Data Handoffs & Continuity of Information (Within the Pipeline)

Pipeline 9A

Transparency note: variations in agency system architecture and timing can create temporary breaks in continuity. Each handoff metric includes coverage and timeliness notes in the metadata.

Overview

As youth cases move between agencies—probation, courts, detention, education, and reentry—key records must follow them. Each transfer (or “handoff”) involves data mapping, timing, and verification steps. Maintaining continuity ensures that risk assessments, court outcomes, and service plans are accessible at every stage. This page describes the structure of those information flows and how they are measured.

What We Track

Agency Interfaces

Number & type of systems participating
- Case management (probation)
- Court / prosecutor
- Detention / placement
- Education (LEA/SEA)
- Health / BH providers
Directionality mapped (push, pull, bidirectional)

Identifiers & Matching

Unique IDs in each system (case #, person ID, education ID, medical MRN)
Matching rules documented:
- Deterministic (exact ID / DOB / name)
- Probabilistic (score thresholds; clerical review queue)
Error rates tracked (false match / missed match)

Timing (Handoff Durations)

Elapsed time between key events
- Adjudication → probation start
- Release → reentry referral
- Referral → service first appointment
SLA targets (e.g., ≤24h court → probation; ≤7d release → contact)

Reconciliation & Audit Trail

Duplicate detection & resolution steps defined
Mismatch correction workflow (owner, deadline, evidence)
Handoff success logged (receipt ID, import status, retry count)

Governance

MOUs & data-sharing agreements (scope, permitted uses, retention)
Designated data steward per handoff; escalation path for exceptions
Security & privacy: FERPA/HIPAA alignment; secure transport (API/SFTP); access logging

Typical Flow

Case event (e.g., intake completed, hearing held) triggers transmission
- Event → export mapped; payload schema version noted
Record transfer via secure API or batch upload
- Encrypt in transit; include checksum/receipt; queue retries on failure
Reconciliation at receiving system verifies match
- Use IDs + demographics; log errors to worklist with owner & due date
Confirmation of successful handoff recorded; status updated
- Attach receipt ID; advance case stage; notify stakeholders if needed
Exception handling for missing/rejected records
- Escalation path: steward → supervisor → interagency contact; document resolution

