Only these people will have access:

• The faculty member him/herself, or anyone to whom they grant access
• The unit head will have access to the data of faculty in that unit only
• Within each college, a designated administrator in the Dean’s office (usually an associate dean), who has access to the data of faculty in that college only
• A university-wide Digital Measures coordinator, who can access individual faculty accounts to assist faculty. University requests for university-wide data must first be approved by the DM coordinator and a university-wide DM advisory board.

Some data (basic HR personnel records, e.g. faculty name, e-mail, phone, employment start date, tenure date, college, department, and scheduled teaching assignments each semester) is loaded into DM at the start of each semester. Faculty should double-check this information to ensure that the uploaded data is accurate.

All other data about faculty activities are entered by faculty members themselves, and they can (and should) update it at any time.  For example: changing the status of a publication from “under consideration” to “accepted” or “forthcoming”.

• Data entered can be used by the faculty member to generate an annual Faculty Workload Plan (FWP), the annual Faculty Workload Report (FWR), a Curriculum Vita, or other specialized individual reports such as a list of all papers delivered, all unit service activities, etc.
• Unit heads can use it to generate reports about various activities of their unit’s faculty (faculty publications, memberships, governance positions held, etc.) Such information is sometimes requested by the administration; with DM the unit head can compile the information more quickly, without having to query each faculty member.
• The dean’s office can use it to generate reports about various activities of college faculty (all publications, all association memberships, all governance positions held, all awards and honors received, the range of academic degrees held by college faculty, etc.) Such information is occasionally requested by the administration for purposes of accreditation or publicity. It is also used in the college’s publicity and advancement efforts.

Faculty enter only the information they wish to enter. If a project is sensitive or proprietary there is no need to include it; one can, if one wishes, indicate any work in progress simply with a general identifying title, or not include it at all. The database will not ask for any personal information or confidential information, and faculty can decline to include any information requested.

The DM servers are managed by Sun Microsystems in a Sun-owned and managed data center.
The following security measures are in place:

• All data transferred over an SSL-encrypted connection
• Locked, caged server room protected by armed security guards who are present at all times
• Servers are firewalled and located behind an intrusion detection system
• Redundant fire suppression and climate control systems used at all times
• Redundant power and internet connections

A warm standby site is always running in case a disaster takes place at the primary data center.  If this were to happen, DM is able to fail-over to this standby site extremely quickly, losing no more than five minutes' worth of data.

In addition to these security measures regarding the servers, DM also performs secure nightly backups to five geographically-dispersed locations owned by Sun and Iron Mountain. In addition to these backups, you are able to download a full copy of all of your data at any time as often as
you like; you can even put a secure process in place to do this on an automated basis.

Digital Measures is compliant with the Family Educational Rights and Privacy Act (FERPA) and the Americans with Disabilities Act (ADA).