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    Concept Flag

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Public (This classification is pending trustee approval.)

    Identifies business terms that cannot be represented by data and consumed by another person or system.  Business terms are conceptual when they define a concept or a grouping of data rather than data itself.  Business terms are not conceptual if they are represented by data stored in a database, data calculated in real time, and data that is only available to specific systems. If the data can technically be consumed, it is not conceptual.

    • Standard Field Name: concept_flag
    • Descriptive Example: The business term "Person" is conceptual (and would have the Concept Flag set as true) because it defines the concept of a being a human being. On the other hand, various types of person identifiers (BYU ID, Net ID, Person ID, etc.) are not conceptual since they can technically be represented by actual data and consumed by another person or system.  
    • Last Updated: 12/08/2017
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    Confidential

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Public (This classification is pending trustee approval.)

    A classification of Information which requires special handling and controls specific to each work environment that limit access and use; may not be specifically protected by statute, regulations, or other legal obligations or mandates; however, is considered by the University’s senior management to be private and confidential and as such must be protected against unauthorized use, access, disclosure, acquisition, modification, loss, or deletion.

    Note: This is the default classification of all information not yet classified.

    • Descriptive Example: 

      Contracts

      Non disclosure agreements with vendors/clients

      Donor contact information

    • Last Updated: 06/16/2017
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    Custodian

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Public

    Managers with day-to-day responsibility for the management of institutional information in their organization.

    • Descriptive Example: 
      Information Custodian responsibilities include:
      • Managing user access to information as prescribed and authorized by the appropriate Information Steward.
      • Providing communication and training to users on how to access and appropriately use and protect institutional information.
      • Classifying the information within their stewardship according to the university’s information classification scheme.
      • Retrieving security tokens and notifying OIT Information Security of all staff transfers, leaves, moves, and terminations.
      • Developing, implementing, and communicating record retention requirements to the university community in conjunction with University Archives and the Office of the General Counsel.
      • Assuring that the quality of university information within their stewardship meets the standards for its intended use.
      • Developing their units’ readiness and response plan for responding to security breaches consistent with the university’s response plan.
      • Monitoring information access based on university policy.
    • Last Updated: 09/29/2020
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    Data Classification

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Public

    A method for specifying the general use of data.  The Church Education System classifications are: Public, Internal, Confidential and Highly Confidential.

    • Last Updated: 06/22/2020
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    Data Sharing Agreement

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Internal (This classification is pending trustee approval.)

    Permission to access institutional data that is granted to the requester by the Information Steward as part of a Data Sharing Request.


    To start a request for data, visit InfoHub.byu.edu and click the "Find Data" link.

    • Standard Field Name: dsa
    • Descriptive Example: This agreement governs the content, access method, security, uses, purpose, and frequency of access of university information under specific terms of use.

      An agreement is not required for access to information classified as Public, nor is an agreement required for active BYU employees who access information classified as Internal.
    • Last Updated: 08/16/2018
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    Data Sharing Request

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Internal (This classification is pending trustee approval.)

    The method that a requester uses for obtaining permission to access data.  The Data Sharing Request includes the overall information about the application or project and a list of the data elements needed.  The data elements will be covered by one or more areas of stewardship; therefore, a completed Data Sharing Request will result in one or more Data Sharing Agreements - one with each of the Data Stewards.


    To start a request for data, visit InfoHub.byu.edu and click the "Find Data" link.

    • Standard Field Name: data_sharing_request
    • Last Updated: 08/16/2018
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    Data Steward

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Public (This classification is pending trustee approval.)

    Used generically to mean an employee designated with responsibility for the processes that generate, receive, distribute, store, and share a specific domain of data such as a Trustee, Steward, Custodian or Glossary Editor.

    • Standard Field Name: data_steward
    • Last Updated: 09/29/2020
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    Directory Information

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Public (This classification is pending trustee approval.)

    Information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed. BYU has designated the following student information as directory information that it may disclose to the public without the student's consent:
    • Name
    • Unique Person Identifiers (BYU ID, Net ID, Person ID, CMIS ID)
    • Address and Telephone Number
    • Email address
    • Birth Month and Day
    • Birth Place
    • Parent Name
    • Spouse Name
    • Major and minor fields of study
    • Participation in officially recognized activities and sports
    • Weight and height of members of athletic teams
    • Photograph
    • Dates of attendance (current and past)
    • Number of months/semesters enrolled
    • Class standing (freshman, sophomore, etc.)
    • Enrollment status (full-time, part-time, less than half-time)
    • Degrees and awards received
    • Previous educational institutions attended
    • Dates of employment and job title for student employment positions
    • Anticipated future enrollments
    • Course registrations prior to the beginning of a semester/term
    • Expected date of graduation
    • Deferred registration eligibility

    Students have the right to restrict disclosure of the above directory information.

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    Glossary Editor

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Public (This classification is pending trustee approval.)

    The person who is accountable to maintain a given Information Glossary. Glossary Editors seek input from many within the team. They then record the official business terms, their definitions, and their classification for approval.

    • Standard Field Name: glossary_editor
    • Last Updated: 06/21/2019
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    Highly Confidential

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Public (This classification is pending trustee approval.)

    A classification of Information which requires the strictest rules of handling and usage; is protected and/or regulated by statutes, policies, or regulations; and may also include information for which an Information Trustee has exercised his or her right to restrict access

    • Descriptive Example: 

      Directory information for students who have requested that information about them not be released as public information

      Salary and other personnel data

      Accounting data and internal financial reports

      Passwords or credentials that grant access to Internal, Confidential, or Highly Confidential information

      PINs (Personal Identification Numbers)

      Birth date combined with the last four digits of SSN and name

      Social Security number and name

      Tax ID with name

      Driver’s license number, state identification card, and other forms of national or international identification (such as passports, visas, etc.)