Fields

Field	Type	Required	Codeset	Description
pipeline_place_id	uuid	✅	—	Unique identifier for this data handoff record.
pipeline_stage_id	enum	✅	stages.yml#stage_key(8) intake detention adjudication disposition supervision commitment_and_placement reentry closure	One of the canonical stages; here = reentry_aftercare.
pipeline_place_key	enum	✅	pipeline_places.yml#place_key(45) intake pre_petition_diversion_and_deflection diversion youth_assessment_tools prosecutorial_screening status_offenses adjudication case_planning family_engagement case_timeliness language_access restorative_justice detention_screening community_atds electronic_monitoring court_appearance_and_fta initial_hearing pretrial_supervision probation intensive_supervision …and 25 more	Canonical key for this place (maps to route/slug).
occurred_datetime	datetime	✅	—	Timestamp when the handoff was initiated or received (anchor).
jurisdiction_code	string	✅	—	County/parish/circuit or standardized local code.
source_system	string	✅	—	Origin system name (human-readable label).
source_file	string		—	Source batch/file id or API job id.
extract_run_id	string		—	ETL run id for lineage.
series_break_flag	boolean		—	Comparability break applies to this row.
series_break_reason	enum		series_breaks.yml#reason(4) definition_change vendor_change coverage_change policy_change	Reason for break (policy/process/tool change).
sending_system_code	enum	✅	interface_systems.yml#system(12) probation_cms court_cms prosecutor_cms detention_mis placement_ehr education_sis state_education_data_warehouse health_ehr behavioral_health_ehr reentry_coordination_tool data_lake other	System initiating the handoff.
receiving_system_code	enum	✅	interface_systems.yml#system(12) probation_cms court_cms prosecutor_cms detention_mis placement_ehr education_sis state_education_data_warehouse health_ehr behavioral_health_ehr reentry_coordination_tool data_lake other	System receiving the handoff.
data_directionality_code	enum	✅	data_directionality.yml#direction(3) push pull bidirectional	push, pull, or bidirectional.
identifier_types	array<string>		identifier_types.yml#id_type(8) case_number docket_number person_uid education_id medical_mrn provider_client_id state_id other	Types of identifiers present in payload (case
match_method_code	enum		matching_methods.yml#method(3) deterministic probabilistic clerical_review	Matching approach used (deterministic/probabilistic/clerical_review).
match_score	number		—	Probabilistic match score (0–1 or 0–100 per local definition).
match_outcome_code	enum		match_outcomes.yml#outcome(6) auto_match auto_no_match clerical_queue confirmed_match confirmed_no_match merged_duplicate	Outcome of the matching step (auto_match, clerical_queue, confirmed_no_match, etc.).
clerical_review_required_flag	boolean		—	True if a human review queue was required.
clerical_review_outcome_code	enum		match_outcomes.yml#outcome(6) auto_match auto_no_match clerical_queue confirmed_match confirmed_no_match merged_duplicate	Final outcome after clerical review (if applicable).
matching_evidence_codes	array<string>		matching_evidence_types.yml#evidence(7) id_match name_dob address school_record court_order provider_intake other	Evidence used for match confirmation; semicolon-delimited.
source_event_code	enum		sla_event_types.yml#event(6) adjudication probation_start release reentry_referral referral first_appointment	Event at the sending side (e.g., adjudication, release, referral).
source_event_datetime	datetime		—	Timestamp of the source event that should trigger the handoff.
target_event_code	enum		sla_event_types.yml#event(6) adjudication probation_start release reentry_referral referral first_appointment	Expected receiving-side anchor (e.g., probation_start, first_appointment).
target_event_datetime	datetime		—	Timestamp of the receiving anchor when available.
elapsed_minutes_between_events	integer		—	Structural store of minutes between source_event_datetime and target_event_datetime.
sla_type_code	enum		sla_types.yml#sla(4) court_to_probation release_to_contact referral_to_first_appointment other	SLA being checked (court→probation, release→contact, referral→first_appointment).
transport_protocol_code	enum		❌ missing in _index.yml	API, SFTP, HTTPS upload, message queue.
encryption_method_code	enum		encryption_methods.yml#method(4) tls pgp aes256 none	TLS, PGP, AES-256, none.
payload_schema_version	string		—	Semantic version string for payload/schema contract.
payload_checksum	string		—	Checksum or hash for integrity verification.
receipt_id	string		—	Acknowledgment/receipt id from receiving system.
import_status_code	enum		import_statuses.yml#status(6) received validated imported partial failed retried	received, validated, imported, partial, failed, retried.
retry_count	integer		—	Number of retry attempts.
digital_handoff_status_code	enum		digital_handoff_statuses.yml#status(4) efile_received api_synced partial failed	efile_received, api_synced, partial, failed (overall).
reconciliation_action_codes	array<string>		reconciliation_actions.yml#action(6) duplicate_detected merged corrected rejected rerouted queued_review	Actions taken to resolve duplicates/mismatches; semicolon-delimited.
error_type_codes	array<string>		handoff_error_types.yml#type(8) false_match missed_match schema_validation authentication authorization timeout connectivity other	Categorized errors (false_match, missed_match, schema_validation, auth, timeout, other); semicolon-delimited.
worklist_owner_staff_id	string		—	Staff responsible for resolving the exception.
worklist_due_date	date		—	Target resolution date for exception.
governance_framework_codes	array<string>		governance_frameworks.yml#framework(5) FERPA HIPAA 42CFRPart2 state_statute MOU	Applicable privacy/data-sharing regimes (FERPA, HIPAA, 42 CFR Part 2, MOU, state statute); semicolon-delimited.
data_steward_staff_id	string		—	Designated steward for this handoff per governance.
access_log_reference_id	string		—	Reference to access/transport log entry in security tooling.
Download CSVwhat_we_track.csv

Data & Methods

Each handoff is measured as a record transfer rate: the proportion of eligible events transmitted successfully within a target time window (e.g., 48 hours). Timeliness is tracked using event timestamps; reconciliation is measured as the share of matches resolved without manual correction. Data standards follow Data Interoperability & Architecture and confidentiality rules in Data Governance & Ethical Integration. When interfaces are upgraded or schema change, we mark series breaks following Series Breaks & Definition Changes. Suppression and validation protocols align with Data Quality & Validation.

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