Building a Governance Organization. Setting up an informal or formal governance structure or an oversight organization can be accomplished in several ways. There are available studies and detailed information on what elements are required to create a solid governance organization. Before setting up a special governance organization, consult any relevant state statutes. Some general steps that can guide the new organization are identified below: Set the vision for the data-sharing governance Establishing the need for a governance organization is the first step. This will guide how the governance organization is set up as well as the long-term operation of the organization. Clearly define the goals and objectives of the governance organization and data sharing among the partners. Identify the participants and representatives Gather an active, balanced, and accountable membership. Align the membership with the needs and priorities of the group that engages in and is impacted by data sharing. Document membership requirements and identify the roles and responsibilities of the participants and the entities they represent. Routinely assess if the requirements are being met by each participant and that their participation is sanctioned by the entity they represent. Determine how member attrition is handled and how jurisdictional differences are managed. Establish organization documents, committees, and subcommittees Once the organization has defined the why and who should be engaged, the next step is to determine the how. Some tasks included are: • Charter with bylaws – Frequently referred to as articles of incorporation, a charter brings the organization into existence as a legal entity. Bylaws are also legal documents, but they set up the internal structure and rules of the organization (i.e., the framework for internal governance and day-to-day operations). • Committees or subcommittees – Set up temporary or permanent committees or subcommittees. • Policies and procedures – Develop the policies and procedures necessary to operate the organization. • Funding – Determine funding needs and sources. Establish data sharing and policies that achieve goals set in the governance vision With the organization identified, data-sharing systems are implemented and data sharing and its use can begin. • Identify data stewards and owners within each participating entity. • Educate stewards and the organization about data governance. • Implement systems policies and procedures to share data. Maintain and store da...
