DOCUMENT CONTROL AND INDEX

TABLE OF CONTENTS

INTRODUCTION, PURPOSE AND SCOPE

1. INTRODUCTION

Vel Tech High Tech Dr.Rangarajan Dr.Sakunthala Engineering College recognises that e-governance is essential to institutional quality, accountability and stakeholder confidence. This policy establishes a structured framework to improve transparency, service quality, accountability and data-driven decision-making through secure and integrated digital governance systems.

2. PURPOSE

To improve transparency, service quality, accountability and data-driven decision-making through secure and integrated digital governance systems.

3. SCOPE

ERP/LMS/HR/finance/examination/admission/research/event/communication systems, digital workflows, electronic records and dashboards.

OBJECTIVES

4. OBJECTIVES

• Digitize approved workflows without weakening controls.
• Create reliable single sources of truth for institutional data.
• Reduce duplication, delay and paper dependence.
• Provide role-based services and audit trails.
• Protect data, privacy and continuity of operations.

POLICY FRAMEWORK

5. GUIDING PRINCIPLES

1. Operational decisions shall be recorded in approved systems and not depend solely on page/session state.
2. Core/master data shall be protected from unauthorized alteration or deletion.
3. Workflow actions shall retain user, date, status, communication and audit history.
4. Access shall be role-based and periodically reviewed.
5. Automation shall support human accountability and shall not bypass required approvals.

6. GENERAL POLICY COMMITMENT

The Institution shall implement this policy through approved roles, adequate resources, documented procedures, transparent communication and measurable review. Decisions and exceptions shall be recorded and authorized by the competent authority.

POLICY PROVISIONS

7.1 IMPLEMENTATION REQUIREMENTS

1. Each digital module shall have an approved process owner, data owner and technical owner.
2. Requirements shall map policy, roles, approvals, exceptions, records and reports before development.
3. Master, transaction, audit and archive data shall be logically separated where appropriate.
4. Important role-to-role communications and decisions shall be saved in database records and, where approved, sent by email/notification.
5. System changes shall follow testing, approval, backup and rollback controls.

POLICY PROVISIONS — CONTINUED

7.2 IMPLEMENTATION REQUIREMENTS

6. Production data shall not be erased for testing; only authorized workflow/test records may be reset under controlled procedures.
7. Dashboards and reports shall use approved, reconciled data definitions.
8. Digital signatures/approvals shall identify the actor and preserve time-stamped audit evidence.
9. Business continuity shall include backup, restore testing, access revocation and vendor/service contingency.
10. Periodic user, data-quality, security and process audits shall drive improvement.

ROLES AND RESPONSIBILITIES

8. ROLES AND RESPONSIBILITIES

• Process owners approve business rules and acceptance criteria.
• Data owners ensure accuracy, classification, retention and authorized access.
• IT Services develops/configures, secures, backs up and supports systems.
• Users enter complete and truthful data and protect credentials.
• IQAC/Internal Audit verifies process adherence and report reliability.

IMPLEMENTATION PROCEDURE

9. IMPLEMENTATION PROCEDURE

1. Approve process and data requirements.
2. Design/configure with role and audit controls.
3. Test using authorized non-production data.
4. Obtain user acceptance and release approval.
5. Monitor usage, errors, security and data quality.
6. Manage changes, backups, retention and decommissioning.

RECORDS AND COMPLIANCE

10. RECORDS AND EVIDENCE

• System/module register
• Role and access matrix
• Change, test and release records
• Workflow and audit logs
• Backup, restore and incident records

11. MONITORING INDICATORS

• Digital service adoption
• Turnaround-time reduction
• Data-quality/reconciliation accuracy
• System availability
• Audit and security issue closure

12. CONFIDENTIALITY, RETENTION AND ACCESS

Records shall be accurate, retrievable and protected against unauthorized alteration, disclosure or destruction. Access shall be role-based and limited to legitimate institutional need. Retention and disposal shall follow the approved schedule and applicable requirements.

13. NON-COMPLIANCE

Non-compliance may result in corrective action, withdrawal of access or benefit, recovery of loss, disciplinary action, referral to a statutory body or other proportionate action after due process.

REVIEW AND APPROVAL

14. REVIEW AND AMENDMENT

The policy owner shall review this document at the stated cycle or earlier due to changes in law, regulation, institutional structure, technology, risk, audit findings or stakeholder requirements. Amendments shall take effect only after approval and version control.

15. REFERENCES

• Approved IT, cybersecurity, privacy and record-retention policies
• Applicable statutory and accreditation reporting requirements

16. APPROVAL AND SIGNATURES

This is a controlled institutional document. Printed copies are uncontrolled unless specifically stamped and issued by the authorized office.