Institutional Data and Information Stewardship Framework

For the purpose of establishing clear governance and accountabilities over institutional data and information, roles and responsibilities are defined for both individuals as well as groups. These individuals and groups are classified within the Stewardship framework based on their roles within the institution.

Data Trustees

Data Trustees will carry out plans and policies to implement guidance from the Data and Information Management Council. Data trustees are high-level employees (e.g., vice presidents, vice provosts, and deans) appointed by and reporting to the President, Provost and Senior Vice President of Academic Affairs, Senior Vice President of Finance and Administration or Senior Vice President of Health Sciences. The responsibilities of the data trustees will include but not be limited to:

  • Authorize policies, standards, and guidelines regarding business definitions of information, and the access and usage of that information, within their delegations of authority;
  • Appoint data stewards for business domains within the subject areas (Institutional Domains) under their authority.

Data and Information Management Council (DIMC)

Data and Information Management Council will ensure that data and information management efforts address all relevant, strategic and mission-critical needs of the university, and they are managed as an integrated program rather than as a series of unconnected projects.

For more information please visit the council, please.

Policy and Standards Implementation Committee (PSIC)

The Policy and Standards Implementation Committee will serve as a steering group of the DIMC. PSIC members will be a subset of the DIMC members and membership will be by invitation of the Chair and Co-Chair of the DIMC on a rotating basis. PSIC membership will be reviewed on an annual basis. The responsibilities of the Policy and Standards Implementation Committee include:

  • Oversee, and communicate Data and Information Management related policies, procedures, standards, and guidelines.
  • Review and steward data management standards and issues according to defined procedures, standards, and guidelines. Mentioned procedures, standards and guidelines will be published on the Data and Information Management Council’s web site. (Website Development for DIMC  will  start in Summer 2014)  
  • Track and record revisions to procedures, standards, and guidelines.  When delegated, assist Data Stewards in implementing and enforcing procedures, standards, and guidelines.

Data Stewards

Data stewards are appointed by and report to the data trustees. Data stewards have knowledge of and work in accordance with numerous University rules and policies across the institution, including university policies on information security and privacy. Data stewards are essentially Executive Subject Matter Experts (ESMEs) for the business domains under their authority. The responsibilities of data stewards will include but not be limited to:

  • Help define, interpret, implement, and enforce policies, standards, and guidelines for institutional data and information management within their purview (Subject Area and Business Domains) as defined in the VCU Institutional Data Map;
  • Identify systems of the record containing institutional data and information;
  • Categorize institutional data and information within systems of record as public, non-public, or confidential (Category 1, 2 or 3 as defined in VCU Data Security Standards) according to university policies on information security, privacy, and compliance;
  • Define access and usage standards and guidelines for institutional data and information, in compliance with the over-arching institutional data and information management standards;
  • Define data quality control activities
  • Define data quality metrics
  • Define data validation, reconciliation, and monitoring processes to be conducted by the Data Custodians and perform them where applicable or as needed
  • Define data profiling and process analysis and develop process improvement plans where needed
  • Communicate new and changed business requirements to custodians other stewards who might be affected;
  • Communicate concerns, issues, and problems with institutional data and related processes to the DIMC.

Data Custodians

The Data Custodians can have both a business and technical role, though it is typically considered a business role. The Data custodians are responsible for entering, modifying and maintaining data in the enterprise databases and information systems.  The responsibilities of data custodians will include but not be limited to:

  • Producing (inserting, updating, deleting) business and technical data in the IT systems that support the business processes;
  • Validating data that enters and exits business processes
  • Coding and editing accurate data quality standards (including format, content, and data dependency) for the data they produce;
  • Ensuring the quality, completeness, and accuracy of data produced according to the definitions and standards of the institutional data provided by the Data Stewards;

User: Individual that has been granted access and privilege to information systems that contain institutional data.