Organisation website section “Open Data”
The section “Open Data” on the organisation’s website is an important place where residents, businesses, the media and other institutions can find information about the organisation’s data and documents made available for re-use. Such a section helps ensure greater transparency in public-sector activities, makes public data easier to use and contributes to a more open way of working by state and local government institutions. This is especially relevant for municipalities, schools, libraries, museums and other public bodies that collect and publish information of public importance.
The “Open Data” section should clearly and understandably present information on which sets of the organisation’s digital documents are available for re-use. Most often, this includes links to the Digital Document Sets Portal or another information system where those sets are published. It is important that the links are working, easy to find and presented in a way that allows the user to quickly understand what data they will find and how they can use it.
What is recommended to publish in this section?
- Links to digital document sets made available for re-use.
If the organisation publishes its data sets in the Digital Document Sets Portal or another dedicated system, the website should provide clear links to these sources. In this way, the visitor does not need to search for information on other platforms, and the organisation itself ensures easier access to information.
For local authorities, this may be relevant when publishing spatial planning, public service or infrastructure data, while for cultural organisations it may include information on digitised collections or catalogues. It is important that the links are reviewed regularly and updated if the data storage location or technical solutions change.
- Documents subject to special re-use conditions.
Not all documents can be used on the same terms, so it is necessary to clearly state when additional requirements apply. For example, certain sets may have conditions on use, citation, source attribution or other requirements that the user must know before starting to use the data.
This information must be presented in a clear and unambiguous way. If the organisation processes data that may contain personal data or other sensitive information, it is necessary to ensure that publication complies with GDPR and the requirements of other legal acts, and that only lawfully and properly prepared data are made available for re-use.
- Information about agreements on exclusive rights.
If the organisation has entered into agreements on exclusive rights to re-use documents, this information must also be published publicly. This is especially important in cases where exclusive rights are granted for the provision of public services or for digitising the European cultural heritage.
For museums, archives or libraries, such information may be relevant when carrying out digitisation projects with external partners. Publicly stating such agreements helps ensure transparency and allows the public to understand more clearly under what conditions certain documents or data are used.
- The set fee for providing documents and the payment procedure.
If a fee applies to the provision of certain documents or data, the website must clearly state the amount and the payment procedure. The user must understand when the fee applies, how it is calculated and how it can be paid.
For public-sector organisations, it is important to avoid vague wording and present the information in a way that is easy to find for both residents and legal entities. If no fee applies, this should also be clearly indicated so that there is no doubt about the conditions for access to the data.
- Information about the procedure for appealing a fee.
If the organisation has set or calculated a fee for providing documents, the website must also include information about the procedure for appealing such a decision. This is an important part of good public administration, ensuring a person’s right to clear information about possible remedies.
This information should be presented simply: indicating where to apply, within what time limit and in what form a complaint or request may be submitted. Such a practice is especially important on the websites of local authorities, education and cultural organisations used by a wide range of target groups.
Clarity, accessibility and compliance with requirements
The “Open Data” section should not only be legally accurate, but also easy to use. It is recommended to structure the information with clear headings, use plain language, avoid unnecessary legal complexity and ensure that documents and links are easily accessible to people with disabilities. This means that the website must meet accessibility requirements: it must be usable with a keyboard and screen readers, have a clear structure and sufficient contrast.
It is also important to regularly review the information published in this section. Outdated data, broken links or no-longer-relevant conditions reduce trust in the organisation and make data use more difficult. It is therefore worth appointing a responsible employee or department to maintain the content of this section and ensure it remains up to date.
A properly prepared “Open Data” section helps the organisation operate more transparently, clearly and conveniently for the public. It is not only a formal requirement, but also a practical tool that strengthens trust in the public sector and creates better conditions for the responsible and lawful use of public data.