Data Categories, Trustees, Stewards, and Custodians

This page is to be used in conjunction with REG 08.00.03 – Data Management Procedures and the following pages:


 

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Definitions and responsibilities

University Data

This consists of all information related to the business of NC State University that exists in electronic, digital, printed, or other forms. It includes but is not limited to text, graphics, video, audio, still images, databases, and spreadsheets.

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Data category

  • A data category is a high-level classification of University Data that requires specific security or privacy considerations.
  • Each data category represents a collection of data sets with unique access requirements; e.g., specified users, job duties, scope.
    Examples: student financial accounts, student medical records, undergraduate admissions records.
  • Each data category should be granular enough to assign to a university Data Trustee and Data Steward.
  • If related sets of data have the same Data Trustee, the same Data Steward, and the same access requirements, then they should be placed in the same data category.

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Data Trustee

  • A Data Trustee has oversight responsibility for the portion of University Data that is related to the university functions managed, administered or run by the units and personnel who report to him or her.
  • Each Data Trustee will assign one or more Data Stewards to be responsible for data management within the Data Trustee’s unit.

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Data Steward

  • A Data Steward, assigned by a Data Trustee, has the primary responsibility for the accuracy, privacy and security of a designated set of University Data.
  • All University Data must have a specific Data Steward.
  • On occasion, the Data Steward and Data Custodian may be the same individual. This is especially the case when the data consists of hard copy or printed documents or resides on a server in a location other than the central data centers.
  • College-specific data that need special security or privacy considerations will be defined further by the designated Data Steward and Data Custodian.

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Data Custodian

  • A Data Custodian is assigned specific data management responsibilities by a Data Steward.
  • A Data Custodian typically will control access rights to data he or she manages.
  • A Data Custodian implements controls to ensure the integrity, security, and privacy of the data.
  • On occasion, the Data Custodian and Data Steward may be the same individual. This is especially the case when the data consists of hard copy or printed documents or resides on a server in a location other than the central data centers.
  • College-specific data that need special security or privacy considerations will be defined further by the designated Data Custodian and Data Steward.

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Changes to this table

A request to change an entry in this table must be submitted in writing (email is acceptable) as follows:

  • A Data Category change must be requested by the designated Data Trustee or Data Steward.
  • A Data Trustee change will be handled by the Chancellor.
  • A Data Steward change must be requested by the designated Data Trustee.
  • A Data Custodian change must be requested by the designated Data Steward.

The request must be submitted to one of the following contacts in the Office of Information Technology (OIT) Security & Compliance:

After verification by IT Governance, if required, the submitter will be notified if the change has been accepted. Accepted changes will take effect immediately.

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Table of data categories, trustees, stewards, and custodians

This table lists various data categories and indicates the Data Trustee, Data Steward and Data Custodian for each.

Data Category Data Trustee Data Steward Data Custodian
Advancement Services data Vice Chancellor for
University Advancement
Associate Vice Chancellor for
Advancement Services
Director,
Security & Compliance
Alumni data Vice Chancellor for
University Advancement
Associate Vice Chancellor for
Alumni Relations
Director,
Security & Compliance
Varsity athlete medical treatment records Director,
Athletics
Director,
Sports Medicine
  • Director,
    Security & Compliance
    (for electronic data)
  • Director,
    Sports Medicine
    (for hard copy files)
Background check information Associate Vice Chancellor for
Human Resources
Director,
Employment
  • Manager,
    Background Check Program
    (for hard copy files)
  • Director,
    Security & Compliance
    (for scanned images stored on a network drive)
Benefits files, including:

  • employee’s or family member’s medical information
  • documentation related to request for & granting of disability, voluntary shared leave, family & medical leave
  • documentation related to worker’s compensation
  • dependent & beneficiary information
  • enrollment & deduction information
Associate Vice Chancellor for
Human Resources
Director,
Benefits
  • Human Resources Leave Administrator
    (for hard copy files stored in Benefits Office:

