Educause 2009 Data Administration Constituent Group November 5th, 2009

1. Educause 2009Data Administration Constituent Group November 5th, 2009 Educause DASIG Constituent Group

2. 23 states report higher unemployment in September Worst recession in three decades Endowments lose billions Grant funding cut Educause DASIG Constituent Group

3. Layoffs Harvard Stanford Arizona State Yale Washington University of Chicago Educause DASIG Constituent Group

4. Budgets CutFrozen SalariesResearch Reduced Educause DASIG Constituent Group

5. Aren’t we here to talk about Data Management ??? Educause DASIG Constituent Group

6. All the President’s Men (1976)Robert RedfordHal Holbrook Educause DASIG Constituent Group

7. Use Data Management toFollow the Money !!!!! Educause DASIG Constituent Group

8. Data Management can contribute to the bottom line by ….. • Cost Savings • Cost Avoidance Educause DASIG Constituent Group

9. Questions • How many of you are engaged in a full time data management role ? • How many of you full time data managers have other responsibilities besides data management ? • How many of you are in roles that require data management assistance ? Educause DASIG Constituent Group

10. Data Management Data Management comprises all the disciplines related to managing data as a valuable resource. Wikipedia Educause DASIG Constituent Group

11. Data Management Data Management is the development and execution of architectures, policies, practices, and procedures that properly manage the full data lifecycle needs of an enterprise. DAMA Educause DASIG Constituent Group

12. So what are some of these practices, procedures, and policies ? Educause DASIG Constituent Group

13. Metadata Management • Data About Data • Knowing where your data is … • … And everything about it • Promotes consistency, quality, standardization Educause DASIG Constituent Group

14. Data Classification • Classify data by sensitivity • HIPAA , FERPA , SSN’s, Personal Privacy, etc. • Develop policies for various levels of classification • Develop guidelines for usage and security • Develop training in use of the data Educause DASIG Constituent Group

15. Data Classification • Valuable to prevent compromises • Guides usage of data • Directs reporting and BI • Encryption, archiving, removable storage Educause DASIG Constituent Group

16. Data Integration • Data from system of record needed somewhere else • Do you want that data moved somewhere else ? • Consistency /integrity once it leaves the source system • Reporting across systems Educause DASIG Constituent Group

17. Data Integration • Traditional Feed Approach • Extract, ship it somewhere, load it up • SOA/Web Services Educause DASIG Constituent Group

18. Traditional Feed Approach • Proven • Can be accomplished in many technologies • Can result in many, many feeds • Each one is hand crafted • Timing issues Educause DASIG Constituent Group

19. SOA/Web Services • Limited number • Real time or “batch” • Don’t have to hand craft every time • Granularity of data • Security • Technology Educause DASIG Constituent Group

20. Data Governance The discipline embodies a convergence of data quality, data management, business process management, and risk management surrounding the handling of data in an organization. Through data governance, organizations are looking to exercise positive control over the processes and methods used by their data stewards to handle data. Wikipedia Educause DASIG Constituent Group

21. Data Governance • Who has Data Governance bodies in place ? • What types of activities do those groups undertake ? Educause DASIG Constituent Group

22. Master Data Management • Data items used by multiple applications • Codes • Department numbers • Building identifiers • Class identifiers Educause DASIG Constituent Group

23. Why Should I Manage Master Data ? • Provides data consistency • IPEDS reporting • I-9 • Dept of Homeland Security • Business Intelligence Educause DASIG Constituent Group

24. Data Archiving • Email • Legal records • Institutional records • Research data Educause DASIG Constituent Group

25. Data Archiving • Where is it, and what is it ? • How to search archives ? • How to access archives ? • Volume Educause DASIG Constituent Group

26. Ediscovery • Discovery and securing of electronic information • Required by some form of litigation or criminal proceedings • Court ordered • Email, IM chats, documents, databases, logs, web sites, other forms of electronic data • May also require associated metadata Educause DASIG Constituent Group

27. Ediscovery • Zubulake v. UBS Warburg LLC • Court found that defendant deleted emails and/or failed to produce files • Adverse inference jury instructions given • Plaintiff awarded $29.2 Million Educause DASIG Constituent Group

28. Ediscovery • Coleman Holdings Inc. v. Morgan Stanley • Defendant failed to disclose and process numerous backup tapes until late in the proceedings • Adverse inference jury instructions given, reversing the burden of proof • Jury verdict for plaintiff in the amount of $1.5 Billion • Court awarded $15 Million in fines for failing to comply with discovery obligations Educause DASIG Constituent Group

29. Ediscovery • Talk to your legal department • Make info handling routines routine and consistent • Keep a trail – DOCUMENT IT !!!!! • Avoid spoilation • The deliberate or negligent destruction, withholding, or hiding of evidence when an investigation or litigation is under way Educause DASIG Constituent Group

30. Ediscovery • Know what you have • Backups • Archives • Files • Databases • Optical media Educause DASIG Constituent Group

31. Data Management Following the Money to Cost Savings & Cost Avoidance Educause DASIG Constituent Group

32. Almost the Final Slide • Plug DASIG • Listhost Educause DASIG Constituent Group

33. Mike Fary Enterprise Data Architect University of Chicago mfary@uchicago.edu Educause DASIG Constituent Group