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RM Unify data sharing
Published Date : 02 Oct 2017   Last Updated : 05 Apr 2019   Content Ref: TEC5891006  





Procedure

Summary

It is important for you to understand where your data is and what it is used for - this is an essential part of a school's obligation as a Data Controller under DPA and GDPR. In order to provision accounts in cloud apps and provide users with SSO (single sign-on), RM Unify extracts data from your MIS and Active Directory and stores it in the cloud.

This article explains two distinct data sharing processes:

  • MIS and AD to RM Unify - The user data attributes that are collected from Active Directory and your MIS and stored in RM Unify.
  • RM Unify to Apps - How you control which apps can access your data and how you can see which specific user data attributes they can access.

MIS and Active Directory to RM Unify

The data that RM Unify extracts and stores depends on which data sources you have connected - MIS and/or Active Directory. The table below shows the user level data attributes that are stored in RM Unify.

Key: Y=Yes; O=Optional, if populated; N=No.
Click to view a larger image
  Table showing the user level data attributes

*Where 'Other MIS' includes all other supported MISs, including but not limited to: RM Integris, SIMS, Facility CMIS, Bromcom, ScholarPack, Progresso, etc.

In addition to the above bulk data sync mechanisms, you can upload a CSV of user data or manually enter user data through the Management Console. In both cases, this provides a subset of the above data and is dependent on which fields were populated. See the Other Useful Articles section below for more information on the CSV format.


RM Unify to App

Once data gets into RM Unify, the school's RM Unify Admin decides which third party apps to connect. Each app has different data requirements and only gets access to the data they require to provide the service. These data requirements are clear for you to review in the Privacy Info section of the app details, prior to installing the app from the App Library. 

Click to view a larger image
  Image showing Privacy Info

There is a tick box here to ensure that the RM Unify Admin understands the significance of connecting an app, consenting to the data release policy that is clearly displayed. The action of installing an app is fully audited, so that RM Support can find who installed an app and when, if there is any need to investigate.

Click to view a larger image
  Image showing the tick box

Periodically reviewing the data release policy across all the apps you have installed is not easy using the App Library interface. To help you do this we export the policy for all apps to this Excel spreadsheet so that you can manipulate the data yourself.

Click here to download the Excel spreadsheet of all apps



Other Useful Articles

RM Unify MIS Sync (TEC5427652)
CSV file format for import and export of users in RM Unify (TEC3274284)
RM Unify and GDPR (TEC6229201)

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Document Keywords: unify, data, mis, ad, apps, privacy, gdpr, security, ad sync, adsync, data protection, mis sync, missync, seemis, general data protection regulation


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