Revised 1/11/07

PURPOSE
Administrative data have value to the University and should be considered and managed as a basic resource. This policy identifies responsibilities University organizational units have with respect to the creation, maintenance and control of administrative data.

The long-term goal is the organization and control of the University’s data for the purpose of making those data available as requirements dictate. Included are inventory (identification of specific data to be managed), documentation, control and protection.

POLICY
Administrative data are basic organizational resources which should be properly managed consistent with the intent of the Federal Privacy Act.

Data residence is determined by the degree of data sharing. Data widely shared throughout the University will reside in a central facility accessible to all those who are authorized and require access. Data shared by a relatively small subset of the University community may reside non-centrally.

The level of control and protection will depend upon the nature of the data and the extent needed for conducting University affairs. The Vice President for Information Technology has the overall responsibility for data control and centralized data registration. Individual organizational units are responsible for the creation and maintenance of particular data types, content, accuracy and authorization of access rights to other organizational units.

Physical integrity (protection from hardware and software failure) and organization of data stored electronically are the responsibility of the organizational unit managing the computer facility in which the data reside.

Conflicts which may arise between organizational units such as those relating to data definition, residence, access rights or control will be resolved by the Vice President for Information Technology and may be appealed to the Information Technology Advisory Committee.

PROCEDURE
While the long-term goal is to manage all data of material value, the exigencies of the University’s situation dictate that implementation efforts be prioritized. The priorities are:

  1. Data created and accessed by new administrative systems implemented on the central computer facility.
  2. Other data stored electronically at the central facility.
  3. Other data stored electronically.
  4. Data stored manually.