12.1 Purpose
While USG and institutional information may reside in paper format, in different database management systems, or on different machines, these data, in the aggregate, may be thought of as forming a single, logical database. These data will be called institutional data. This section will describe the roles and responsibilities of stewardship for, and procedures for establishing access to, institutional data.
It is the desire of the University System of Georgia that all institutional data be used with appropriate and relevant levels of access and with sufficient assurance of its security and integrity in compliance with existing laws, rules, and regulations. The goal of this section is to provide reasonable guidance to USG institutions to increase the value and security of data by use of appropriate guidelines, procedures and methods.
Material in this section has been taken from the following sources:
Georgia State University, Data Stewardship and Access Policy for University Information.
University of Maryland, Baltimore County. UMBC Data Management Structure 6/18/2003. Draft version.
12.1.1 Scope and Restrictions
This section applies to institutional data only, as defined below, and is intended to improve access to these data by employees for conducting institution business. In all cases, applicable statutes, rules, and regulations that guarantee either protection or accessibility of institutional records will take precedence over this section. While this section is especially pertinent to information stored electronically, it is applicable to all information, such as paper, microform, and video, as well as the content of confidential meetings and conversations.
This section does not apply to notes and records that are the personal property of individuals in the institution community and is not directed to data whose primary purpose is scholarly; e.g., instructional material, research notes, etc.
The scope of this section is to have broad application, particularly with respect to data and information resources, which have impact on institutional operation. Data that may be managed locally may also have significant impact if it is used in a manner that can impact institution operations. It is expected that the intent of this section be extended in analogous manner to all data and information used at all operational levels of the institution.
12.1.2 Institutional Data Definition
A data element is considered institutional data if it provides support to, and meets the needs of, units of the institution. Examples of institutional data include, but are not limited to, many of the elements supporting financial management, student curricula, payroll, personnel management, and capital equipment inventory.
Information may be considered institutional data if it satisfies one or more of the following criteria:
Data used for planning, managing, reporting, or auditing a major administrative function.
Data referenced or used by an organizational unit to conduct institution business.
Data included in an official institution administrative report.
Data used to derive an element that meets the any of the criteria above.
12.1.3 System Data Definition
A data element is considered system data if it is created by the University System Office (USO) and used by the USO for official purposes. Examples of system data include, but are not limited to, institutional enrollment information, financial information, and data warehouse information.
Information may be considered system data if it satisfies one or more of the following criteria:
Data included in the University System Data Warehouse.
Data that serve the policy development of the Board of Regents.
Data that inform decisions for, or operating, planning, managing, or auditing a major administrative function of, the System.
Data used to produce USG reports for internal and external constituencies.