Information Guardians

The Information Guardian is typically the office manager who is most closely associated with the information. Each Information Guardian may designate one or more individuals on his or her staff to perform the below duties.  However, the Information Guardian retains ultimate responsibility for their actions. 

Information guardians:

• Define the collection’s requirements for confidentiality, integrity and availability

• Convey the collection’s requirements in writing to the managers of departments that will have access to the collection,

• Work with other managers to determine what users, groups, roles or job functions are authorized to access the information in the collection and in what manner (e.g., who can view the information, who can update the information),

• Determine when no longer needed documents can be shredded/destroyed in keeping with the College’s Records Retention Schedule 

Information guardians are as follows:

                     Information Collections                                   Information

                         Pertaining to …                                    Guardian

Students:

The physical or mental health of any Sage student               Associate VP for Student Life for Student Wellness

Applicants                             Directors of Admission

Student academic information                     Registrar

Student disciplinary/judicial information           Director of Residence Life

Faculty and Staff:

Work-related injuries for active employees     Director of Human Resources

or those on long- and short-term disability

Faculty job applicants     Provost

Administrative/staff job applicants     Director of Human Resources

Current faculty and their related staff     Provost

Staff/admin (non-faculty)                   Director of Human Resources

Alumni and Donors:

Alumni (personal information)               VP for Institutional Advancement

Donors                             VP for Institutional Advancement

College Operations:

Academic/Administrative department             Office manager or department chair

Community Affairs                       VP for Enrollment Management

Facilities                           Director of Facilities Maintenance

Financial Operations:

General financial matters                 VP for Finance & Administration

Loans & receivables                       Director of Finance & Business Services

Financial aid                       Director of Financial Aid

Other Operations

Public safety                       Director of Public Safety

Library matters                           Director of Libraries