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Data Stewardship

What is Data Stewardship?

Data stewardship refers to our responsibility as a UW Medicine workforce member to safeguard data (electronic or paper) that is entrusted to us, or that we use or access. This includes both confidential and restricted information, for example:

  • Protected Health Information (PHI)
  • Individual Student Records
  • Individual financial information (e.g., credit card and bank account numbers)
  • Other personal information such as Social Security Number
  • Proprietary information, such as intellectual property or trade secrets

Why is Data Stewardship necessary?

As representatives of UW Medicine, we are personally, professionally, ethically and legally responsible for our actions. When confidential and restricted information is lost, stolen, or otherwise compromised there are significant consequences for UW Medicine and all individuals involved. Data stewardship is necessary to maintain UW Medicine's reputation, uphold the trust placed in us, and prevent harm.

What are my responsibilities for Data Stewardship?

As UW Medicine workforce members, we have individual responsibilities for data stewardship. Individuals in supervisory and leadership roles have additional responsibilities. Please see the: Data Stewardship Roles and Responsibilties Matrix

As a Manager, Supervisor or Unit Leader, what do I need to do?

Ther are several steps that you should undertake to promote data stewardship:

  1. Letter from Dr. Paul Ramsey

  2. Action: Review the letter from Dr. Paul Ramsey which describes his expectations for data stewardship and elements of the focused training and education program.

  3. Educate yourself

  4. Action: View this presentation: Data Stewardship Personal Accountability

    Action: Familiarize yourself with the guidance materials located here: Departmental Materials

    (Further guidance on these topics can be found throughout this website in our guidance section.)

  5. Educate your direct reports

  6. Action: All UW Medicine workforce members are required to review and sign the Privacy, Confidentiality, and Information Security Agreement (PCISA) at New Employee Orientation.

    Action: UW Medicine managers and supervisors are required to review the PCISA annually with each of their direct reports, have them re-sign it, and file the signed copy in the workforce members file.. A tool has been developed to help managers, supervisors, directors, and chairs, discuss the PCISA requirement with their direct reports. The tool can be found here: PCISA Discussion Tool. The PCISA can be found here: PCISA

    Action: Discuss data stewardship and personal accountability at a department meeting, using the slide presentation linked in #2 above.

    Action: Ensure your managers cascade this information to their workforce members.

Support

To obtain information or help with data stewardship, contact IT Services Help Desk at mcsos@uw.edu. If this is an urgent matter, please call them at 206-543-7012. Please reserve calling for truly urgent matters.