Data governance is a term used to describe all aspects of proper data handling, including the people, processes, standards, and technology that direct how we store, use, and share data.
Data Quality Principles
- Data in all forms, is recognized as an IDOH asset.
- Transparency and confidence in the reliability of data processes and quality are maintained throughout the data lifecycle.
- Ensure data is accessible, accurate, consistent, relevant, timely, and governed properly.
- Data quality is defined and measured to drive quality decision-making throughout IDOH.
- Embrace data quality management as a team effort, including established and integrated feedback loops.
Project Overview
IDOH has not historically had a centralized focus on data governance. As a large agency with many divisions, each division had its own processes for handling and sharing data. The technical changes being planned as part of DARTT required consistent and reliable methods for managing new databases and workflows. We realized we had a unique opportunity to build a Data Governance program that would support these efforts. As a result, the Office of Data and Analytics (ODA) established the Data Governance team.
Over the last few years, the Data Governance team has been hard at work designing processes and policies that make IDOH data accurate, appropriately accessible, and secure. Those efforts include:
Data Quality Principles guide the ongoing work to improve the quality and reliability of IDOH's data.
Pioneered by Dr. Lindsay Weaver, STOP Before You GO is an agency-wide final communications checklist to be used before publishing any external presentation, published communication, letter, media interaction, report and/or mass email communication.
Security and Privacy Policies provide strong controls to ensure the rights of citizens are upheld and our data remains accessible only to those who have right to use it.
The Code of Data Ethics provides a framework to guide all decisions about how IDOH utilizes all data.
Approach
To create a unified approach to data governance, a formal governance structure was created and includes an Executive Data Governance Board (EDGB) as the overseeing authority, Domain Subcommittees to specifically address topics, and Use Case Working Groups to actively provide solutions to problems.
The Executive Data Governance Board provides leadership oversight and strategic direction for all our data governance activities. Started up in 2022, this group of executive leaders and assistant commissioners meets quarterly to review and endorse new policies, processes, and initiatives. Subsequently, the following subcommittees were created to create inform the EDGB on specific areas of need:
| The Data Quality Subcommittee assists the agency in implementing its data quality principles throughout the data lifecycle. Currently this subcommittee has two working groups, one in Vital Records and one in Immunization, that partner with specific programs to boost their data quality holistically. |
| The Data Privacy and Security Subcommittee brings together IDOH's OTC, OLA, and ODA teams to create policies and processes that ensure our data accessible without compromising its security. This subcommittee uses NIST's SP 800-53 Rev. 5 to guide its work. |
| The BI COE's Data Visualization Subcommittee works to standardize and improve our approach to data visualizations for all program at IDOH. They are focused on making data accessible and easily to understand for everyone. |
| The ACE Governance Subcommittee provides oversight for the ongoing rollout of the Analytics Cloud Environment (ACE.) This subcommittee currently has a working group that is focused on operationalizing the environment in a secure way. |
| The Data Release Committee is tasked with supervising data requests received by the Department of Health and ensuring the establishment of policies and procedures for data release. The Data Governance team is collaborating with the Office of Legal Affairs (LLA) to enhance these policies. They decide how and when it is appropriate to share IDOH's data. |
Outcome
Everyone at IDOH is affected by data. While efforts are ongoing, the Data Governance team aspires to build trust in Indiana’s health data, highlight its value, and improve outcomes that come with using that data. In addition, the team wants users to have a more transparent view into the journey their data has taken from end to end.
The work the team has done as part of the CDMC framework has garnered attention from other state agencies who are following the same approach in defining their policies and helping state employees to better understand and trust data.
Frameworks
STOP Before You GO
STOP Before You GO is an agency-wide final communications checklist to be used before publishing any external presentation, published communication, letter, media interaction, report and/or mass email communication.
- This is not meant to replace normal processes. It is a framework to ensure that nothing is overlooked.
- Engage with OPA, OLA, ODA and OMH early in the process to gauge the level of input needed and to define timelines.
- Review the checklist with your leadership BEFORE pushing send and allow time for additional checks and edits.
Goals
In 2024, the data governance team is focused on rolling out and implementing all the work they have compiled over the last few years. From creating more digestible 1-pagers for major policies to socializing the Data Sharing and Informatica toolkits, this year we want to get data governance resources into the hands of divisions' staff. You can also expect to see more privacy impact assessments and security policies coming your way.
