Information Sharing & Confidentiality (Interagency Flow)

Pipeline 09C

Transparency note: data-sharing practices vary by state and agency type. Where MOUs or statutes differ, indicators are standardized for comparability but annotated with applicable jurisdictional notes.

Overview

Effective youth case management depends on timely information sharing among courts, probation, education, and health systems—while respecting confidentiality laws such as FERPA, HIPAA, and 42 CFR Part 2. This page outlines common frameworks for exchange, consent practices, and safeguards that maintain privacy while enabling continuity of care.

What We Track

Legal Frameworks

MOUs & interagency agreements current and signed (scope, duration, renewal date)
State & federal statutes cited (FERPA, HIPAA, 42 CFR Part 2, JJRA confidentiality clauses)

Consent & Authorization

Informed consent forms on file (youth & caregiver) with scope and expiration date
Revocation or amendment process documented and accessible

Minimum Necessary

Role-based access controls enforced (user groups, privilege sets)
Automated redaction/filtering for sensitive elements (mental-health notes, victim data)
Periodic reviews of field-level access lists

Audit & Security

Access logs retained (who, what, when) with quarterly review
Encryption standards documented (AES-256 at rest, TLS 1.3 in transit)
Breach-notification procedure with statutory timeframes (≤ 72 hours typical)

Transparency & Privacy Balance

Aggregated indicators published (disparity rates, outcome dashboards) with de-identification thresholds
Statistical disclosure control applied: small-n suppression, top-coding, noise injection where appropriate

Typical Flow

Data request initiated or automated trigger fires (e.g., placement, release)
- Identify data owner & legal authority for disclosure
Consent check applied; limit fields to authorized scope
- Validate signature & expiration; apply role-based filters before export
Transmission through secure channel (API, encrypted email, portal)
- Attach audit timestamp and checksum; verify receipt at destination
Use & retention governed by MOU/statute
- Delete or archive on closure/expiry; prevent re-use outside original purpose
Review & audit performed periodically
- Analyze access logs & anomalies; document corrective actions

