Select a Data Governance Role below to view their identified responsibilities. 

 

DATA OWNER     CHIEF DATA OFFICER     DATA TRUSTEE      DATA TRUSTEE DESIGNEE     DATA STEWARD      DATA CUSTODIAN      DATA MANAGER    GDPR OFFICER 

GLBA OFFICER      IT MANAGER      IT LEAD      IT ANALYST       FUNCTIONAL (MANAGEMENT) ANALYST      DATA USER 

OPEN RECORDS OFFICER       RECORDS RETENTION OFFICER       SECURITY AUTHORITY     SYSTEM OWNER​ 

Data Owner

President

RESPONSIBILITIES:

  1. Provides ultimate authority on Data Governance.
  2. Owner of all institutional data as the Chief Executive Officer.
  3. Responsible for the identification, appointment, and accountability of Data Trustees.
  4. Responsible for informing the USG organization’s Data Governance Committee of their Data Trustee appointments including office, name, and contact information of the incumbent.

PROCESS TO ASSIGN THIS ROLE:

Per the University System of Georgia Policy, Augusta University’s Chief Executive Officer and President is identified as the data owner. The Data Owner has ultimate responsibility for submission of organizational data to the USO. Data owners have the responsibility for the identification, appointment and accountability of Data Trustees.

Chief Data Officer

Associate Vice President for Institutional Research

RESPONSIBILITIES:


1. Responsible for high level coordination of the utilization of information as an asset to manage processes efficiently and effectively, support management decisions, communicate reliably, and maintain compliance with accreditors and external reporting requirements.

PROCESS TO ASSIGN THIS ROLE:


The AVP of Institutional Research has been identified as the Chief Data Officer.

Data Trustee

Senior University Officials

RESPONSIBILITIES:

  1. Accountable for all the data sets within their division. 
  2. The CIO has the additional responsibility for ensuring an adequate and appropriate technical infrastructure is in place to support the data needs of the institution across all divisions.
  3. Ensures that institutional data resources are used in ways consistent with the mission of Augusta University.
  4. Responsible for the appointment and accountability of Data Stewards.
  5. If applicable, appoints Data Trustee Designee to serve in their stead.

PROCESS TO ASSIGN THIS ROLE:

Data Trustees are designated by the Data Owner.  

Data Trustee Designee

Usually VP or higher

RESPONSIBILITIES:

  1. Act as the Data Trustees and have management responsibilities for data administration issues in their functional areas. 
  2. Accountable for all the data sets within their division. 
  3. Ensures that institutional data resources are used in ways consistent with the mission of Augusta University.
  4. Responsible for the appointment and accountability of Data Stewards.

Responsible for communicating all issues, updates, and decisions to the Data Trustee.

PROCESS TO ASSIGN THIS ROLE:

Data Trustees Designees are appointed by the Data Trustee for their data area.  

Data Steward

RESPONSIBILITIES:

  1. Data element owner and authority.
  2. Responsible for recommending policies, and establishing procedures and guidelines concerning the accuracy, privacy and integrity of the data subsets for which they are responsible. 
  3. Act as advisors to the data trustees and have management responsibilities for data administration issues in their functional areas. 
  4. Have overall responsibility for the data in the subsets overseen by all their designated Data Managers.
  5. Interpret and implement federal, state and Augusta University policies, standards and guidelines.
  6. Ensures data quality and data definition standards are met.
  7. Identifies the privacy level, such as unrestricted, restricted, or confidential/regulated, for the data subsets.
  8. Establishes authorization procedures to facilitate appropriate data access as defined by campus data policy and ensuring security for that data.
  9. Resolves issues related to stewardship of data elements that cross multiple units or divisions. (For example, Social Security number may have more than one Data Steward since it is collected or used in multiple systems, such as financial, human resources, and student systems.)
  10. Develops standard definitions for data elements, including those that cross multiple units or divisions. For example, there should either be a single definition of “full-time employee” or new data elements should be created for each unique definition.
  11. Performs an annual recertification of user access for information systems that contain restricted and/or confidential/regulated data.

PROCESS TO ASSIGN THIS ROLE:

Data Stewards are appointed by the Data Trustee (of, if applicable, the Data Trustee Designee) for their data area. 

Data Manager

RESPONSIBILITIES:

  1. Have day-to-day responsibility for managing administrative processes and establishing business rules for the transactional systems. 
  2. Have operational responsibility for the data management activities related to the collection, maintenance, protection, and dissemination of data in their functional areas.
  3. May authorize operational tasks to be performed by Data Users outside the units that report to the Data Manager. 
  4. Are accountable for the data subsets they manage, whether the data are collected or maintained directly by the Data Manager (or their staff), by Data Users in other units or by external sources.
  5. Reviews and approves access requests.
  6. Determines the type of access given to an information system’s roles.
  7. Assures compliance with federal, state and institutional regulations regarding the release of, responsible use of, and access to, data.
  8. Trains Augusta University Data Users in relevant regulations and proper understanding of data.
  9. Documents data definitions for each data element within the domain of their operational unit(s).
  10. Communicates any data definition or database changes to the appropriate Data Custodian.
  11. Ensures the accuracy, privacy and integrity of the data they manage.
  12. Assists in the design of data warehouse structures that contain data from their subject areas.

