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: 1/08/2009
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: 8/06/2009

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: 3/01/2010

1016

 Test Account Set-up

Establishes practices for account set-up by the Enterprise Data Warehouse team.

Approved: 3/01/2010
1017 Access to EDW Data by Applications

Establishes guidelines for managing access to the EDW data by applications.

Approved: 4/15/2010
1018 Copy General Ledger (GL) Detail Data out of EDW

Documents an agreed upon approach for admininstration of General Ledger (GL) detailed transaction data between UW-IT Information Management and Purchasing Services.

Approved: 2/23/2010
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

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