Data
Access Policy
Purpose
The university will provide appropriate access to
administrative information for its employees without
unnecessary difficulties or artificial restriction.
The university also intends to protect its data assets
through security measures and to assure the proper
use of the data when accessed (see the University
Information Policy on Security and Responsibilities
for Data).
Source
Data Administration Subcommittee of the Administrative
Computing Advisory Committee.
Applicability
This policy applies to all employees of the university
and to all administrative information regardless of
the form of storage or presentation. A typical but
not exhaustive list of presentation and/or storage
means includes: printed matter, microfiche, microcomputer
diskettes, computer/terminal screens, mainframe tapes/disks,
and computer/communication networks.
Background
University data are institutional assets and are held
by the university to support its fundamental instructional,
research, and public service missions. Innovative
management is largely dependent on data that are freely
available. The intent of this policy is to assure
that the data are easily accessible for the faculty,
staff, and management of the university.
Keywords
Administrative data/information, data trustee, restricted
access.
Policy
Open access to administrative information will be
provided to employees for the support of university
functions. Default access is: Open Access to all employees
with Restricted Access to all others (e.g., students,
off-campus affiliates, etc.) except for information
designated as part of the "public record."
Any request to restrict employee access must be documented
to Data Administration by the designated data trustee.
Any employee or non employee denied access may appeal
the denial to Data Administration.
Administrative
Data/Information - [AKA University Data] is
the collection of data elements that is relevant
to the operations, plans, or management of more
than one ASU unit or are reported on or used in
"official" administrative university reports.
Data
Trustee - the individual identified by the office
responsible for the collection and/or maintenance
of the specified data element(s). Data Administration
is the Trustee for all data elements not specifically
assigned to another trustee.
Open
Access - data in this category are available
on receipt of an account. No further approvals are
required. The cost of connection to the data is
still the responsibility of the department or person
requesting access.
Restricted
Access - a designation applied to certain data
elements that limits access because of legal, ethical,
or privacy issues. Access to elements so designated
can be obtained with the approval of the designated
data trustee.
