Read first time 02/20/2003.   Referred to Committee on State Government.

     AN ACT Relating to identification numbers issued by state agencies; creating a new section; and providing an expiration date.

BE IT ENACTED BY THE LEGISLATURE OF THE STATE OF WASHINGTON:

NEW SECTION.  Sec. 1   (1) The legislature finds that agencies frequently maintain data warehouses that contain various information regarding persons who do business with, provide services to, and receive services from the state. The legislature further finds that instances exist where the accurate and timely exchange of data among agencies would be to the benefit of Washington citizens. Therefore, the office of financial management shall convene a common data definition work group to evaluate the feasibility and challenges of creating a common data definition for the state. The work group shall include consideration of all instances in which state agencies collect uniquely identifying information regarding persons and businesses that provide services to the state, receive services from the state, file claims with or against the state, receive benefits from the state, enter into contracts with the state, make payments to the state, or otherwise conduct business with the state.
     (2) The common data definition work group shall include at least one representative from at least the following state agencies:
     (a) The office of financial management;
     (b) The department of social and health services;
     (c) The department of revenue;
     (d) The department of labor and industries;
     (e) The health care authority;
     (f) The employment security department;
     (g) The higher education coordinating board;
     (h) The department of corrections;
     (i) The department of personnel;
     (j) The department of retirement systems;
     (k) The department of financial institutions;
     (l) The department of licensing;
     (m) The department of health;
     (n) The department of veterans affairs;
     (o) The department of information services;
     (p) The office of superintendent of public instruction;
     (q) The office of the secretary of state;
     (r) The department of community, trade, and economic development;
     (s) The department of fish and wildlife;
     (t) The office of the state auditor; and
     (u) The work force training and education coordinating board.
     (3) The office of financial management shall facilitate and provide staff support to the common data definition work group. The common data definition work group must examine the following topics:
     (a) The manual or automated system that each agency uses to collect, store, and exchange uniquely identifying information;
     (b) The information associated with each record, including personally identifying information;
     (c) The requirements and procedures provided in state and federal law to protect privacy and to prevent the unauthorized release of information;
     (d) The processes each agency has in place to prevent the unauthorized release of information;
     (e) The processes each agency has in place to lawfully exchange information with other state agencies, local government agencies, the federal government, and other authorized parties;
     (f) The challenges of creating a common data definition;
     (g) The challenges of maintaining data integrity and accuracy when sharing or exchanging data; and
     (h) The processes necessary to ensure that the information associated with each individual or business is only accessible to those persons authorized to have access.
     (4) The common data definition work group shall provide at least seven days' notice of the date, time, location, and agenda of each meeting to every member of the house of representatives and the senate. Notice must be mailed to the Olympia office and, where applicable, to the district office of every member of the house of representatives and the senate. The common data definition work group shall issue a progress report to the appropriate standing committees of the legislature no later than January 31, 2004. The report shall include findings and recommendations on the feasibility of creating and maintaining a common data definition, whether to create such a definition and, if so, how to create the definition.
     (5) This section expires December 31, 2004.