Student Systems Support Centre
Being an Information Custodian
As an Information Custodian, you are responsible for:
- Data Management - Assessing student administration information needs in your area; assessing where information is stored; ensuring wherever possible data is not duplicated in different systems.
- Identifying responsibilities - Identifying how responsibilities within each administrative process will be implemented within your local area; defining the responsibilities of each individual in terms of updating data in the relevant information systems; informing the Student Systems Programme of changes to data responsibility; assessing and agreeing the training needs of individuals within your local area.
- Protecting data - Ensuring the correct staff have the right authorisation to the appropriate areas of OSS and have attended the relevant training.
- Authorising access requests for individual users.
- Completing access requests for groups of read-only users.
- Communication - for example, keeping staff up-to-date with changes that may impact their working practices. The Student Systems Programme has to communicate a great deal of information to a large complex audience. The role of the Information Custodian is to act as a point of contact within your local area, decide what information is relevant to whom, and promptly distribute to relevant staff. It may be good practice to nominate a deputy Information Custodian to act as an alternative point of contact if more than one person has the knowledge to undertake this role.
Stopping being an Information Custodian
If you wish to change this responsibility to a different staff member, a sample signature or email is required to enable the Systems Administration team to check OSS Access forms for authenticity. To make this change, please print the Information Custodian authorisation of signature form (download from right-hand column) and submit it to the OSS Support Centre. The Information Custodian contact list will be updated on receipt of the signature form. Please note this form is for Information Custodian Use ONLY. Support is available from the Oxford Student System Support Centre: tel.: (2) 84848, e-mail: OSS@admin.ox.ac.uk.
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