Information Classification Registers
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Electronic Information Security Information Classification Registers ADMINISTRATION The table below shows the functional areas relating to administrative data and their respective Information Owners. Functional area Financial data Human Resources data Information Technology data Student data Occupational Health and Safety data Registered records (Records and Archives Services) Health and associated records Facilities and Services data Budget data Planning, Policy and Statistical data Marketing data Alumni data Library data Information Owner Divisional Director, Corporate Finance Division Divisional Director, Human Resources Division Chief Information Officer, eSolutions Division Executive Director, Student Services Division Executive Director, Facilities and Services Division Chief Information Officer, eSolutions Division Executive Director, Campus Community Division Executive Director, Facilities and Services Division Divisional Director, Financial Resources Management Division Pro Vice-Chancellor, Planning and Quality Divisional Director, Marketing and Communications Division Divisional Director, Alumni Relations and Communications Division University Librarian RESEARCH The table below shows the functional areas relating to Research data and their respective Information Owners. Functional area Information Owner EDUCATION The table below shows the functional areas relating to Education data and their respective Information Owners. Functional area Information Owner Information Classification Register - Administration The Divisional Directors within the Offices of the Vice Presidents of the Administration, Finance and Advancement portfolios are the designated Information Owners of administrative information, having responsibility for the business process(es) associated with that information. The Information Owners have catalogued the data sets and designated the information as Critical, Protected, Restricted and Public. All users of administrative information defined in the Register must ensure security controls are in place to maintain and protect the information according to the classifications established by the Information Owners. Student Information Classification Register Functional Area Parking Data Type or Description Data Classification Accommodation (South Africa) South Africa accommodation – room allocation, leases, incidents Restricted Course and Unit Proposal and Proposed Courses and Units approval Approvals process Protected Course and Unit Information Core operating Course and Unit information Restricted Course and Unit Publication Handbook, Course Finder, VTAC and DEEWR course and unit reporting Public Callista Reference Data (Calendars, Organisational Structure) Callista Reference Data Restricted Timetable production and publication Production, rollover and publication of timetables Restricted Allocation to Timetable Student Allocation to timetable Restricted Admissions Entry Requirements, Applications, Application assessment Restricted eAdmissions Entry Requirements, Applications, Application assessment Restricted Credit Academic Credit (Advanced Standing) Restricted Enrolments Unit Enrolment, Change of Enrolment Details, Citizenship information, Intermission, Discontinuation, Course Transfer, Enrolment Questionnaire, Survey, Student ID Cards and Images, Deceased Students Restricted Tax File Numbers Critical Purchase and allocation of parking permits Restricted (note: Credit Card information is through One-Stop) Administrative encumbrances, Discipline, Protected Grievances ESOS Education services for overseas students – Protected DIAC report, Visa information, Under 18 International Student information Student Information Classification Register Government Loan Scheme CAN, FEE-HELP, CHESSN, CSP, SLE information Protected DEEWR Reporting Collection, Submissions, Re-submissions, Protected Revisions (excludes load reporting through KRONOS) AusAid AusAid Scholarships Protected Fees Banking Details, Fee Assessments Critical Fee charge rates Protected Coursework Scholarships Application and management (Payment, continuing eligibility, variation and termination), Scholarship Awards and Payments, Banking Details Critical Post-Graduate Research Scholarships Basic and government reportable information Protected Foreign Government Loans USA Financial Aid and other foreign government loans Protected OSHC Overseas Health Cover records Protected Fee Publication Online Fee Information and DEEWR Campus Files Public Examination Examination Venues, Timetables, Distance Education Restricted Results Student results recording and finalisation Protected Special Consideration Examination Special Consideration, alternate examination and results Protected Progression Progression Rules, results and encumbrances Protected Official Academic Record Official Academic Record Protected Student Letters Requests for Official letters and documentation Restricted Graduation Graduation Applications, Testamurs Restricted Ceremonies, Publications, Graduands Public Personal Information Name, Addresses, Phone numbers, email