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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?