the arrangements in place between the Department and service providers for grants programme reporting, and how those requirements are facilitated by the DSS Data Exchange; and the arrangements that have been put in place between the Department and service providers for the anticipated collection of additional data through follow-up client surveys. Table of recommendations Section 4 of this PIA - - makes recommendations for managing, ‘Analysis’ minimising and eliminating the possible negative impacts that the Department’s operation of the DSS Data Exchange might have on the privacy of individuals. The table below sets out the recommendations that have been made and, for each recommendation, gives a page reference to the relevant part of section 4. Review and update the general APP privacy Department’s policy now to ensure that it reflects the Department’s specific practices for managing personal information in relation to its operation of the DSS Data Exchange. 1 Additionally, regularly review that policy, and update it as 11 necessary, to ensure that it reflects any changes to the specific information handling practices Department’s relating to the DSS Data Exchange. Take appropriate steps to ensure that, when accessing the database in which client-level unit records are stored, database administrators understand why they need to 2 comply with relevant Departmental privacy and security 16 procedures, and how they are to comply with these procedures. To eliminate the risk that the Department is presently operating the DSS Data Exchange in a way that does not comply with APPs 3.1 and 3.3, decide, as a matter of priority, whether the client management system 3 18 functionality of the Exchange will be made available to service providers who undertake programme reporting by way of system to system transfers or bulk uploads. Confirm the need for service providers to store client 4 contact details to facilitate follow-up client surveys. 19 Enhance present arrangements with service providers using the web-based portal as a client management system to ensure that the Department is fully complying 5 20 with APPs 3.3(a)(i) and 3.6 in collecting a personal client’s information from those service providers. Revise the to ensure that the ‘DSS standard notification’ Department is appropriately complying with APP 5 in 6 23 collecting a personal information through service client’s
the arrangements in place between the Department and service providers for grants programme reporting, and how those requirements are facilitated by the DSS Data Exchange; and the arrangements that have been put in place between the Department and service providers for the anticipated collection of additional data through follow-up client surveys. Table of recommendations Section 4 of this PIA - ‘Analysis’ - makes recommendations for managing, minimising and eliminating the possible negative impacts that the Department’s operation of the DSS Data Exchange might have on the privacy of individuals. The table below sets out the recommendations that have been made and, for each recommendation, gives a page reference to the relevant part of section 4. 1 Review and update the Department’s general APP privacy policy now to ensure that it reflects the Department’s specific practices for managing personal information in relation to its operation of the DSS Data Exchange. Additionally, regularly review that policy, and update it as necessary, to ensure that it reflects any changes to the Department’s specific information handling practices relating to the DSS Data Exchange. 11 2 Take appropriate steps to ensure that, when accessing the database in which client-level unit records are stored, database administrators understand why they need to comply with relevant Departmental privacy and security procedures, and how they are to comply with these procedures. 16 3 To eliminate the risk that the Department is presently operating the DSS Data Exchange in a way that does not comply with APPs 3.1 and 3.3, decide, as a matter of priority, whether the client management system functionality of the Exchange will be made available to service providers who undertake programme reporting by way of system to system transfers or bulk uploads. 18 4 Confirm the need for service providers to store client contact details to facilitate follow-up client surveys. 19 5 Enhance present arrangements with service providers using the web-based portal as a client management system to ensure that the Department is fully complying with APPs 3.3(a)(i) and 3.6 in collecting a client’s personal information from those service providers. 20 6 Revise the ‘DSS standard notification’ to ensure that the Department is appropriately complying with APP 5 in collecting a client’s personal information through service 23
privacy_impact_assessment_report_for_dss_data_exchange_-_2015.docx