# Notice, Email and Disclosure Templates

## Template: Email to initiate a data exchange under IDEA

Subject: Request to exchange data under IDEA

Dear \<insert Data Provider contact name>,

We are both Signatory Entities under the State of California’s Interagency Data Exchange Agreement (IDEA), the umbrella memorandum of understanding that is intended to facilitate data exchange between state entities. If you are unfamiliar with IDEA, you can learn more in the attached FAQ.

We are interested in exchanging the following information with your department and have drafted an initial Business Use Case Proposal (BUCP) as required by IDEA.

\<Insert brief description of data and purpose>

At your convenience, we would like to meet and discuss this request with you. If you feel another contact is more appropriate, please feel free to let us know.

Best,

\<insert Data Recipient name>

## Template: Planning for a BUCP Kickoff Meeting

Use this template to plan for your BUCP Kickoff Meeting.

Suggested attendees:

* Data Recipient. Program contacts that are responsible for the business use case.
* Data Providers. Program contacts that have a deep understanding of the data to exchange and can inform and even advise on the business use case needs.

Inputs to meeting:

* Draft of BUCP (provided by Data Recipient)
* List of available data fields to review and discuss (provided by Data Provider)

Meeting objective: Refine business use case needs and develop preliminary list of data fields

Meeting agenda:

1. Introductions (All parties)
2. Background on business use case purpose and importance (Data Recipient)
3. Discussion of data needs in support of use case (All parties). Use this time to list and start to refine the list of data fields that would meet business use case. Flag (but don’t attempt to resolve) issues that would require legal or security input.
4. Identify next steps. Next steps should include at a minimum the following:
   1. How to finalize list of data elements that are in scope
   2. Legal and security input needed

## Template: Request for Legal Review of BUCP

Subject: Request for Review: \[BUCP Name]&#x20;

Dear \<legal department representative name>,

I am writing to request a legal review of the proposed data sharing project, \<insert BUCP Name>. This project aims to \<insert briefly stated project purpose, e.g., "improve service delivery by integrating data from partner agencies">.&#x20;

Our department is a Signatory Entity under the State of California’s Interagency Data Exchange Agreement (IDEA), the umbrella memorandum of understanding that is intended to facilitate data exchange between state entities. If you are  unfamiliar with IDEA, you can learn more [here](https://docs.data.ca.gov/interagency-data-exchange-idea-guidebook).&#x20;

For this business use case proposal (BUCP), we are committed to adhering to the principles of the IDEA framework, which promotes secure, ethical, and efficient data sharing across organizations. This includes ensuring data is used consistently with its intended purpose, minimizing the data shared to only what's necessary, and adhering to strong privacy and security standards. Part of this framework’s protocol is to have a legal representative review the project proposal.&#x20;

Specifically, I need a registered opinion of the attached proposal, focusing on:

* Compliance with relevant data laws and regulations (e.g., CCPA, HIPPA, etc.).
* Compliance with our department’s relevant governing statutes and laws.
* Contractual review of the data sharing agreement.
* Regulatory compliance and risk assessment.&#x20;

I have attached the BUCP for your review. At your convenience, we would like to meet and discuss this request with you. If you feel another contact is more appropriate, please feel free to let us know.

Thank you,

\[Your Name] \[Your Title] \[Your Contact Information]

## Template: Request for Privacy Review of BUCP&#x20;

Dear \<insert privacy department representative name>,

I am writing to request a legal review of the proposed data sharing project, \<insert BUCP Name>. This project aims to \<insert briefly stated project purpose, e.g., "improve service delivery by integrating data from partner agencies">.&#x20;

Our department is a Signatory Entity under the State of California’s Interagency Data Exchange Agreement (IDEA), the umbrella memorandum of understanding that is intended to facilitate data exchange between state entities. If you are  unfamiliar with IDEA, you can learn more [here](https://docs.data.ca.gov/interagency-data-exchange-idea-guidebook).&#x20;

For this business use case proposal (BUCP), we are committed to adhering to the principles of the IDEA framework, which promotes secure, ethical, and efficient data sharing across organizations. This includes ensuring data is used consistently with its intended purpose, minimizing the data shared to only what's necessary, and adhering to strong privacy and security standards. Part of this framework’s protocol is to have a privacy representative review the project proposal.&#x20;

Specifically, I need a registered opinion of the attached proposal, focusing on:

* Compliance with data privacy regulations (e.g., CCPA, HIPPA, etc.).
* That the handling of data will be ethical
* That an individual’s right to privacy will be protected.&#x20;
* That the data will be used for a clear purpose.&#x20;

I have attached the BUCP for your review. At your convenience, we would like to meet and discuss this request with you. If you feel another contact is more appropriate, please feel free to let us know.

Thank you,

\[Your Name] \[Your Title] \[Your Contact Information]<br>

## Template: Request for Security Review of BUCP

Subject: Request for Review: \[BUCP Name]&#x20;

Dear \<insert security department representative name>,

I am writing to request a legal review of the proposed data sharing project, \<insert BUCP Name>. This project aims to \<insert briefly stated project purpose, e.g., "improve service delivery by integrating data from partner agencies">.&#x20;

Our department is a Signatory Entity under the State of California’s Interagency Data Exchange Agreement (IDEA), the umbrella memorandum of understanding that is intended to facilitate data exchange between state entities. If you are  unfamiliar with IDEA, you can learn more [here](https://docs.data.ca.gov/interagency-data-exchange-idea-guidebook).&#x20;

For this business use case proposal (BUCP), we are committed to adhering to the principles of the IDEA framework, which promotes secure, ethical, and efficient data sharing across organizations. This includes ensuring data is used consistently with its intended purpose, minimizing the data shared to only what's necessary, and adhering to strong privacy and security standards. Part of this framework’s protocol is to have a security representative review the project proposal.&#x20;

Specifically, I need a registered opinion of the attached proposal, focusing on:

* Technological and organizational safeguards in place to protect the data
* The process in which data will be shared and stored is secure. &#x20;

I have attached the BUCP for your review. At your convenience, we would like to meet and discuss this request with you. If you feel another contact is more appropriate, please feel free to let us know.