      Health Insurance information

      Medical records related to an individual

      Bank account or debit card information

      Electronic or digitized signatures,

      Private key (digital certificate)

    • Last Updated: 06/16/2017
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    Information Domain

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Public

    A subset of University information over which stewardship is placed.

    • Descriptive Example: Enterprise level Information Domains are further subdivided as necessary. There are also department level Information Domains.

      Enterprise Level Information Domains:
      • Academic
      • Advancement
      • Financial
      • Human Resources
      • International
      • Master Data
      • Departments and Research
      • Student Life
    • Last Updated: 06/21/2019
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    Internal

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Public (This classification is pending trustee approval.)

    A classification of information which is generally accessible within University to those employees with a legitimate university purpose (i.e. not intended for entities or persons outside the University); may not be specifically protected by statute, regulations, or other legal obligations or mandates; however, must be protected against unauthorized use, access, disclosure, acquisition, modification, loss, or deletion. Legitimate university purpose is determined by the requester's line supervision.

    • Descriptive Example: 

      FERPA student records--

      -Grades

      -Courses taken

      -Schedule

      -Test Scores

      -Advising Records

      -Educational Services received

      -Student photo

      -Admissions

      Employee information—

      -Home address

      -email addresses & phone numbers

      -Demographic attributes

      University Policies and Procedures

      Organization charts

      Library paid subscription electronic resources
    • Last Updated: 06/29/2017
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    Public

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Public (This classification is pending trustee approval.)

    A classification of information which may, or must, be available to the public; and has been formally approved for public release.

    • Standard Field Name: public
    • Descriptive Example: 

      Course catalog information

      Directory information

      Press Releases

      Newsletters

    • Last Updated: 08/02/2019
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    Request Coordinator

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Public

    Facilitates requests for access to information.

    • Last Updated: 06/21/2019
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    Standard Field Name

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Public (This classification is pending trustee approval.)

    The set of characters that programmers use when referencing a business term. This field helps to standardize the variable used when accessing via web services or other data transfer methods.

    • Standard Field Name: standard_field_name
    • Descriptive Example: Business Term: Net ID
      Code Value: Net_ID

      Business Term: BYU ID
      Code Value: byu_id
    • Last Updated: 06/21/2019
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    Steward

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Public

    University officials (assistant/associate vice president, dean, or director level) with direct operational-level responsibility for the management of institutional information in their area of responsibility as determined by the Information Trustee.

    • Descriptive Example: 
      Information Steward responsibilities include:
      • Assigning and overseeing Information Custodians in their units.
      • Authorizing Information System Managers.
      • Interpreting and assuring compliance with federal, state, and university policies and regulations regarding the release of, responsible use of, and access to institutional information.
      • Recommending the classification of information within their stewardship according to the university’s information classification scheme.
      • Reviewing and approving requests for access to university information.
      • Ensuring that information quality and information definition standards are developed and implemented to promote complete, accurate, valid and timely information collection.
      • Overseeing the development, implementation, and maintenance of a Business Continuity Plan for institutional information under their control.
      • Approving their units’ readiness and response plan for responding to security breaches consistent with the university’s response plan.
      • Participating with the University Information Trustee, other Information Stewards, Information Custodians, Information Security Officer, and legal representatives from the Office of the General Counsel, in the development of university information access policies and procedures.
    • Last Updated: 09/29/2020
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    Systems Manager

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Public

    Computer system administrators (in university units or in OIT), authorized by an Information Steward, who operate and manage the systems and servers that collect, store, manage, and provide access to institutional information.

    • Descriptive Example: Information System Manager responsibilities include:
      • Maintaining physical and system security and safeguards appropriate to the classification level of the information in their custody.
      • Complying with applicable university security standards.
      • Maintaining Disaster Recovery plans and facilities appropriate to business needs and adequate to maintain or restart operations in the event systems or facilities are impaired, inaccessible, or destroyed.
      • Providing information users access as prescribed and authorized by appropriate Information Stewards.
      • Following information handling and protection policies and procedures established by the appropriate Information Stewards.
      • Complying with all federal and state laws, federal regulations, and university policies applicable to the institutional information in their custody.


      Note: University units that develop databases and/or systems from institutional sources and then provide access to this information to other users are considered Information System Managers. These Information System Managers must be authorized by the appropriate information steward, approved to further redistribute institutional information, and must implement the minimum required safeguards for the source information as prescribed by the information steward.

    • Last Updated: 06/21/2019
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    Trustee

    Information Domains > Master Data > Information Governance > Information Governance Glossary
    • Classification: Public

    Senior university officials (VP level) with planning and policy-level responsibility for information governance. Within their functional areas, they also have management responsibility for defined collections of institutional information. Information trustees work with the Information Technology VP/CIO to ensure that the appropriate resources (staff, technical support, infrastructure, etc.) are available to support the information needs of the university. In addition, they serve on the University’s Information Technology Policy and Planning Committee (ITPC).

    • Descriptive Example: 
      Information Trustee responsibilities include:
      • Assigning and overseeing Information Stewards.
      • Overseeing the establishment of information protection and access policies in their areas.
      • Approving the classification of information as recommended by their Information Steward(s)
      • Determining institutional interpretation of legal and regulatory requirements for information in their areas.
      • Promoting appropriate information use and information quality.
    • Last Updated: 09/29/2020
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