§ 6.200. Information Sharing and Management Policy

Effective Date: 03/20/12

PURPOSE
___________

To establish a County Information Management Program supported by countywide policies to facilitate information sharing, improve coordination and delivery of services, and ensure the effective use of information technology and data-related assets.

REFERENCE
___________

Board Motion from February 2011 — Information Sharing and Exchange

Board of Supervisors Policy No. 6.100 — Information Technology and Security Policy.

Board of Supervisors Policy No. 7.100 — Identity Theft Prevention Program

Board of Supervisors Policy No. 3.040 — General Records Retention and Protection of Records Containing Personal and Confidential Information

Health Insurance Portability and Accountability Act (HIPAA) of 1996

Health Information Technology for Economic and Clinical Health (HITECH) Act of 2009

Amended sections 114 and 315 of the Fair and Accurate Credit Transactions (FACT) Act of 2003

March 20, 2012 Board Order #18

POLICY
___________

There is a growing demand for the sharing and exchange of information across County programs, departments, and service clusters within established County privacy and security policies and standards in accordance with, but not limited to the Countywide Information Security Program Policy No. 6.100 . The Office of the CIO (CIO) will establish a County Information Management Program that will collaboratively work with County stakeholders to:

•

Develop and adopt an Information Management Framework to facilitate the development and adoption of a County Information Architecture, data standards, practices and technologies.

•

Develop and implement a governance process for data stewardship and managing the quality of County enterprise data.

•

Provide advice to departments, agencies and or commissions of the requirement to utilize the Information Management Framework.

•

Oversee and ensure the adoption of approved data standards and technologies.

•

Ensure alignment with the Countywide Information Security Program.

The County Information Management Program will establish County data standards and technologies to which departments shall adhere. Departments, at their discretion, may enhance the County data standards by defining additional data standards based on their business requirements.

___________

Departments, Agencies and Commissions

Department heads are responsible for ensuring appropriate information technology (I/T) use within their department.

Chief Data Officer, Office of the Chief Information Officer

The Chief Data Officer reports to the Chief Information Officer (CIO) and is responsible for the Information Management Program for the County. Responsibilities include:

•

Collaborating with the County's various information sharing projects and initiatives to create an Information Management Strategy and to create data standards that facilitate countywide information sharing and management.

•

Collaborating with the Chief Information Security Officer (CISO) to ensure compliance with County privacy and security policies and standards, and alignment with the County Information Security Program and County Information Security Strategic Plan.

•

Work with the CIO Leadership Committee and CIO Council to:

•

Develop an end-to-end approach for information management from intelligent data capture, to master data management and data quality management.

•

Adopt a strategic approach to data governance, as well as develop and implement data sharing policies and standards.

•

Identify opportunities to reduce information sharing project and operating costs using adopted data sharing and exchange standards, practices and technologies.

•

Evaluating, designing and implementing common technologies and information management best practices that maximize County investments and reduce project and operating costs.

Department Information Technology Management/CIO

Department I/T management shall be responsible for organizational adherence to countywide technology and information management policies. Where appropriate, Department I/T manager or Chief Information Officer, will designate an individual(s) who will work collaboratively with the County Data Officer to develop and implement data standards, practices and technologies.

Policy Exceptions

Requests for exceptions to this Board policy shall be reviewed and approved by the CIO and CISO with notification to the Board of Supervisors. Departments requesting exceptions shall document and submit their requests to the CIO. The request should specifically state the scope of the exception along with the justification for granting the exception, the potential impact(s) and risk(s) granting the exception, costs and timeframes for complying with the policies set forth herein. The CIO shall review such requests, confer with the requesting department. CIO will notify Board of any and all exemptions granted for this policy.

RESPONSIBLE DEPARTMENT
___________

Chief Executive Office

DATE ISSUED/SUNSET DATE
___________

Issue Date: December 1, 2012	Sunset Date: November 31, 2016
Review Date: November 17, 2016	Sunset Date: November 30, 2019