PROCESS TO ASSIGN THIS ROLE:

This role can be appointed by a Data Steward or assigned to a specific position upon hire.

Data Custodian

RESPONSIBILITIES:

  1. Understanding and reporting on how institutional data is stored, processed and transmitted by Augusta University and by Third-Party Agents of the university.
  2. Implementing appropriate physical and technical safeguards to protect the confidentiality, integrity and availability of institutional data.
  3. Documenting and disseminating administrative and operational procedures to ensure consistent storage, processing and transmission of institutional data.
  4. Provisioning and de-provisioning access to institutional data as authorized by the Data Steward and/or Security Authority.
  5. Understanding and reporting on security risks and how they impact the confidentiality, integrity and availability of institutional data.

PROCESS TO ASSIGN THIS ROLE:


This role can be appointed by a Data Steward or assigned to a specific position upon hire.

GDPR Officer

RESPONSIBILITIES:

  1. Monitor the university’s compliance with relevant data privacy rules under the EU General Data Protection Regulation (GDPR), and monitor data privacy risks arising in Augusta University activities.
  2. Raise awareness within Augusta University of how any changes to GDPR will affect data processing requirements.
  3. Ensure staff are trained on data processing requirements.
  4. Conduct data protection impact assessments.
  5. Maintain records of processing.
  6. Conduct data security and processing audits.
  7. Serve as a point of contact for data subjects and supervisory authorities.

PROCESS TO ASSIGN THIS ROLE:

The Vice President of Legal Affairs has been identified as the GDPR Officer for Augusta University.

GLBA Officer

RESPONSIBILITIES:

  1. Monitor the university’s compliance with relevant data privacy rules under the Gramm-Leach-Bliley Act (GLBA), and monitor data privacy risks arising in Augusta University activities.
  2. Raise awareness within Augusta University of how any changes to GLBA will affect data processing requirements.
  3. Ensure staff are trained on data processing requirements.
  4. Conduct data protection impact assessments.
  5. Maintain records of processing.
  6. Conduct data security and processing audits.
  7. Serve as a point of contact for data subjects and supervisory authorities.

PROCESS TO ASSIGN THIS ROLE:


TBD

IT Manager

RESPONSIBILITIES:

  1. Direct daily operations of department, analyzing workflow, establishing priorities, developing standards, and setting deadlines.
  2. Meet with department heads, managers, supervisors, vendors, and others, to solicit cooperation and resolve problems.
  3. Review project plans to plan and coordinate project activity.
  4. Assign and review the work of systems analysts, programmers, and other computer-related workers.
  5. Provide users with technical support for computer problems.
  6. Develop computer information resources, providing for data security and control, strategic computing, and disaster recovery.
  7. Recruit, hire, train, and supervise staff, or participate in staffing decisions.
  8. Consult with users, management, vendors, and technicians to assess computing needs and system requirements.
  9. Develop and interpret organizational goals, policies, and procedures.
  10. Evaluate the organization's technology use and needs and recommend improvements, such as hardware and software upgrades.
  11. Review and approve all systems charts and programs prior to their implementation.
  12. Prepare and review operational reports or project progress reports.
  13. Evaluate data processing proposals to assess project feasibility and requirements.
  14. Manage backup, security, and user help systems.

PROCESS TO ASSIGN THIS ROLE:

This role is assigned to specific positions within Information Technology upon hire.

IT Lead

RESPONSIBILITIES:

  1. Manages overall data architecture and manages, develops, prioritizes and recommends initiatives to improve and build upon the data architecture to support the business.
  2. Ensures consistency of process and usage and champions best practices in data management.
  3. Oversees data accuracy processes, goals and assessment.
  4. Ensures resolution of data conflicts between systems and within systems’ data universe.
  5. Manages and develops the staffing of the Data & Reporting unit; champions team collaboration; monitors and develops career paths within the unit. Make recommendations concerning employment, termination, performance evaluations, salary actions, and other personnel actions.
  6. Responsible for user experience with data and reporting tools.

PROCESS TO ASSIGN THIS ROLE:

This role is appointed by the IT Manager.

