Title

Start

Duration

Open

​

​

Call to Order

• Roll Call and Introductions
• Approval of September Minutes
• October Agenda and Objectives�

Amy Bhikha, Chair

​

12:00

​

5min

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New Business

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​

Presentations from Subcommittees

• Data Governance
• Feedback on Data Lifecycle
• Feedback on Data Lifecycle RACI
• Feedback on Retentions Policy and Reconciliation Process
• Data Inventory
• Project Update
• Data Sharing
• Vote on Data Sharing Agreement Template
• Updates to Data Sharing Risk/Barriers, Policies and Procedures and Lexicons

Subcommittee Leads

​

12:05

50 min

Annual Report

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Website Additions

Please verify your title and edit as needed

​

Amy Bhikha, Chair and Katherine Hochevar

12:55

​

25 min

​

Open Discussion,Future Topics�

GDAB Members

1:20

5 min

GDAB Meeting Closing Remarks

• Open Discussion
• Recap Action Items
• Future Agenda Items
• Adjourn Public Meeting

​

1:25

5 min

Highlights

Milestones

Action

​

• Groups are continuing to meet regularly.
• PII Protocol is in process.
• Data lifecycle RACI draft
• Reconciliation Policy
• Data Retention Template

​

​

• PII Definition Approved
• Data Lifecycle Steps

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• Data Lifecycle RACI
• Reconciliation Policy Review
• Retention Template Review

​

​

​

Statewide Advisory

Agency Governance

OIT / Technology Support

Life Cycle Step

Task

GDAB

Agency

Level

Division /

Program

Level

OIT

Vendor

Plan

Create a Data Management Plan(s)

I, R, A

R,A, C

I

C

​

Plan

Create Data Strategies

R, A

C

I

I

​

Plan

Document Concepts, Roles and Responsibilities

R, A

C

I

I

​

Plan

Data Governance & Use

R, A

I

I

C

​

​

​

​

​

​

​

​

Collection and Creation

Quality Assurance Plan?

I

A

R

C

​

Collection and Creation

Data Entry, Capture & Creation

I

A

R

C

​

Collection and Creation

File Naming Conventions, & Directory Structure

I

A

R

C

​

Collection and Creation

Version Control

I

A

R

C

​

​

​

​

​

​

​

​

Storage and Management

Storage and Management

I

A

C

R

​

Storage and Management

Data Integrity

I

R, A

C

R

​

Storage and Management

Data Security

I

A

C

R

​

Storage and Management

Data Protection & Recovery

I

A

C

R

​

​

​

Statewide Advisory

Agency Governance

OIT / Technology Support

Life Cycle Step

Task

GDAB

Agency

Level

Division /

Program

Level

OIT

Vendor

​

​

​

​

​

​

​

Curation

Data validation

I

I

R,A

C

​

Curation

Validating and adding metadata

I

I

R,A

C

​

Curation

Documenting, cataloging and contextualizing data

I

I, C

A

R

​

​

​

​

​

​

​

​

Share and Use

​

I

C

A

R*

​

Share and Use

Policy & Procedures for Data Use

I

R, A

I

C

​

Share and Use

Data Sterilization & Access Control

I, C

A

I

R

​

Share and Use

Data Sharing & Use

I, C

R, A

R

R

​

​

​

​

​

​

​

​

Archive/Dispose

​

I

C

R,A

R

​

Archive/Dispose

Retention Policies & Procedures

I

R, A

I

C

​

Archive/Dispose

Restoration Policies & Porcedures

I

R, A

I

C

​

Archive/Dispose

Data Disposal

I

A

C

R

​

Data Asset Name / Description

Describe the Physical or Electronic Location

Applicable Retention Rules / Laws

Retention and Disposition Action

Example Data Set

Server X

Insert Statute, Law, Rule, etc. governing retention

Retain for X years then destroy, archive, retain indefinitely, etc.

​

​

​

​

Feedback requested

• Reconciliation Process
• Retention Template

Highlights

Milestones

Next Steps

​

• Inventory process is ongoing.
• Inventory is due Oct 15.

​

​

• Inventory template approved (July).
• User Guide and Definitions created (August).

​

• The sub-committee has been discussing how often the template should be updated and when that would be due. Working on recommendations for a process to request updates (Dropdowns or add/remove columns).
• Work on a recommendation of how often inventories should be updated.
• Determine future meeting cadence.

​

​

Highlights

Milestones

Items for Vote

​

​

• Data Sharing Standards and Terms
• Data Sharing Policy and Procedures well under way, currently refining procedures

​

​

​

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• Data sharing barriers and risks/mitigations spreadsheet will ready for GDAB review.

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• Inter-agency Data Sharing Agreement template