Policy 10.00: Data Management

Data is a valuable resource and shall be managed and optimized to benefit the State as a whole.

REFERENCE:

Tennessee Code Annotated, Section 4-3-5501, effective May 10, 1994.

OBJECTIVES:

1.     Plan and promote the effective and efficient sharing and usage of data to support State Government.

2.     Ensure personnel have access to the data they need to perform their job functions.

3.     Promote the understanding and accessibility of the State data resources.

4.     Facilitate ad hoc access and reporting of data maintained in databases.

5.     Ensure data resources will be shared at the enterprise level among applications, users, and agencies, as appropriate.

6.     Ensure data redundancy is minimized.

7.     Ensure data will be precisely and consistently defined  to ensure it is easily compared, matched, and validated.

8.     Manage the data life cycle independent of the application system life cycle.

SCOPE:

This policy applies to all data (both structured and unstructured) utilized by the State, regardless of the location of the data.

IMPLEMENTATION:

Department of Finance & Administration, Strategic Technology Solutions (STS)

1.     Provide guidance to agencies concerning data classification.

2.     Implement the  standards and procedures necessary to document and maintain information about data in a State repository.

3.     Ensure the protection of data on systems managed by STS.

4.     Provide data access support and guidance.

5.     Provide tools and techniques necessary to support ad hoc reporting.

6.     Encourage data quality by recommending best practices..

7.     Coordinate the ongoing maintenance of standards, guidelines, and procedures.

8.     Identify and define roles and responsibilities relative to the management of state data.

Agency Management

1.     Support data sharing and work to accomplish this wherever appropriate and beneficial.

2.     Analyze and classify data.

3.     Construct agency data models that provide complete and accurate business descriptions of data elements.

4.     Work with the agency Management Advisory Committee (MAC) to develop a strategy for the creation and maintenance of an agency data catalog.

5.     Develop processes and procedures towards the creation of a data catalog that identifies the most important information about the data.

6.     Ensure the integrity of data maintained in automated files or databases and of reports produced from the data.

7.     Ensure the security and protection of data on systems managed by the Agency.

8.     Develop internal procedures which comply with State data-related standards and guidelines.

9.     Assign roles and responsibilities relative to the management of state data.

Date Last Revised - 04/08/21