Data Dictionary Change Notice Guidance

The Information Standards Board for Health and Social Care Bulletin, March 2010 stated:

This led to the requirement for a Data Dictionary Change Notice Policy.

From 1 April 2014, the Standardisation Committee for Care Information was responsible for the approval of Information Standards, Collections and Extractions; therefore the Data Dictionary Change Notice Policy was updated.

From 1 April 2017, the Data Coordination Board process is responsible for the approval of Information Standards and Collections, including Extractions; therefore the Data Dictionary Change Notice Policy has been updated.

From 20 November 2020, the Data Alliance Partnership Board process is responsible for the approval of Information Standards and Collections, including Extractions; therefore the Data Dictionary Change Notice Policy has been updated.

The NHS Data Model and Dictionary Service produce Change Requests for inclusion in Information Standards Notices as part of the Data Alliance Partnership Board process.

It has been identified that a Data Dictionary Change Notice is also required for changes which are not appropriate for Data Alliance Partnership Board approval, as the change does not relate to an individual Information Standard and Collection (including Extraction).

The NHS Data Model and Dictionary Service are made aware of changes that would be suitable for inclusion in a Data Dictionary Change Notice, from a number of sources.

Examples are given below:

• through the Information Standards Service Desk
• advised by colleagues
• internal/external contacts
• new policy, for example

The following general principles apply to items that can be included in a Data Dictionary Change Notice:

Supporting Information which does not impact on existing Information Standards and Collections (including Extractions) can be changed, such as:

• new supporting information, for example, the Data Services for Commissioners was introduced as a new organisation
• updating existing definitions, for example, change of name to the National Institute for Health and Care Excellence

The amendment to a definition is to add clarity (not to change the meaning of the definition).

The change is to the presentation only - for example, Commissioning Data Set page view redesign.

Items can only be amended if there is no change to the scope and purpose of the collection that references the item.

Items that should not be included in a Data Dictionary Change Notice, include: 

• where they are subject to audit
• where there is a change to the meaning or scope of a standard
• where a system change is required in order to fulfil national reporting requirements

Changes that impact existing Information Standards and Collections (including Extractions) must go through the Data Alliance Partnership Board approval process.

The number of the Data Dictionary Change Notice will be the same as the one allocated to the Change Request, for example, for Change Request 1443, the Data Dictionary Change Notice number would be DDCN 1443.

The Data Dictionary Change Notice will be published as a link to the Change Request on the:

• Release History page of the NHS Data Model and Dictionary
• Data Dictionary Change Notice page of the NHS Data Model and Dictionary Service website (by year of incorporation)