DATE: September 23, 2025
TO: Board of Supervisors
SUBMITTED BY: Sanja Bugay, Director, Department of Social Services
SUBJECT: Agreement with the California Department of Social Services for Data Privacy and Security
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with the California Department of Social Services to ensure the security and privacy of Personally Identifiable Information, effective upon execution and approval by both parties, through September 1, 2028 ($0).
REPORT
There is no Net County Cost associated with the recommended action. Approval of the recommended action will ensure the Department of Social Services (DSS) has continued access to sensitive and confidential Personally Identifiable Information (PII) obtained for the administration of Social Services programs and obligates DSS to safeguard any PII obtained from the Department of Social Security Administration (SSA), Medi-Cal Eligibility Data System (MEDS), Applicant Income and Eligibility Verification System (IEVS), and the California Statewide Automated Welfare System (CalSAWS). This item is countywide.
ALTERNATIVE ACTION(S):
There is no viable alternative action. Failure to sign the recommended Agreement would result in DSS losing access to information required to administer essential Social Services programs.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action
DISCUSSION:
On May 2, 2017, the Board approved the agreement with CDSS for Data Privacy and Security. On August 20, 2019, the Board approved the agreement with CDSS to continue Data Privacy and Security. On January 19, 2023, CDSS released an All County Letter (ACL) notifying counties of an Amendment to the 2019 CDSS agreement, extending the termination date by one year. On April 11, 2023, the Board approved the execution of the retroactive amendment to the 2019 agreement outlined in the ACL. This agreement with CDSS expired on March 1, 2024, but DSS continued to safeguard PII outlined in the agreement in good faith that CDSS would release a new agreement to be executed. CDSS released an ACL announcing the release of the new Privacy and Security Agreement March 27, 2025.
The Agreement deviates from the standard County Agreement template, as it was drafted by CDSS. Additionally, the exhibits are excluded from the attachment due to their confidential nature but have been reviewed and approved by Counsel. The agreement is effective upon execution by both parties through September 1, 2028. Upon Board approval, the Agreement will be sent to the CDSS for signature and execution.
REFERENCE MATERIAL:
BAI #44, April 11, 2023
BAI #47, August 20, 2019
BAI #45, May 2, 2017
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with CDSS
CAO ANALYST:
Ronald Alexander