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The Division of Information Technology

Data Management and Oversight

Term Definition
Data Governance Data governance is a system that establishes what organizational data is and how it is managed. A comprehensive data governance system: 
  1. Classifies data into broad categories that address its levels of confidentiality
  2. Designates who will be in charge of particular data (Trustees, Stewards, etc.)
  3. Outlines the responsibilities of the personnel in charge of particular data
  4. Clarifies the procedures for distributing and using data
Data Privacy Data privacy encompasses the measures taken to ensure that Personally Identifiable Information (PII) remains confidential and undisclosed to people unauthorized to access it. Data privacy efforts are driven in part by legislation that governs personal information, such as:
  1. FERPA (Family Educational Rights and Privacy Act) - Addresses the use of students' education records
  2. HIPAA (Health Insurance Portability and Accountability Act) - Addresses the use of personal health information
  3. Gramm-Leach-Bliley Act - Addresses financial information
Data Quality Data quality refers to the characteristics of data that determine its reliability to produce truthful information. These characteristics include being:
  1. Accurate – no errors are present
  2. Complete – all values are present
  3. Consistent – one standard is used for each data value
  4. Timely – the data is up-to-date
  5. Defined – the meaning of the data is established to prevent misinterpretation and misuse
  6. Accessible – the data is available for use
Data Security Data security involves the measures taken to protect data from misuse by unauthorized persons. It includes a combination of people, processes, and technology that work together to safeguard data from unsanctioned exploitation. The primary objectives of data security are:
  1. Confidentiality – Ensuring only authorized access to data
  2. Integrity – Ensuring that data is not modified or destroyed by unauthorized parties
  3. Availability – Ensuring that data can be accessed reliably and in a timely manner
Data Standardization Data standardization is the establishment of a single common description, definition, and format for data. Operationally, data standardization involves transforming similar data that is received in various formats into a common format.
System of Record system of record is the authoritative source of data. Data from the system of record is recognized as the true and original data. Identifying the system of record is important when multiple data systems are set up within an organization.