Data Governance 101

Agenda  Purpose  Presentation (Elijah J. Bell) Data Governance Data Policy Security Privacy Contracts  FERPA—The Law  Q & A

Data Governance 101 State Board Resolution on Oct 10, 2013 LEAs shall have a student records governance and use policy. These policies and their implementation shall be monitored by the ALSDE as part of Comprehensive Monitoring

Data Governance 101  What is Data Governance?  Data governance is an emerging discipline with an evolving definition.  Data governance is a quality control discipline for assessing, managing, using, improving, monitoring, maintaining, and protecting organizational information.  Data governance refers to the overall management of the availability, usability, integrity, and security of the data employed in an enterprise. A sound data governance program includes a governing body or council, a defined set of procedures, and a plan to execute those procedures.  MY FAVORITE: An organizational approach to data and information management that is formalized as a set of policies and procedures that encompass the full life cycle of data, from acquisition to use to disposal.

Data Governance 101  Why is Data Governance Important?  To ensure confidentiality, integrity, accessibility, availability, and quality of the data! Our data must be correct at the source…Data Integrity.

Data Governance 101  Where do I start?  How can I accomplish this HUGE task?  Planning & Organizing:  Create a Data Governance Committee  Should include folks like school leaders, legal counsel, data system administrator, data owners, data stewards, technology coordinator, and data privacy officer.

Data Governance 101  Checklist Decision-Making Authority Assigning appropriate levels of authority to data stewards and proactively defining the scope and limitations of that authority is a prerequisite to successful data management. Standard Policies and Procedures Adopting and enforcing clear policies and procedures in a written plan is important to ensure that everyone knows the importance of data quality and security. Data Inventories Conduct an inventory of all data that require protection. Classifying data by sensitivity helps.

Data Governance 101  Checklist Continued Data Content Management Closely manage data content, including identifying the purpose for which data are collected, is necessary to justify the collection of sensitive data, optimize data management processes, and ensure compliance with federal, state, and local regulations. Data Records Management Specifying appropriate managerial and user activities related to handling data is necessary to provide data stewards and users with appropriate tools for complying with an organization’s security policies.

Data Governance 101  Checklist Continued Data Quality Ensuring that data is accurate, relevant, timely, and complete for the purposes they are intended to be used is a high priority issue for any organization. The key to maintaining high quality data is a proactive approach to data governance that requires establishing and regularly updating strategies for preventing, detecting, and correcting errors and misuses of data. Data Access Defining and assigning differentiated levels of data access to individuals based on their roles and responsibilities in the organization is critical to preventing unauthorized access and minimizing the risk of data breaches.

Data Governance 101  Checklist Continued Data Security and Risk Management Ensuring the security of sensitive and personally identifiable data and mitigating the risks of unauthorized disclosure of this data is a top priority for an effective data governance plan.

Data Governance 101  Data Policy  A data policy is the instrument of protection that implements data governance. A good data policy will contain certain essential elements. 1.Data Security 2.Data Privacy

Data Governance 101  Data Security 1.Data security refers to protective digital privacy measures that are applied to prevent unauthorized access to computers, databases and websites. Data security also protects data from corruption. Data security is the main priority for organizations of every size and genre. 2.In its most basic definition, data security means protecting information and information systems from unauthorized access, use, disruption, or destruction. The terms information security, computer security, data security and information assurance are frequently used interchangeably.

Data Governance 101  Data Privacy 1.Information privacy, or data privacy (or data protection), is the relationship between collection and dissemination of data, technology, the public expectation of privacy, and the legal and political issues surrounding them. 2.Privacy concerns exist wherever personally identifiable information is collected and stored – in digital form or otherwise. Improper or non- existent disclosure control can be the root cause for privacy issues. Data privacy issues can arise in response to information from a wide range of sources.

Data Governance 101  Contracts, MOUs, and MOAs 1. Contract; an agreement with specific terms between two or more persons or entities in which there is a promise to do something in return for a valuable benefit known as consideration. 2. Memorandum of Understanding; MOUs specify mutually-accepted expectations between two or more people or organizations as they labor together toward a common objective. 3. Memorandum of Agreement; a document written between parties to cooperate on an outlined agreement on certain projects and lay out the ground rules.

Data Governance 101  Contracts, MOUs, and MOAs Continued MOU vs. Contract:  MOUs are less formal than contracts  MOUs include fewer details and complexities  MOUs are simpler and more flexible

FERPA The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

Data Governance 101  Where can I get all of this information and more? 1 Login Information: Username and password that you use for Education Directory login.