IDEA 101

The Interagency Data Exchange Agreement (IDEA) makes it easy for state departments to share data with each other.

What you can use the IDEA for

IDEA is designed for data protected by state and federal laws. They can have:

• Privacy or security concerns. Examples include personal or sensitive information, like security-related data
• Rules about when it can be shared and how it can be used
• Rules about what happens if the data is exposed. These are often called notice triggering events. They include:
  • Disclosure requirements
  • Appropriate use
  • Breach notifications

Sharing data through the IDEA doesn't change its legal protections. It is generally exempt from the Public Records Act. If the data is confidential, it stays confidential when you share it with another entity. You can share confidential data with contractors, or business associates if:

• The BUCP allows it
• They have a written agreement to protect the data
• You remain responsible for how they use it

How the IDEA helps you

The IDEA:

• Reduces time and work negotiating terms. At the California Health Human Services Agency, completion time went from 2-3 years to 79 days.
• Makes data sharing the norm. Most data sharing negotiations start from a position of “no.” The IDEA starts with a commitment to data sharing and collaboration to improve services.
• Reduces duplication of resources and workload. The IDEA lets you focus on the data elements and logistics instead of making an agreement.
• Keeps your privacy and security practices consistent. Signatories must fulfill Chapter 5300 of the State Administrative Manual. You can add more security and privacy requirements to your BUCP. Base extra requirements on risk or existing rules and regulations.
• Defines what to do when agencies don’t agree.
• Helps improve government services through easier data sharing.

How to join the IDEA

If your agency signed the IDEA, your department doesn’t need to sign it. You might need to sign the IDEA if:

• Your department is not subject to the Governor’s authority
• You work for an independent board or commission

Signing IDEA does not require your department to share data. Your entity has the right to allow or decline data exchange under a BUCP.

The Statewide Chief Data Officer manages IDEA. Email [caldata@innovation.ca.gov] to start the process.

Read the full agreement

You can get all the details about IDEA in the full agreement.

Help us make the IDEA better

We want your feedback on how we can make the IDEA and this guidebook better. You can give us feedback:

• When you submit a BUCP through the inventory form
• Through our feedback form

Updates to the IDEA apply to agreements made after the update.