Data governance is essential to the successful planning, implementation, and use of an ECIDS because it establishes clear roles, responsibilities, and processes for how the work will be done. Integrating data from multiple sources requires collaborative and ongoing decision-making about how data will be defined, matched, stored, updated, reported, and protected. It is important to make these decisions early on and continuously review and revise them, as needed, with input and buy-in from all participating entities. A strong data governance process and structure provides the mechanism to do this and to ensure accountability for ECIDS information assets.
The data governed by ECIDS will be provided by state agencies and community organizations and will address the key policy and program questions set forth by the leadership of the participating entities. The following tenants are central to the governance activities of ECIDS:
- Maintain confidentiality of all educational records as required under the Family Rights and Privacy Act (FERPA), 20 U.S.C. 1232(g).
- Maintain confidentiality and security of all health records as required under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Public Law 104-191.
- Store data in a secure manner.
- Develop new Memoranda of Understanding (MOU) as needed for data sharing agreements.
- Review existing Memoranda of Understanding quarterly to assure that it is being operated in compliance with the requirements of this agreement.
- If any data security or privacy problems are identified, a report specifying the problems, solutions, and timelines for implementation is developed cooperatively with personnel from all parties.
- Ensure that all guidelines and procedures developed are followed.
- Ensure that the studies conducted and/or systems created with the data are for or on behalf of the parties to improve instruction or agency services and that analysis and reports will be shared with the respective parties prior to publication.
- Ensure that no data will be released or reported in any manner that will allow the identification of any individual person, student, teacher, or school, unless explicitly approved in writing by the person who the data belongs to, agency or agencies that produced, provided, or contributed to the specific data being released.
NOTE: This does not alter or replace the participating agencies’ collection, reporting and use of their own data in accordance with federal and state law.