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UW Information Technology

DMC Policies, Standards, Procedures and Guidelines

Policies

The Data Management Committee (DMC) takes direction and aligns its activities in support of all relevant UW Information Security and Privacy policies.  These policies are published in the UW’s Administrative Policy Statement (APS) system.  Relevant policies include:

Standards

The DMC is involved in creating data management, access, and usage standards which support existing UW policies involving information security and retention.  The UW Institutional Data Management Standard is in support of Security and Privacy Policies, and defines foundational principles, roles and responsibilities that govern data management issues at the UW.  Relevant standards include:

Procedures

The DMC helps define and promote procedures and best practices regarding the management of institutional data.  The procedures document includes protocols for how the DMC functions.

Guidelines

The DMC, working in conjunction with appropriate Data Trustees and Custodians, help define and publish guidelines on data management practices and decisions.  Guidelines help clarify practices around data access, administration and appropriate use.

Number Name Description
1001 Institutional Base Salary
Executive Summary: Expanded Data Access proposal for SAGE, eFECS, IBS
Allows cross-unit access to Institutional Base Salary data for SAGE and eFECS to authorized UW employees. Approved: 5/29/2008
1002 Sponsored Program Data Allows cross-unit access to Sponsored Program data (currently held in the SAGE database) to authorized UW employees. Approved: 1/8/2009
1003 Data Custodian Guidance on Assigning Users to Roles Establishes a common understanding for Data Custodians to approve access to institutional data from multiple subject areas (i.e., Finance, Human Resources, Student) in the Enterprise Data Warehouse.
1004 Access and Use Agreement for UW Information Systems and UW Institutional Information Describes acceptable access and use of data for Enterprise Data Warehouse users and outlines relevant UW policies.
1005 Expanded Access to Financial Data Allows unrestricted access to financial information to authorized UW employees. Approved: 3/10/2009
1005a Addendum: Expanded Access to Financial Data Describes the vetting process undertaken to identify and address concerns regarding unlimited span of control access to financial data for authorized University employees. Approved: 3/10/2009
1006 Financial Accounting System (FAS) Reject Report Exemption Request Allows electronic access to the University-wide FAS Reject Report in order to eliminate the need for a paper-based report. Approved: 6/19/2009
1008 Institutional Data Guideline for Redundant Data Repositories Provides guidance on the creation of Redundant Data Repositories (RDRs) for data used for analytical and reporting purposes.
1009 Redaction of SSN Provides an example of effective approaches used to eliminate Social Security Numbers from database systems. Approved: 8/6/2009
1010 Encryption of Student ID in OPB Database Documents an approach towards safeguarding personally identifiable student information in the Office of Planning and Budgeting (OPB) database. Approved: 7/15/2010
1012 Purchasing Data Access Guideline Provides guidance on data related to UW purchasing activities. Approved: 4/13/2010
1013 Home Address and Contact Information: Guideline for Access and Use by UW Workforce Members Provides guidance on access to data related to contact information, including home address and emergency contact information for Employees and Appointees. Approved: 10/14/2010
1014 Application Development Teams Establishes guidelines for managing access to the Enterprise Data Warehouse by application project team members. Approved: 4/13/2010
1015 Pre-Production Data Establishes guidelines for managing access to the Enterprise Data Warehouse test data. Approved: 3/1/2010
1016 Test Account Set-up Establishes practices for account set-up by the Enterprise Data Warehouse team. Approved: 3/1/2010
1017 Access to EDW Data by Applications Establishes guidelines for managing access to the EDW data by applications. Approved: 4/15/2010
1019 Classification of UW NetID and Related Identifiers Documents the data classification of UW NetID and related person and account identifiers managed by UW-IT. Approved: 3/16/2010
1021 EDW End User Access Review Establishes guidelines and best practices for reviewing end user access to the EDW on an annual basis. Approved: 5/21/12
1022 EDW HR/Payroll Data Access for the University Advancement Alumni/Donor System Formalizes an agreement between University Advancement and Data Custodians of Human Resources and Payroll data in the EDW on the access and usage of HR/Payroll data by Advancement. Approved: 10/8/12
1023 EDW Student Data and Human Resources Data Access for the University Library System Formalizes an agreement between the UW Libraries and Data Custodians of Student data and Human Resources data in the EDW on access and usage of this data by UW Libraries.
1024 EDW HR/Payroll Data Access for Office of Research to fulfill Federal Reporting Requirements Formalizes an agreement between OR and Data Custodians of HR and Payroll data in the EDW on the access and usage of HR/Payroll data.
1025 Usage of Departmental/Unit/Local Data on UW Tableau Server Formalizes an agreement for publishing institutional data from departmental, unit or local data sources to the Tableau Server installation at UW. Approved 5/1/14
1026 Usage of Tableau Public Server Formalized an agreement between the DMC and Office of Planning and Budgeting on the use of Tableau Public to share basic institutional information. Approved 7/24/2014
1027  Safe Aggregation of Personally Identifiable Information Establishes and summarizes the best practices for aggregate reporting at UW. Approved 6/15/2015.
1028 UW Installation of Tableau Public Outlines the administration and usage of a UW onsite installation of Tableau that enables UW campus users to publish visualizations to users outside of UW.
1029 Preferred Name Guideline Provides guidance on how Preferred Names are defined and used in systems.

Please email questions and comments to dmc-support@u.washington.edu