Thank you,

\[Your Name] \[Your Title] \[Your Contact Information]

## Template: Notice of unauthorized access (provision 8.5)

Subject: Notice of unauthorized access to data exchanged under IDEA

Dear \<insert Data Provider contact name>,

We are both Signatory Entities under the State of California’s Interagency Data Exchange Agreement (IDEA), the umbrella memorandum of understanding that is intended to facilitate data exchange between state entities.

Under IDEA, we negotiated a Business Use Case Proposal (BUCP), attached, in which you provided us with the following data: \<insert brief description of data>.

Under provision 8.5 of IDEA, we are required to notify you that we experienced an instance of unauthorized access as follows:

\<insert brief description of unauthorized access>.

Please let us know if you need any additional information to assess this instance of unauthorized access. We are able to meet at a time of your convenience. Further, our team is reviewing this instance of unauthorized access and identifying any remediations and future mitigation measures to prevent any future unauthorized access.

Best,

\<insert Data Recipient name>

## Template: Notice of security incident (provision 8.6)

Subject: Notice of security incident involving data exchanged under IDEA

Dear \<insert Data Provider contact name>,

We are both Signatory Entities under the State of California’s Interagency Data Exchange Agreement (IDEA), the umbrella memo of understanding that is intended to facilitate data exchange between state entities.

Under IDEA, we negotiated a Business Use Case Proposal (BUCP), attached, in which you provided us with the following data: \<insert brief description of data>.

Under provision 8.6 of IDEA, we are required to notify you that we experienced a security incident relating to this data:

\<insert brief description of unauthorized access and consider attaching a more detailed report>.

Please let us know if you need any additional information to assess this incident. We are able to meet at a time of your convenience. Further, our team is reviewing this incident and identifying any remediations and future mitigation measures to prevent any future security incidents.

Best,

\<insert Data Recipient name>

## Template: Data disclosure language (provision 5.11)

Under IDEA, a Data Recipient may modify data and disclose it consistent with the signed BUCP. If disclosed, the Data Recipient must indicate that the data is modified and not original. We suggest including a footnote as follows:

Note: Our department is not the original source of this data. We have modified this data to support our own business needs. Any inconsistency with the original data is our responsibility.

## Template: Notice to terminate data exchange under IDEA (provision 5.14 - rule change)

Subject: Notice to terminate data exchange under IDEA

CC: Agency Chief Data Officer or the Agency Information Officer

Dear \<insert Data Recipient contact name>,

We are both Signatory Entities under the State of California’s Interagency Data Exchange Agreement (IDEA), the umbrella memorandum of understanding that is intended to facilitate data exchange between state entities.

Under IDEA, we negotiated a Business Use Case Proposal (BUCP), attached, in which we provided you with the following data: \<insert brief description of data>.

Under provision 5.14 of IDEA, we are terminating this agreement due to the following statutory, regulatory, or contractual change which now prohibits our ability to share the data under our BUCP:

\<insert brief description of change and why this requires a termination and any time constraints or requirements for deletion/removal; consider attaching a more detailed report>.

We request to meet and discuss the steps involved in this termination.

Best,

\<insert Data Provider name>

## Template: Notice to terminate data exchange under IDEA (provision 5.14 - Data Recipient’s Acts)

Subject: Notice to terminate data exchange under IDEA

CC: Agency Chief Data Officer or the Agency Information Officer

Dear \<insert Data Recipient contact name>,

We are both Signatory Entities under the State of California’s Interagency Data Exchange Agreement (IDEA), the umbrella memorandum of understanding that is intended to facilitate data exchange between state entities.

Under IDEA, we negotiated a Business Use Case Proposal (BUCP), attached, in which we provided you with the following data: \<insert brief description of data>.

Under provision 5.14 of IDEA, we are terminating this agreement due to your act as described below:

\<insert brief description of Data Recipeint’s act that prompted this termination and why that act should lead to a termination. Describe time constraints or requirements for deletion/removal; consider attaching a more detailed report>.

We request to meet and discuss the steps involved in this termination.

Best,

\<insert Data Provider name>

## Template: Notice to terminate data exchange under IDEA (provision 7.4)

Subject: Notice to terminate data exchange under IDEA due to cause

CC: Statewide Chief Data Officer and Agency Chief Data Officer or the Agency Information Officer

Dear \<insert Data Recipient contact name>,

We are both Signatory Entities under the State of California’s Interagency Data Exchange Agreement (IDEA), the umbrella memorandum of understanding that is intended to facilitate data exchange between state entities.

Under IDEA, we negotiated a Business Use Case Proposal (BUCP), attached, in which we provided you with the following data: \<insert brief description of data>.

Under provision 7.4 of IDEA, we request to terminate this agreement as we believe you, the Data Recipient has violated a material term of our agreement:

\<insert brief description of violation and why this requires a termination and any time constraints or requirements for deletion/removal; consider attaching a more detailed report>.

We request to meet and discuss the steps involved in this termination.

Best,

\<insert Data Provider name>


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