2.0: Definition of Administrative Data
The institution's data base consists of information critical to the success of the institution as a whole. The institutional data base is shared data, managed within a conceptual framework. It is likely that the institutional data base will be distributed across processing units both within and outside the institution. Specific types of data, such as research data and electronic mail "boxes," may be covered by specially tailored policies.
Data may be digital text, graphics, images, sound, or video. The institution regards data that are maintained in support of a functional unit's operation as part of the institution's administrative data base if they meet at least one of the following criteria:
- if at least two administrative operations of the institution use the data and consider the data essential;
- if integration of related information requires the data;
- if the institution must ensure the quality of the data to comply with legal and administrative requirements for reporting statistical and historical information externally;
- if a broad cross section of institutional employees refers to or maintains the data; or
- if the institution needs the data to plan.
Some examples of admininstrative data include student course grades, patient records, employee salary information, vendor payments, and the institution's annual Statistical Profile. Administrative data does not include personal electronic calendar information and similar material.