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Electronic Information Security Information Classification Registers ADMINISTRATION The table below shows the functional areas relating to administrative data and their respective Information Owners. Functional area Information Owner Financial data Divisional Director, Corporate Finance Division Human Resources data Divisional Director, Human Resources Division Information Technology data Chief Information Officer, eSolutions Division Student data Executive Director, Student Services Division Occupational Health and Safety data Executive Director, Facilities and Services Division Registered records (Records and Archives Services) Chief Information Officer, eSolutions Division Health and associated records Executive Director, Campus Community Division Facilities and Services data Executive Director, Facilities and Services Division Budget data Divisional Director, Financial Resources Management Division Planning, Policy and Statistical data Pro Vice-Chancellor, Planning and Quality Marketing data Divisional Director, Marketing and Communications Division Alumni data Divisional Director, Alumni Relations and Communications Division Library data University Librarian
Transcript of Web viewInformation associated with active programs and projects including memos, ... Domain control...
Electronic Information Security
Information Classification Registers
ADMINISTRATION
The table below shows the functional areas relating to administrative data and their respective Information Owners.
Functional area Information OwnerFinancial data Divisional Director, Corporate Finance DivisionHuman Resources data Divisional Director, Human Resources DivisionInformation Technology
dataChief Information Officer, eSolutions Division
Student data Executive Director, Student Services DivisionOccupational Health and Safety data
Executive Director, Facilities and Services Division
Registered records (Records and Archives Services)
Chief Information Officer, eSolutions Division
Health and associated records
Executive Director, Campus Community Division
Facilities and Services data Executive Director, Facilities and Services DivisionBudget data Divisional Director, Financial Resources Management DivisionPlanning, Policy and Statistical data
Pro Vice-Chancellor, Planning and Quality
Marketing data Divisional Director, Marketing and Communications DivisionAlumni data Divisional Director, Alumni Relations and Communications
DivisionLibrary data University Librarian
RESEARCH
The table below shows the functional areas relating to Research data and their respective Information Owners.
Functional area Information Owner
EDUCATION
The table below shows the functional areas relating to Education data and their respective Information Owners.
Functional area Information Owner
Information Classification Register - Administration
The Divisional Directors within the Offices of the Vice Presidents of the Administration, Finance and Advancement portfolios are the designated Information Owners of administrative information, having responsibility for the business process(es) associated with that information. The Information Owners have catalogued the data sets and designated the information as Critical, Protected, Restricted and Public.
All users of administrative information defined in the Register must ensure security controls are in place to maintain and protect the information according to the classifications established by the Information Owners.
Student Information Classification Register
FunctionalArea
Data Type or Description Data Classification
Parking Purchase and allocation of parking permits (note: Credit Card information is through One-Stop)
Restricted
Accommodation (South Africa)
South Africa accommodation – room allocation, leases, incidents
Restricted
Course and Unit Proposal and Approvals
Proposed Courses and Units approval process
Protected
Course and Unit Information Core operating Course and Unit information
Restricted
Course and Unit Publication Handbook, Course Finder, VTAC and DEEWR course and unit reporting
Public
Callista Reference Data (Calendars, Organisational Structure)
Callista Reference Data Restricted
Timetable production and publication
Production, rollover and publication of timetables
Restricted
Allocation to Timetable Student Allocation to timetable Restricted
Admissions Entry Requirements, Applications, Application assessment
Restricted
eAdmissions Entry Requirements, Applications, Application assessment
Restricted
Credit Academic Credit (Advanced Standing) Restricted
Enrolments Unit Enrolment, Change of Enrolment Details, Citizenship information, Intermission, Discontinuation, Course Transfer, Enrolment Questionnaire, Survey, Student ID Cards and Images, Deceased Students
Tax File Numbers
Administrative encumbrances, Discipline, Grievances
Restricted
Critical
Protected
ESOS Education services for overseas students – DIAC report, Visa information, Under 18 International Student information
Protected
Student Information Classification Register
Government Loan Scheme CAN, FEE-HELP, CHESSN, CSP, SLE information
Protected
DEEWR Reporting Collection, Submissions, Re-submissions, Revisions (excludes load reporting through KRONOS)
