Quality Framework for Integrated Data Systems

Governance: Overview

Data governance is the people, policies, and procedures that support how data are used and protected. Data governance for a cross-sector data sharing effort can draw upon one agency’s existing data governance practices, involve a separate set of policies and procedures, or be a hybrid of the two. Regardless of the approach taken, cross-sector governance policies and practices should be explicit and collaboratively agreed upon, rather than implicit and driven by any one partner.

Remember – data flow at the speed of trust. Cross-agency data governance is a way of institutionalizing trust to ensure that data use is legal, ethical, and a good idea.

Purpose, Mission, and Vision Driven

The mission and vision of a data integration effort should guide all other data governance decisions and practices.

Practical and Strategic

In order to determine the optimal organizational roles and legal framework for data sharing, start by considering three key activities

Collaborative

Governance policies and procedures should be developed cooperatively, and focus on building trust and strong relationships among partner organizations.

Introduction to Data Sharing

Sample mission & governance documents from Hartford Data Collaborative

Legal: Overview

Whether data can be shared legally depends on why you want to share, what type of information will be shared, who you want to share with, and how you will share the data. Legal agreements should reflect the purpose for sharing, document the legal authority of the host organization to serve that purpose, and ensure that data sharing complies with all federal and state statutes.

While negotiating legal agreements for data sharing can be time-consuming – particularly when partners are conditioned to hold data close to avoid risk – these challenges are normal and surmountable. We recommend that you start from a clear understanding about the purpose of your data sharing, articulate the benefits of sharing, acknowledge the risks, and make a plan to mitigate those risks and meet all legal requirements.

Tiered

We recommend a tiered structure of legal agreements. While each will have different signatories and purposes, all agreements should use consistent terminology.

Standardized but Flexible

Many sites operate with hundreds of data sharing agreements across agencies, each with different terms, structures, and signatories.

Transparent and Comprehensible

Legal agreements – in particular those operating at higher levels of the tiered structure – should be written so that non-lawyers can follow along.

Introduction to Data Sharing

Legal Issues in Interagency Data Sharing (state of CT)

Integrated Data Systems and Protecting Student Privacy

Making “Good Government” Great: The Role of IDS for Attorney Generals

Legal & Ethical Considerations for Informed Consent in Data Sharing and Integration

Technical: Overview

When agencies begin to share and integrate data, the work is commonly approached as a technical project. We encourage sites to view the technical components as a process to support analytics and insights that can ultimately lead to improvements in policies, practice, and outcomes.

Put simply: the technical approach should not be the end goal, but a means to get there. In fact, the technical approach can and should change as data sharing and integration needs develop and technological advances shift best practices. For this reason, we encourage starting small, and initially investing in relationships and human capacity more than in large IT infrastructure.

Technical Approach Driven by Purpose

There are many technical approaches to sharing and integrating data, often operating simultaneously in the same jurisdiction – or within the same agency – for different purposes.

Data are Relevant and High Quality

With the right technical approach, design, and infrastructure in place, the next step is to ensure that the data are relevant to the mission of the effort and question at hand, and that they are of appropriate quality to inform the answer.

Transparent and Secure Data Access Procedures

While there is inherent risk in providing data access, there is also risk in under-utilizing data assets. Finding a balance between risk and benefit is important.

Technology for Civic Data Integration

Capacity: Overview

Data sharing capacity refers to the staff, relationships, and resources that enable an effort to operate governance, execute agreements, build technical infrastructure, and above all else, demonstrate impact. Building data sharing capacity requires effective leadership and planning, as well as sustained commitment on the part of data partners. Start small and scale up as partner trust and demand for data-driven insights grow.

Strong Staffing and Planning

Staff of a data integration effort are the “doers” who carry out daily operations. This team should include diverse competencies to support both the relational and technical aspects of data sharing.

Sustained Investment & Diverse Funding Sources

Different approaches to data sharing vary in terms of cost, but all require sustained investment over time in order to establish and grow a data sharing effort.

Flexibility to Respond to New Needs & Opportunities

Policy priorities change. Sometimes emergencies create urgent information needs.

IDS Staff: Recommended Skills, Competencies, and Training

Impact: Overview

All of the other components of quality – governance, legal agreements, technical tools, and staff capacity – exist to drive impact. Think back to your mission, vision, and purpose for data sharing. Document what you have achieved so far. Consider which elements of your effort – both relational and technical – need to be strengthened in order to do more.

Data-driven Decision-making

Integrated data can inform decision-making in a variety of ways.

Timeliness

Timing is everything. Data and data insights are only useful if they are available when decisions need to be made.

Social License

Data sharing efforts must develop public approval – the “social license” to operate – in order to drive change.

How Integrated Data Can Support COVID-19 Crisis Response and Recovery

Established Data Infrastructure Enables Local Governments to Meet Need During Natural Disasters & Health Emergencies

Learn more and engage with us to help state and local governments collaborate and responsibly use data to improve lives.

Our Services

Examples and Models

Self Assessment Tool

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