As of May 2024, the Data Governance Guide is available free of charge on the homepage of the Alexander von Humboldt Institute for Internet and Society. The tool (currently available in German only) assists authorities in facilitating the collection, use and transfer of data.
Sustainability concepts such as smart cities depend on reliable data. However, hurdles in data management often limit the potential of data sets. Projects such as Correlaid and stadtnavi Herrenberg have been trying for years to simplify the availability and organisation of data.
The new guide aims to overcome these hurdles by providing employees in public authorities or organisations with the tools and knowledge to handle data effectively.
We need to maximise the potential of data
But why do public authorities have problems processing data in the first place? “One of the biggest challenges is that administrations don’t know how they can use data in a legally compliant manner,” explains Professor Dr Max von Grafenstein, Head of Research at HIIG and head of the study that led to the Data Governance Guide.
“The legal requirements for data collection and data processing are often unclear. Local authorities aren’t given enough guidance,” he adds. This particularly affects fields such as energy supply, public transport and healthcare.
The researchers describe a second problem as a “fragmented data landscape”. This means “a lot of relevant data […] is scattered across different institutions and companies”. Bringing these different data sets together while taking data protection regulations and business secrets into account is difficult. With efficient data governance, companies and authorities can develop “clear responsibilities and standardised processes for handling data”, making the most of the data’s potential.
Insights aren’t turned into new processes
Dr Max von Grafenstein and his team worked with municipal institutions on their research for two years. They realised that digital projects often failed due to a lack of structure and processes. This meant that strategy papers from external consultants were often ineffective, while long-term strategies were lacking. “Project teams aren’t turning their insights into new processes in the long term,” says project coordinator Dr Maurice Stenzel. “They remain isolated individual measures and fizzle out when a project ends.”
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The Data Governance Guide closes this gap, helping local authorities to establish processes to “successfully and permanently integrate data into decision-making processes”.
The first test of the Data Governance Guide was a success
The researchers carried out an initial practical test in Berlin. They worked with the Berlin city administration, environmental authorities, research institutions and citizens to optimise the collection, analysis and use of environmental data. The results proved that their new tool works and can successfully improve the sustainability of cities and municipalities.
The researchers are holding two online webinars on the 14th and 20th of May 2025, to discuss their results and explain how to use the Data Governance Guide. To participate, sign up on the HIIG website.
