Electronic Information Security

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 / Information Owner
Financial data / Divisional Director, Corporate Finance Division
Human Resources data / Divisional Director, Human Resources Division
Information Technology data / Chief Information Officer, eSolutions Division
Student data / Executive Director, Student Services Division
Occupational Health and Safety data / Executive Director, Facilities and Services Division
Registered records (Records and Archives Services) / Chief Information Officer, eSolutions Division
Health and associated records / Executive Director, Campus Community Division
Facilities and Services data / Executive Director, Facilities and Services Division
Budget data / Divisional Director, Financial Resources Management Division
Planning, Policy and Statistical data / Pro Vice-Chancellor, Planning and Quality
Marketing data / Divisional Director, Marketing and Communications Division
Alumni data / Divisional Director, Alumni Relations and Communications Division
Library data / 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 / Data Type or Description / Data Classification
Parking / Purchase and allocation of parking permits (note: Credit Card information is through One-Stop) / Restricted
Accommodation (South Africa) / South Africa accommodation – room allocation, leases, incidents / Restricted
Course and Unit Proposal and Approvals / Proposed Courses and Units approval 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
Tax File Numbers
Administrative encumbrances, Discipline, Grievances / Restricted
Critical
Protected
ESOS / Education services for overseas students – DIAC report, Visa information, Under 18 International Student information / Protected
Government Loan Scheme / CAN, FEE-HELP, CHESSN, CSP, SLE information / Protected
DEEWR Reporting / Collection, Submissions, Re-submissions, Revisions (excludes load reporting through KRONOS) / Protected
AusAid / AusAid Scholarships / Protected
Fees / Banking Details, Fee Assessments
Fee charge rates / Critical
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
Ceremonies, Publications, Graduands / Restricted
Public
Personal Information / Name, Addresses, Phone numbers, email / Protected
Disabilities Liaison Unit / Student Disabilities / Critical
Health, Wellbeing and Development / Student Clinical Notes, appointment information / Critical

Finance Information Classification Register

Functional
Area / Data Type or Description / Data Classification
Corporate Finance / SAP General Ledger data
Monash controlled entities financial information
Monash South Africa information
Westpac Corporate online banking and reporting
First National Bank, South Africa online banking
Westpac Qvalent web/phone
payment processing and reporting
Camtech eCommerce payment gateway reporting / Protected
Protected
Protected
Critical
Critical
Protected
Protected
Disbursements / SAP Accounts Payable
Citibank outward drafts and telegraphic transfers, online banking and reporting
American Express merchant activity online reporting
Mastercard Smart Data online corporate card reporting / Protected
Critical
Protected
Critical
Accounts Receivable / SAP Accounts Receivable data
One Stop PoS and web receipting data
Custom House international inward telegraphic transfers online and reporting / Protected
Protected
Protected
Taxation / Fringe Benefits Tax data
BAS details / Protected
Protected
Travel / Travel profile and trip information / Protected
Investments / Investment information / Protected
Inventory / Stores and inventory information / Protected
Faculties and Divisions / eCommerce eCart information
eCart SAP data
eCart payment gateway credit card data / Protected
Protected
Critical
Corporate Business Systems / Transmission of data files between SAP and Westpac, bank account numbers and credit card numbers
Transmission of data files between SAP and Mastercard, corporate credit card numbers / Critical
Critical
Bookshop / Bookshop sales, purchasing and inventory
Internet sales / Protected
Critical
Procurement / SAP Purchasing data / Protected
Financial Resources Management / Financial Workbench data
Course fee data
Online survey data
Travel insurance requests
Fees data
Working finance, budget, insurance and planning documents / Protected
Protected
Restricted
Restricted
Protected
Restricted

Human Resources Information Classification Register

Functional
Area / Data Type or Description / Data Classification
Workplace Relations / Enterprise bargaining information
Redundancy information
Privacy issues, complaints and grievances information
Disciplinary matters / Protected
Protected
Protected
Protected
HR Operations - International / International payroll data –KPMG
Ex-pat contracts
Passport data
Foreign taxation documents
Statistics, reports and policies / Critical
Protected
Critical
Critical
Protected
HR Operations –Consultancy and Workcover / HR contract tender documents
WorkCover claims including absence and health information
Policy documentation
Position descriptions
Statistics and reports / Protected
Critical
Protected
Protected
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
Advertising database
Staff motor vehicle data
Reports and records relating to remuneration matters for senior staff / Protected
Protected
Protected
Protected
HR Operations - Payroll / Employee payroll data including salary and allowances payments and history, addresses, employment information, emergency contacts, service history, timesheets
Staff recruitment and employment contract information
Annual leave and Long Service leave data
Sick leave and health related absence data
Other leave data not health related
Tax file numbers
Banking details for employees
Educational qualifications
Salary Packaging information / Protected
Protected
Protected
Critical
Protected
Critical
Critical
Protected
Protected
HR Operations - Superannuation / Superannuation scheme data.
Payroll specific personal and remuneration data required for transacting with superannuation funds / Protected
Protected
Org Development and Policy – Staff Development / Training contracts
Workshop / training materials (manuals, exercises, lesson plans, templates)
Costings for workshops, courses and events
Performance development
information
VC awards data
Staff development calendar and workshop schedules
SD Reports and Planning information
Staff separation exit interview information / Protected
Protected
Protected
Protected
Protected
Protected
Protected
Protected
Organisation Development and Policy / Training related procedures
Publicity strategy e.g. leadership development approach
HR policies and procedures
Reference group / steering committee papers and minutes
Academic promotions
Declarations of private interests
Information associated with active programs and projects including memos, minutes, briefings, letters, presentations, project plans reports and statistics, ethics statements / Protected
Protected
Protected
Protected
Protected
Protected
Protected
Workforce Information Systems / Payroll control information including payment summary data, taxation returns
Payroll reconciliations and exception reports
HR data warehouse supporting HR reporting and statistics production
Bureau of statistics data returns related to payroll and employment returns
WIS IT Project plans and supporting documents
HR Benchmarking and Metrics data / Critical
Protected
Protected
Protected
Protected
Protected

