Step 5: Retiring or deleting open data

The City’s Open Data Policy notes that, where possible, open data should be “permanent,” meaning that once published, it should remain accessible over time. Historical data about the City can be just as valuable to open data users as current data.   

However, in certain circumstances open datasets should be retired or deleted.  

Retiring open data

It is best practice to mark datasets as “retired” when they are no longer active or relevant.  

Retired datasets are not deleted from the Open Data Portal. The dataset is clearly marked as “retired” so users know they are viewing outdated information. Users may still access the retired dataset’s page on the portal and download data from it.   

Divisions should flag existing open datasets for retirement if any of the following criteria are met:  

• The dataset is no longer relevant, e.g. a new or improved version of the dataset has been published that covers the same content, but perhaps in a new or different way.  
• The dataset is no longer active, e.g. the dataset has not been updated in over a year, and there are either no plans, no staff resources available, or no business requirement to update the dataset in the foreseeable future.   

When a dataset is flagged for retirement, the Open Data Team will work with the division to retire the dataset and clearly communicate its status to users.  

Deleting open data

Published open data may be deleted from the portal in specific circumstances:  

• If the data is subject to destruction per the City’s Records Retention Schedule. For example, data such as elections information or business licensing is subject to specific legislation and disposition requirement and must be deleted after a prescribed period of time. However, if the dataset is still providing value to users, divisions may request the City Clerk’s Office (records@toronto.ca) to amend or extend the retention period or disposition requirements so it can remain available as open data. The Open Data Team can assist divisions in making such requests.
• If the City has a clearly defined legal responsibility to no longer possess or publish certain data.    
• If serious concerns are raised about the accuracy of a published dataset, it may be temporarily removed from the open data portal; in such cases, the division must address the issue and republish the data as soon as possible.   

If a division believes a dataset should be deleted, notify the Open Data Team. Requests to delete data may also be reviewed by subject matter experts from the City Clerk’s Office or Legal Services.   

In the event a dataset is deleted, the division responsible for the data should include a rationale in their data inventory.