DATE: August 20, 2019
TO: Board of Supervisors
SUBMITTED BY: Delfino E. Neira, Director
Department of Social Services
SUBJECT: Agreement with the California Department of Social Services for Data Privacy and Security and the California Department of Health Care Services for Medi-Cal Privacy and Security
RECOMMENDED ACTION(S):
TITLE
1. 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 by both parties, through September 1, 2022 with an option to extend the agreement for up to six-months ($0).
2. Approve and authorize the Chairman to execute an Agreement with the California Department of Health Care Services to ensure the security and privacy of Medi-Cal Personally Identifiable Information, effective upon execution by both parties, through September 1, 2022 with an option to extend the agreement for up to six-months ($0).
REPORT
Approval of the recommended actions 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 the DSS to safeguard the 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 Statewide Automated Welfare System information (SAWS), with no Net County Cost. This is a countywide item.
ALTERNATIVE ACTION(S):
There is no viable alternative action. The California Department of Social Services (CDSS) and the California Department of Health Care Services (DHCS) have entered into an Inter-Agency Agreement (IAA) with each other and the SSA to require counties to safeguard the provided PII. Failure to sign the recommended Agreements would result in the DSS losing access to information required to administer essential Social Services programs.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended actions.
DISCUSSION:
In its administration of social services programs, DSS utilizes SSA, MEDS, IEVS, and other confidential data for benefit eligibility determinations. The recommended agreements affect the DSS staff and contractors who access, use, or disclose PII to assist in the administration of twelve Social Services programs. PII is information that can be used alone, or in conjunction with any other reasonably available information, to identify a specific individual. PII includes but is not limited to an individual’s name, social security number, driver’s license number, identification number, biometric records, date of birth, place of birth, or mother’s maiden name. The PII may be electronic, paper, verbal, or recorded.
The CDSS agreement and DHCS Agreement very closely resemble each other, with the primary difference being the programs administered. The recommended DHCS Agreement applies to information obtained in the course of administering the Medi-Cal program. The recommended CDSS Agreement applies to information obtained in the course of administering the other eleven Social Services programs.
The CDSS Agreement and the DHCS Agreement deviate from the standard County Agreement template, as they were drafted by the respective agencies. Each agreement is effective upon execution of both parties through September 1, 2022. Upon Board approval, the Agreements will be sent to the state partners for their signature and execution.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with CDSS
On file with Clerk - Agreement with DHCS
CAO ANALYST:
Ronald Alexander