Library Data Domain

Data Domain Scope

The Library data domain encompasses bibliographic description, acquisitions data, the library circulation transactions and usage data, public service data and patron data. The library data domain covers campus both campus library and archival collections and the data that describes library patrons and users, primarily in the form of circulation transactions or appointment reservations.

The library data domain encompasses the following major data types:

  • Bibliographic description: the data that describes library collections for both physical/print and electronic materials
  • Digital collections: content and metadata (administrative, descriptive, technical) for digitized library materials hosted on the computer infrastructure managed by a campus library (i.e., this does not include vendor content licensed by the libraries but hosted by vendors) where most of the canonical copies are stored and created in the libraries, derived from library holdings or deposited into one of the libraries digital content repositories
  • Acquisitions data: financial data for the budgets/funds used to purchase library collection materials
  • Circulation and usage transactions: the records that track use of library materials by patrons
  • Public services data: reference/correspondence interactions with library patrons, physical entrance to some libraries and data about the Libraries’ information literacy instruction program
  • Patron data: data about the people who are considered to be library patrons with library use privileges and/or donors who contribute information materials to the collection; while mostly a data set derived from campus systems, HRS and SIS in particular, it also includes records of “community patrons” for which the Libraries are the sole record keepers of the person information.

Data Trustee

Data Trustees are university officials with authority over institutional data, as designated by Data Governance Council. Data trustees are accountable for managing, protecting, and ensuring the integrity and usefulness of institutional data and for upholding UW-Madison policies, UW System policies, state laws, and federal laws applicable to the institutional data.

The Data Trustee for the Library data domain, as assigned by Data Governance Council, is the Vice Provost for Libraries.

Institutional Data Stewards

Institutional data stewards, who are assigned by and accountable to Data Trustees, help define, implement, and enforce data management policies and procedures within their specific data domain. Institutional data stewards have delegated responsibility for all aspects of how data is acquired, used, stored, and protected throughout its entire lifecycle from acquisition through disposition.

Since library data is collected, managed and curated within the campus Libraries major IT systems across a few different library domains, stewardship of library data is assigned to the Libraries’ Associate University Librarian (AUL) for Digital Strategy.

Major Data Systems

UW System Administrative Procedure 1031.A requires Institutional Data Stewards to identify and classify the major systems where data from their data domain resides. System classification level is determined by the highest classification level of data associated with a system but does not indicate that all data associated with the indicated system are necessarily classified at this level. The name and classification of the major systems where Libraries data resides are:

Major System of Record Classification Primary Data Domain Data Type
Alma Library Services Platform Public
Bibliographic description
Alma Library Services Platform Internal & Sensitive
Acquisitions data
Alma Library Services Platform Restricted Circulation data
Alma Library Services Platform Restricted Patron data
Aeon (reservation system for special collections and archives) Restricted Patron data
Gimlet Internal
Public services data
Redmine Internal
Public services data
Guest Passes – Stored on local computer network Sensitive
Public services data
Sensource Sensitive
Public services data
EMS Sensitive
Public services data
LibInsight Internal
Public services data
ILLiad Restricted Circulation data
Fedora (Local Digital Collections Infrastructure for General Library System) Public & Internal
Digital Collections
MINDS@UW (DSpace institutional repository software for General Library System) Public & Internal
Digital collections
Law Library Institutional Repository Public & Internal Digital collections
Digital collections

Data Classification Rationale

UW System Administrative Policy 1031 and UW-Madison policy UW-504 require that data be classified according to its risk. Within the Library data domain, the classification rationale is:

  • Circulation data is classified as Restricted because it is governed by the Wisconsin Legislature, Chapter 43 (43.30 Public Library Records) and the UW-Madison Libraries qualify as an institution that is a “library which is in whole or in part supported by public funds.” Usage data that does not include PII that could connect to individuals (e.g., COUNTER statistics or anonymized digital collection download counts) is
    classified as Internal.
  • Acquisitions data is considered Internal because it describes the operational division of the Libraries budget into funds used to track purchases. The Sensitive acquisitions data includes credit card or other payment information used by the Libraries.
  • Bibliographic description data is Public because it is forms the list of library holdings made available to the campus community as well as the broader, international research community to whom we would lend our materials.
  • Public services data is Sensitive when it constitutes direct, personal correspondence between library patrons and library staff because it may reveal the sensitive research inquiries being carried out on campus. Public services data is Restricted when it includes graded assignments from our information literacy instruction program and graded assignments are considered data protected by FERPA.
  • Patron data is Restricted because the Libraries have a copy of full contact information for all library patrons and this information includes home addresses and campus ID numbers.
  • Digital collections data is Public when it is content or descriptive metadata provided in open access form so that any individual (UW campus community or otherwise) can use the materials. The administrative and technical components of this data are Internal and used for management purposes. Some portions of this data will change their classification to Sensitive or Restricted, typically in response to a content takedown request for materials when individual library patrons identify sensitive information within the data
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