Data Protection and Use Policy

Supporting the respectful, trusted and transparent use of people's data and information

Sharing Value

Applying the Sharing Value Guideline

The Value Loop

Following the Value Loop when working collaboratively to develop and share valuable insights.

Diagram showing that the Value Loop starts with having an idea about new insights, and finishes with ensuring that they are used and valued by those with an interest.

The overall objectives of the approach

Right Idea: ensure that the work is informed by a good understanding of the topic and that the work is respectful of the people whose information is involved.

Right People: ensure the people involved have interests aligned to the He tāngata Principle, that is, they wish to improve the wellbeing of people or communities. For example, people working in and serving their communities.

Right Information: ensure that the right data (data which is relevant to the idea, and which may include both qualitative and quantitative data: qualitative context can add significant understanding to the insights derived from quantitative data) is used or collected.

Right Use: ensure that the value of the work is maximised through not only how it is done but also who is able to apply it in their own work to achieve better outcomes for people.

Be inclusive from the start

The value of insights depends on having good information to work with, and the relevance of those insights to improve outcomes. Including people with relevant experience and involvement in the provision of services from the start of the work, and throughout it, is likely to make the greatest impact on the eventual quality and value of the insights.

There are a number of reasons to do this, in addition to improving the relevance, usefulness and value of the insights:

  • It will help build capacity and capability in working with data within the social sector. This increases the sector's collective ability to apply insights for improved outcomes, and helps to build trust and confidence through an inclusive approach that recognises shared outcomes.
  • It ensures that knowledge about the availability and quality of information, and what is involved in collecting the information, inform the approach.
  • It can help reduce the effort that may be involved in collecting information, for example, if similar information is already collected for similar purposes and can be lawfully used or shared.

Identify who may be interested

When personal or non-personal information is collected or used for something other than directly working with a service user, consider who else should be involved. Having a range of views, experiences, and skills can help to improve the value and quality of the work.

At each stage of the work identify people/agencies with these areas of experience, so that:

  • Service users: those who provide the information, and are the intended beneficiaries of improved outcomes, can contribute to the thinking and provide their perspectives on the best ways of sharing insights from the information collected from them.
  • Front-line service delivery: those involved in the original collection of information, even when it is ultimately used in a non-personal form, can contribute to the thinking.
  • Community: other agencies involved in providing similar services or with similar service users can influence the work.
  • Contracting and funding, or partnering: those who manage, monitor or account for the performance of funded programmes can ensure their needs are met. These might include government agencies, philanthropic groups, or community trusts.
  • Policy / analysis / research: agencies working on related or similar insights can collaborate to reduce overall effort and increase overall value.
  • Cultural experts: individuals with expertise in using data in a culturally appropriate manner can assist with the development or review of insights, taking into consideration the cultural context.

Create a plan

Create a plan for working together to proactively develop and share insights with people, and communities and agencies with an identified and legitimate interest. This should be incorporated into standard planning processes. Doing this up-front will inform the approach and is critical to the success of the approach. Use this planning stage to evaluate the intention of the work with respect to each of the Policy Principles, consider any ethical concerns and relevant professional codes of practice, and identify and assess any risks or opportunities.

Keep people actively involved during the work

On-going involvement in the work could take a number of forms. These may include:

  • seeking regular feedback from people identified at the outset
  • seeking more formal review of insights in draft form, for example from an advisory group
  • day-to-day involvement from other agencies to develop the insights
  • periodic secondments or more structured collaborative projects.

Share the insights

Think about who might benefit, what they might need, and how they will have access.

Think about the nature of the work and talk to those identified who may be interested in it. Get their views about what approach makes sense to them as well as to your agency.

Even if insights are sensitive in nature, it may still be very useful to share them in an appropriate way with people who can apply them for better outcomes for service users. To ensure the value of the work is realised, the default starting point should be to plan to share the insights, with the onus on those who have the data/insights to justify why they should not be shared more broadly, whether for legal, safety, cultural sensitivity or other reasons.

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In particular, close the loop with those directly involved

This may be the service users themselves, agencies involved in the original collection or creation of data, and people directly involved in doing or reviewing the work.

Each should be given an opportunity to understand the insights created, and to use them. There may be other parties who have an interest, but it's particularly important for trust and confidence reasons to ensure that the loop is closed with those directly involved in the work. It recognises their contribution and increases value through broader application.

Confirm the value and identify learning

For most agencies, the work of developing and applying insights is ongoing. There are multiple 'loops', in which we explore, consider, and apply a growing understanding of how services can work better for people.

Regularly check-in with agencies and communities you've shared insights with, to understand what worked, and what didn’t, and to use this learning to further inform the next cycle of thinking. This process will enable a greater understanding of the value of insights and how they are being used to improve the wellbeing of people. The value of these outcomes can then be communicated back to people who provide their information (see the Transparency and Choice Guideline).