Fields

Field	Type	Required	Codeset	Description
pipeline_place_id	uuid	✅	—	Unique identifier for this information-sharing 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 disclosure/export/import occurred (anchor).
jurisdiction_code	string	✅	—	County/parish/circuit or standardized local code.
source_system	string	✅	—	Origin system name (human-readable label).
source_file	string		—	Batch/file id or API job id, if applicable.
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).
request_type_code	enum	✅	request_types.yml#type(4) automated_trigger routine_exchange ad_hoc_request research_use	automated_trigger, routine_exchange, ad_hoc_request, research_use.
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 disclosure.
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 disclosure.
data_directionality_code	enum	✅	data_directionality.yml#direction(3) push pull bidirectional	push, pull, or bidirectional.
governance_framework_codes	array<string>		governance_frameworks.yml#framework(5) FERPA HIPAA 42CFRPart2 state_statute MOU	Applicable frameworks (FERPA, HIPAA, 42CFRPart2, JJRA, MOU, state statute); semicolon-delimited.
agreement_mou_id	string		—	Local id/contract id of governing MOU or agreement.
agreement_status_code	enum		agreement_statuses.yml#status(4) active expired pending_renewal none	Agreement lifecycle status (active, expired, pending_renewal, none).
agreement_start_date	date		—	Agreement effective start date.
agreement_end_date	date		—	Agreement end/expiry date.
statute_citation_codes	array<string>		statutes.yml#citation(8) FERPA HIPAA 42CFRPart2 JJRA_confidentiality CAPTA CJIS state_statute_generic local_policy	Cited legal bases (e.g., FERPA, HIPAA, 42CFRPart2, state statutes); semicolon-delimited.
consent_type_codes	array<string>		consent_types.yml#type⚠️ using consent_types.yml#Type(5) medical education service_referral information_sharing other	Types of consents that apply to this disclosure; semicolon-delimited.
consent_status_code	enum		consent_statuses.yml#status⚠️ using consent_statuses.yml#Status(4) signed pending refused expired	signed, pending, refused, expired.
consent_signed_date	date		—	Date consent was signed (if any).
consent_expiration_date	date		—	Consent expiration date (if scoped/limited).
consent_revoked_flag	boolean		—	True if consent was revoked/amended prior to disclosure.
consent_revoked_date	date		—	Date consent was revoked or amended.
ferpa_sharing_basis_code	enum		ferpa_sharing_bases.yml#basis(6) consent allowable_disclosure mou court_order emergency_safety other	consent, allowable_disclosure, mou, court_order, emergency_safety, other.
access_role_codes	array<string>		access_roles.yml#role(8) probation_officer school_liaison behavioral_health_provider data_steward prosecutor court_clerk researcher_restricted admin	Role groups used to scope fields (e.g., probation_officer, school_liaison); semicolon-delimited.
privilege_set_codes	array<string>		privilege_sets.yml#set(7) read_core read_edu read_health_limited read_health_sensitive read_court read_provider publish_aggregates	Privilege sets applied to the export (read_core, read_edu, read_health_limited, etc.); semicolon-delimited.
disclosure_scope_category_codes	array<string>		disclosure_scope_categories.yml#category(9) education_packet schedule credit_history assessment_results health_summary behavioral_health_summary service_referrals attendance_summary outcomes_aggregated	Data categories released (education_packet, schedule, health_summary, etc.); semicolon-delimited.
sensitive_element_codes	array<string>		sensitive_data_elements.yml#element(8) mh_notes substance_use_treatment hiv_status victim_identifiers sealed_records juvenile_names personal_contact_info other	Sensitive elements present (mh_notes, victim_data, substance_use_treatment); semicolon-delimited.
redaction_method_codes	array<string>		redaction_methods.yml#method(5) field_drop masking tokenization aggregation generalized_codes	Redaction/filtering used (field_drop, tokenization, masking); semicolon-delimited.
access_review_datetime	datetime		—	Timestamp of most recent periodic access review prior to disclosure.
access_review_outcome_code	enum		access_review_outcomes.yml#outcome(3) ok updated_lists remediation_required	ok, updated_lists, remediation_required.
transport_protocol_code	enum	✅	❌ missing in _index.yml	API, SFTP, HTTPS upload, message queue, etc.
encryption_method_code	enum	✅	encryption_methods.yml#method(4) tls pgp aes256 none	TLS, PGP, AES-256, none.
access_log_reference_id	string		—	Reference to access/transport log entry.
audit_review_datetime	datetime		—	Timestamp of audit review for this disclosure.
audit_anomaly_flag	boolean		—	True if audit found anomaly requiring action.
audit_action_codes	array<string>		audit_action_types.yml#action(5) training access_revoked policy_update incident_report notification_sent	Actions taken (training, revocation, policy_update, incident_report); semicolon-delimited.
breach_notification_required_flag	boolean		—	True if incident met breach reporting criteria.
breach_detected_datetime	datetime		—	When the breach was detected.
breach_notified_datetime	datetime		—	When notifications were sent.
breach_timeframe_met_flag	boolean		—	True if notification met statutory timeframe.
breach_severity_code	enum		breach_severity_levels.yml#level(3) minor moderate severe	minor, moderate, severe (local policy-aligned).
publication_allowed_flag	boolean		—	True if aggregated indicators may be published per policy.
sdc_method_codes	array<string>		sdc_methods.yml#method(5) suppression top_coding noise_injection rounding swapping	Statistical disclosure controls used (suppression, top_coding, noise); semicolon-delimited.
suppression_threshold_value	integer		—	Minimum cell size threshold for publication.
top_coding_applied_flag	boolean		—	True if top-coding applied to upper-tail values.
noise_injection_applied_flag	boolean		—	True if calibrated noise was applied to published aggregates.
requestor_staff_id	string		—	Staff who initiated the request.
data_steward_staff_id	string		—	Designated steward for this disclosure.
data_owner_staff_id	string		—	Data owner who approved or denied the disclosure.
digital_handoff_status_code	enum		digital_handoff_statuses.yml#status(4) efile_received api_synced partial failed	efile_received, api_synced, partial, failed (end-to-end disposition).
Download CSVwhat_we_track.csv

Data & Methods

Information-sharing metrics focus on timeliness (request→response hours/days), coverage (percentage of cases with valid consent and successful exchange), and compliance (no unauthorized disclosures). When agencies update MOUs, exchange platforms, or encryption standards, we mark series breaks. Data governance and confidentiality principles derive from Data Governance & Ethical Integration and Data Privacy & Disclosure Control. Quality assurance methods align with Data Quality & Validation, and audit frequency follows Real-Time & Version Control.

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