Governance and Data Security for Integrated Data Systems NNIP Pre-Meeting Session Baltimore, MD Tuesday, May 16, 2017

Welcome and Introductions

National Neighborhood Indicators Partnership (NNIP) Collaborative effort between the Urban Institute & local partners in 32 cities NNIP partners help residents and institutions use data to improve neighborhoods in advocacy, planning, and policymaking. Urban is dedicated to elevating the debate on social and economic policy through rigorous research and engagement Partners - are all organizations –who we call local data intermediaries. = Raise your hand if you represent an NNIP partner organization. Build and operate an information system with recurrently updated data on neighborhood conditions across topics in its local area; Facilitate and promote the practical use of data by community and government leaders in community building and local policymaking; and Giving emphasis to using information to build the capacities of institutions and residents in low-income neighborhoods.

Agenda 12:30 – 1:00 pm Welcome, Introductions Framing for Session and NNIP & IDS 1:00 – 2:30 pm Governance 2:30 – 3:00 pm Break 3:00 – 4:30 pm Data Security 4:30 – 4:45 pm 4:45 – 5:15 pm Closeout, setting the NNIP agenda on IDS Thank you –

Session Goals Strengthen connections among NNIP Partners and others working on IDS and related data system development to improve peer-learning. Provide useful content to those substantively engaged with IDS. Document proceedings to produce briefs and guidance. Discuss the role of the NNIP network and its Partners on the IDS field.

Who’s in the room? 14 – new to IDS or advocates, funders or providers of technical assistance 13 –operators of IDS or actively planning Institutionalization: 5 Demonstration: 3 Collaboration and planning: 1 Range of staff levels from 0.5 FTE to 4.5 FTE and a few staff to 100+ NNIP Partners - Thank national folks for contributing their expertise

NNIP’s work on IDS as a Network Leadership in the network from the Providence and Cleveland Connecting People and Place: Improving Communities through Integrated Data Systems 6 sites: Connect neighborhood data with IDS and enhance access to analyses and info from IDS All produced a local policy brief Cross-site briefs 1) general results and 2) chronic absenteeism Sessions at NNIP meetings Mention providence session in 2012 - Erin Dalton

Results from Connecting People to Places Improve program planning and monitoring through access to IDS Place matters Unique contributions of local data intermediaries Setting the stage for future collaboration One goal of the cross-site project was to increase access to the information in IDS and demonstrate that it can be used to address local and neighborhood policy issues. Several of the local projects, even in their early states of outreach are influencing program planning and monitoring. In Cleveland, Claudia’s center at CWRU used their IDS on children in Cuyahoga County to local at early adult outcomes for a cohort of 9th graders in the Cleveland metropolitan school district. They found that youth involved in foster care and the juvenile justice system during high school are 2-4x more likely to access homeless services and spend more days in jail when they are 18-21 than youth not involved in these systems. They shared these results with the Jim Casey Youth Opportunities Initiative and the YWCA’s “A Place for me program” – it was the first time these groups had real information about what was happening to these youth . This information will allow them to design better interventions to reach 9th graders and they can work with Case Western to develop indicators that will help them monitor results over time. Another important goal for the project was to bring the focus on neighborhood and place into the analyes and a value-add of NNIP partners to the IDS field. In Pittsburgh, our Partner at the University of Pittsburgh’s Center for Social and Urban Research found that a number of neighborhood and parcel-level variable were associated with higher rates of chronic absenteeism, including violent crime, low median home prices, the age of a home and if a property was tax delinquent. Further – moving schools during the school year was the highest predictor of absenteeism. This brought an awareness to the education sector that housing stability – is also an education issue and drew attention to the need to improve housing conditions and work with neighborhood organizations. Local data intermediaries, like our NNIP partners can bring a more unique perspective to the IDS field. NNIP partner begin with more holistic understanding of neighborhoods – that health, education, safety, housing, etc. are all important for community and family well-being. This perspective makes working with IDS and cross-sector data a good fit. How we think about neighborhoods also influences the methodology. In New York for example, Furman contributed new analytical techniques, from the more simple - aggregating of record-level data to create neighborhood-level indicators to machine learning. NNIP partners also have an orientation of using data for action .The projects were all designed to connect directly to the end users of the information to improve program and policymaking, rather than research projects. These projects also spurred thinking about how increased access to info in IDS can be made possible. In Cleveland they were also trying to connect to the state-level IDS in Ohio – there was a need to think not just about bi-lateral data use agreements but how identified data could be shared responsibly in 3 way agreements. Finally, one of our major cross-site project goals – was to create long-term working relationships between NNIP partners and the agencies hosting IDS. In all cases NNIP partners improved their relationships with IDS agencies. Some of them were able to formalize relationships with new data sharing agreements or learn how to work together on a project. Furman established a new working relationship with the IDS agency in New York, the Center for Innovation through Data Intelligence and are continuing to work together. The project was not without challenges. All partners had difficulty or delays in obtaining data from the IDS – in some cases – these challenges will hopefully lead to improvement in process like the implementation of 3-way agreements. Overall – the local partners were able to accomplish our cross-site project goals. _ they increased access to IDS – and expanded how it was being used in their communities. They demonstrated what unique value NNIP partners can bring and the importance of place in our policy and program decisions. And they that connecting neighborhood data to IDS in not only feasible but valuable.

NNIP & IDS Frame IDS as a community resource IDS can inform policy and programs Place and neighborhood infor has a role to play. IDS should be used to create neighborhood indicators and aggregate statistics when appropriate Provide forum for peer-learning on IDS and connect out to experts. IDS is a community resource – believe in broad use and (appropriate) access – not just for internal audiences (and the agencies providing data) but for external audiences to – community based organizations, local foundations. NNIP Partners can help facilitate those relationships. IDS can inform both policy and programs – research has a practical and applied focus but also needs to get connected back to the policy context.

Topic 1: Governance General overview - governance issues - Amy ( 5 minutes) Mapping Stakeholders Exercise (30-35 minutes) 10 minutes self-work 10 minutes small groups discussion (could divide group along continuum) 10-15 minutes sharing out to the large group Plenary discussion: (50-55 minutes) Topics to cover (from planning discussion) Tips on building the right governance structure Cyber-liability insurance Breach protocols? How do you evolve good practices?  (IRB and assistance on guidance ) Others TBD (based on feedback from profiles, etc.)  

Prioritizing IDS Stakeholders (Adapted from Gibbs et al. 2017)

Switch tables and connect with someone new! Break Switch tables and connect with someone new!

Topic 2: Data Security

Data Security Framework from ISC Legal Technical Procedural Physical Data sharing agreements Passwords (dual authentication) Logs (audit trail) Safe or locked cabinet Data security plans Encryption (at rest & transfer) Data & research oversight committee Locked offices Data use agreements Secure server Data quality review committee Hardened work station Non-disclosure agreements (staff) Data backups Expected team communication Data license agreement (researchers) Limited access Staff training Institutional structure Private network Incident response protocol Deidentification Process handbook Separation of duties

Question – Thoughts? FERPA – how to overcome resistance to share data from state dept. of education? New IDS and FERPA guidance Liability insurance? Access? Have you figured out remote access? Is the cloud safe? The human side of data security Compliance audits?

Wrap-up and Next Steps

Share resources and content related to IDS: Share the useful resources you’ve found or protocols you’ve developed: http://bit.ly/2rjIIR8 Check out and share the new AECF webpage with resources and case studies on IDS: http://www.aecf.org/IDS Meeting materials posted at: http://www.neighborhoodindicators.org/activi ties/meetings/nnip-pre-meeting-session- governance-and-data-security-integrated- data