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Data Stewardship

Data Stewardship. May 13, 2010. Tom Barton R.L. Morgan Ron Kraemer. Introduction. Data Stewardship Surveys ECAR study CSG survey Let’s talk. Safeguarding the Information Entrusted to Us. Data Governance and Management (Data Stewardship). Policy and Law. Individual. Education.

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Data Stewardship

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  1. Data Stewardship May 13, 2010 Tom Barton R.L. Morgan Ron Kraemer

  2. Introduction • Data Stewardship • Surveys • ECAR study • CSG survey • Let’s talk

  3. Safeguarding the Information Entrusted to Us Data Governance and Management (Data Stewardship) Policy and Law Individual Education Services Research College, School and Unit Institution Tools Communication/ Collaboration Accountability Assessment and Audit

  4. Some of the Information Entrusted to the University Student/Faculty/Staff/Institutional Data • Social Security Numbers • Driver’s License Numbers • Financial Account Information (credit/debit card numbers, bank account information) [student, employee, parent, guardian, alumni, and friends] • Health Records • DNA profile information • Biometric data (fingerprints, voiceprints, retina/iris image) • Alumni and donor financial information • Behavioral data on the patients treated at college/university hospitals, research subjects, and children cared for in campus day-care centers • Academic Records/Student Data • Employment Records/Guest Records • Background check, reference, debt collection, and litigation data • Date of birth • Security video records • Photo ID records • Security scan information • E-Mail/Voice Mail Records • Location/access data from key cards, wireless Internet connections, etc. • Library and electronic reserve records • Purchase history information • Vehicle data • Intellectual property related to teaching and research • University devices might also be used to store individual personal data (tax forms, personal account information [Bank information, Amazon.com, etc.], passwords, etc.). If so, these data should be deleted. Where is this data? Servers, desktop systems, fixed storage devices (disk and tape), etc. Mobile devices (e.g., laptops, smartphones, removable hard drives, iPods, flash drives, etc.) Other devices connected to the network (e.g., microscopes, lab equipment, video conferencing systems, smartboards, etc.) Other media (CDs, DVDs, microfiche, digital tape, paper, etc.) Devices outside the university (e.g., Facebook, Google, our homes, on associate’s devices, etc.)

  5. Institutional Data Management in Higher Education (ECAR Study) – Dec 2009 • Restricted/sensitive data is secure from unauthorized access (3.87) • Employees understand their responsibilities in the use of data (3.14) • We get maximum academic value from institutional data (2.72) • We get maximum business value from institutional data (2.67) Scale: 1=strongly disagree/5=strongly agree

  6. Protect Serve

  7. "You've got to ask yourself one question: 'Do I feel lucky?' Well, do ya, punk?" Harry Callahan, 1971

  8. Do you approach data stewardship more as protection or as service?

  9. How have your stewardship programs changed over time?

  10. What are your data stewardship objectives?

  11. Objectives in survey • Clarify roles & responsibilities • Make data policies & standards • Ensure consistency & accuracy • Govern data access & movement • Document, guide & educate for proper use • Protect sensitive data, reduce exposure • Resolve issues & disputes

  12. Outcomes • Improvement in data consistency, metadata, etc • Data access, classification, retention policies & procedures • Requirements & policies for Identity Management

  13. Collateral Outcomes • Less replication • Inception of records management program • New/closer working relationships • Increased awareness of data security • Corrected misuse of title Others?

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