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How can you determine the appropriate data access level for different roles and responsibilities?

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Data access level is the degree of control and permission that different users have over the data in an organization. It is a crucial aspect of data security and privacy, as it helps to prevent unauthorized or inappropriate access, modification, or disclosure of sensitive or confidential information. As a business analyst, you need to determine the appropriate data access level for different roles and responsibilities, based on the data requirements, the business objectives, and the legal and ethical standards. Here are some steps and tips to help you with this task.

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1 Identify the data sources and types

The first step is to identify the data sources and types that are relevant for your project or organization. Data sources can include internal or external databases, applications, files, or web services. Data types can include structured or unstructured data, such as text, numbers, images, or audio. You need to understand the origin, format, quality, and value of the data, as well as the frequency and volume of data collection and usage.

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2 Define the data roles and responsibilities

The next step is to define the data roles and responsibilities for the different stakeholders involved in the project or organization. Data roles and responsibilities can include data owners, data stewards, data custodians, data users, data analysts, data scientists, or data administrators. You need to specify the tasks, functions, and expectations for each role, as well as the relationships and dependencies among them.

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3 Assess the data sensitivity and risk

The third step is to assess the data sensitivity and risk for each data source and type. Data sensitivity and risk can depend on the nature, context, and purpose of the data, as well as the potential impact of data loss, breach, or misuse. You need to consider the legal, regulatory, contractual, and ethical obligations and implications of the data, as well as the expectations and preferences of the data subjects and owners.

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4 Assign the data access level

The fourth step is to assign the data access level for each data role and responsibility, based on the data sensitivity and risk. Data access level can range from no access, to read-only access, to write access, to full control access. You need to balance the need for data access with the need for data protection, and follow the principle of least privilege, which means granting the minimum level of access necessary for the performance of the role or responsibility.

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Michael H.

I help align data teams with business objectives | Senior Business Analyst | PMP | MSDA | Epic Certified
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"Can you just give me everything?" This kind of user is most commonly found in organizations where there's a lot of cross-role responsibility. Inflexible privileges and roles prevent quick movement between responsibility (think someone filling in for a manager who usually does the reporting). If at all possible, I like to schedule delivery of reporting as opposed to having someone run a report themselves. This way you can simply tack on a recipient instead of giving cart-blanche access.

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5 Implement the data access policies and procedures

The fifth step is to implement the data access policies and procedures that govern the data access level for each data role and responsibility. Data access policies and procedures can include data classification, data encryption, data authentication, data authorization, data auditing, data logging, or data retention. You need to document the data access policies and procedures, communicate them to the relevant stakeholders, and enforce them with the appropriate tools and technologies.

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6 Monitor and review the data access level

The sixth step is to monitor and review the data access level for each data role and responsibility, on a regular basis or as needed. Data access level can change over time, due to changes in the data sources and types, the data roles and responsibilities, the data sensitivity and risk, or the data access policies and procedures. You need to track and measure the data access level, evaluate its effectiveness and efficiency, and identify and address any issues or gaps.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Simon Bennett

Revenue Operations | Regulatory & Privacy | Strategy | Adtech
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During my career I’ve seen processing power increase and be more readily available. This means more raw data available and intent matters more, rather than data access. For example PII might be required to create aggregate counts or could be used for nefarious purposes. It’s difficult to tell and the output reports (including temporary as reports built) need scrutiny. Ultimately attestations and honour matter!

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How can you determine the appropriate data access level for different roles and responsibilities?

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1 Identify the data sources and types

2 Define the data roles and responsibilities

3 Assess the data sensitivity and risk

4 Assign the data access level

5 Implement the data access policies and procedures

6 Monitor and review the data access level

7 Here’s what else to consider

Business Analysis

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How can you determine the appropriate data access level for different roles and responsibilities?

1

2

3

4

5

6

7

1 Identify the data sources and types

2 Define the data roles and responsibilities

3 Assess the data sensitivity and risk

4 Assign the data access level

5 Implement the data access policies and procedures

6 Monitor and review the data access level

7 Here’s what else to consider

Business Analysis

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