Scope of Acknowledgment of Data Privacy and Security Responsibilities for Authorized Users of UC Alma Environments

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Recommendation

The current Acknowledgment of Data Privacy and Security Responsibilities for Authorized Users of UC Alma Environments form covers the use of patron data from all UC Institutions.

Reasoning

• All UCs are covered by the same IS-3 policies.

• When procurement was asked a similar question about financial data, they were quite clear that we’re all under the UC Regents.

Background

SILS Operations Team (OT) requires the Acknowledgment of Data Privacy and Security Responsibilities for Authorized Users of UC Alma Environments form be signed by every user prior to them receiving an Alma staff account. Recently, there has been conversations about campus staff needing access to the Network Zone Alma instance (NZ) to efficiently do their work. Under certain circumstances, such as troubleshooting or researching resource sharing or fulfillment related workflows, this may require campus users be granted roles that allow them to see patron data from other UC campuses.

The SILS Operations Team requested the SILS Patron Privacy and Data Security Team answer this question: “Does the current data privacy form cover the use of patron data from all UC institutions and not just the home institution for appropriate business use?”