Approved by President Robert L. Bogomolny on 08/04/2009
Effective as of 08/04/2009
The University of Baltimore’s Institutional Data, by definition, practice and intent, are University assets. Institutional Data are owned by the University and not by individual persons, units, or departments of the University.
Institutional Data will be safeguarded and protected. As University assets, Institutional Data will be protected from deliberate, unintentional or unauthorized alteration, destruction and/or inappropriate disclosure in accordance with established institutional policies and practices and federal and state laws. Data will be shared based on institutional policies. Institutional Data will be made accessible to all authorized users and systems, as defined in institutional policies.
Data will be managed as an institutional resource. Data organization and structure will be planned on functional and/or institutional levels. Data usage and data sources will be managed through the data stewardship principles of administering and controlling data quality and standards in support of institutional goals and objectives.
Institutional Data will be defined and identified. Standards will be developed for their representation in the database.
Data sets will be developed based on needs of University processes. Data standards and guidelines concerning the structure and uses of these data sets will be developed to support our institutional processes. These processes, standards, and guidelines will, in turn, drive the implementation of application software that generates integrated databases.
The quality of Institutional Data will be actively managed. Explicit criteria for data validity, availability, accessibility, interpretation, and ease of use will be established and promoted. Controls will be established to assure the completeness and validity of the data, and to manage redundancy. Action programs for data quality improvement will be implemented.
Successful management of Institutional Data is critical to the administrative functions of the University. Through active planning, organization, and control of these institutional assets, the University will:
To establish policy for the management of Institutional Data (as defined below) and the responsibilities for the protection of those data. The policy will serve to:
Institutional Data: A data element qualifies as Institutional Data if it is:
University Data: An Institutional Data element qualifies as University Data if it is:
Unit-Specific Data: An Institutional Data element qualifies as Unit-Specific Data if it is:
Individual-Specific Database: An Institutional Data element qualifies as Individual-Specific Data if it is generated and maintained by an individual affiliated with the University as an employee, contractor, or student within the scope of that individual’s relationship with the University and if it is not generally communicated to or used by other members of the University community.
Every University Dean, Department Chair, and Director is responsible for implementing and ensuring compliance with this Institutional Data Management Policy and must initiate corrective action with the proper authorities of the University if it is needed. Responsibilities include: