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

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Introduction Data Stewardship Surveys ECAR study CSG survey Lets talk

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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

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Student/Faculty/Staff/Institutional Data 1.Social Security Numbers 2.Drivers License Numbers 3.Financial Account Information (credit/debit card numbers, bank account information) [student, employee, parent, guardian, alumni, and friends] 4.Health Records 5.DNA profile information 6.Biometric data (fingerprints, voiceprints, retina/iris image) 7.Alumni and donor financial information 8.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 Data 10.Employment Records/Guest Records 11.Background check, reference, debt collection, and litigation data 12.Date of birth 13.Security video records 14.Photo ID records 15.Security scan information 16.E-Mail/Voice Mail Records 17.Location/access data from key cards, wireless Internet connections, etc. 18.Library and electronic reserve records 19.Purchase history information 20.Vehicle data 21.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 associates 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.

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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

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Protect Serve

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

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

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How have your stewardship programs changed over time?

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What are your data stewardship objectives?

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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

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

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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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