Introduction

In line with the Saudi Vision 2030 which emphasizes digital transformation and a data-and-knowledge based economy, and in compliance with the directives of the Saudi Data and Cyber Security Agency (SDAIA), represented by the National Data Management Office (NDMO), Najran University is committed to implementing effective data governance practices and maximizing its benefit as a national and strategic asset. The university aims through it to enhance the quality and reliability of data, ensure its integrated and secure management, which supports operational efficiency, supports data-driven decision making, and enhances integration with related government and academic entities.

“Given the pivotal role that key and reference data play in achieving consistency and accuracy between various systems and applications, the Data Management Office at Najran University has prepared a policy for managing key and reference data, with the aim of organizing its management mechanisms and unifying its sources, and ensuring that it is a unified and reliable source of truth,”(Single Source of Truth).

By “key and reference data,” we mean the basic data shared between various systems and applications, which is used to support operational processes, corporate integration, analysis, and decision-making, thereby contributing to reducing redundancy, improving data quality, enhancing business efficiency, and achieving compliance with the national data governance framework.

The purpose of policy

The primary and reference data governance policy aims to establish a comprehensive framework for governing key and reference data at Najran University, in accordance with the requirements of the National Data Management Office (NDMO)., and ensures its unification, accuracy, and consistency across all systems and applications..

As it aims to achieve the following:

  • Supporting the Vision of Saudi Arabia 2030 in Digital Transformation and Maximizing Data Value.
  • Data Source Consolidation and Identification of the Approved Version(Golden Record) for Key and Reference Data..Min Al-'Idhada Ala Al-'Izdawiyya Wat-Takrar Fi 'Insha' Watakhzin Wa'Idamaat Al-Bayaanaat.Enable sharing and exchange of data securely and safely internally and externally in accordance with national policies.The commitment to national policies and controls and standards for data governance issued by the Saudi Authority .

Scope of work

This policy applies to the following:

  • All departments and organizational units at Najran University that create, use, modify, share primary or reference data within their systems or operational processes.
    • All systems and platforms and technical applications that contain primary or reference data, or rely on them, including academic, administrative and supporting systems.All activities related to the main and reference data life cycle, according to the national data management policies, including
  • Design and DefinitionThe Creation and Update
  • Review and AccreditationArchiving or CancellationParticipation and Integration internally or externally

    • All individuals and entities dealing with data, including employees, contractors, technical service providers, and any other parties authorized or accredited to have access, processing, or management rights to the data.

Guiding Principles

The university of Najran’s key and reference data management policy is based on a set of guiding principles that align with the goals of Vision 2030 of the Kingdom, and with the national policies and controls for data management issued by the Saudi Data & Cyber Security Authority (SDAIA) represented by the National Data Management Office (NDMO), ensuring that data is managed as a national asset, maximizing its benefit, and guaranteeing its sustainability and reliability.

The first principle: Data is a national asset

University of Najran’s data, which it produces or possesses, is a nationally valuable strategic asset, and requires its management, protection, and investment to achieve the public interest and support national development goals.The University undertakes the following:
  • Dealing with data and information as a national wealth that must be developed and preserved in accordance with the approved national policies..
  • Protection of the University’s data intellectual property rights, and prohibiting its use or sharing with any external party unless under official data sharing agreements approved according to regulatory frameworks.

    The second principle: Data Availability

    Prince Nourain University believes that the availability of data, in accordance with the regulatory frameworks and policies adopted, contributes to maximizing the economic and operational value of data..Accordingly, the University is committed to the following::

    Providing key and reference data internally and externally according to approved authorities and privacy and security requirements.
    • Leveraging Data to Enhance Spending Efficiency and Operational Performance..
    • Support the development of revenues associated with data and its products, which contributes to the sustainability of the services offered by the University, in accordance with systems and policies related thereto..

      • The Third Principle: Data Documentation

      Ngarran University is committed to documenting key and reference data methodically and organizedly to ensure its ease of understanding and use by beneficiaries.. This includes:

      • Preparing and updating data specifications (Data Documentation), which clarify definitions, structures, relationships, and business rules.
        • Enable all of the sectors of business and technical departments to understand and use data correctly and consistently.Supporting efforts to integrate systems and enhancing the quality of analysis and decision-making.

      The Fourth Principle: Reducing Data Duplication and Movement

      The University is committed to reducing the repetition of data copies and limiting unnecessary transfers between systems. And this aims to:
      • Reducing operational costs associated with data storage and transfer.
    • Reducing the risks of data inaccuracy or inconsistency..Improving data access speed and enhancing its processing efficiency, while strengthening the concept of a Unified Source of Truth(Single Source of Truth).The Fifth Principle: Ensuring Continuity and Sustainability
      • The Najran University is committed to maintaining data models and their structures in order to ensure the continued achievement of value from data over the long term.
    • “And this includes the University’s commitments in this regard as follows::“
    • Continuous updating of data models and structures and standards related to it in accordance with regulatory and technological changes..Ensuring optimal benefit from investments in the core operations of data management and governance..Enhancing the use of data as a shared asset supports various sectors, achieves institutional integration, and promotes sustainable benefits from it.

