Policy Glossary

Data

Information or communication of any type, including memos/bulletins, brochures/publications, email, documents on portable storage devices, browser history, voicemail, and electronic records/files.

Data Owner

Person who creates the data or has authority over the group who created the data; Designated person/position authorized access to specific data per policy (e.g., health records); Designated person/position authorized to approve access to data (e.g., treatment/Security Threat Group records); Designated person/position authorized to release data (e.g., Public Disclosure Unit, Communications Director); Designated person/position ensuring compliance with policies and applicable regulations (e.g., human resources, investigations).

Data owners do not typically include persons enabling/supporting access to data, acting as a custodian for data, or maintaining an Information Technology (IT) system (e.g., IT technicians, administrative assistants).

Official State Business

Those activities performed by an official or employee of the state, authorized volunteer, student, or employee of another governmental jurisdiction as directed by his/her supervisor in order to accomplish state programs or as required by the duties of his/her position or office.

Official Use

The use of category 2 or higher data that may not be appropriate for public disclosure and is to be used for business-related activities only.

Portable Storage Devices

Devices used to record/store data (e.g., memory card, flash/thumb drive, compact/digital versatile disc, external hard drive)