Protected
AusAid AusAid Scholarships Protected
Fees Banking Details, Fee Assessments
Fee charge rates
Critical
Protected
Coursework Scholarships Application and management (Payment, continuing eligibility, variation and termination), Scholarship Awards and Payments, Banking Details
Critical
Post-Graduate Research Scholarships
Basic and government reportable information
Protected
Foreign Government Loans USA Financial Aid and other foreign government loans
Protected
OSHC Overseas Health Cover records Protected
Fee Publication Online Fee Information and DEEWR Campus Files
Public
Examination Examination Venues, Timetables, Distance Education
Restricted
Results Student results recording and finalisation Protected
Special Consideration Examination Special Consideration, alternate examination and results
Protected
Progression Progression Rules, results and encumbrances
Protected
Official Academic Record Official Academic Record Protected
Student Letters Requests for Official letters and documentation
Restricted
Graduation Graduation Applications, Testamurs Ceremonies, Publications, Graduands
Restricted
Public
Personal Information Name, Addresses, Phone numbers, email Protected
Disabilities Liaison Unit Student Disabilities Critical
Health, Wellbeing and Student Clinical Notes, appointment Critical
Student Information Classification Register
Development information
Finance Information Classification Register
FunctionalArea
Data Type or Description Data Classification
Corporate Finance SAP General Ledger data
Monash controlled entities financial information
Monash South Africa information
Westpac Corporate online banking and reporting
First National Bank, South Africa online banking
Westpac Qvalent web/phone payment processing and reporting
Camtech eCommerce payment gateway reporting
Protected
Protected
Protected
Critical
Critical
Protected
Protected
Disbursements SAP Accounts Payable
Citibank outward drafts and telegraphic transfers, online banking and reporting
American Express merchant activity online reporting
Mastercard Smart Data online corporate card reporting
Protected
Critical
Protected
Critical
Accounts Receivable SAP Accounts Receivable data
One Stop PoS and web receipting data
Custom House international inward telegraphic transfers online and reporting
Protected
Protected
Protected
Taxation Fringe Benefits Tax data
BAS details
Protected
Protected
Travel Travel profile and trip information Protected
Investments Investment information Protected
Inventory Stores and inventory information Protected
Finance Information Classification Register
Faculties and Divisions eCommerce eCart information
eCart SAP data
eCart payment gateway credit card data
Protected
Protected
Critical
Corporate Business Systems Transmission of data files between SAP and Westpac, bank account numbers and credit card numbers
Transmission of data files between SAP and Mastercard, corporate credit card numbers
Critical
Critical
Bookshop Bookshop sales, purchasing and inventory
Internet sales
Protected
Critical
Procurement SAP Purchasing data Protected
Financial Resources Management
Financial Workbench data
Course fee data
Online survey data
Travel insurance requests
Fees data
Working finance, budget, insurance and planning documents
Protected
Protected
Restricted
Restricted
Protected
Restricted
Human Resources Information Classification Register
FunctionalArea
Data Type or Description Data Classification
Workplace Relations Enterprise bargaining information
Redundancy information
Privacy issues, complaints and grievances information
Disciplinary matters
Protected
Protected
Protected
Protected
HR Operations - International
International payroll data –KPMG
Ex-pat contracts
Passport data
Foreign taxation documents
Statistics, reports and policies
Critical
Protected
Critical
Critical
Protected
HR Operations –Consultancy and Workcover
HR contract tender documents
WorkCover claims including absence and health information
Policy documentation
Position descriptions
Statistics and reports
Protected
Critical
Protected
Protected
Protected
HR Operations – Senior Appointments
Appointment related information including job applications, CVs, reference checks, appointment committee minutes and reports and staff contracts
Protected
HR Operations - Remuneration
Staff contract letters and approval documents
Advertising database
Staff motor vehicle data
Reports and records relating to remuneration matters for senior staff
Protected
Protected
Protected
Protected
Human Resources Information Classification Register
HR Operations - Payroll Employee payroll data including salary and allowances payments and history, addresses, employment information, emergency contacts, service history, timesheets
Staff recruitment and employment contract information
Annual leave and Long Service leave data
Sick leave and health related absence data
Other leave data not health related
Tax file numbers
Banking details for employees
Educational qualifications
Salary Packaging information
Protected
Protected
Protected
Critical
Protected
Critical
Critical
Protected
Protected
HR Operations - Superannuation
Superannuation scheme data.
