Management of Institutional Data
University Information Policy Office, email@example.com
This policy applies to all users of Indiana University information and information technology resources regardless of affiliation, and irrespective of whether these resources are accessed from on-campus or off-campus locations.
This policy applies to all institutional data, and is to be followed by all those who capture data and manage administrative information systems using university assets.
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.
The permission to access institutional data should be granted to all eligible employees and designated appointees of the university for all legitimate university purposes.
Users of institutional data must:
Users of institutional data must not:
Standards and procedures are to be developed to conform to the objectives embodied in this policy.
Although all data captured using university assets are resources of the university, they vary in their relevance to the university’s administrative processes. This policy is intended to apply to those data which are essential to the university’s administration, regardless of whether the data is used or maintained by administrative or academic units.
Therefore, standard principles of data management must be applied to maintain the value and ensure the effective use of the data. Common principles and standards must be applied uniformly and as part of a coordinated effort.
This policy serves as a statement of objectives for managing institutional data.
See DM-01 Standards for additional related procedures.
Questions about this policy should be submitted to the University Information Policy office by email to firstname.lastname@example.org. UIPO will review submissions and involve the relevant Data Steward and/or Committee of Data Stewards as appropriate
Access to institutional data refers to the permission to view or query institutional data; permission does not necessarily imply delivery or support of specific methods or technologies of information access.
Data administration is the function of applying formal guidelines and tools to manage the university's information resource.
Eligible employees are faculty and staff holding full-time appointments at Indiana University, or other employees specifically designated as eligible to access institutional data by the head of their department, division, school or campus.
Designated appointees are non-employees holding an appointment with the university (ex. academic no-pay) that are authorized as eligible to access institutional data by the head of their department, division, school or campus.
Institutional data (or information) is data in any form, location, or unit that meets one or more of the following criteria:
Institutional data falls into four classifications. In the absence of being formally classified, institutional data should be treated as University-Internal by default.:
Indiana University will handle reports of misuse and abuse of information and information technology resources in accordance with existing policies and procedures issued by appropriate authorities. Depending on the individual and circumstances involved this could include the offices of Human Resources, Vice Provost or Vice Chancellor of Faculties (or campus equivalent), Dean of Students (or campus equivalent), Office of the VP and General Counsel, and/or appropriate law enforcement agencies. See policy IT-02, Misuse and Abuse of Information Technology Resources for more detail.
Failure to comply with Indiana University information technology policies may result in sanctions relating to the individual's use of information technology resources (such as suspension or termination of access, or removal of online material); the individual's employment (up to and including immediate termination of employment in accordance with applicable university policy); the individual's studies within the university (such as student discipline in accordance with applicable university policy); civil or criminal liability; or any combination of these.
Maintained and revised as necessary by the University Information Policy Office under the direction of approved data management committees.
Campus registrars or the Office of the VP and General Counsel will handle questions about the impact of FERPA on IU student record use.
Office of the Vice President for Information Technology
University Information Policy Office
Revised and updated by Committee of Data Stewards Policy Subgroup, March 23, 2015.
Reformatted by the University Information Policy Office in 2007 and merged with the Indiana University Committee of Data Stewards’ “Data Administration Issues Notice”, “Data Distribution and Storage Issues Notice”, and “Permission to Access Institutional Data” documents.
An initial Policy to Access Data was approved by the University Operations Cabinet in October, 1991, and distributed by the Office of the President in December, 1991.
Original document approved by the Administrative Computing Advisory Committee (ACAC) March 21, 1991 and the ACAC Data Administration Subcommittee on February 14, 1991.