The appropriate management and use of data are the shared responsibility of three primary groups of individuals: those within the various functional areas, those within the technical area, and those who are the data users. The following are the primary responsibilities of those within these three groups.

1. The functional area: Individuals within the functional areas are responsible for the timely and accurate capture of the data, for securing the data are consistent with laws and policies, for ensuring that the data are made available for university requirements, and that the data are archived in a recoverable form. Implementing these responsibilities has evolved into several traditional roles with associated responsibilities.
   • Data Steward: The primary individual responsible for ensuring the appropriate management of the data within the functional area. This includes
     • Classify the data into one of the following four levels of data sensitivity as defined by the DePaul policy on Access to and Responsible Use of Data
       1. Public Data
       2. Internal Non-Restricted Data
       3. Internal Restricted Data, and
       4. Highly Sensitive Data
     • Work with the Data Custodian, Data Manager and Functional Security Lead to ensure data are secure, protected and that adequate backup and archiving is performed.
     • Work with Data Managers to develop and implement procedures to capture, secure, edit and correct, apply business rules, maintain data integrity, interpret and define, and provide access for operations and institutional reporting and decision support.
     • Work with Functional Security Leads to ensure security policies and procedures are followed in compliance with the DePaul Information Security Policy and at least annually review the list of those with data access.
     • Work with the Data Executive to obtain appropriate resources and create policies and procedures for making data a university asset.
     • Work with other Data Stewards and university personnel to define the data that are part of an Administrative Data Base and then to revise, create, and facilitate university policies and procedures for managing these data to support university needs. Coordinate this Data Base with the Data Warehouse as the location and appropriate User source for these data.
     • Create and maintain the definition of their data in the Administrative Data Base as part of a DePaul Data Dictionary.
     • Work with appropriate users to enable them to obtain, interpret, and use the university data.
     • In compliance with the Information Security policy, report any data breach or data loss to security@depaul.edu.
   • Functional Security Lead: The Functional Security Lead must approve access to the data regardless of its location in the university process. This is done within procedures established by the Data Steward that balance access with official university needs. It is also done in compliance with the DePaul Information Security Policy and Access to and Responsible Use of Data policy. In some situations the Functional Security Lead may be the Data Steward and in other cases it may be an individual who is responsible to the steward.
   • Data Manager: This person has responsibility to work directly with the data. The larger data activities, such as the Registrar, tend to have individuals for whom this is their primary responsibility. Other areas with limited staff tend to have this as an additional responsibility.
   • Data Executive: These individuals are senior university officers who have responsibility for major functional business areas and approve policies, initiate major activities, and allocate appropriate resources.
2. The technical aspects of data management: After data are collected within a functional area, they need to be secured, made available for university use, and archived. This often involves the functional area passing the data to IS. The data are also often integrated with those data from other functional areas and further checks are made on their consistency.
   • Data Custodian: This role is responsible for the storage, security, archiving, and making data available for use in a timely manner to other university individuals.
   • Systems Administrators: This role is responsible for the physical operation of the administrative system containing the data.
   • Warehouse Manager: This individual oversees and manages the technical process by which the data are restructured, integrated, and made available to the user in the form of a warehouse, Organizational Data Store, Data Mart, or similar reduced form. This person is also responsible for the ETL process and making that process available to the users.
3. Use of the data: There are various types of data use. One is the functional use where the data help describe the activity within the functional area. This operational use of the data helps the functional area enhance its processes and to describe its situation to various audiences. Another use of the data involves using them to enhance and support management decisions. Data for supporting management decisions will often involve an intermediate user who integrates, analyzes, and reports on the data. Users are responsible for the security of the data and for the responsible use of the data within the university policies.