099.2016.99 - Definitions of Terms Used in Guidelines

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Data Steward

The operational managers (“business owners”) for data captured and processed by System(s) of Record (authoritative systems) for a given Subject Area Domain (ex: accounting, budget, students, faculty, etc.). Data Stewards and their staff have deep knowledge of the System(s) of Record, definitions, processes, and business logic for their domain(s). Data Stewards and their staff assist with metadata, modeling, risks assessments, roles/access recommendations, and validation of institutional data.  Example: the Registrar is the Data Steward for student enrollment data. See also: Guideline 007.2016.03 Data Stewards for Systems of Record.




Executive Officer

Institutional administrators holding President, Executive Vice President and Provost, or Vice President titles, specifically, who represent a campus-wide perspective on the importance and prioritization of initiatives and can, therefore, speak on behalf of the institution.





Relative to data, the level of detail represented by each consumable record, as opposed to the level of aggregation.  Example: data representing individual payment transactions would be considered very granular, while subtotals of payment transactions per day would be less granular; totals of all payments for a year would represent highly-aggregated data and would not be considered granular at all.




Institutional Data

Defined by the DMC (see Guideline 005.2016.03) as any information (in any form, location, or unit) that satisfies the following criteria:

  • It is created, received, maintained, or transmitted  by or on behalf of the University of Texas at Austin in the management and operation of educational, clinical, research, or business activities; and
    • It is used for analysis to guide and inform the strategic priorities of the university; or
    • It is substantive, reliable, and relevant to the planning, managing, operating, controlling, documenting, staffing, or auditing of one or more major administrative functions of the university; or
    • It is used in the fulfillment of statutory, regulatory, accreditation, or other required reporting obligations of the university; or
    • It is used to derive any data element that meets the above criteria.
  • It is not:
    • Data created or used in the conduct of research; or
    • Information created through acceptable limited personal use of university systems that is not directly related to university business.

Institutional Data Store (IDS)

The collection of physical and virtual infrastructure, software, and data, managed by the Information Quest (IQ) department, that serve as the central data store to which data from Systems of Record are stored for broad-based retrieval by campus users for the purpose of informing decision-making.  While the IDS is the enterprise repository for historical, trend, and cross-functional data, it represents only a subset of “all” data that may exist at the university.  Data are loaded into the IDS on a priority basis, taking into consideration mission-critical, legal, and regulatory uses of information, major institutional initiatives requiring data, and breadth of use (and applicability) of the data. 




Redundant Data Store

Any of a number of departmental databases, files or systems that copy and store institutional data to support remote or independent processes for use within specific units (i.e. not for enterprise-wide use).  In the context of DMC guidelines, redundant data stores refer to large-scale copies of data that are stored for further processing, such as on a recurring basis; small analytical databases, flat files, or excel versions of data used for specific analysis or one-time purposes are not considered redundant data stores by this definition.





Relative to data, the breadth of the institution to which the data pertains. Example: HR data for a single department would represent a relatively narrow scope, while HR data for all departments within a college or school would represent a broader scope, with institution-wide access to HR data being the broadest possible scope within UT.

Subject Area Domain

A major business area of the institution representing specific operational or administrative functions and subject matter.  Examples: accounting, budget, students, faculty, facilities, etc.  A given Subject Area Domain may include many Systems of Record and associated institutional data.

Systems of Record

The authoritative system that defines and maintains a specific subset of institutional data and which is managed by an academic or administrative unit (from which data originates, is captured, or is initially processed) that is responsible and accountable for stewardship of those data.Example: the registration system, managed by the Registrar’s Office, is the system of record for student course enrollment data.




Transitory Records

Per HOP 3-1410, records of temporary usefulness not an integral part of a records series listed in the UTRRS, nor regularly filed within a University recordkeeping system. This includes records required for a limited time period for completion of an action by an official, or employee, or in the preparation of an on-going records series. Transitory records are not essential to the fulfillment of statutory obligations or to the documentation of agency functions.






DMC Chair