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Access Authorization to University Digital Data and System Policy

Chapter 3435
Revised September 2, 2010, January 9, 2023

Table of Contents

.010 Purpose
.020 Definitions
.030 Policy
.040 Questions

.010 Purpose

University departments require access to official institutional data as an integral part of their operations. This access has traditionally been provided in the form of extracts or data files from the official university sources, downloaded to digital medium, and then used to update the decentralized data files kept by the departments. This method of file maintenance, while adequate for most department needs, leads to:

  • An alternative source for "official" University data
  • Potential for management decisions based on inaccurate data
  • Potential of reporting numbers which do not reflect the current numbers in the real-time system

K-State launched an initiative in 2001 called the Integrated Information Initiative (III), which was designed to move the University toward integrating the data used by management to plan, make decisions, and support day-to-day operations. Among the initial goals of III were creation of an Integrated Database for consolidated data and consistent reporting.

The digital exchange of transaction data will be facilitated by a messaging software package called a Transaction Hub. This software functionality will synchronize systems in (near) real time. The data mapping from the Transaction Hub will be used to create access to the Integrated Database, whose design will replicate the design of the University (Enterprise) Data Model. In order for the benefits of III to be fully realized, data access from and transactional interaction with University systems will need to follow the policies stated below.

.020 Definitions

Data Mapping
The identification of data elements from two or more systems that have the same semantic meaning, but possibly different formats. Data mapping includes the necessary conversion of the data elements to the differing formats for the purpose of integration or migration.

Integrated Database
A virtual database encompassing the University's data that has been included in the scope of the University "Enterprise" Data Model.

Transaction Hub
A system that provides near real-time integration between systems with reusable interfaces and adapters. The transaction hub provides integration at the data level and at the process level, while also providing security, reliability, and efficiency.

Transactional Interaction
An exchange or transfer of data between systems.

University (Enterprise) Data Model
A data model consists of things of importance (entities), the properties of those things (attributes), and how they are related (relationships). The scope of the University Data Model spans the data of the entire university, regardless of the application systems where the data reside.

.030 Policy

Access to the Integrated Database will be specifically authorized via the data access memorandum of agreement process (procedural agreements are attached), managed by Data and Information Administration Department. Permission for access by a secondary organization or individual will require an additional agreement or an addendum to the original.

Interactive (near real-time) connections of departmental systems to institutional systems must have agreement of the principal data steward(s) affected via the memorandum of agreement process, and must connect by way of the Transaction Hub.

Official reporting of institutional data must come directly from the source application system of record or directly from an authorized view of the official data from the Integrated Database.

.040 Questions

Questions regarding this policy should be sent to the Vice President for Information Technology and Chief Information Officer (CIO).