Department/Project Shares - Data Stewards

Department/Project Shares - Data Stewards

ITS Data Steward Responsibilities

ITS is formalizing a series of procedures for delegating and terminating access to select services and share types supported by ITS.  Requests for access audits can be submitted to ITS, driven either by internal business need or as a result of an internal audit driven by IACA.  ITS will require that at least one person from every department/area appoint a data steward for their respective Department/Project shares.  These changes will go into effect immediately upon receipt of a completed data steward form.

 

Frequently Asked Questions

Who can be a Data Steward?

What is a Data Steward?

Why do we need Data Stewards?

What are my responsibilities as a Data Steward?

What is the necessary information needed to request access changes for a share?

Why do my new employees say they cannot access our department shares?

What if I am not available to authorize changes?

What do I need to do when an employee is no longer employed at RIT?

What do I need to do when a network share is no longer needed?

Why is the name of my share changing?

Why is the path of my share changing?

Why is my share being split up?

Will I be unable to access my share during it's migration?

I no longer have access to my share, what do I do?

When is my Share being migrated?


 

Who can be a Data Steward?

Data stewards can be any full-time employee (FTE) of RIT.

 

What is a Data Steward?

Data stewards oversee the overall life-cycle of a network share from requesting creation of the share, authorizing the granting and revoking of user access to the share, and ensuring proper records management of the data in the share.  He or she will be the primary and secondary contact to approve the granting or revokeing of permissions for network shares under the data steward’s control.

 

Why do we need Data Stewards?

A data steward provides a level of security through the use of checks and balances.  These requests must be approved by the appropriate data steward for the share in question.  Requests can either be made directly by the data steward or ITS will reach out to data stewards to verify requests received directrly from end-users.  Handling access requests in the manner allows for individual departments to maintain proper business continuity practices and needed audit requirements.

 
What are my responsibilities as a Data Steward?

A data steward must approve any requests for permission changes to a department network share, and authorize or deny them as appropriate.  Authorized requests should then be submitted to the RIT Service Center either through a phone call or email.  ITS Systems Administrators will only fulfill change requests that either come from the department data steward or have been verified to be approved by the data steward; only primary or secondary data stewards will be able to authorize changes to access permissions for shares.  Data stewards are also responsible for ensuring the data is maintained in accordance with the RIT Records Management Policy.

 

What is the necessary information needed to request access changes for a share?

The following information is needed to process an access change request:

  • The full path of the share, such as \\main\shares\Division\Dept_OurShare,
  • The RIT Computer Account username, the full name, and the department of the user(s) for whom the change is being requested.
  • The access level the requested user needs: Read-Only(RO) access or Read-Write(RW) access. 
     
Why do my new employees say they cannot access our department shares?

New employees do not automatically gain access to department shares when their computer account is created.  The RIT Computer Account request form has a block for access requests that should be used to grant access to new employees at the time of the request. If the form is completed by someone other than the data steward, the data steward will be contacted by ITS to approve the request before granting access.

 

What if I am not available to authorize changes?

In the event that you are on vacation or any other event where you are unable to perform work related duties, a secondary department data steward should be appointed. It will be necessary to inform ITS of this secondary data steward so we may fulfill their authorized requests. Simply creating a ticket with the RIT Service Center is all that is needed to communicate any changes in who will be performing data steward responsibilities. 

 

What do I need to do when an employee is no longer employed at RIT?

To ensure that all network share access is revoked when an employee is no longer employed at RIT, it will be necessary for their manager to fill out an RIT Computer Account request form with the “deletion” check box selected and date to process the termination. Forns requesting this can be submitted to the RIT Service Center through email or interoffice mail.

In the event that immediate action is required in either terminating or revoking user permissions, a data steward should call the RIT Service Center and indicate the elevated priority to facilitate that the process is handled as quickly as possible. Please note that this is for emergency situations and standard permission changes should be handled via the processes outlined above.

 

What do I need to do when a network share is no longer needed?

The data steward should provide the share name, such as \\main\shares\Division\Dept_OurShare, and the date it should be deleted.  In the event a request for share deletion is received from someone other than the primary or secondary data steward, the proper data stewards will be consulted as they would for a normal access change request.

 

Why is the name of my share changing?

The names of shares are being adapted to a centralized naming convention for ease of management and auditing purposes.  ITS will make adjustments to share names as needed.

 

Why is the path of my share changing?

Architectural changes introduced by this upgrade have led to the need for this change.  Future maintance and upgrades will have reduced customer impact going forward.

 

Why is my share being split up?

Share structures are being redesigned to facilitite day to day management tasks as well as auditing of share permissions.

 

Will I be unable to access my share during it's migration?

We expect shares with less complicated permission structures to be offline for at most 30 minutes when they are cutover.  Shares with more complex permission structures may require longer outage windows or multiple cutovers, we will work with your department and data-steward to make sure there will be minnimal impact, and happen after business hours whenever possible.

 

I no longer have access to my share, what do I do?

During the migration data stewards were provided a full list of users who have access to the shares in question.  Any changes to share permissions were at the request of Data stewards.  If you feel that you have lost access to a share inadverantly please contact the RIT Service Center to provide the needed follow up for your request.

 
When is my Share being migrated?

ITS will be contacting the data stewards of each share.  They will then contact the users of their shares and communicate the migration schedule to you.

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