Boston College

 

6. Information Services

Introduction

This section covers those functions within the institution that provide access to information to the student body and both academic and administrative staff. These include libraries, computing services and information support services.

Such functions may be managed separately from each other, or in various combinations. These services routinely explain their facilities (and the conditions of their use) to students, staff and the general public, and it is information of this nature that is included within this section. Information services inevitably hold large quantities of personal data that are exempt from general disclosure.

 

Class

Description

Manner

Fee

6.1

Availability and conditions of use of facilities

Information in this class provides details about who can access systems and services and the facilities that they can access. They also provide assurance for external bodies or individuals that rules exist to ensure that breaches of conditions of use (e.g. breach of copyright, email spamming of an external site) are appropriately dealt with.

Examples of the type of information in this class include:

  • Opening hours of libraries, helpdesks, etc, scheduled maintenance times of systems
  • Who is allowed to use the facilities (for example, categories of persons and their associated rights/levels of access)
  • The general rules and conditions of use (eg no smoking/drinking/eating, the existence of policies with regard to law such as copyright, computing code of practice, data protection). For other student policies, see reference to other relevant student policies in PS
  • Some of the information may be covered in the student registration details or staff conditions of employment, but it will be necessary to advise how other categories are accepted as users, eg temporary staff, short course or conference use, "taster sessions" etc
  • Access to/use of Archives, including how far back in time information exists and if so to what extent it is available.
  • Details of logging, monitoring and procedures followed in case of breach of conditions of use are also included here

Paper Based or electronic copy.

See section 5.3 of the introduction

6.2

Mission statements and related documents

This class should include information regarding the aims of the department in context of its place in the organisation, a definition of the service provided and, where appropriate, service level agreements

Paper Based or electronic copy.

See section 5.3 of the introduction

6.3

Policies with regard to data and information

Information in this class offers assurances to data subjects, whether they are individuals or companies that deal with the college, that data relating to them is being handled well, minimising the risk of unauthorised access or disclosure.

Examples of the type of information in this class include:

  • Security policies (ie how the data is protected). It could be argued that provision of information on this could risk a crime being committed, so it might be exempt or certain parts would not be published. (This is only really an issue where the security policy is explicit enough to include detailed description of implementation. Clearly disclosure of this sort of information could potentially lead to a crime under the Computer Misuse Act)
  • Data retention and archive policies (how long it is kept for, what happens to it after the need for it has passed, anonymising data to keep for statistics)
  • Data protection statements/policies
  • Policies on CCTV monitoring, RIPA etc

Paper Based or electronic copy.

See section 5.3 of the introduction

6.4

Procurement and disposals policy

Information in this class offers assurances that monies are being appropriately spent and assurances that procurement is fair and open. The disposal policies also assure that the college is making correct and appropriate use of funds.

Examples of the type of information in this class include:

  • Policies relating to the procurement and disposal of equipment

Collection management/preservation strategy (including policy on disposal of stock)

Paper Based or electronic copy.

See section 5.3 of the introduction

6.5

Scope of collections held

Examples of the type of information in this class include:

  • Guides to collections
  • Scope and availability of catalogues

Pa

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