HMIS Data Requests

HMIS Data Requests

HMIS Data Use Request

King County Regional Authority on Homelessness (KCRHA) may release de-identified data from the Homeless Management

Information System (HMIS) to entities with an approved Data Use Request for purposes authorized by the HMIS System Performance Committee.

De-identified data refers to client-level data that

has been made anonymous either by removal of all identifiers and/or all information that could be used to infer an individual or household’s identity. Identifiers include, but are not necessarily limited to: (1) name; (2) Social Security number; (3) date of birth; (4) address.

Each Data Use Request is specific to the individual project, and all projects require annual review. Requests for de-identified data will be granted only if the project cannot be complete with aggregate information, and the data requested are of a scale to not identify data.

KCRHA and the HMIS Performance Committee conduct a detailed review of every request for access to de-identified data and makes a determination on a case by case basis. When possible, data requests will be reviewed on a first-come, first-served basis. However,

KCRHA will have discretion on the order in which requests are filled.

REQUESTORS ARE ENCOURAGED TO SUBMIT THEIR REQUESTS WITH AS MUCH ADVANCE NOTICE AS POSSIBLE TO ALLOW TIME FOR REVIEW, EXECUTION OF RELATED CONTRACTS AND AGREEMENTS, AND DELIVERY OF DATA.

If the Data Use Request is approved by the HMIS Performance Committee then a Data Use Agreement will be executed between KCRHA and the Organization / Agency requesting the data.

Approved requests are held to the highest ethical standards and must

agree to the stipulations detailed in the Data Use Agreement.

FEES

Prior to generating the data, King County DCHS will provide an estimate of the costs incurred in its preparation. Data requests that take two or fewer hours of total staff time to prepare will be free to the Requestor. For data requests that take more than two hours, staff time in excess of the first two hours will be charged at $100/hour, with a 3-hour minimum. The two-hour time limit is per calendar year and is specific to the organization. Requestors from the same organization but who are clearly working on different projects will be treated as

separate Requestors. Once the request is approved, a Data Use Agreement is executed, and payment received, the data will be provided.

Human Services departments in local jurisdictions in Washington State, the Washington State Department of Social and Human Services, other King County government departments, and

other public governmental agencies in King County, will be exempt from fees to cover the costs of routine data requests. This includes internal requests from other DCHS divisions. However, all other agencies and individuals will be covered by this policy.

Form Date Field*

Project Director Information

Name*

Title*

Organization/Agency*

Mailing Address*

Phone Number*

Phone

Email Address*

Data Request Information

Is this updating a previous Data Use Agreement?*

Select or enter value

If Yes, please provide the Data Use Agreement MOU#*

Are you the Primary Data Steward at your Agency?*

The primary Data Steward is the person to whom data are given and who is responsible for ensuring adherence to the data confidentiality and security policies.

Select or enter value

Name and Contact Information of Primary Data Steward*

Project Summary

Project Title*

Purpose of Project*

Intended Use of the Data*

Will data be used for publication or presentation?*

Select or enter value

Please provide publication/presentation details*

Data Requested

Please list the requested data elements*

Please review the HMIS Data Standards if you are unsure of which data elements are available: https://www.hudexchange.info/programs/hmis/hmis-guides/#hmis-data-and-technical-standards

What population is the data requested for?*

Please indicate whether you would like data for ALL CLIENTS or only HEADS OF HOUSEHOLD. You may also specify demographics (e.g. female gender), household type (e.g. families with children), program type (e.g. transitional housing), or other parameters.

What timeline is the data requested for?*

Please include a start and end date or a defined timeframe (e.g. Calendar Year XXXX).

What date do you need the data by?*

Data Security

Data may only be used for the specific purpose(s) described in this agreement. All persons with data access must maintain the confidentiality of the data and prevent release to unauthorized parties.

Data Storage and Access*

Please describe how data will be stored and only authorized users will have access.

Authorized User Information*

Please list the name, title, affiliation, and role in project for each staff person who will have access to this information.

Subcontractor Information*

Will any subcontractors affiliated with this project use the data during the course of the project?

Select or enter value

Subcontractor Details*

Please identify the individuals and describe the work they will perform. Each subcontractor or other individual is subject to the terms and conditions outlined in the Data Use Agreement.

Contact with Human Subjects

No contacts of any kind can be made with any person whose information is contained in a certificate or data file.

Direct Contact with Individuals or Establishments*

Will the project involve direct contact with individuals or establishments mentioned on the record?

Select or enter value

Notes

Additional Information

If there is any other information pertinent to this request please type it below.

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