Protected Disabilities Liaison Unit Student Disabilities Critical Student Information Classification Register Health, Wellbeing and Development Student Clinical Notes, appointment information Critical Finance Information Classification Register Functional Area Corporate Finance Disbursements Accounts Receivable Data Type or Description Data Classification SAP General Ledger data Protected Monash controlled entities financial information Protected Monash South Africa information Protected Westpac Corporate online banking and reporting Critical First National Bank, South Africa online banking Critical Westpac Qvalent web/phone payment processing and reporting Protected Camtech eCommerce payment gateway reporting Protected SAP Accounts Payable Protected Citibank outward drafts and telegraphic transfers, online banking and reporting Critical American Express merchant activity online reporting Protected Mastercard Smart Data online corporate card reporting Critical SAP Accounts Receivable data Protected One Stop PoS and web receipting data Protected Custom House international inward Protected telegraphic transfers online and reporting Taxation Fringe Benefits Tax data Protected BAS details Protected Travel Travel profile and trip information Protected Investments Investment information Protected Inventory Stores and inventory information Protected Finance Information Classification Register Faculties and Divisions eCommerce eCart information Protected eCart SAP data Protected eCart payment gateway credit card data Critical Corporate Business Systems Transmission of data files between SAP Critical and Westpac, bank account numbers and credit card numbers Transmission of data files between SAP and Mastercard, corporate credit card numbers Bookshop Critical Bookshop sales, purchasing and inventory Protected Internet sales Critical Procurement SAP Purchasing data Protected Financial Resources Management Financial Workbench data Protected Course fee data Protected Online survey data Restricted Travel insurance requests Restricted Fees data Protected Working finance, budget, insurance and planning documents Restricted Human Resources Information Classification Register Functional Area Workplace Relations Data Type or Description Data Classification Enterprise bargaining information Protected Redundancy information Protected Privacy issues, complaints and grievances information Protected Disciplinary matters Protected International payroll data – KPMG Critical Ex-pat contracts Protected Passport data Critical Foreign taxation documents Critical Statistics, reports and policies HR contract tender documents Protected WorkCover claims including absence and health information Critical Policy documentation Protected Position descriptions Protected Statistics and reports Protected HR Operations – Senior Appointments Appointment related information including job applications, CVs, reference checks, appointment committee minutes and reports and staff contracts Protected HR Operations Remuneration Staff contract letters and approval documents Protected Advertising database Protected Staff motor vehicle data Protected Reports and records relating to remuneration matters for senior staff Protected HR Operations International HR Operations –Consultancy and Workcover Protected Human Resources Information Classification Register HR Operations - Payroll HR Operations Superannuation Org Development and Policy – Staff Development Employee payroll data including salary and allowances payments and history, addresses, employment information, emergency contacts, service history, timesheets Protected Staff recruitment and employment contract information Protected Annual leave and Long Service leave data Protected Sick leave and health related absence data Critical Other leave data not health related Protected Tax file numbers Critical Banking details for employees Critical Educational qualifications Protected Salary Packaging information Protected Superannuation scheme data. Protected Payroll specific personal and remuneration data required for transacting with superannuation funds Protected Training contracts Protected Workshop / training materials (manuals, exercises, lesson plans, templates) Protected Costings for workshops, courses and events Protected Performance development information Protected VC awards data Protected Staff development calendar Protected Human Resources Information Classification Register and workshop schedules Organisation Development and Policy Workforce Information Systems SD Reports and Planning information Protected Staff separation exit interview information Protected Training related procedures Protected Publicity strategy e.g. leadership development approach Protected HR policies and procedures Protected Reference group / steering committee papers and minutes Protected Academic promotions Protected Declarations of private interests Protected Information associated with active programs and projects including memos, minutes, briefings, letters, presentations, project plans reports and statistics, ethics statements Protected Payroll control information including payment summary