Distributed Data Management

Donna TatroBill Clebsch

CSG – May 15, 2008 Michael Pickett

It’s 10 PM. Where are your data?

Distributed Data ManagementWhat are we talking about?The array of policies, practices, tools, services and common

understandings that influence or control data spread around our university. Some policy dimensions:

Data classificationData stewardshipData retention/eliminationData preservation Data retrieval and analysisMeta-data managementData securityLocation of the data (central vs decentral, fixed vs mobile)

Distributed Data ManagementSurvey Question Yes NoDoes your institution classify its data through policies or guidelines?

14 1

Is there a data classification scheme in place across the institution?

7 8

Is there a data retention policy? 6 9Are there policies about safeguarding data across various media?

14 1

Are tools are in place to make the institution's data accessible, searchable, and retrievable?

9 6

Does your storage and digital content infrastructure support retention and classification policies?

7 8

Does IT have services to help cope with information security concerns?

14 1

Does IT have a role in user/customer education about data management?

13 2

Distributed Data ManagementWhat tools do we use to manage data?(3 responses)

Entrust (encryption)Microsoft SharePoint (document/records

management/workflow)Xythos (document sharing/management)Interwoven (document management system)Data warehouse (Oracle DB)

Others?

Discussion1. Are there learning experiences around best

practices or bad practices for “classifying” data that we should know?

Discussion2. Data management policy is easy if you “own”

the data (kind of). What do we need to do about data distributed around the institution? What do we do about mobile data?

Discussion3. Who sponsors data policies?

Discussion4. Who should determines access to data?

Discussion5. What services do we need to handle data

breaches? For assistance around data protection? To ensure the quality and integrity of data?

Discussion6. What role should IT have in user/customer

education about data management - who should promulgate policy?

Other Policy Issues Here?Data classificationData stewardshipData retentionData preservation /eliminationData retrieval and analysisMeta-data managementData securityLocation of data (central/decentral,

fixed/mobile)

Brown Guiding Principles Endorsed by Executive Committee

1. University Principles Apply to all IT functions at Brown (not just Central IT).

Brown Guiding Principles4. All University data has an identified

Custodian who ensures their data is defined, accurate and traceable and can be appropriately accessed and understood by its users.

Brown Guiding Principles11. Wherever feasible, information is

captured once, as close to the source as possible and electronically validated.

For full policy on classifying and securing sensitive information see:

www.brown.edu/Facilities/CIS/policy/safeinfo.html