AISP Site Self Assessment

This tool is designed to support self-reflection about the core components of successful cross-agency data sharing. We drew on our decade+ experience of learning alongside state and local government partners to develop this tool and the corresponding Quality Framework for Integrated Data Systems. If you are just starting to develop a cross-agency partnership and build data integration capacity, we hope this tool will help guide your thinking about key considerations and best practices. For those of you who are further along on your data sharing journey, we hope the tool will help you identify strengths and areas for growth as you continue to evolve your effort.

This tool can be used individually or collaboratively with partners, and as many times as is useful. After completing the tool, you’ll receive a copy of your responses. You’ll also have the option to schedule a time for further discussion with the AISP team.

Your information and responses will not be shared outside AISP without expressed permission.

- Step 1 of 8

Your Information

Name *

Email *

Organization *

Role(s) *

IDS Director
Agency Leader
Researcher/Analyst
Data Scientist
Database Administrator
Legal Counsel
Project Manager
CDO/CIO
Other

Mark all that apply

Other - Please Describe: *

Are you filling out the assessment collaboratively? *

Are you completing this assessment as part of a TA application? *

Thank you! Please make sure that the name listed above matches the name on your application before continuing.

Site Characteristics

What is the name of the data integration effort you are describing? *

Who is the lead agency or organization? *

What is your geographic coverage or location? *

How long has this data integration effort been in operation? *

Governance

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.

What is the main purpose of your data integration effort? *

Indicators and reporting
Analytics, research, and evaluation
Operations and service delivery
Unsure
Other

Mark all that apply.

Other - Please Describe: *

Who is managing your governance? *

Lead agency
Partner agency(s)
Nonprofit partner
University partner
Public sector service provider (i.e., DIT)
Private sector service provider
N / A, Governance is still in development
Other

Including data and access procedures, management legal agreements, stakeholder engagement, and procedural oversight.

Other - Please Describe: *

Who is managing your technology? *

Lead agency
Partner agency(s)
Nonprofit partner
University partner
Public sector service provider (i.e., DIT)
Private sector service provider
N / A, Technical approach is still in development
Other

Including data transfer, security, storage, integration, and access.

Other - Please Describe: *

Who is conducting analysis? *

Lead agency
Partner agency(s)
Nonprofit partner
University partner
Public sector service provider (i.e., DIT)
Private sector service provider
N / A, Analytics are still in development
Other

Including methods, tools, visualizations, and insights.

Other - Please Describe: *

Who is a part of the governance process? *

N / A, Governance is still in development
Staff of lead agency
Staff of partner agencies
Policy makers
Executive leadership
Advocates
Community members
University partners
Researchers
Other

Mark all that apply.

Other - Please Describe: *

Do you have a mission, vision, and guiding principles to guide why, how, what, and with whom you share and integrate data? *

Yes
No
Unsure
It’s complicated

Please Describe: *

Does your governance include a process to weigh benefits and risks of data sharing specific to the data request? *

Yes
No
Unsure
It’s complicated

Please Describe: *

Are the policies and procedures that govern data access and use routinely updated with feedback from a variety of stakeholders? *

Yes
No
Unsure
It’s complicated

Please Describe: *

Are there established governance structures (e.g. Resident Advisory Group) and processes in place that support social license and public trust? *

Yes
No
Unsure
It’s complicated

Social license is when data access and use has ongoing approval and public trust.

Please Describe: *

Legal

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 help to ensure that data are kept safe and secure throughout the project lifecycle and that data sharing complies with all federal and state statutes.

Has a scan been conducted to identify which legal agreements are commonly used to facilitate data sharing and integration in your jurisdiction? *

Yes
No
Unsure
It’s complicated

Please Describe: *

What legal agreement(s) or document(s) do you most often use to facilitate data sharing and integration? *

N / A, We do not yet have legal agreements in development
Enterprise Memorandum of Understanding
Memorandum of Understanding
Data Sharing Agreement
Data Use Agreement
Data Use License
Confidentiality Agreement
Non-Disclosure Agreement
Cooperation Agreement
Unsure
Other

Mark all that apply.

Other - Please Describe: *

Is there a standard template/model that is commonly used for data sharing agreements? *

Yes
No
Unsure
It’s complicated

Please Describe: *

Are there metadata that clearly identify data owners (those who have signatory authority for a legal agreement)? *

Yes
No
Unsure
It’s complicated

Please Describe: *

Are legal agreements written in plain language for non-lawyers? *

Yes
No
Unsure
It’s complicated

Please Describe: *

Are the legal agreements publicly available? *

Yes
No
Unsure
It’s complicated

Please Describe: *

Technical

There are many different technical approaches and architectures that support data sharing and integration. Technology is a tool to support analytics and insights that can ultimately lead to improvements in policies, practice, and outcomes—not a solution or an end goal.

Which of the following best describes your current technical approach for data integration: *

Our technical approach is currently in development
Data are exchanged and linked on an ad hoc or project-by-project basis
Data are imported, linked, and stored on a regular basis and cohorts are constructued manually
There are automated procedures for data transmissions, linkage, storage, and cohort construction
Other

Other - Please Describe: *

How are linked data stored? *

N / A, we are still in development
No data are stored, all linkages are ad hoc
On premise servers
Cloud
Other

Other - Please Describe: *

How is data quality assessed and documented? *

There are no procedures in place to determine data quality
Data integration involve data quality checks and systematic review of the linkage results
Routines are in place to regularly clean and process the data
Automated routines for checking consistency, completeness, and accuracy of records
Routine validity testing of common data elements from different data sources

Mark all that apply.

Do you have clearly defined data access procedures in place for internal users? *

Yes
No
Unsure
It's complicated

Please Describe: *

Do you have clearly defined data access procedures in place for external users? *

Yes
No
Unsure
N / A, we do not allow access to external users
It's complicated

Please Describe: *

Who is in charge of ensuring data security? *

Lead agency
Partner agency(s)
Nonprofit partner
University partner
Public sector service provider (i.e., DIT)
Private sector service provider
Unsure
Other

Other - Please Describe: *

Is your data security approach multi-layered? *

Yes
No
Unsure
It's complicated

Data security involves multiple layers of security--Technical (e.g., passwords, encryption); Legal (e.g., data destruction requirements; NDAs); Procedural (e.g., layers of review prior to release of PII); and Physical (e.g. locked offices).

Please Describe: *

Capacity

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.

How many staff work on the data integration effort full-time? *

The following questions all use a rating from 1 to 5 where 1 is Strongly Disagree and 5 is Strongly Agree

Key activities (governance, legal, technical, capacity, impact) are established in job descriptions, rather than “other duties as assigned”? *

1
2
3
4
5
N / A