data, taxation returns Critical Payroll reconciliations and exception reports Protected HR data warehouse supporting HR reporting and statistics production Protected Bureau of statistics data returns related to payroll and employment returns Protected WIS IT Project plans and supporting documents Protected HR Benchmarking and Metrics data Protected Facilities and Services Information Classification Register Functional Area Submissions (Fed/Local Gov or Internal) Procurement Project Management Design Construction Data Type or Description Data Classification Master Plans Protected Feasibility Studies Protected Funding sources Protected Cost Estimates Protected Programme of works Protected Operational costs Protected Space Usage/Function Protected Stakeholders Protected Tendering Protected Contracts Restricted Performance Protected Insurances Restricted Purchases & Invoicing Protected Programmes Restricted Cash Flows Protected Cost Reports Protected Variations Restricted Risk Register Restricted Communication register Restricted Design Briefs Restricted Specifications Restricted Plans Restricted Accommodation Schedules Restricted Fit-outs Restricted RFI Restricted Permits Public Facilities and Services Information Classification Register Certificates Public Safety Register Public As builts Restricted Operational Manuals Restricted Site Meeting Minutes Protected Building Information Restricted Request System Restricted Statutory Programmes Restricted Strategic Programmes Restricted Permits Public Charges Protected Contractor Registration Protected Building Automation System Protected Utilisation & Efficiency Studies Restricted Management System Restricted Occupancy & Relocations Restricted Analysis & Reporting Restricted Evacuation Plans Restricted Programmes Restricted Studies Restricted Operational Employment Restricted Business Activities Commercial Tenants Restricted Monash Print Services Restricted Venue Hire Restricted Senior Management Team Papers Restricted TEFMA Submissions Restricted State/Federal Government Reports Restricted Maintenance Space Environmental Sustainability Reporting Facilities and Services Information Classification Register Property Security Parking Vehicle Hire Services Mail Crisis Management & Recovery Archives (TRIM) Leased Buildings and Spaces Restricted Client Records Protected Contact Details Restricted EFT details Protected Alarm Monitoring Protected Video Surveillance Protected Incident Reporting & Management Critical Contracts Restricted Infringements Protected Permits Restricted Staff Account Details Restricted Charges Protected Vehicle records Protected Postal Systems Restricted Courier Systems Restricted Manuals Protected Personal Contact Details Protected All of the above Protected Office of the PVC (Planning and Quality) Classification Register Functional Data Type or Description Area University Statistics, Office of Survey Data Planning and Quality University Statistics, Office of Census date data Planning and Quality DEEWR Student Collection files DEEWR Staff Collection files Go8 dataset Data Classification Restricted Restricted Protected Protected Protected Equity data files Restricted Academic Performance Admissions Pathways Retention/Participation data Average grades and marks Restricted Restricted Restricted Restricted VTAC data files Pop poll data (Monash only) Pop poll data (all institutions) Masterfile (Monash only) Masterfile (all institutions) Restricted Restricted Protected Restricted Restricted Kronos data snapshot (load planning & monitoring) Protected Research and analysis papers/reports: Level 1 (open to staff with authcate) Level 2 (restricted audience) Restricted Protected Library Information Register Functional Area Australian Libraries Data Type or Description Collection records – bibliographic data and holdings Patron details (name ID, phone, addresses) and their loans and document delivery information Data Classification Public Restricted Protected Vendor information, licence agreements, orders Monash South Africa Library (Australian base) Monash South Africa Library Restricted Information for library staff, staff working files, manuals, software Restricted Printer information and management tools Protected Unicard account balances used by patrons to pay for library services; includes patron details Protected Domain control for library active directory domain Restricted Reading lists, exam papers, lecture recordings Restricted Research data (documents, images, video, audio, data sets) – Arrow collection Public Information about the library and library services Public Collection records – bibliographic data and holdings Public Patron details (name ID, phone, addresses) and their loans and document delivery information Restricted Vendor information, licence agreements, orders Protected Information for library staff, staff working files, manuals, software Restricted Printer information and management tools Restricted Unicard account balances used by patrons to pay for library services; includes patron details Protected Reading lists, exam papers, lecture recordings Restricted Information about the library and library services Public
