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About data and metadata reference standards

The Chief Information Officer of Canada issues data and metadata reference standards to make sure Government of Canada (GC) data is presented consistently in all systems and datasets.

For a list of these standards, visit Inventory of data and metadata reference standards (accessible only on the GC network).

On this page

Context

Data and metadata reference standards set out how GC data must be presented so that terminology, codes, values, formats and fields are consistent.

Presenting data in a consistent way improves data quality and helps make data more findable, accessible, interoperable and reusable. This consistency reduces redundancies and inaccuracies and helps the GC:

  • streamline processes
  • share data effectively
  • make decisions based on strong evidence
  • provide better services
  • reduce costs

Data and metadata reference standards support priorities set out in the following:

Data and metadata reference standards are issued in Appendix K of the Directive on Service and Digital. Departments described in section 6 of the directive must apply these standards in their systems and datasets.

Development process

Data and metadata reference standards are developed by GC departments in collaboration with the Treasury Board of Canada Secretariat (TBS). Departments bring expertise gained from working with regional, national and international data communities on different subjects.

If TBS determines that a proposed standard is fit for use across the GC, it is presented to the following groups for review (links are accessible only on the GC network):

After those groups have recommended and/or endorsed a proposed standard, it is submitted to the Chief Information Officer of Canada (CIO) for approval.

For details on the steps involved in developing data and metadata reference standards, see the GC Enterprise Endorsement Process for CPDI Products (accessible only on the GC network) on the Community of Practice on Data and Information page on GCXchange.

Roles and responsibilities

In this section

This section describes key roles for upholding effective governance and management of data and metadata reference standards. It outlines:

  • the specific responsibilities of the data reference standard (DRS) steward and custodian
  • the role of the Data Architecture and Reference Data Management Working Group, the Chief Data Officer Council, and the ADM Committee on Data and Information

Together, these roles ensure consistent stewardship, alignment with strategic objectives, and coordinated decision-making across the organization.

Data reference standard stewards and custodians

Each data and metadata reference standard has a steward and a custodian. The DRS steward is a GC department or a group of multiple departments that has the mandate or subject matter expertise related to the topic of the data or metadata reference standard. The DRS custodian is the Office of the Chief Information Officer (OCIO) at TBS.

Data reference standard steward

TBS OCIO, as the DRS custodian, leads the development of DRSs as policy instruments. Stewards may develop the initial data or metadata standard that serves as a candidate for DRS policy instruments issued by the Treasury Board and provide the technical requirements for the DRS. Individual GC departments are responsible for implementing DRSs. Their role is to ensure that the standard is well defined, current and fit for use across the GC.

Stewards collaborate closely with the DRS custodian throughout the entire life cycle of the standard. This partnership ensures alignment with enterprise data priorities, interoperability requirements and departmental needs.

Key responsibilities of DRS stewards are:

  • reviewing and updating standards on a regular schedule or in response to emerging needs
  • proposing the maintenance schedule for DRSs
  • providing advice and guidance, when necessary, to support implementation of DRSs

Data reference standard custodian

DRS custodians are responsible for the policy instrument for the DRS or metadata reference standard. As a part of the development process, the custodian supports stewards in drafting, reviewing and coordinating the publication of DRSs.

The DRS custodian provides strategic and operational support to stewards throughout the life cycle of a DRS. This support includes offering guidance on policy alignment, ensuring consistency across standards, and supporting the development of documentation and supporting materials.

Key responsibilities of DRS custodians are:

  • drafting and maintaining DRS policy instruments, procedures and templates
  • ensuring that each standard is developed and maintained in a consistent, transparent and collaborative manner
  • reviewing and validating draft standards to ensure alignment with GC priorities and frameworks

Governance bodies

Data Architecture and Reference Data Management Working Group

The Data Architecture and Reference Data Management (DARDM) Working Group operates under the Community of Practice on Data and Information (CPDI) (accessible only on the GC network). It brings together information and data professionals to support the optimization of data and information as strategic assets across the GC.

The DARDM Working Group plays a critical advisory role in the early stages of data and metadata reference standard development. It provides feedback on proposed standards, ensuring that they align with existing architectures, enterprise data models, and broader GC digital and data priorities.

Chief Data Officer Council

The Chief Data Officer Council (CDOC) (accessible only on the GC network) provides a forum for departmental chief data officers and the Chief Data Officer of Canada to discuss data issues that affect the GC information management and data community. CDOC is responsible for reviewing, validating, and recommending data and metadata reference standards for endorsement by the ADM Committee on Data and Information. CDOC ensures that standards are aligned with enterprise priorities, promote interoperability, and support improved data quality throughout the GC.

CDOC Subcommittee on Data Standards

The CDOC Subcommittee on Data Standards supports the CDOC’s work by:

  • conducting detailed reviews of draft standards
  • advising on technical and policy considerations
  • recommending standards to the CDOC

It helps ensure that standards are practical, fit for purpose and widely applicable across the federal enterprise.

ADM Committee on Data and Information

The ADM Committee on Data and Information (ADM CDI) serves as the senior GC body responsible for enterprise governance of information and data. Its creation underscores the commitment to a coordinated, whole-of-government approach to managing data as a strategic asset.

ADM CDI is responsible for reviewing and endorsing proposed data and metadata reference standards for enterprise-wide adoption and ensuring their alignment with GC priorities and departmental needs.

Get involved

The information and data community plays a central role in shaping and evolving DRSs. This community:

If you’re a federal public servant and would like to get involved in discussions about data and metadata reference standards, join the Data Architecture and Reference Data Management Working Group on GCXchange (accessible only on the GC network).

Contact

For more information about data and metadata reference standards and for help interpreting their requirements, contact ServiceDigital-ServicesNumerique@tbs-sct.gc.ca.

Related links

For more guidance on how to effectively manage information and data in your organization, visit the GC information and data governance page (accessible only on the GC network).

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2025-10-16