    • disability
    • Family Medical Leave
    • Family Illness Leave
    • workers’ compensation
    • shared leave
  • Director,
    Security & Compliance
    (for electronic files housed within the Human Resources system)
Budget management data Vice Chancellor for
Finance & Administration
Director,
University Budget Office
Director,
Security & Compliance
Business continuity plans Vice Chancellor for
Finance & Administration
Associate Vice Chancellor for
Environmental Health & Public Safety
Director,
Security & Compliance
Campus community data, including:

  • campus ID number
  • shared core identity information
  • employee directory data
  • Unity account management data
Vice Chancellor for
Information Technology
Registrar
and
Director,
Human Resource Information Management
Director,
Security & Compliance
Capital asset data Vice Chancellor for
Finance & Administration
University Controller Director,
Security & Compliance
Capital improvement data Vice Chancellor for
Finance & Administration
Director,
University Budget Office
Director,
Security & Compliance
Central administrative applications test data Vice Chancellor for
Information Technology
  • Original Data Steward
    (for copy of production data)
  • Director, Enterprise Applications Services
    (for makeup data)
Director,
Enterprise Applications Services
Chemical & hazardous material data Vice Chancellor for
Finance & Administration
Associate Vice Chancellor for
Environmental Health & Public Safety
Director,
Security & Compliance
College-specific data Provost
and
Executive Vice Chancellor
College Dean College IT Director or College Dean’s designee
Continuing & professional education data (overall category) Provost
and
Executive Vice Chancellor
Vice Provost for
Outreach & Engagement
Director,
Security & Compliance
Outreach Business Operations data Provost
and
Executive Vice Chancellor
Outreach Business Officer Director,
Security & Compliance
Conference data Provost
and
Executive Vice Chancellor
Director, County Extension Operations Director,
Security & Compliance
Continuing Education Unit (CEU) data Provost
and
Executive Vice Chancellor
Vice Provost for Continuing Education Director,
Security & Compliance
Outreach Course data Provost
and
Executive Vice Chancellor
Director, IES Professional Learning Director,
Security & Compliance
Outreach “Person” data (participant, instructor, etc. bio/demo data) Provost
and
Executive Vice Chancellor
Vice Provost for Continuing Education Director,
Security & Compliance
Outreach Marketing data Provost
and
Executive Vice Chancellor
Director, IES Operations Director,
Security & Compliance
Outreach Merchandise data Provost
and
Executive Vice Chancellor
Director,
IES Professional Learning
Director,
Security & Compliance
Contract or grant data Vice Chancellor for
Finance & Administration
Director,
Contracts & Grants
Director,
Security & Compliance
Student counseling record Vice Chancellor & Dean for
Academic & Student Affairs
Director,
Counseling Center
  • Director,
    Security & Compliance
    (for electronic data)
  • Director,
    Counseling Center
    (for hard copy files)
Course inventory records data Provost
and
Executive Vice Chancellor
Registrar Director,
Security & Compliance
Employee grievance & disciplinary action files Associate Vice Chancellor for
Human Resources
Director,
Employee Relations
  • Director,
    Employee Relations
    (for hard copy files)
  • Director,
    Security & Compliance
    (for electronic files housed in the Human Resources system)
Employment Eligibility Verification Form
(I-9)
Associate Vice Chancellor for
Human Resources
Director,
Employment
International Employment Manager
(for hard copy files)
Event (Non-Conference) data Provost
and
Executive Vice Chancellor
Deputy Director, CALS Administration Director, Security & Compliance
Financial aid data Provost
and
Executive Vice Chancellor
Director,
Scholarships &
Financial Aid
Director,
Security & Compliance
Financial systems data Vice Chancellor for
Finance & Administration
University Controller Director,
Security & Compliance
Foreign national employee taxation file – Windstar Associate Vice Chancellor for
Human Resources
Director,
Payroll
  • Director,
    Payroll
    (for hard copy files)
  • Director,
    Security & Compliance
    (for Windstar database on shared network drive)
Non-university foundation data Vice Chancellor for
Finance & Administration
Senior Director,
Foundations Accounting & Investments
Director,
Security & Compliance
Graduate student admission data Provost
and
Executive Vice Chancellor
Registrar Director,
Security & Compliance
Graduate student record Provost
and
Executive Vice Chancellor
Registrar Director,
Security & Compliance
Grant application & management data Vice Chancellor for
Research
Director of SPARCS Director,
Security & Compliance
Research data Vice Chancellor for
Research & Graduate Studies
Principal Investigator Principal Investigator and Campus IT Director
Housing data Vice Chancellor & Dean for
Academic & Student Affairs
Director,
University Housing
Director,
Security & Compliance
Human Resources data Vice Chancellor for
Finance & Administration
Director,
Human Resource Information Management
Director,
Security & Compliance
International employment file Associate Vice Chancellor for
Human Resources
Director,
Employment
International Employment Manager
(for hard copy files)
Kronos timekeeping system files Associate Vice Chancellor for
Human Resources
Director,
Payroll
Director,
Security & Compliance
Labor distribution data Vice Chancellor for
Finance & Administration
University Controller Director,
Security & Compliance
Log files, system data, etc. Vice Chancellors, Provost
and
Executive Vice Chancellor
Deans & Department Directors IT Directors
Merchandise data (general) Vice Chancellor for
Finance & Administration
Associate Vice Chancellor for Campus Enterprises Director, Security & Compliance
Student medical record,
Student Health Services patient record
Vice Chancellor & Dean for
Academic & Student Affairs
Director,
Student Health Services
  • Director,
    Security & Compliance
    (for electronic data)
  • Director,
    Student Health Services
    (for hard copy files)
Payroll file, including:

  • tax form
  • deduction authorization form
  • direct deposit enrollment form
  • authorizations for adjustment to gross pay
  • garnishment
  • levies
  • tax withholding allowance certificate
  • information related to overpayment & collection
Associate Vice Chancellor for
Human Resources
Director,
Payroll
Director,
Payroll
(for hard copy files)
Purchasing, materials management data Vice Chancellor for
Finance & Business
Director,
Materials Management
Director,
Security & Compliance
Reallocations data Vice Chancellor for
Finance & Business
Director,
Contracts & Grants
Director,
Security & Compliance
Registration & grade data Provost
and
Executive Vice Chancellor
Registrar Director,
Security & Compliance
Required training data
  • Provost and Executive Vice Chancellor
  • Vice Chancellor & Dean for
    Academic & Student Affairs
  • Vice Chancellor for Finance & Administration
  • Vice Chancellor and General Counsel
  • Vice Chancellor for Information Technology & CIO
  • Vice Chancellor for Research & Graduate Studies
  • Director, Athletics
Assistant Director and Radiation Safety Officer Director,
Security & Compliance
Student financial account data Vice Chancellor for
Finance & Business
University Cashier Director,
Security & Compliance
Student judicial data Vice Chancellor & Dean for
Academic & Student Affairs
Director,
Student Conduct
Director,
Security & Compliance
Student loans account data Vice Chancellor for
Finance & Administration
University Cashier Director,
Security & Compliance
Student record data Provost
and
Executive Vice Chancellor
Registrar Director,
Security & Compliance
Summer session records Provost
and
Executive Vice Chancellor
Vice Provost for
Enrollment Management
Director,
Security & Compliance
Undergraduate admissions database Provost
and
Executive Vice Chancellor
Registrar Director,
Security & Compliance
University ID photos for:

  • employees
  • students
  • Centennial Campus affiliates
  • visitors
  • contractors
  • gym access
  • household members
Vice Chancellor for
Finance & Administration
Director,
Wolfpack One Card Office
Director,
Security & Compliance
University Planning & Analysis statistics
and
federal & state
reporting data
Director,
Institutional Research
and Planning
Associate Director,
Institutional Research
Director,
Security & Compliance
Vendor data Vice Chancellor for
Finance & Administration
University Controller Director,
Security & Compliance

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