Payroll specific personal and remuneration data required for transacting with superannuation funds
Protected
Protected
Org Development and Policy – Staff Development
Training contracts
Workshop / training materials (manuals, exercises, lesson plans, templates)
Costings for workshops, courses and events
Performance development information
VC awards data
Staff development calendar
Protected
Protected
Protected
Protected
Protected
Protected
Human Resources Information Classification Register
and workshop schedules
SD Reports and Planning information
Staff separation exit interview information
Protected
Protected
Organisation Development and Policy
Training related procedures
Publicity strategy e.g. leadership development approach
HR policies and procedures
Reference group / steering committee papers and minutes
Academic promotions
Declarations of private interests
Information associated with active programs and projects including memos, minutes, briefings, letters, presentations, project plans reports and statistics, ethics statements
Protected
Protected
Protected
Protected
Protected
Protected
Protected
Workforce Information Systems
Payroll control information including payment summary data, taxation returns
Payroll reconciliations and exception reports
HR data warehouse supporting HR reporting and statistics production
Bureau of statistics data returns related to payroll and employment returns
WIS IT Project plans and supporting documents
HR Benchmarking and Metrics data
Critical
Protected
Protected
Protected
Protected
Protected
Human Resources Information Classification Register
Facilities and Services Information Classification Register
FunctionalArea
Data Type or Description Data Classification
Submissions (Fed/Local Gov or Internal)
Master Plans
Feasibility Studies
Funding sources
Cost Estimates
Programme of works
Operational costs
Space Usage/Function
Stakeholders
Protected
Protected
Protected
Protected
Protected
Protected
Protected
Protected
Procurement Tendering
Contracts
Performance
Insurances
Purchases & Invoicing
Protected
Restricted
Protected
Restricted
Protected
Project Management Programmes
Cash Flows
Cost Reports
Variations
Risk Register
Communication register
Restricted
Protected
Protected
Restricted
Restricted
Restricted
Design Design Briefs
Specifications
Plans
Accommodation Schedules
Fit-outs
Restricted
Restricted
Restricted
Restricted
Restricted
Construction RFI
Permits
Restricted
Public
Facilities and Services Information Classification Register
Certificates
Safety Register
As builts
Operational Manuals
Site Meeting Minutes
Public
Public
Restricted
Restricted
Protected
Maintenance Building Information
Request System
Statutory Programmes
Strategic Programmes
Permits
Charges
Contractor Registration
Building Automation System
Restricted
Restricted
Restricted
Restricted
Public
Protected
Protected
Protected
Space Utilisation & Efficiency Studies
Management System
Occupancy & Relocations
Analysis & Reporting
Evacuation Plans
Restricted
Restricted
Restricted
Restricted
Restricted
Environmental Sustainability Programmes
Studies
Restricted
Restricted
Operational Employment Restricted
Business Activities Commercial Tenants
Monash Print Services
Venue Hire
Restricted
Restricted
Restricted
Reporting Senior Management Team Papers
TEFMA Submissions
State/Federal Government Reports
Restricted
Restricted
Restricted
Facilities and Services Information Classification Register
Property Leased Buildings and Spaces
Client Records
Contact Details
EFT details
Restricted
Protected
Restricted
Protected
Security Alarm Monitoring
Video Surveillance
Incident Reporting & Management
Contracts
Protected
Protected
Critical
Restricted
Parking Infringements
Permits
Protected
Restricted
Vehicle Hire Services Staff Account Details
Charges
Vehicle records
Restricted
Protected
Protected
Mail Postal Systems
Courier Systems
Restricted
Restricted
Crisis Management & Recovery
Manuals
Personal Contact Details
Protected
Protected
Archives (TRIM) All of the above Protected
Office of the PVC (Planning and Quality) Classification Register
FunctionalArea
Data Type or Description Data Classification
University Statistics, Office of Planning and Quality
Survey Data Restricted
University Statistics, Office of Planning and Quality
Census date dataDEEWR Student Collection filesDEEWR Staff Collection filesGo8 dataset
Equity data files
Academic PerformanceAdmissions PathwaysRetention/Participation dataAverage grades and marks
VTAC data filesPop poll data (Monash only)Pop poll data (all institutions)Masterfile (Monash only)Masterfile (all institutions)
Kronos data snapshot (load planning & monitoring)
Research and analysis papers/reports:Level 1 (open to staff with authcate)Level 2 (restricted audience)
RestrictedProtectedProtectedProtected
Restricted
RestrictedRestrictedRestrictedRestricted
RestrictedRestrictedProtectedRestrictedRestricted
Protected
RestrictedProtected
Library Information Register
Functional Area Data Type or Description Data Classification Australian Libraries
Monash South Africa Library (Australian base)
Monash South Africa Library
Collection records – bibliographic data and holdings
Patron details (name ID, phone, addresses) and their loans and document delivery information
Vendor information, licence agreements, orders
Information for library staff, staff working files, manuals, software
Printer information and management tools
Unicard account balances used by patrons to pay for library services; includes patron details
Domain control for library active directory domain
Reading lists, exam papers, lecture recordings
Research data (documents, images, video, audio, data sets) – Arrow collection
Information about the library and library services
Collection records – bibliographic data and holdings
Patron details (name ID, phone, addresses) and their loans and document delivery information
Vendor information, licence agreements, orders
Information for library staff, staff working files, manuals, software
Printer information and management tools
Unicard account balances used by patrons to pay for library services; includes patron details
Reading lists, exam papers, lecture recordings
Information about the library and library services
Public
Restricted
Protected
Restricted
Restricted
Protected
Protected
Restricted
Restricted
Public
Public
Public
Restricted
Protected
Restricted
Restricted
Protected
Restricted
Public
Library Information Register
