IT Data Worksheet

IT Data Worksheet

This form should be filled out by the UCSB employee who is most familiar with the requested service. This person is generally someone who works in an IT unit of the department, sometimes known as the USIL (Unit Information Security Lead).

In addition, please fill this out thoroughly, and include all types of data or information shared with the supplier.

Date*

Product/Service Name*

Vendor Name*

Vendor Contact Name*

Vendor Contact Email Address*

Vendor Contact Phone Number*

Phone

Term of Service/Agreement*

Who is this purchase for?*

Your Name*

Email Address*

Please enter your email address. You will receive a copy of the completed IT Data Worksheet via Docusign to attach to your Gateway Requisition.

Description of Services*

Provide a brief description of your understanding of the services the vendor will provide, in your own words. (Please do not copy text from the vendor’s quote/proposal.)

Data Usage*

What sort of data will the vendor process, or the system store/manage?

Access to UC Systems*

Will the vendor have access to any UC system that requires the vendor to login? If yes, which system(s)?

Data Storage Location*

Where will the data be stored, such as on the cloud, or on UC premises? What systems(s) would the data be stored on?

Artificial Intelligence*

Does the product/service include Artificial Intelligence (AI) features?

Yes

I do not know

Purchase Information*

Check the applicable box(es) for information about this purchase:

This purchase leverages a system wide agreement (UCOP) or an agreement from another UC

This purchase applies to a master services agreement or blanket purchase order

This purchase is for a software license

If a software license, the software will operate on the vendor’s systems (software as a service)

This purchase is for maintenance of hardware or software

This purchase is for web or software development services

This purchase is for consulting services

N/A

Name Data*

Does this application store name data?

Select

Name Data Source*

Does this application regularly pull name data from UCPath or Identity Manager or another downstream system (e.g. Student Information System, Person_Index, ODS, etc.) OR provide users the ability to update their own name information?

Select

Name Data Type*

What type of name data is stored/displayed in the application?

Select

Reporting Requirement*

Is there a reporting, legal, or business requirement that necessitates the system contain legal name data?

Select

Legal Name Visibility*

Is legal name data within the application visible only to those who have a legitimate business need to view it?

Select

Gender Data*

Does the application store any gender data?

Select

Third Gender Category*

Does the application provide a minimum of three gender categories, including a non-binary category?

Select

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