Access and Data Transition Record¶
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Access and Data Transition Record
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Example purpose¶
This artifact records access and data transition controls at deployment.
For LMU/COICP, access and data controls are the line between an internal engineering review and an accidental operational pilot.
Project¶
LMU Campus Operations and Incident Coordination Platform
Document control¶
| Field | Value |
|---|---|
| Artifact owner | LMU IT Security Reviewer |
| Primary reviewers | COICP Product Owner, Product Engineer, Compliance reviewer, AI reviewer |
| Status | Accepted with approved reviewer accounts and synthetic data only |
| Last updated | 2026-07-06 |
| Related Engineering Stage | ES-112 — Deployment and Transition |
| Project workspace target | docs/project-workspace/deployment/access_and_data_transition_record.md |
Reviewer access provisioning¶
| Group | Provisioned Accounts | Approved? | Notes |
|---|---|---|---|
| Campus Operations | 5 | Yes | Intake workflow review |
| Facilities Coordination | 3 | Yes | Facilities handoff review |
| Residence Life | 3 | Yes | Residence-hall workflow review |
| Campus Safety Liaison | 2 | Yes | Emergency-boundary review |
| Information Technology | 4 | Yes | Access and deployment controls |
| Compliance Office | 2 | Yes | Data and retention boundary |
| Architecture Review Board | 4 | Yes | Evidence and guardrail review |
| AI Review | 1 | Yes | AI-disabled status review |
| External / unapproved users | 0 | No | Not allowed |
| Total | 24 |
Access controls applied¶
- Reviewer accounts provisioned through mock LMU reviewer directory.
- No student accounts provisioned.
- No faculty general-user accounts provisioned.
- No public or external accounts provisioned.
- No production campus operator accounts connected.
- Access limited to internal review environment.
- Reviewer list exported for ES-113 monitoring.
Dataset transition¶
| Dataset | Records | Approved? | Notes |
|---|---|---|---|
| Spring Semester Synthetic Incident Dataset | 421 | Yes | Loaded at 08:43 CT |
| Synthetic review scenarios | 12 | Yes | Includes Campus Operations, Facilities, Residence Life, Campus Safety cases |
| Real campus incident data | 0 | No | Prohibited |
| Medical or clinical data | 0 | No | Prohibited |
| Law enforcement data | 0 | No | Prohibited |
| Sensitive personal data | 0 | No | Prohibited |
| Production system data | 0 | No | Prohibited |
Sample scenario set¶
| Scenario ID | Scenario | Primary Reviewer Group |
|---|---|---|
| COICP-SYN-001 | Routine facilities request in Information Commons | Campus Operations |
| COICP-SYN-118 | Water leak in Damen Hall requiring Facilities handoff | Campus Operations / Facilities |
| COICP-SYN-204 | Residence hall access issue requiring Residence Life coordination | Residence Life |
| COICP-SYN-219 | HVAC outage affecting evening event setup | Facilities |
| COICP-SYN-322 | Emergency-related safety concern entered in wrong workflow | Campus Safety |
Prohibited data controls¶
- Product owner approved dataset before load.
- Compliance reviewer inspected dataset for real names, medical data, law enforcement details, and sensitive details.
- Reviewers instructed not to create realistic records from memory.
- Environment labeled as synthetic data only.
- Any real or sensitive data entry triggers stop criteria.
Transition decision¶
Access and data transition is approved for internal engineering review.
It is not approved for operational pilot or real-data use.