Policy Statement

Numakin University is committed to implementing an integrated governance framework for managing key and reference data, which ensures its unification, reliability, consistency, and optimal utilization, as well as compliance with national data governance frameworks. Accordingly, the University adopts the following provisions and policies:

The University is committed to establishing a clear and accredited institutional framework for managing key and reference data, ensuring its unification and adoption as a reliable data source at the university level. (Single Source of Truth).The main and reference data must be precisely defined and classified, with the documentation of their characteristics, the associated source systems, the scope of their use, and update mechanisms, while periodic review and updates should be performed.
  • The University adopts the Golden Record data principle(Golden Record)to ensure a single, approved source for key and reference data, and to reduce redundancy and inconsistency between systems.Update operations should be designed and implemented based on the principle of “changes in the source are reflected in all systems,” to ensure data unification, reduce redundancy, and enhance institutional consistency.
  • The University is committed to providing effective monitoring and control mechanisms(Monitoring & Control) to ensure the quality of key and reference data, its continuity of availability, and proactive processing of any deviations or errors.
    • Roles and Responsibilities

    The Party

    Roles and Responsibilities

    The Supreme Council Committee for Data Management and Governance

    • Approval of the Policy
    • Supervision of the implementation of the policy.

      • Data Management Office

      The Data Management Office assumes executive oversight of the implementation of this policy, and its responsibilities include the following::

      • The oversight of policy implementation and ensuring its alignment with national data governance frameworks issued by the Saudi Data & Society and the National Data Management Authority (NDMO).
    • Development and updating of key and reference data management standards and procedures periodically..Monitoring the quality of key and reference data, measuring performance indicators, and submitting periodic reports to the Supreme Committee for Data Management and Governance..The administration of operations related to changes or additions to key and reference data, and its approval according to the approved procedures..College of Digital Transformation and Knowledge Sources
      • The Digital Transformation and Knowledge Resources College assumes the technical and executive responsibilities related, including the following::
      • Identify and manage the Golden Record data, and document it in a centralized data record certified in cooperation with the Data Management Office..
      • Providing and managing the necessary technical infrastructure to integrate primary and reference data with all systems.
      • Support the technical operation of platforms, integration channels and ensure their continuity..Implement automatic update mechanisms according to the principle “Changes in the source are reflected in all systems”..
      • Commitment to technical and security standards related to integration and management of master and reference data..
      • Warranty of compatibility with developed or presented systems with the requirements of this policy.Departments and Administrative Units at the University

        All departments and administrative units at the University are committed to the following responsibilities::

        • The commitment to applying this policy when creating or modifying or using any master or reference data within its systems or operational processes.
          • Identify and appoint Data Stewards for data falling within their area of expertise.Participation in data classification, documentation, and quality and accuracy verification.Collaboration with the Data Management Office, the Digital Transformation Deanship, and Knowledge Sources in Accreditation and Integration Processes..Data Stewards (Data Stewards)

          Data officers oversee daily operational management of key and reference data, including the following responsibilities::

        • The daily supervision of managing key and reference data within the scope of their job responsibilities.Submit requests for modification or addition or approval based on the approved governance procedures..Report any defects or inconsistencies in main or reference data immediately, and participate in their resolution.

    Review of the Policy

    • This policy is reviewed periodically every two years at a minimum, or whenever necessary as a result of regulatory, legislative, technological changes, or the issuance of new national frameworks and policies related to data management and governance.
  • The Data Management Office will be responsible for following up on relevant updates, conducting periodic reviews, and suggesting necessary amendments to the policy..The proposed amendments will be submitted to the Supreme Committee for Data Management and Governance for their study and approval..The approved version of the policy will be applied to all related organizational units and implemented from the date of its approval

    • Commitment to the policy

    • All departments and administrative units at the University are committed to fully complying with the provisions of this policy and applying it within their systems and operational processes.
      • Compliance with this policy is mandatory when creating, modifying, or using primary or reference data.
    •  The Data Management Office assumes responsibility for monitoring compliance levels, through:
    • developing performance indicators specific to compliance and data quality.
      • Conduct periodic reviews and compliance evaluations on organizational units.Following up on the implementation of corrective measures to address any instances of non-compliance.
    The administrative units will fully cooperate with the Data Management Office, and provide the necessary data and information for purposes of review and evaluation.In the event of monitoring essential or repeated non-compliance cases, they are referred to the Supreme Committee for Management and Data Governance to take what is necessary from directives or regulatory procedures according to the approved systems in the University.The application of this policy does not contradict any statutory or contractual obligations related to data governance and information security.