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Roles & Responsibilities

All University information should be managed, accessed and utilized in a manner consistent with the University's need for security and confidentiality. The proper stewardship and custodianship of University administrative information will facilitate access to data that supports the work of those with official educational or administrative responsibilities within the institution, consistent with legal, ethical, competitive and practical considerations.

The Information Management Policy Group is composed of high-level administrative and academic representatives (IM Policy Group membership), and will provide institution-wide perspective and advice in policy development and program outcomes evaluation of the Information Management program (including Records Management).

All members of the University of Kansas community or anyone granted access to University of Kansas information has a responsibility to access, use and disclose University data responsibly. Improper maintenance, disposal or release of University administrative data exposes the University to significant risk.

Additional guidance regarding specific roles and responsibilities for information management will be forthcoming. University of Kansas administrative functional areas must then develop and maintain clear and consistent procedures for access to University administrative information, as appropriate.


  • Information Steward

    An information steward is an individual who has been designated by the Chancellor or his designee to have policy level responsibility for determining how information will be created, managed, used, maintained and stored within his/her functional area of responsibility. An information steward is familiar with records issues, laws and regulations.

  • Information Manager

    Individuals, usually department or program heads, who may also have operational responsibilities for the management of University administrative data at a unit, departmental or university-wide level. These managers assume the data management responsibilities as applicable to their mission.

  • Information Custodian

    Information custodians are individuals who have operational responsibilities within a functional area for University administrative data. Their operational responsibilities within that functional area may be at a unit, departmental or university-wide level. These individuals assume data custodian responsibilities as applicable to their mission.

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