Data Stewardship

May 13, 2010

Tom BartonR.L. MorganRon Kraemer

Introduction

• Data Stewardship• Surveys– ECAR study– CSG survey

• Let’s talk

Individual

College, School and

Unit

Institution

Accountability

Policy and Law

Assessment and Audit

Data Governance and Management (Data Stewardship)

Communication/Collaboration

Tools

ServicesEducation

Safeguarding the Information Entrusted to Us

Research

Student/Faculty/Staff/Institutional Data1. Social Security Numbers2. Driver’s License Numbers3. Financial Account Information (credit/debit card

numbers, bank account information) [student, employee, parent, guardian, alumni, and friends]

4. Health Records5. DNA profile information6. Biometric data (fingerprints, voiceprints, retina/iris

image)7. Alumni and donor financial information8. Behavioral data on the patients treated at

college/university hospitals, research subjects, and children cared for in campus day-care centers

9. Academic Records/Student Data10. Employment Records/Guest Records

11. Background check, reference, debt collection, and litigation data

12. Date of birth13. Security video records14. Photo ID records15. Security scan information16. E-Mail/Voice Mail Records17. Location/access data from key cards, wireless

Internet connections, etc.18. Library and electronic reserve records19. Purchase history information 20. Vehicle data21. Intellectual property related to teaching and

research

Where is this data?1. Servers, desktop systems, fixed storage devices (disk and tape), etc.2. Mobile devices (e.g., laptops, smartphones, removable hard drives, iPods, flash drives, etc.)3. Other devices connected to the network (e.g., microscopes, lab equipment, video conferencing

systems, smartboards, etc.)4. Other media (CDs, DVDs, microfiche, digital tape, paper, etc.)5. Devices outside the university (e.g., Facebook, Google, our homes, on associate’s devices, etc.)

Some of the Information Entrusted to the University

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.

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

Protect

Serve

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

Harry Callahan, 1971

Do you approach data stewardship more as protection

or as service?

How have your stewardship programs changed over time?

What are your data stewardship objectives?

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

Outcomes

• Improvement in data consistency, metadata, etc

• Data access, classification, retention policies & procedures

• Requirements & policies for Identity Management

Collateral Outcomes

• Less replication• Inception of records management program• New/closer working relationships• Increased awareness of data security• Corrected misuse of title

Others?