Data Owner: Kansas State University is owner of all institutional information resources.
Institutional Information Resources: are comprised of data elements that meet one or more of the Information Resource Management Policy's criteria.
Executive Computing Committee: establishes overall policy and guidelines for management and access to institutional information resources. The committee is composed of the Provost, Vice President for Administration and Finance and Vice President for Institutional Advancement.
Director of Information Resource Management: is an individual who is accountable and responsible for the Information Resource Management Policy.
Information Resource Management Council: determines institutional data elements and identifies information resource stewards. The council is composed of representatives of major computing resource groups.
Information Resource Stewards: senior university officials (typically at the level of the Provost, vice provosts, vice presidents, associate vice presidents, deans or directors) who have planning and policy-level responsibilities for data in their functional areas.
Delegated Information Resource Stewards: individuals to whom an information resource steward has delegated responsibility for information resources in their functional area.
Institutional Database: is composed of all data elements meeting specified criteria.
Data Managers: are individuals and members of their staffs who have operational responsibility for information management activities related to the capture, maintenance and dissemination of information resources.
Data Users: are individuals who need and use university information resources as part of their assigned duties.
Data Administration: is the function of applying formal guidelines and tools to manage information resources.
Systems Administration: is the function of maintaining and operating hardware and software platforms.
Data Element: is institutional information resources and a part of the institutional database. It must meet one or more of the Information Resource Management Policy's criteria.
Institutional Data Model: describes all major institutional databases, database entities and their relationships.
Data Dictionary Elements: are elements that have met approved standards for name, definition and documentation.
Secure Storage: refers to the appropriate data integrity, data timeliness, data availability, data confidentiality and the validation of those properties.
Data View: is a logical collection of data elements, assembled and presented according to a prescribed set of rules.
Data Extract: captures data at a fixed point in time and often moves it physically to a secondary storage location.
Systems Administrator: is responsible for physical site security; administration of security and authorization systems; back-up, recovery and system restart procedures; data archiving; capacity planning and performance monitoring.
PREFACE
This document establishes the framework for the management of Kansas State University's information resources.
Successful management of the University's information resources requires the development of standard operating procedures that detail who, what, and how. Information resources include traditional data, digitized data and the systems that process that data. The framework for the development of more specific standard operating procedures is addressed in this document.
The University is the DATA OWNER of all the University's INSTITUTIONAL INFORMATION RESOURCES; individual units or departments may have stewardship responsibilities for portions of the information resources.
The EXECUTIVE COMPUTING COMMITTEE (Provost, Vice President for Administration and Finance and Vice President for Institutional Advancement) establishes overall policy and guidelines for management and access to institutional data.
The DIRECTOR OF INFORMATION RESOURCE MANAGEMENT is accountable and responsible for the Information Resource Management Policy, and shall oversee the INFORMATION RESOURCE MANAGEMENT COUNCIL.
Senior university officials (typically at the level of the Provost, vice provosts, vice presidents, associate vice presidents, deans or directors) who have planning and policy-level responsibilities for data in their functional areas are INFORMATION RESOURCE STEWARDS. The role of the information resource steward may reside with specific senior university officials, or be assigned to DELEGATED INFORMATION RESOURCE STEWARDS, who have planning and policy-level responsibilities for data in their functional areas. Information resource stewards, or their designees, as a group, are responsible for recommending policies, and establishing procedures and guidelines for university-wide data administration activities. Information resource stewards, as individuals, are responsible for defined segments of the institutional information resources, including the INSTITUTIONAL DATABASE.
DATA MANAGERS are university individuals and members of their staffs who have operational responsibility for information management activities related to the capture, maintenance and dissemination of data. Among the responsibilities of the data managers are any data administration activities outlined in this policy which may be delegated to them by the information resource stewards.
Individuals who need and use university data as part of their assigned duties are DATA USERS.
