Data Use and Sharing
The U.S. Department of Housing and Urban Development (HUD) requires that each jurisdiction that receives HUD funds have a Homeless Management Information System (HMIS) in place. HMIS is a locally administered, electronic case management system that stores information about clients, meaning the individuals and families who engage with community providers. HMIS helps community planners to identify unmet needs and evaluate our service effectiveness.
Providers only collect information that is needed to provide services, or that we consider relevant to helping us understand the scope and dimensions of homelessness in order to design effective service delivery. Providers do not disclose client information without written consent, except when required by our funders or by law, or for specific administrative or research purposes outlined in our HMIS Privacy Policy.
By requesting information and accepting services from an HMIS-participating provider, clients give consent to enter their personally identifiable information ("PII") and have this information shared with other local HMIS-participating providers. The purpose of sharing PII is to streamline the intake process, avoid repeatedly asking clients the same questions, and improve care coordination.
Beyond PII, clients may sign an HMIS Release of Information ("ROI") form to give their consent to share provider participation information about their time with providers such as services received, residential stays, assessments, and even case notes. Clients can always revoke their consent, thus restricting access to this provider participation information. Note: for clients who are unaccompanied minors or whose personal safety is at risk, provider will never share this information with other providers.
The collection, use, and disclosure of all client information is guided by strict security standards. Clients have the right to see their information collected by providers and request changes if incorrect. A full copy of our agency's HMIS Privacy Policy is available upon request.