(1) The Data and Information Governance and Strategy Committee (DIGSC) is established as a Vice-Chancellor and Chief Executive Officer (VC&CEO) Committee and is delegated the functions as set out in these Terms of Reference relating to the governance and management of data and information assets. (2) The establishment of this Committee and the delegation of authority to it are actions authorised by the VC&CEO. (3) The objectives of the Committee are to: (4) The members of the Committee are as follows: (5) The following UNE Representatives are in attendance to the Committee; (6) The Committee may co-opt other members from time to time for a specified period and purpose. (7) The CFO will act as Chair. If the CFO is unavailable, the COO will act as Chair. If the CFO and COO are unavailable the Committee will elect a Chair to act during the period the CFO and COO are unavailable. (8) The Chair may invite any person from within or external to the University to assist the Committee in its deliberations, for particular items or for entire meeting/s. (9) Members represent all organisational divisions to facilitate consultation processes, and are expected to contribute to the Committee as (10) Gender representation will be in accordance with the Gender Representation on Decision Making and Advisory Committees Policy. (11) The strategic functions of the Committee are to: (12) The endorsement functions of the Committee are to endorse: (13) the monitoring functions of the Committee are to monitor: (14) The advisory functions of the Committee are to: (15) The workplan for the Committee will be coordinated by the following reference groups: (16) The Committee may establish other ad-hoc user reference groups and working parties where required. (17) This Committee is established under the authority of the VC&CEO to perform the strategic, endorsement, advisory and monitoring functions set out in these Terms of Reference and matters ancillary to those functions. The VC&CEO retains the authority to withdraw or modify this authority at any time. (18) The Chair of the Committee will report to the VC&CEO on business conducted, and the Committee will report to the Digital Advisory Committee and the (19) The Committee will meet on a bi-monthly basis. The Chair may schedule additional meetings as required. The Committee is expected to use technology and flying minutes to attend the urgent matters. Committee members are expected to be available on short notice, however should be given as much notice as practical. (20) Conflicts of interest declared at the meeting will be recorded in the minutes and recorded in accordance with the Conflicts of Interest Policy and Procedures. (21) A quorum will consist of a simple majority of of the members of the Committee at the time the meeting is held. (22) Decisions will be made by consensus where possible, with the final decision to be taken by the Chair. (23) Committee business papers, or flying minutes, and explanatory documents, will be distributed to Committee members and any official attendees as required, with as much notice as practical. (24) Privacy, urgency and recommended resolutions (endorsement or noting) will be noted in the request. (25) Additional document may be tabled as short notice with the approval of the Chair. (26) The Committee may pass a resolution by flying minute provided that the resolution has been approved by a simple majority of the Committee at the time the resolution is made. (27) Meeting notes will be prepared by the meeting Secretary, kept to a minimum and circulated promptly following the meeting. Notes will include all action items, and will not require formal endorsement by the Committee. (28) Disclosure of business papers, minutes or other information received by the Committee must only be made with permission of the Chair. (29) The Committee will use technology including telephone, video-conferencing, telepresence,and any board management software, as arrange by the Chair and/ or Secretary to distribute meeting papers and otherwise to conduct Committee business. (30) Once every twelve month period the Committee will devote at least part of a meeting to review the effectiveness of its policies, practices and procedures over the preceding twelve months. (31) The Office of the Chief Financial Officer will provide secretarial and administrative support to the Committee. (32) The Secretary is responsible for ensuring all Committee agendas, minutes and reports are recorded in the University’s Records Management System (Content Manager) in accordance with the University’s Records Management Rule and the State Records Act 1998 (NSW). All papers much be recorded prior to distribution to the Committee, and must contain the record number generated from Content Manager. (33) The Secretary is responsible for obtaining advice from the Records unit (records@une.edu.au) to ensure Committee papers are stored in a container within the Records Management System with the retention schedule required under the State Records Act and associated Regulations. (34) Information Governance means the development of a decision and accountability framework that defines acceptable behaviour in the creation, valuation, use, sharing, storage, archiving, and deletion of data and information. It encompasses the policies, standards, processes, metrics, and roles guiding the efficient and effective use of data and information for the University to realise its objectives. (35) Information means is knowledge concerning objects, such as facts, events, things processes or ideas, including concepts, that within a certain context, have a particular meaning. Information is data that has been processed into a form (physical, oral or electronic) that is meaningful to the recipient. This definition includes, but is not limited to: (36) Information security means the protection of information and information and information systems from unauthorised access, use, disclosure, disruption, modification or destruction in order to provide confidentiality, integrity and availability. (37) Data Governance means implementation of a set of policies, processes, structures, roles and responsibilities to ensure that an agency’s data is managed effectively and that is can meet its current and future business needs. (38) Information Asset means a body of information, defined and managed as a single unit so it can be understood, shared, protected and exploited efficiently. Information Assets have recognisable and manageable value, risk, content and lifecycles. (39) Data Management means the activities involved with managing data across the full lifecycle so that it is protected from unauthorised use and inappropriate deletion. Data needs to be appropriately managed from procurement or service design through to creation and final disposal. This includes protection of personal, health and sensitive information, and the prevention of deletion until enabled by legal authorisation. (40) Data use includes: modelled, captured, calculated, transformed, stored or presented.Terms of Reference (Vice-Chancellor approved) - Data and Information Governance and Strategy Committee
Section 1 - Overview
Introduction
Objectives
Top of PageSection 2 - Committee Membership
In attendance
Chair
Responsibilities of Committee Members
Gender representation objectives
Section 3 - Functions of the Committee
Top of PageSection 4 - User Reference Group and Working Parties
Section 5 - Authorities
Section 6 - Conduct of Committee business
Reporting
Meetings
Quorum
Business papers
Resolutions
Minutes
Disclosure of information
Use of technology
Self-Review
Secretary to the Committee
Definitions
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