Data Documentation Policy

Purpose

The purpose of this policy is to establish the practice of reporting the type of data being stored and processed on IT Resources owned or leased by the University.

Scope

This IT policy, and all policies referenced herein, shall apply to all members of the University community, including faculty, students, administrative officials, staff, alumni, authorized guests, delegates, and independent contractors (the “User(s)” or “you”) who use, access, or otherwise employ, locally or remotely, the University’s IT Resources, whether individually controlled, shared, stand-alone, or networked.

Policy Statement

• When deploying a new system, retrofitting, or updating existing systems, data must be classified in accordance with the Data Classification Guidelines to include:
  • Name of the major system (e.g., Banner, PowerFAIDS)
  • Location (on-premise vs. cloud)
  • Type of data (e.g., FERPA, PCI, PHI, PII)
• The data classification must be documented in an accessible, auditable manner.

Definitions

IT Resources include computing, networking, communications, application, and telecommunications systems, infrastructure, hardware, software, data, databases, personnel, procedures, physical facilities, cloud-based vendors, Software as a Service (SaaS) vendors, and any related materials and services.

Related Policies and Procedures

• Change Control Policy
• Data Classification Policy
• Data Classification Guidelines

Implementation Information

Revision History

Policy Disclaimer Statement

Deviations from policies, procedures, or guidelines published and approved by Information Security and Assurance (ISA) may only be done cooperatively between ISA and the requesting entity with sufficient time to allow for appropriate risk analysis, documentation, and possible presentation to authorized University representatives. Failure to adhere to ISA written policies may be met with University sanctions.