IT Analyst

RESPONSIBILITIES:

 

  1. Develop plans to safeguard computer files against accidental or unauthorized modification, destruction, or disclosure and to meet emergency data processing needs.
  2. Monitor current reports of computer viruses to determine when to update virus protection systems.
  3. Encrypt data transmissions and erect firewalls to conceal confidential information as it is being transmitted and to keep out tainted digital transfer.
  4. Perform risk assessments and execute tests of data processing system to ensure functioning of data processing activities and security measures.
  5. Modify computer security files to incorporate new software, correct errors, or change individual access status.
  6. Review violations of computer security procedures and discuss procedures with violators to ensure violations are not repeated.
  7. Document computer security and emergency measures policies, procedures, and tests.
  8. Confer with users to discuss issues such as computer data access needs, security violations, and programming changes.
  9. Monitor use of data files and regulate access to safeguard information in computer files.

PROCESS TO ASSIGN THIS ROLE:

This role can be appointed by the IT Manager or assigned to a specific position upon hire.

Functional (Management) Analyst

RESPONSIBILITIES:

  1. Provide technical and analytical support to the unit, with particular emphasis on data integrity, reporting, best practices, process streamlining, training, and documentation as they relate to their assigned systems.
  2. Assists in developing processes to help ensure security and accuracy of all databases and that the full functionality of their assigned systems is being utilized. Streamline processes and improve delivery of services by managing departmental SOPs and instructions.
  3. Is proactive and stays current with best practices, system defects, and software upgrades.
  4. Develops documentation and provides training to faculty and staff as needed on their assigned systems, web-based products, and processes.
  5. Trouble-shoots issues for functional users both within and outside the unit and serve as main contact for the university’s customers.
  6. Serves as member on assigned teams related to upgrades, technical expertise, etc.

PROCESS TO ASSIGN THIS ROLE:

This role is assigned to specific positions upon hire.

Data User

RESPONSIBILITIES:

  1. Follows the policies and procedures established by the Data Stewards for responsible use of the Augusta University data. Using institutional data only as required to conduct Augusta University business.
  2. Ensures the privacy of data by viewing and storing data, and the information derived from data, under secure conditions.
  3. Ensures accuracy and timeliness of the data they enter or update.
  4. Collects, prepares, enters or maintains data for the authorized unit(s), if authorized by the Data Manager.

PROCESS TO ASSIGN THIS ROLE:

This role is granted access either through a Data Steward or Data Manager.

Open Records Officer

RESPONSIBILITIES:

  1. Monitor the university’s compliance with relevant data requests under the Georgia Open Records Act.
  2. Raise awareness within Augusta University of how any changes to the Georgia Open Records Act will affect data processing requirements.
  3. Ensure staff are trained on data processing requirements.
  4. Conduct data protection impact assessments.
  5. Maintain records of processing.
  6. Conduct data security and processing audits.
  7. Serve as a point of contact for data subjects and supervisory authorities.

PROCESS TO ASSIGN THIS ROLE:


The Vice President for Legal Affairs has been identified as the Open Records Officer for Augusta University.

Records Retention Officer

RESPONSIBILITIES:

  1. Develop procedures to explain the necessity of creating records that document the conduct of institution business, to govern the implementation of retention schedules, to document records destruction, to set out the rights and authorities of access to the institution’s records (in all media), to discuss the storage of historical or temporary records (in the custody of the institution), and to implement the business/disaster recovery plan.
  2. Ensure the development of quality record keeping systems, regardless of media type, that meet the business and legal needs of the institution.
  3. Implement the approved retention schedule regularly.
  4. Coordinate the transfer and destruction of institution records, suspending program operation when needed.
  5. Develop a business or disaster recovery plan.
  6. Train agency staff in records management policies and procedures.
  7. Document program implementation through record keeping.

PROCESS TO ASSIGN THIS ROLE:

TBD

Security Authority

RESPONSIBILITIES:

  1. Responsible for requesting access within a department to Augusta University information systems.
  2. Request, revoke, and transfer access and permissions for various Augusta University clinical and administrative systems.
  3. Notify Human Resources (HR) if a department head perceives that a terminating employee may pose some threat to systems or data. ITS will work with HR to terminate all access immediately.
  4. Manage access for any external entities doing business with your department – e.g. contractors, vendors, temporary employees, interns, volunteers and research collaborators.
  5. Responsible for submitting other access request for items such as non-birth right departmental share access, access to terminated employee mailboxes, or access to a secure share where the previous folder owner is no longer with the organization.

PROCESS TO ASSIGN THIS ROLE:

Security Authorities are appointed by department managers through the Security Authority Agreement Form, which must be submitted to Information Technology.

System Owner

RESPONSIBILITIES:

  1. Procure, develop, integrate, modify, operate, or maintain an information system
  2. Prepare the system security plan and conduct risk assessment.
  3. Inform agency officials of the need for certification and accreditation.
  4. Ensure appropriate resources are available.
  5. Provide necessary system-related documentation.
  6. Prepare plan of action and milestones to reduce or eliminate vulnerabilities in the information system.
  7. Assemble final accreditation package and submit to authorizing official.

PROCESS TO ASSIGN THIS ROLE:

System Owners are designated by senior leadership or department managers under which unit a specific system is physically owned.