9.53 Data Processing Computer Files
Data Processing receives numerous requests from throughout the University
for information contained in the computer files which Data Processing
maintains for the University Administrative Offices. The Administrative
Officer for whom the files are
maintained has the responsibility for the integrity and confidentiality
of the information in the file. If Data Processing is to answer these
requests and be sure the respective
Administrative Officers have the opportunity to exercise their responsibility
to approve the release of information, it is necessary to define the policy
and the procedure for releasing information contained in Data Processing
computer files.
Policy for Releasing Information from Administrative File
Data Processing will not release information from computer files without
the approval of the specific Administrative Officer for whom the information
is maintained.
Procedure for Obtaining Approved Release of Information in Computer
Files
1. The individual seeking information (or Data) will make his/her specific
request to the Administrative Officer who is responsible for the information.
2. If the Administrative Officer approves the individual's request, he/she
will attempt to fill the request from information contained in the files
located in his/her office. If this is not possible or practical, and if
the information can be obtained from Data Processing files, the Administrative
Officer will complete sections I, II, and III of the form titled DATA
REQUISITION FORM and will forward the form to Data Processing.
3. Data Processing will review the request and estimate the effort required
to service the request and the date the request will be filled. Data Processing
will communicate this information to the requesting individual. After
all approvals have been obtained, Data Processing will proceed with the
efforts, as scheduled, required to provide the service.
President's Bulletin No. 30, 1/15/73 | 
