Digital Data Governance Risk and Compliance (DDGRC)

Service Description

Digital Data Governance, Risk and Compliance (GRC) at Ulster University is a framework of tools, policies, and controls that ensures data is managed securely, appropriately, and in line with legal and regulatory requirements.

The service is for all University users, including staff, students, researchers, and authorised external users who create, access, or share information using University systems.

The service assists users to deal with information in a safe and responsible way by providing tools to label, protect, and manage data throughout its lifecycle. It supports users by protecting personal and sensitive information, following legal requirements (such as UK GDPR), and using email and digital communication tools appropriately. Overall, it enables users to confidently use and share information while helping to reduce risks and keep the University’s data secure.

Business Process

The Digital Data GRC service currently focuses on three key business processes:

1. Sensitivity labelling - Sensitivity labelling allows users to classify information based on how sensitive it is, helping ensure it is handled and protected appropriately
2. Data loss prevention (DLP) - Data loss prevention (DLP) helps stop sensitive information from being shared in the wrong way by monitoring and restricting how data is used.
3. Communication compliance - Communication compliance helps ensure that emails, chats, and other messages follow University policies by identifying and addressing inappropriate or risky content.

Coming soon

The service will also include retention of non-records (for example, duplicate copies of documents saved elsewhere as the official version, transitory emails or messages that is, meeting invites, routine confirmations, quick queries) giving clear guidance on how long to keep different types of content. And, records management, which will help users manage how long information is kept and ensure important records are stored, archived, or deleted in line with legal and University requirements.

Records & Retention Schedule (Opens in a new window)

How to obtain help

Having issues with sensitivity labels?

If you experience any issues using sensitivity labelling, please report them using our Sensitivity Labels Issue Reporting Form. Providing as much detail as possible will help us investigate and resolve the issue more quickly.

Report an Issue (Opens in a new window)

Queries about Records and Data Retention

If you have any queries relating to records & data retention queries, please email recordsmanagement@ulster.ac.uk.

Other Technical Issues

If you have any other IT issues, please contact our IT Service Desk using the methods below:

Service Owner

Digital Data Governance, Risk and Compliance