Using data and information

Effectively using data and information starts with understanding what you are working with. Always source data from original, authoritative sources (like SAMIS, Agresso, Business Objects) with help from our Data Stewards rather than local copies. This ensures a single source of truth and ensures accuracy, timeliness, and relevance. And remember, you can only use personal data and information for which you have a lawful basis for processing.

It is also good practice to use a minimised or redacted set of data or information where possible. Understand more on how to consider anonymising data before using it.

Ensuring good quality data and information

To improve your data quality, ensure it is accurate, complete, and up to date. Regularly review your data and report any data quality issues to the Data Governance team. For clarity and consistency over terms, refer to the University’s approved business glossary definitions and acronyms.

Requests for data and information

Sometimes, members of the public may request access to information about the University, such as how it is run or details on staff salaries or student numbers; these are known as Freedom of Information (FOI) requests. If someone is seeking their own personal data, it’s called a Subject Access Request (SAR).

Please do not try to answer them yourself, instead forward it immediately as follows:

• Freedom of Information Request - freedom-of-information@bath.ac.uk
• Subject Access Request - dataprotection@bath.ac.uk

Please note that FOI requests extend to all recorded information held by the University, regardless of the format or storage medium, like emails, Teams chats, recorded meetings, etc. The FOI Code of Practice provides further guidance on the keeping, management and destruction of their records.