Sac State University Policy Manual

Policy for Data Use, Ownership, Management and Information Flow

Policy Administrator: Vice President for Administration
Authority:
Effective Date: December 13, 1993
Updated:
Index Cross-References:
Policy File Number: UMC02875.htm

POLICY FOR DATA USE, OWNERSHIP, MANAGEMENT

AND INFORMATION FLOW

I. Overview

Since the mid 1970's hundreds of users in virtually all administrative program centers have shared data stored in the campus' central CYBER platform using a combination of State, CSU system, third party and locally generated software packages. The necessity for information resource services, processing power, speed and access have given rise to a host of newer and enhanced computer system environments and applications supporting an even larger group of administrative entities. Additional offices, many of them academically related, while not having direct access to the data, requireindirect access in order to perform their functions. Data sharing is normally defined as cooperation among different functional units within an organization in acquiring, processing, storing and retrieving data. It can take various forms, and the functional units included in a sharing arrangement can vary dramatically.

The use of large complex databases, by their very nature, generate data management issues having to do with what data is collected, assignment responsibility for collection, maintenance, accuracy, integrity and disposition of data, rules for access and use, the need for an effective policing mechanism.

As data bases increase in size and numbers, migrate to or between centralized and distributed platforms and necessitate a wide sharing of information, it is fair to say and is thus anticipated that contention, unavoidable problems and conflicting user interests may require a broader organizational or institutional perspective than those of the actual data developer (e.g. often defined as the data owner). These types of data and policy issues are best handled by an independent entity that combines technical understanding within the context, balance and objectivity of an university community.

II. Purpose

It is the purpose of this document to set forth a posture, structure and series of future operating procedures that will effectively deal with data standards and policies for centralized administrative data ownership access uses; and to establish a subcommittee composed of people with sufficient knowledge and authority to make decisions, determine direction, resolve controversial issues with the goal of maximizing the benefit to the institution as a whole.

III. Structure

A. COMMITTEE COMPOSITION AND RESPONSIBILITY

A standing subcommittee of the Administrative Telecommunications Advisory Committee is hereby established by this policy as the subcommittee on Data
Ownership and Standards (DOS). The committee will be chaired by the Director of Institutional Studies and will include representatives from each of the following
units:

Student Affairs
Admission and Records
Financial Aid
University Affairs
Alumni Affairs
Academic Affairs
Academic Services & Space Management
Regional and Continuing Education
Administrative and Business Affairs
Budget Planning and Administration
Financial Services
Faculty/Staff Affairs
Computing, Communications and Media Services
University Computing and Communications Services
Academic Telecommunications Advisory Committee
Faculty Representative
Administrative Telecommunications Advisory Committee
Member at Large

Within a broad context, the committee shall be "charged" with the following responsibilities:

1. Define those data bases which are considered institutional information resources and designate official ownership, responsibility and access levels. As is deemed necessary, other organizations shall be named and given a sliding scale of secondary access authority according to rules and regulations that will need to be identified.

2. Insure the continuity and usefulness of data elements and the use of consistent
data standards for all institutional data bases.

3. Insure the availability of reliable, complete data bases for operational as well as for management information, institutional research and planning functions.

4. Monitor and insure the integrity of various data files by recommending periodic
data audits.

5. Develop operational procedures and standards for data retention, data capture,
archiving, purging, disaster recovery & back up, security and maintenance.

6. Insure data base consistency, usefulness, and completeness from an institutional-wide perspective.

B. REPORTING STRUCTURE

The subcommittee on DOS shall have one senior ranking staff member from each
administrative program center unit identified. Each representative is expected to have a prerequisite knowledge base and understanding of their own information resource applications, an appreciation for and experience with information resource data bases' other than their own, and an ability or authority within their organization to make decisions and negotiate outcomes that will be presented to the Administrative Telecommunications Advisory Committee (ADTAC) for action.

Additional staff, both within the administrative units outlined above and as required
from the campus at large, may be called upon as expertise and conditions warrant.

The DOS is generally charged with the responsibility for establishing its operational agenda, but will accept agenda items from and make recommendations to ADTAC as assigned. The subcommittee will meet at least quarterly, or as often as its workload demands.