Data Governance

Data Governance at Rhodes

Data Governance encompasses policies, procedures, standards, roles, and metrics to ensure effective organizational data use. It aims to promote data availability, quality, and security by charging Data Stewards to determine security measures and appropriate data uses. Governance establishes who is responsible for data definitions and analytical methods. This approach facilitates efficient information management that is aligned with organizational goals.

Mission of the Data Governance Program. The Rhodes College data governance program will discover, discuss, document, and make decisions related to the processing, reporting, and security of the college's data.

Goals of the Data Governance Program:

• Ensure Data Quality and Integrity: Maintain high-quality data that is accurate, complete, and reliable by establishing processes and standards for data collection, storage, and usage to ensure the integrity of data throughout its lifecycle.
• Establish Data Policies and Standards: Define how data is categorized, managed, stored, and protected, ensuring consistent and efficient data management practices across the organization.
• Manage Data as an Asset to Enable Better Decision-Making: Data is a strategic asset and must be managed to ensure its availability, quality, and reliability. Data governance provides a framework for data accessibility and sharing, ensuring that decision-makers can access accurate and relevant data when needed.
• Establish Clear Roles and Responsibilities: Delineate the responsibilities of the data stewards and others who require access to complete their jobs.
• Manage Compliance and Risk: Ensure compliance with relevant laws, regulations, and policies related to data privacy, security, and usage by identifying and mitigating legal, operational, and reputational risks associated with data management.
• Support Collaboration and Alignment: Foster collaboration across departments and teams, aligning data management practices with the college’s strategic goals. 
• Promote Data Security and Privacy: Establish security measures to prevent unauthorized access or breaches by protecting sensitive data.
• Facilitate Change Management: Data governance supports the organization through technological changes, business processes, and regulatory environment by providing a stable framework that can adapt to new challenges and opportunities related to data management. 

Structure of the Committees. The Data Governance Committee at Rhodes College will consist of two groups, the Data Trustee Council (DTC) and the Data Stewardship and Privacy Committee (DSPC) with both committees having distinct roles within the Data Governance framework. 

The DTC is tasked with strategic oversight, setting policies and standards, aligning data governance with organizational objectives, and facilitating collaboration across departments. Its focus is on the broader, strategic implications of data management. 

The DSPC is more involved in the practical aspects of managing data day-to-day, particularly concerning data privacy and security. The DSPC implements and enforces the policies approved by the DTC, manages access and security, and ensures compliance with privacy regulations, focusing on operational execution and compliance. 

Data Trustee Council. The Data Trustee Council (DTC) is composed of college vice presidents and department leaders who are responsible for the data created or collected in their department or other areas of the college. The DTC is responsible for establishing and overseeing the strategic framework for managing the college’s data assets and policies. The focus of the DTC will primarily be strategic.

Key Responsibilities of the Council (DTC).

1. Develop and implement data polices.
2. Facilitate collaboration and data sharing.
3. Ensure that data governance aligns with organizational goals and objectives.
4. Serve as the ultimate decision-making body.

Key Responsibilities of Data Trustees. Data Trustees lead strategic oversight within the data governance framework. Trustees are responsible for defining data strategy, formulating data governance policies and standards, and ensuring these initiatives align with the college's goals. They champion interdepartmental collaboration and foster a unified approach toward leveraging data as a strategic asset.

1. Define the Data Strategy: Define the vision and strategic direction for the use of data across the institution, ensuring it aligns with the college's overall objectives and goals.
2. Develop and Implement Data Governance Policies and Standards: Establish policies and standards that govern the collection, management, and use of data to ensure its quality, confidentiality, and integrity.
3. Ensure Data Governance Aligns with Organizational Goals and Objectives:  Ensure that data management practices support the college’s strategic goals, such as enhancing student success, operational efficiency, and compliance with regulatory requirements.
4. Facilitate Cross-Departmental Collaboration for Effective Data Management: Promote collaboration across departments, ensure that data governance initiatives are implemented effectively, and ensure that data is shared and used in a way that benefits the entire college.
5. Oversight Data Assets and Policies: Provide high-level oversight and direction for the management of the college's data assets and ensure that data governance efforts are coordinated and effective.

Data Stewardship and Privacy Committee. The Data Stewardship and Privacy Committee (DSPC) focuses on the operational aspects of data management, particularly around data privacy and protection. The DSPC will primarily focus on operational request.

Key Responsibilities of the Committee (DSPC).

1. Implement and enforce data governance and privacy policies at an operational level.
2. Manage and monitor data access and security measures.
3. Ensure compliance with relevant data-related regulations and laws.
4. Adjudicate data privacy concerns and ensure compliance with regulations. 
5. Set and oversee data quality standards.
6. Oversee data access concerns.

Policies, procedures, or other work products produced by the DSPC will be reviewed and ratified by the DTC. At times, members of the DSPC will be expected to present additional information to support the policy or procedure recommended by the DSPC. 

Key Responsibilities of Data Stewards
Data Stewards serve as the first line of defense and are responsible for overseeing the college’s data assets. Data Stewards are tasked with ensuring the quality, integrity, accessibility, documentation, and security of data created or collected at the college. 

1. Data Quality Assurance: Ensure the accuracy, completeness, and reliability of data. This involves establishing data quality standards and processes, and routinely assessing data against these standards.
2. Data Policy Implementation: Implement and enforce data governance policies and procedures. This includes aligning data management practices with organizational objectives and compliance requirements.
3. Data Access Management: Work with the data governance committee to regulate who can access different types of data, under what conditions, and ensure that access rights and privileges are maintained according to organizational policies and legal requirements.
4. Data Lifecycle Management: Oversee the entire lifecycle of data, from creation and acquisition through to archiving and disposal. This involves understanding how data flows through the organization and ensuring efficient and compliant data handling at each stage.
5. Data Documentation and Metadata Management: Maintain comprehensive documentation of the organization’s data assets, including metadata management. This helps in understanding the data's source, format, context, and any transformation it has undergone.
6. Data Security Oversight: Collaborate with IT and security teams to ensure that data is protected from unauthorized access, breaches, and other security threats.
7. Stakeholder Liaison: Function as a bridge between IT, business units, and management. This involves communicating data-related needs and insights between technical and non-technical stakeholders.
8. Training and Education: Educate staff about best practices in data management, data governance policies, and the importance of data quality.
9. Issue Resolution: Identify and resolve issues related to data quality, access, or compliance. This also involves recommending improvements to data management processes.
10. Data Analysis Support: Assist in data analysis activities by providing insights into the best sources of data and ensure the correct interpretation of data by understanding the data's limitations.