Electronic Records Management at Tulsa Community College

The Role of Data Stewards 

Data stewards, in collaboration with Records Management and Information Technology, are the linchpin of effective data governance. They are individuals responsible for overseeing the quality, integrity, and security of specific data domains within an organization. Their role is critical in ensuring that data is aligned with business objectives and meets regulatory requirements. For the purposes of TCC, all Directors, Deans, and Department Heads will be considered Data Stewards.

Primary Data Stewards have principal responsibility over the management of data within their areas of accountability. They will approve data access privileges for employees and ensure that each user is trained regarding user responsibilities. Before granting access to Banner forms the Primary Data Steward consents to the use of that data within the normal business functions of administrative and academic offices or departments. For the purposes of Tulsa Community College, the Primary Data Steward is designated as the head of any department, division, or area of the College that deals with data.

A Data Steward is responsible for the ongoing maintenance of electronic  records under his/her control and for requesting access to those systems for designated employees in their department. Data Stewards are responsible for the accuracy and completeness of data files in their areas. Even though end‐users (students) will be responsible for keeping their records up to date through self‐service, Data Stewards will still be responsible (behind the scenes) to make sure that data is clean and accurate. Misuse or inappropriate use by individuals will result in revocation of the user’s access privileges. All Data Stewards are responsible for ensuring that data changes made in his/her department do not conflict with or have an adverse impact on records maintained by other departments.

Data is a vital asset owned by the College. All Tulsa Community College data, whether maintained in the central database or copied into other data systems (e.g. personal computers) remain the property of Tulsa Community College. Access to data should not be approved for use outside a user’s official College responsibility. Data will be used only for legitimate Tulsa Community College business.

Key Responsibilities of Data Stewards at Tulsa Community College 

1. Data Quality Ownership: 

• Ensuring data accuracy, completeness, consistency, and timeliness. 

• Developing and implementing data quality standards and procedures. 

• Monitoring data quality metrics and taking corrective actions. 

2. Metadata Management: 

• Defining and documenting data elements, attributes, and relationships. 

• Maintaining a metadata repository to provide context and understanding of data. 

• Ensuring metadata accuracy and consistency. 

3. Data Access and Usage: 

• Defining data access policies and procedures. 

• Reviewing and approving data access requests. 

• Monitoring data usage to identify potential misuse or unauthorized access. 

4. Data Lifecycle Management: 

• Overseeing data creation, storage, retrieval, and disposal. 

• Ensuring adherence to data retention and disposition policies. 

• Implementing data backup and recovery procedures. 

5. Data Governance Policy Enforcement: 

• Educating stakeholders on data governance policies and procedures. 

• Identifying and addressing non-compliance issues. 

• Promoting a culture of data stewardship within their departments. 

6. Data Privacy and Security: 

• Ensuring compliance with data privacy regulations (e.g., FERPA, HIPAA). 

• Implementing data security measures to protect sensitive information. 

• Responding to data breaches and security incidents. 

Selection and Training of Data Stewards 

• Criteria for Selection: Data stewards should have a deep understanding of their respective data domains, strong analytical skills, and a commitment to data quality. 

• Training and Development: Provide data stewards with training on data governance principles, data quality techniques, data security best practices, and relevant regulations. 

Challenges and Best Practices 

• Overburdened Stewards: Ensure that data stewards have adequate resources and support to fulfill their responsibilities. 

• Lack of Data Literacy: Provide training and resources to improve data literacy among stakeholders. 

• Data Silos: Encourage collaboration and data sharing across departments to break down data silos. 

• Technology Limitations: Invest in tools and technologies to support data stewardship activities. 

By empowering data stewards and providing them with the necessary resources, Tulsa Community College can establish a strong foundation for data governance and ensure the effective management of its valuable data assets. 

Expectations for Data Stewards:

Data stewardship is the process of managing and maintaining data assets within an organization. It involves identifying data owners, ensuring data quality, managing data access and security, and defining data policies and standards. Data stewards are typically individuals who are responsible for specific data sets or data domains in specific departments, and who work to ensure that data is managed effectively and efficiently.

The managing, monitoring, and maintenance of electronic records is the responsibility of department supervisors, Records Management, and IT. The process for accomplishing good data governance in each department is as follows:

• Frequently review user access to key departmental records. In the case of shared drives, SharePoint, and Teams, user access is monitored by IT with the discretion of the departmental supervisor.
• Review metadata: How are you naming and structuring your files? Metadata is important because it provides context to content, making it easier to find, use, and manage data. Metadata can help ensure that data is accurate and trustworthy, and that it can be used to make informed decisions. Essentially, metadata provides a structured method for communicating information about content. For TCC, see the example below.
• Structure files logically and follow these steps:
  • Create a hierarchy

Start with a few broad folders, and then add more specific folders within them. 

• • Use a consistent naming convention

Use specific, logical names that clearly indicate what's inside the folder. 

• • Separate completed and ongoing work

As your collection of files grows, consider separating older documents from those you're currently working on. 

• • Back up your files

Make sure your files are backed up on your local drive or on a network drive. 

• • Avoid saving unnecessary documents

Only save files that are relevant to your work or required by your business. 

• • Create shortcuts

Instead of duplicating a file, create a shortcut and move it to another location. 

            Suggested example of a logical file structure using dates: