Data Integrity

POLICY STATEMENT

 

Data is an important asset of Delta State University. Data is not only used for operational purposes, but also utilized for analysis, control, and strategic decision-making. To maximize effectiveness mechanisms must be developed to collect, safeguard, and distribute accurate, consistent, useful information to appropriate members of the Delta State University community.

 

DEFINITIONS

 

University data:  the collection of data elements that are relevant to the operations, plans, or management of a Delta State University unit or are reported on or used in “official” administrative university reports.

 

Data Administrator: an appointee within the Information and Technology Services department that is responsible for ensuring a cohesive data architecture, and data standards, and for facilitating appropriate access to information across Delta State University.

 

Data Custodian: anyone having access to information regarding a former or present entity affiliated with Delta State University (including, but not necessarily limited to: students, employees, alumni, departments, etc.).

 

Data Element: a singular item of information. Some examples include first name, last name, social security number, date of birth, etc.

 

Data Integrity: the qualities of validity and reliability conjoined with the accuracy of values.

 

Data Trustees: Senior management personnel who have planning and policy-making responsibilities for data in their operational area.

 

Data Stewards: managers of functional areas of Banner (typically at the level of Registrar, Director of Admissions, Director of Human Resources, etc.) who oversee the capture, maintenance, and dissemination of data for a particular operation. Data stewards are responsible for making security decisions regarding access to the data under their charge. 

 

Data Users: individuals who access University data in order to perform their assigned duties or to fulfill their role in the University community. 

 

Data Value: an instance of a data element.

 

PROCEDURES and RESPONSIBILITIES

 

Information maintained by the University is a vital asset that will be available to all employees who have a legitimate need for it, consistent with the University’s responsibility to preserve and protect such information by all appropriate means. The University is the owner of all administrative data; individual departments may have stewardship responsibilities for portions of that data. The University intends that the volume of freely accessible data be as great as possible. While recognizing the University’s responsibility toward the security of data, the procedures established to protect the data must not unduly interfere with the efficient conduct of University business. 

 

The value of data as an institutional resource is increased through its widespread and appropriate use. Its value is diminished through misuse, misinterpretation, or unnecessary restrictions to its access. Employees accessing data must observe requirements for confidentiality and privacy, must comply with protection and control procedures, and must accurately present the data in any use.

 

Operations, planning, and decision-making at all levels of the University require reliable data. Data will not be reliable in this sense unless roles and responsibilities for data management and usage are clear. Users will comply with all reasonable protection and control procedures for administrative data to which they have been granted access. 

 

Data stewards are responsible for making known the rules and conditions that could affect the accurate presentation of data. Data stewards will support users in the use and interpretation of administrative data, primarily through documentation. The Data stewards will determine the most reliable sources of data and regularly evaluate the quality of the data entity. They will determine responsibilities for data capture and maintenance to ensure data integrity.    The Data stewards will identify gaps and redundancies in the data and, to the extent possible, will ensure that only needed versions of each data element exist. They will specify data control and protection requirements to be observed by data processors and users. The Data stewards will monitor the data for accuracy, integrity, and dependability, and where appropriate, will initiate action concerning these issues.

 

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