Data Documentation Policy

Version 1.1

For Students, Faculty, Staff, Guests, Alumni


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.


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, documentation must be constructed to include:
    • Name of the major system (e.g., Banner, PowerFAIDS)
    •  Location (premise vs. cloud)
    • Type of data (e.g., FERPA, PCI, PII)
  • The documentation must follow the Data Classification Guidelines.


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

Implementation Information

Review Frequency: Triennial
Responsible Person: Senior Director, IT Security Operations and Assurance
Approved By: AVP/CIO
Approval Date: March 1, 2017

Revision History

Version: Date: Description:
1.0 01/24/2017 Initial document
1.0.1 03/01/2017 Grammatical changes only. 
1.0.2 05/23/2018 Updated disclaimer, scope, and definitions
1.1 09/11/2020 Updated policy statement

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.

 Need Help?

Walk-In Centers

McShane Center 229 | RH
Leon Lowenstein SL18 | LC

View Our Walk-In Hours