and data standards
d. Ensuring application of appropriate security controls
e. Analyzing and improving data quality
f. Identifying and resolving data related issues.
(IC Data Management Lexicon, 2020)

Data Stewardship The formal, specifically assigned, and entrusted accountability for
business (non-technical) responsibilities ensuring effective control and
use of data and information resources. (DAMA Dictionary, 2nd Edition)

Domain A specific unit of a DoD Component and/or a functional area in which

the same type of data is usually generated, used, or shared. Examples
include, but are not limited to Mission Areas, Joint Capability Areas,
and lines of business. (Amplified from Merriam-Webster.com)

Domain Data Data generated, used, or shared within a specific domain.

Echelon A unit or group acting in a disciplined or organized manner, which can

be at different levels of a DoD Component, but is below the
headquarters level. (Amplified from Merriam-Webster.com)

Enterprise The scope of an organization as defined by that organization based on a

purpose or point of view. An enterprise may be a business, not-for-
profit, government agency, or educational institution. An enterprise has
a purpose, goals, and objectives. (DAMA DMBoK, 2nd Edition)
For the purpose of this document, except when referencing the DoD
Data Strategy or Mission Areas, enterprise refers to a DoD Component
as identified:
a. Office of the Secretary of Defense
b. Office of the Chairman of the Joint Chiefs of Staff and the Joint
Staff
c. Combatant Commands
d. Office of the Inspector General of the Department of Defense
e. Military Departments
f. Defense Agencies

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g. DoD Field Activities

h. Other organizational entities, which includes the National Guard
Bureau

Enterprise Data Data that is used, shared, or generated with a particular point of view or
perspective, generally DoD Component-wide, DoD-wide, or a
functional area that involves many or all of the DoD Components.
(Amplified from DAMA Dictionary, 2nd Edition)

Headquarters Managerial and administrative center of a DoD Component. (Amplified

from Merriam-Webster.com)

Master Data Data that provides the context for business activity data in the form of
common and abstract concepts that relate to the activity. It includes the
details (definitions and identifiers) of internal and external objects
involved in business transactions such as customers, products,
employees, vendors, and controlled domains (code values). (DAMA
Dictionary, 2nd Edition)

Maturity The quality and/or state of development of either data or the data
management activities, processes, and tools being used to perform data
management functions. (Amplified from Merriam-Webster.com)

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Appendix B: Acronyms
Acronym Definition

API Application Programming Interface

CCMD Combatant Command

CDO Chief Data Officer

DAFAs Defense Agencies DoD and Field Activities

DoD Department of Defense

DGB Data Governance Board

FDS Federal Data Strategy

FDSAP Federal Data Strategy Action Plan

IC Intelligence Community

JCA Joint Capability Area

MILDEPS Military Departments

OSD Office of the Secretary of Defense

USC United States Code

xDO “x” Data Officer

xDM “x” Data Manager

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Appendix C: DoD Data Strategy Summary

Focus Areas: The strategy emphasizes the need to work closely with users in the operational
community, particularly the warfighter. Initial areas of focus include:

1. Joint All Domain Operations – using data for advantage on the battlefield

2. Senior Leader Decision Support – using data to improve DoD management

3. Business Analytics – using data to drive informed decisions at all echelons

Eight Guiding Principles that are foundational to all data efforts in the DoD:

1. Data is a Strategic Asset – DoD data is a high-interest commodity and must be leveraged
in a way that brings both immediate and lasting military advantage.

2. Collective Data Stewardship – DoD must assign data stewards, data custodians, and a set
of functional data managers to achieve accountability throughout the entire data lifecycle.

3. Data Ethics – DoD must put ethics at the forefront of all thought and actions as it relates
to how data is collected, used, and stored.

4. Data Collection – DoD must enable electronic collection of data at the point of creation
and maintain the pedigree of that data at all times.

5. Enterprise-Wide Data Access and Availability – DoD data must be made available for
use by all authorized individuals and non-person entities through appropriate
mechanisms.

6. Data for Artificial Intelligence Training – Data sets for A.I. training and algorithmic
models will increasingly become the DoD’s most valuable digital assets and we must
create a framework for managing them across the data lifecycle that provides protected
visibility and responsible brokerage.

7. Data Fit for Purpose – DoD must carefully consider any ethical concerns in data
collection, sharing, use, rapid data integration as well as minimization of any sources of
unintended bias.

8. Design for Compliance – DoD must implement IT solutions that provide an opportunity
to fully automate the information management lifecycle, properly secure data, and
maintain end-to-end records management.

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Four Essential Capabilities necessary to enable all goals:

1. Architecture – DoD architecture, enabled by enterprise cloud and other technologies,

must allow pivoting on data more rapidly than adversaries are able to adapt.

2. Standards – DoD employs a family of standards that include not only commonly
recognized approaches for the management and utilization of data assets, but also proven
and successful methods for representing and sharing data.

3. Governance – DoD data governance provides the principles, policies, processes,

frameworks, tools, metrics, and oversight required to effectively manage data at all
levels, from creation to disposition.

4. Talent and Culture – DoD workforce (Service Members, Civilians, and Contractors at
every echelon) will be increasingly empowered to work with data, make data-informed
decisions, create evidence-based policies, and implement effectual processes.

Seven Goals (aka, VAULTIS) we must achieve to become a data-centric DoD:

1. Make Data Visible – Consumers can locate the needed data.

2. Make Data Accessible – Consumers can retrieve the data.
3. Make Data Understandable – Consumers can recognize the content, context, and
applicability.
4. Make Data Linked – Consumers can exploit data elements through innate relationships.
5. Make Data Trustworthy – Consumers can be confident in all aspects of data for decision-
making.
6. Make Data Interoperable – Consumers have a common representation/comprehension of
data.
7. Make Data Secure – Consumers know that data is protected from unauthorized
use/manipulation.

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Appendix D: References
1. Department of Navy (DoN), “Data Management CONEMP v 1.0.”

2. United States Army, “Data Management Program Roles & Responsibilities v10.”

3. The Intelligence Community Data Management Lexicon, Office of the Director of

National Intelligence, January 2020.

4. 2020 DoD Data Strategy, September 30, 2020.

5. Deputy Secretary of Defense Memorandum, “Creating Data Advantage,” May 5, 2021.

6. DAMA Dictionary of Data Management, 2nd Edition.

7. Merriam-Webster.com

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