AIMS AND OBJECTIVES

Griffith University’s Information Management Framework aims to embed a consistent, whole-of-University approach to managing our information assets. The Framework encourages the effective stewardship of data to better assist the University to meet its strategic objectives and ensure that our valuable information and data assets are managed appropriately. The University’s data and information is organised into high level domains and sub-domains.

Information Management Framework

Information Management Principles

The following AFAIRS Information Management Principles1 guide information management through projects and operational activities:

 PrincipleExplanation
A Information/data is an Asset, to the University which should:
  • Be proactively managed throughout its lifecycle because of its inherent strategic value
  • Be utilised in a legal and ethical way and fully exploit the benefits
  • Have clearly defined stewards assigned to manage it throughout its lifecycle
  • Follow the principle of born digital: stay digital.
F To be Findable, information/data should be:
  • Registered or indexed in a searchable resource
  • Described with rich metadata and contain basic machine actionable metadata
  • Assigned a unique identifier, where possible, so that it is findable at any point in time.
A To be Accessible, information/data may be obtainable by machines and humans:
  • Upon appropriate authorisation
  • Through a well-defined protocol.
I To be Interoperable, data should be structured and:
  • Be machine actionable
  • Utilise shared vocabularies and/or ontologies
  • Be both constructed in a way understood by machines, and from which meaning is then able to be derived.
R To be Re-usable, information/data should be:
  • Compliant with the above principles
  • Sufficiently well-described that it can be automatically (or with minimal human effort ) linked/integrated with other data sources
  • Of quality, with its source/context well understood.
S To be Secure, information/data should be:
  • Classified appropriately
  • Labelled appropriately
  • Managed appropriately.

Refer to the University's Information Security Classification Framework (formerly Data Classification Guidelines)

Applying the Information Management Principles

  • The Information Management Principles are inter-related and ideally need to be applied as a set.
  • They will sometimes compete. For example, the principles of "accessibility" and "security" often conflict.
  • Each principle is meant to be considered in the context of "all other things being equal".
  • At times a decision will be required as to which principle will take precedence on a particular issue.

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1. These principles have been adapted from those identified by The Future of Research Communications and e-Scholarship (FORCE11).

Information Management Benefits

The Framework aims to deliver or enable the following benefits:

BenefitExplanation
Increased impact of Griffith's research and scholarship     Appropriately managing the scholarly outputs from our ground-breaking research and outstanding scholarship to increase its impact.
Improved discovery and access Providing people with easy and transparent access to accurate and timely data and information (chiefly in digital format). Data and information that is easily discoverable can be shared and utilised for a variety of purposes.
Improved integration and accuracy Collecting data once, ensuring its integrity and quality.
Improved decision-making Understanding the business of the University and providing better information to support analysis, decision-making, and risk identification.
Improved compliance and decreased costs Through more efficient processes and systems, achieving recordkeeping and regulatory compliance and reducing costs.

INFORMATION DOMAINS AT GRIFFITH

University data and information can be viewed as being created and managed in one of three high level information domains. These are:

  • Scholarly Information (our research outputs and the teaching materials we create);
  • Managing Scholarship (our research and learning & teaching management information); and
  • Supporting University Business (information and data that supports our business functions).

Information Domains

Legislation, Standards, Policies and Resources

Generic recordkeeping guidance from Queensland State Archives is provided below. Please use this advice as a guide only and contact Information Management for specific guidance or information on existing practices which may need to be followed within the Griffith context:

Contact us

We are here to help! Contact details for Information Management staff are available in the Griffith phone book