Privacy and Security: When Is It OK To Share HMIS Data With Non-HMIS Staff In Same Organization

Allowable Reasons for Data Sharing

HMIS users are encouraged to minimize the sharing of AKHMIS data outside of AKHMIS to protect the privacy of clients as much as possible.

However, HMIS users can share AKHMIS data with non-HMIS users at their organization/agency to provide client services.

The Alaska CoC Statewide Privacy Policy and Alaska CoC Statewide Consumer Notice state the following:

This organization may use or disclose information from the AKHMIS (Alaska Homeless Management Information System) and/or the AK CoCs CES (Coordinated Entry System) under the following circumstances:

•          To provide or coordinate services for an individual or household.
•          For functions related to payment or reimbursement for services.
•          To carry out administrative functions.
•          When required by lay.
•          For research and/or evaluation; or
•          For creating deidentified data.

How Can Data Be Shared?

Information from AKHMIS may only be shared in the form of screenshots or downloaded reports.

PLEASE REMEMBER: Access to AKHMIS includes a responsibility to protect client confidentiality. Data shared from AKHMIS must be handled properly and in compliance with agency policy for data of the same category/type. Sharing of protected personal information (PPI) from AKHMIS is not recommended.

Sharing HMIS user account login credentials is NOT allowed only the trained HMIS user to whom an account is provided should use that account to access and view AKHMIS data.

Reminder: Remember, HMIS users should never store passwords on or near a computer to prevent unauthorized access.