REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 5, 2023
FROM
JOSHUA DUGAS, Director, Department of Public Health
SUBJECT
Title
Non-Financial Data Privacy and Security Agreement with the California Department of Public Health for Access to a Records System
End
RECOMMENDATION(S)
Recommendation
1. Approve non-financial Data Privacy and Security Agreement with the California Department of Public Health for the California Integrated Vital Records System, for a period of five years, effective upon execution by the California Department of Public Health.
2. Authorize the Health Officer for San Bernardino County to execute the Data Privacy and Security Agreement for the California Integrated Vital Records System, and any subsequent non-substantive amendments, as required by the California Department of Public Health, on behalf of San Bernardino County, subject to review by County Counsel.
3. Direct the Health Officer for San Bernardino County to transmit the Data Privacy and Security Agreement and any subsequent non-substantive amendments to the Clerk of the Board of Supervisors within 30 days of execution.
(Presenter: Joshua Dugas, Director, 387-9146)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health, and Social Service Needs of County Residents.
FINANCIAL IMPACT
The Data Privacy and Security Agreement (Agreement) is non-financial in nature and as such, does not impact Discretionary General Funding (Net County Cost).
BACKGROUND INFORMATION
The California Integrated Vital Records System (Cal-IVRS) Agreement provides the data privacy and security requirements, pursuant the California Department of Public Health (CDPH), for the collection, access, use, and disclosure of Cal-IVRS data. Cal-IVRS is a web-based database used for registering, maintaining, and issuing certified copies of California birth, death, and fetal death certificates. Public health professionals can analyze birth and death data to identify trends, assess the impact of interventions and make informed decisions to improve the overall health and well-being of communities.
Cal-IVRS has collected and created all data in the following CDPH information technology systems/databases:
1. Vital Records Business Intelligence System (VRBIS)
2. Electronic Birth Registration System (EBRS)
3. Electronic Death Registration System (EDRS)
4. Fetal Death Registration System (FDRS)
VRBIS is a secure web-based electronic solution for the State Registrar to store California’s vital records data and to permit local health departments and others to access such data for purposes allowed under California statute, such as epidemiologic analysis, surveillance, and program evaluation, following all applicable laws and regulations concerning vital records data.
EBRS, EDRS, and FDRS are secure, web-based electronic birth, death, and fetal death registration databases maintained by the State Registrar. Access is limited to statutorily defined record preparers, such as hospitals, funeral homes, and coroners, as well as local registrars and the State Registrar, required by statute to register and preserve birth, death, and fetal death certificates.
DPH has had an agreement with CDPH since 2018 for access to Cal-IVRS. On October 2, 2018 (Item No. 15), the Board of Supervisors approved Agreement No. 18-750 with CDPH for access to the Cal-IVRS. The agreement was effective October 24, 2018 through October 23, 2023. Approval of this item will allow the Department of Public Health to continue to have access to Cal-IVRS data for statistical analysis, public health surveillance and program evaluation.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by Human Services Contracts (Patty Steven, Contracts Manager, 388-0241) on November 7, 2023; County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on November 9, 2023; Finance (Paul Garcia, Administrative Analyst, 386-8392) on November 13, 2023; and County Finance and Administration (Cheryl Adams, Deputy Executive Officer, 388-0238) on November 15, 2023.