Facilities and Services Information Classification Register

Functional
Area / Data Type or Description / Data Classification
Submissions
(Fed/Local Gov or Internal) / Master Plans
Feasibility Studies
Funding sources
Cost Estimates
Programme of works
Operational costs
Space Usage/Function
Stakeholders / Protected
Protected
Protected
Protected
Protected
Protected
Protected
Protected
Procurement / Tendering
Contracts
Performance
Insurances
Purchases & Invoicing / Protected
Restricted
Protected
Restricted
Protected
Project Management / Programmes
Cash Flows
Cost Reports
Variations
Risk Register
Communication register / Restricted
Protected
Protected
Restricted
Restricted
Restricted
Design / Design Briefs
Specifications
Plans
Accommodation Schedules
Fit-outs / Restricted
Restricted
Restricted
Restricted
Restricted
Construction / RFI
Permits
Certificates
Safety Register
As builts
Operational Manuals
Site Meeting Minutes / Restricted
Public
Public
Public
Restricted
Restricted
Protected
Maintenance / Building Information
Request System
Statutory Programmes
Strategic Programmes
Permits
Charges
Contractor Registration
Building Automation System / Restricted
Restricted
Restricted
Restricted
Public
Protected
Protected
Protected
Space / Utilisation & Efficiency Studies
Management System
Occupancy & Relocations
Analysis & Reporting
Evacuation Plans / Restricted
Restricted
Restricted
Restricted
Restricted
Environmental Sustainability / Programmes
Studies / Restricted
Restricted
Operational / Employment / Restricted
Business Activities / Commercial Tenants
Monash Print Services
Venue Hire / Restricted
Restricted
Restricted
Reporting / Senior Management Team Papers
TEFMA Submissions
State/Federal Government Reports / Restricted
Restricted
Restricted
Property / Leased Buildings and Spaces
Client Records
Contact Details
EFT details / Restricted
Protected
Restricted
Protected
Security / Alarm Monitoring
Video Surveillance
Incident Reporting & Management
Contracts / Protected
Protected
Critical
Restricted
Parking / Infringements
Permits / Protected
Restricted
Vehicle Hire Services / Staff Account Details
Charges
Vehicle records / Restricted
Protected
Protected
Mail / Postal Systems
Courier Systems / Restricted
Restricted
Crisis Management & Recovery / Manuals
Personal Contact Details / Protected
Protected
Archives (TRIM) / All of the above / Protected

Office of the PVC (Planning and Quality) Classification Register

Functional
Area / Data Type or Description / Data Classification
University Statistics, Office of Planning and Quality / Survey Data / Restricted
University Statistics, Office of Planning and Quality / Census date data
DEEWR Student Collection files
DEEWR Staff Collection files
Go8 dataset
Equity data files
Academic Performance
Admissions Pathways
Retention/Participation data
Average grades and marks
VTAC data files
Pop poll data (Monash only)
Pop poll data (all institutions)
Masterfile (Monash only)
Masterfile (all institutions)
Kronos data snapshot (load planning & monitoring)
Research and analysis papers/reports:
Level 1 (open to staff with authcate)
Level 2 (restricted audience) / Restricted
Protected
Protected
Protected
Restricted
Restricted
Restricted
Restricted
Restricted
Restricted
Restricted
Protected
Restricted
Restricted
Protected
Restricted
Protected

Library Information Register

Functional Area / Data Type or Description / Data Classification
Australian Libraries
Monash South Africa Library (Australian base)
Monash South Africa Library / Collection records – bibliographic data and holdings
Patron details (name ID, phone, addresses) and their loans and document delivery information
Vendor information, licence agreements, orders
Information for library staff, staff working files, manuals, software
Printer information and management tools
Unicard account balances used by patrons to pay for library services; includes patron details
Domain control for library active directory domain
Reading lists, exam papers, lecture recordings
Research data (documents, images, video, audio, data sets) – Arrow collection
Information about the library and library services
Collection records – bibliographic data and holdings
Patron details (name ID, phone, addresses) and their loans and document delivery information
Vendor information, licence agreements, orders
Information for library staff, staff working files, manuals, software
Printer information and management tools
Unicard account balances used by patrons to pay for library services; includes patron details
Reading lists, exam papers, lecture recordings
Information about the library and library services / Public
Restricted
Protected
Restricted
Restricted
Protected
Protected
Restricted
Restricted
Public
Public
Public
Restricted
Protected
Restricted
Restricted
Protected
Restricted
Public