Updated Privacy Governance

The Alaska Coalition on Housing and Homelessness (AKCH2) and the Anchorage Coalition to End Homelessness (ACEH) have worked together with the Alaska Homeless Management Information System (AKHMIS) Advisory Board to create statewide privacy standards related to the AKHMIS and the Anchorage and Alaska Balance of State Coordinated Entry Systems (CES). There are important reasons for these updated standards, including but not limited to, providing better coordination of client services across the State of Alaska in a more client-centered manner, developing and managing effective coordinated entry systems, and facilitating community planning. For more information on the updated privacy governance, please see the Alaska CoC Statewide Privacy Policy Update.

There are 8 documents that were updated and align with this updated privacy governance. Brief definitions of the documents, as well as links to the documents, can be found below.

AKHMIS Policies & Procedures
The AKHMIS Policies & Procedures govern the use of the Alaska Homeless Management Information System including the roles and responsibilities of stakeholders involved in AKHMIS.

AKHMIS Organization Partnership Agreement
This Agreement is signed by all AKHMIS-participating organizations and specifies the roles and responsibilities of any AKHMIS-participating organization as it relates to the use of the system.

AKHMIS User Agreement
This Agreement is signed by all AKHMIS end users who directly access and enter client-level data into the system.

AKHMIS Coordinated Services Agreement
This Agreement is used in a situation where an AKHMIS end user from one organization accesses and enters data into the system on behalf of a different organization. This Agreement is signed by the Executive Directors of the organizations involved in the Agreement.

Alaska CoC Statewide Privacy Policy
This is the CoC Privacy Policy that governs how Covered Homeless Organizations (CHOs) can use and disclose personally identifiable information (PII) for both the AKHMIS and Coordinated Entry. This means that this Privacy Policy covers organizations that do not directly access and enter data into AKHMIS but are involved in the community’s Coordinated Entry process. Please also note that this is a baseline Privacy Policy and if a given organization is bound by stricter privacy protections, they must abide by those.

Alaska CoC Statewide Consumer Notice
This Notice MUST BE posted within any organization who has signed an Alaska CoC Statewide Interorganization Data Sharing and Coordinated Services Agreement (see below) and is involved in the uses and disclosures of PII covered under the Alaska CoC Statewide Privacy Policy. This Notice must be available for clients to see easily and intake staff are expected to explain it to clients as they seek services from our homeless services systems.

Alaska CoC Statewide Interorganization Data Sharing and Coordinated Services Agreement
This Agreement allows organizations that have signed it to use and disclose PII between and among each other for the reasons defined in the Alaska CoC Statewide Privacy Policy without the need for client written consent. The Agreement is signed by both organizations that directly access and enter data into AKHMIS and organizations that have access to that information through the Coordinated Entry processes.

Alaska CoC Statewide Security Policy
This is the CoC Security Policy that governs the use of electronic devices and technology to access PII in AKHMIS or for the purposes of Coordinated Entry. This policy governs the security for both organizations that directly access and enter data into AKHMIS and organizations that have access to that information through the Coordinated Entry processes.

Participating Covered Homeless Organizations
This is a list of organizations that have signed the Alaska CoC Statewide Interorganization Data Sharing and Coordinated Services Agreement. This list will be updated over time as more organizations learn the benefits of both AKHMIS and the Coordinated Entry Systems and participate in those processes.