The function of applying formal guidelines and tools to manage information resources is termed DATA ADMINISTRATION. Responsibility for the activities of data administration is shared among the information resource stewards, data managers, and the Office of Information Systems.
The function of maintaining and operating hardware and software platforms is SYSTEMS ADMINISTRATION. Responsibility for the activities of systems administration is shared by Computing and Network Services, the Office of Information Systems and various user departments.
A DATA ELEMENT is an institutional information resource, and therefore, part of the institutional database, if it satisfies one or more of the following criteria:
An information resource steward or stewards must be identified for each data element to be included in the institutional database.
The Information Resource Management Council determines institutional data elements and identifies information resource stewards.
The Information Resource Management Council will establish and maintain an INSTITUTIONAL DATA MODEL which describes all major institutional databases, database entities and their relationships.
Information resource stewards support the establishment and maintenance of an institutional data model and provide data modeling expertise.
Information resource stewards are responsible for complete, valid, reliable, and timely institutional data. Data managers are responsible for data collection and maintenance.
Further delegation and decentralization of data collection and maintenance responsibility is encouraged to assure:
Information resource stewards determine a physical and a logical location for each data element. These locations will be easily accessible.
Information resource stewards determine all necessary DATA DICTIONARY ELEMENTS. The data dictionary will be easily accessible.
Information resource stewards ensure that data dictionary elements are consistent across applications and with naming standards.
All institutional data must be maintained on approved devices.
Information resource stewards are responsible for SECURE STORAGE of all data within the information resource stewards' control.
Information resource stewards determine methods to implement security for applications that capture and update institutional data. Security includes data integrity, data timeliness, data availability and data confidentiality and the validation of those properties.
The Institutional Resource Management Council establishes policies regarding the manipulation, modification and/or reporting of the institutional database.
Information resource stewards are responsible for proper use of the institutional database; individual data users are accountable for their uses of the data.
Extracted institutional data will have a record of the time, date, and source of data capture.
A DATA VIEW is a logical collection of data elements, assembled and presented according to a prescribed set of rules. Unlike a DATA EXTRACT - which captures data at a fixed point in time and often moves it physically to a secondary storage location - a data view is a logical entity only, which typically assembles the most current or recent data from their primary storage location at the time they are requested.
Data views may be defined to:
Information resource stewards are responsible for defining standard views of institutional data within the institutional database. These data views are considered part of the institutional database.
The Information Resource Management Council establishes secure institutional database access policies.
Information resource stewards assign security classifications and determine access rights.
All data users should formally acknowledge their understanding of the level of access provided and their responsibility to maintain the confidentiality and integrity of the data.
Information resource stewards monitor and review security implementation and access.
Information resource stewards define and implement policies and procedures for back-up and recovery.
Information resource stewards are responsible for the maintenance of the data dictionary, including documentation of the data elements.
The Institutional Resource Management Council establishes the format of the data dictionary, including standards for naming data elements. The standards consist of rules for defining, documenting and naming data, including but not limited to:
Data view documentation includes reference to the data elements which comprise the view and description of the rules by which the view is constructed.
Information resource stewards and data managers, in consultation with the data users, determine the extent of data access and interpretation support.
Institutional data will be maintained within a single, logically-integrated information system. The Information Resource Management Council establishes policy for unification of institutional data, data element coding structures, data storage formats and data element report structures.
At a local level the SYSTEMS ADMINISTRATOR is responsible for physical site security; administration of security and authorization systems; back-up, recovery and system restart procedures; data archiving; capacity planning and performance monitoring.
The Director of Information Resource Management is accountable and responsible for the Information Resource Management Policy. The Director of Information Resource Management is advised by the Institutional Resource Management Council, which is composed of representatives of major computing resource groups. Revision of Information Resource Management Policy is distributed to the university community prior to the forwarding of a recommendation to the Executive Computing Committee. The Executive Computing Committee has final authority for all data administration policy.
