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Privacy Policy Development Guide: A Comprehensive Handbook for Writing Effective Privacy Policies

This guidebook provides a step-by-step approach to developing privacy policies, covering key topics such as privacy and information quality, governance, planning, and implementation. It includes practical resources and examples to assist in the policy development process.

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Privacy Policy Development Guide: A Comprehensive Handbook for Writing Effective Privacy Policies

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  1. Global Privacy and Information Quality Working Group

  2. Product II Privacy Policy Development Guide

  3. Message From the Chair “The foundations for privacy policy exist in our current laws and customs. Constitutions, statutes, regulations, policies, procedures, and common law requirements still control the obligations of the justice entities to collect and share information within legal limits.”

  4. The Change “Clear articulation of rules that control justice information sharing in a manner that translates into systems requirements for systems developers and information managers.”

  5. The Audience The guidebook has been developed to assist the individual who is assigned the task of writing a privacy policy.

  6. The Process “A step-by-step guide on team effort to develop and articulate privacy policy.”

  7. Section 3 Privacy Policy Overview 3.1What Is a Privacy Policy? 3.2 The Intersection Between Privacy and Information Quality 3.2.1 What Is Information Quality? 3.2.2 Impact of Data Quality on Privacy and Public Access 3.2.3 What Generates Data Quality Issues? 3.2.4 Future Guidance Statement

  8. Section 4 Governance 4.1 Identifying the Champion 4.2 Resource Justification 4.3 Identifying the Project Leader 4.4 Building the Project Team and Stakeholder Contacts

  9. Section 5 Planning 5.1 Developing a Vision, Mission, Values Statement, and Goals and Objectives 5.1.1 Vision Statement 5.1.2 Mission Statement 5.1.3 Values Statement 5.1.4 Goals and Objectives 5.2 Writing the Charter

  10. Section 6 Process 6.1 Understanding Information Exchanges 6.1.1 Tools to Assist With Understanding the Flow of Information 6.2 Analyzing the Legal Requirements 6.2.1 Introduction 6.2.2 Approach to the Legal Analysis 6.2.3 Focusing the Legal Analysis 6.2.4 Performing the Legal Analysis 6.2.5 Checklist 6.2.6 Resources

  11. Section 6 Process (continued) 6.3 Using FIPs as a Starting Point (law enforcement exception discussion) 6.4 Identifying Critical Issues and Policy Gaps

  12. Section 7 Product (Developing the Elements of the Privacy Policy) 7.1 Vision and Scope for the Privacy Policy 7.2 Outline and Organizational Structure 7.2.1 Introduction 7.2.2 Definitions 7.2.3 Applicability 7.2.4 Legal Requirements and Policy Guidance 7.2.5 Accountability (responsibility for implementation/ compliance monitor) 7.2.6 Process for Revisions and Amendments

  13. Section 7 Product (continued) 7.3 Writing the Privacy Policy 7.3.1 Making the Policy Choices—Filling in the Gaps 7.4 Vetting the Privacy Policy 7.5 Resources 7.5.1 Some Common Elements of Current Policies 7.5.2 Policy Example(s)

  14. Section 8 Implementation 8.1 Formal Adoption of the Policy 8.2 Publication 8.3 Outreach 8.4 Training

  15. Appendices • Appendix A – Case Study • Illinois Criminal Justice Information Authority and Illinois Integrated Justice Information System (IIJIS) • Appendix B – Definitions • Appendix C – Acknowledgements • Appendix D – Compendium

  16. Next Steps on Privacy • GAC input on the Privacy Policy Development Guide • Compendium of state and privacy laws and available Attorney General opinions • Examples of privacy policies • GAC input on next steps on information quality

  17. Next Steps on Information Quality • Goals and objectives • Identification of subject-matter experts • Guidance on information quality issues • Guidance on developing information quality policies

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