Data Stewardship

Data stewardship (collectively "Data Stewards") is comprised of several defined roles and responsibilities. Data Stewards are required to understand the scope of data within their respective departments, schools, and administrative divisions.  This includes a working knowledge of governance, collection, use, storage, and access specific to GW Institutional Data. Their role mandates a personal charge to effectively participate in data governance initiatives that advance the overarching strategic priorities at the University and ensures that GW IT Resources for their respective areas comply with required security and access controls.  

Data Stewardship Roles

The following roles are intended to establish clear lines of accountability:

Data Trustees

Data Trustees are the highest-ranking institutional officers at GW. Specifically, Vice Presidents, Vice-Provosts, Deans. Data Trustees ensure that data within their schools and business areas is viewed as an institutional asset and is properly managed in accordance with applicable University policies and standards. Data Trustees are responsible for appointing Data Steward(s) and overseeing that appropriate data handling, data sharing, data use, data classification and compliance for their units is practiced.

Data Stewards

Data Stewards are designated by and accountable to the Data Trustees. Data Stewards are university business officials with direct operational-level responsibility for the management of one or more categories of GW Institutional Data and have decision-making authority. In this role, Data Stewards view data as an institutional resource, maintain broad institutional knowledge of data, and deeply understand data sets specific to their area and applicable compliance requirements including that data may be accessed, shared or used across the University.  

Data Stewards also partner with their Data Custodians and the Data Governance Office (DGO) to help coordinate, resolve issues, and approve data definitions or business terms that cross multiple functional units.  Data Stewards have the primary responsibility for reviewing Data Sharing Agreements to ensure compliance with data handling and protection requirements.

Data Custodians

Data Custodians include GW IT employees and distributed campus technology personnel who are assigned specific data management, access management, or information security responsibilities.   This includes, but is not limited to, physical security, backup and recovery processes, provisioning access to GW IT Resources1, and implementing and administering controls over GW Institutional Data.  Data Custodians are responsible for understanding business needs and ensuring that operational procedures are consistent with applicable university policies and standards. Reviewing Data Sharing Agreements to ensure compliance with data handling and protection requirements established by appropriate Data Stewards.

Subject Matter Expert (SME)

For data governance purposes, a subject-matter expert (SME) or domain expert is a person who is an expert in a particular area or topic (e.g., Privacy, Data Security, Access Management, Copyright, Research Compliance). 

Data User

Data Users are any individuals granted access to GW IT Resources, including but not limited to GW faculty, staff, affiliates (e.g., contractors, partners, volunteers) and Sponsored Users. Individual Data Users play a critical role in protecting the confidentiality and privacy of university data while helping to ensure the appropriateness, accuracy, and timeliness of data. Data Users are responsible for completing any university-administered cybersecurity, privacy and data governance training as required for the conduct of university business. All Data Users are responsible for reporting unauthorized access, data misuse, or potential privacy and/or security incidents to [email protected] or by submitting a report to GW Privacy. 

Data Governance Committee

The Data Governance Committee (DGC) is comprised of data stewards and data custodians from across all functions and departments of the university. The committee meets quarterly to review data quality issues, discusses proposed business terms, review policies and discuss other institutional data-
related topics. 

Data Stewards are assigned by the business area’s data Trustee. View the Data Trustees and Data Stewards list by business area. Faculty and Staff can access the same list by visiting the Lines of Business Asset list in Collibra.