Palm Beach State College Board Policy

Title: Data Governance Policy

Policy Number: 6Hx-18-6.08

Legal Authority: F.S. 1001.64; F.S. 1001.65

Date Adopted/Amended: Adopted: 8/10/2021

Background Information

Institutional data is a strategic asset of Palm Beach State College (PBSC) and the appropriate governance for management and use of data is critical to Palm Beach State College's mission and operations. Inappropriate governance can result in inefficiencies and exposes Palm Beach State College to unwanted risk. A consistent, repeatable, and sustainable approach to data governance is therefore necessary in order to protect the security and integrity of Palm Beach State College's data assets.

Purpose

The purpose of the Data Governance Policy is to:

Establish governance structure that will assign and review lines of accountability.
Develop best practices for effective data management and protection.
Protect Palm Beach State College's data against internal and external threats (e.g., breach of privacy and confidentiality).
Ensure that Palm Beach State College complies with applicable laws, regulations, and standards; and
Ensure that a data trail is effectively documented within the processes associated with accessing, retrieving, reporting, managing, and storing of data.

Scope

This policy applies to all institutional data used in the administration of Palm Beach State College and its Organizational Units. This policy covers, but is not limited to, institutional data in any form, including print, electronic, audio-visual, and backup and archived data.

Definitions

To establish operational definitions and facilitate ease of reference, the following terms are defined:

Access is the right to read, copy or query data.

Data or Institutional Data is a general term used to refer to Palm Beach State College's information resources and administrative records, which can generally be assigned to one of three categories as defined in the Data Classification policy, 6Hx-18-6.02.

Public access data: data that is openly available to all employees, students and the general public.
Internal data: data used for Palm Beach State College administration activities and not for external distribution unless otherwise authorized or required and data that is only available to employees with the required access in order to perform their assigned duties.
Restricted data: data that is of a sensitive or confidential nature and is restricted from general distribution. Special authorization must be granted before access or limited access is granted.

Data Management Life Cycle refers to the process for planning, creating, managing, storing, implementing, protecting, improving, and disposing of all institutional data of Palm Beach State College.

Roles and Responsibilities

Employees and contractors shall adhere to all state and Palm Beach State College policies, standards and procedures pertaining to the use of the State IT resources.
The Data Governance Steering Group (DGSG), Data Trustees Data Stewards, and Data Owners, shall be designated and shall carry out the duties assigned to them under Data Governance procedures.

Policy Statement

The following principles outline the minimum standards that guide Palm Beach State College's data governance procedures and must be adhered to by all PBSC employees:

PBSC, rather than any individual or Organizational Unit, is the proprietor of all data. A Data Trustee has the responsibility for the management of data assigned within their portfolio. A Data Steering Group, in the form of the Data Governance Steering Group is responsible for the overall management of Palm Beach State College's data governance.