Unlocking the Power of Internal Policymaking in Data Modernization

August 12, 2025 | Lillian Colasurdo

This spring, ASTHO provided an update on recent proposed state legislation to advance public health data modernization and interoperability. While state and territorial legislatures continue to look for ways to streamline public health data access and protect patient-level health information, health departments can make significant changes to their own internal policies and processes to help modernize their systems.

To support agencies, ASTHO created a robust set of resources that explain the importance of such initiatives and offer practical approaches for navigating the data modernization process. These resources can enhance data collection and improve data sharing across jurisdictions, which can lead to better informed and prompt decision-making, ultimately improving health outcomes. Internal policymaking in areas like vendor selection, staff recruitment and retention, and the development of data governance procedures is a specific focus of these tools. These levers can help agencies make more immediate changes, while assessing what legislative policy changes may be necessary later.

Adapting Data Modernization Steps to Your Needs

How to Modernize Data Infrastructure: A Toolkit for Public Health Leaders is an interactive toolkit that offers adaptable step-by-step guidance and resources for transforming outdated data systems into unified, resilient data ecosystems. It covers leadership mobilization, strategic planning, project selection and prioritization, workforce development, partnership and collaboration, sustainability planning, and includes templates and real examples from health departments.

Understanding Data Modernization Levels and Policy Levers

The Data Modernization Primer and Tactical Guides break down the stages and policy levers agency staff should focus on in their data modernization journey. The Primer offers agency leaders foundational knowledge on data modernization efforts and the Data Modernization Tactical Guides go a step further, providing guidance for implementing data infrastructure changes with actionable steps and practical tools (e.g., checklists, planning frameworks, and sample agreements) to help teams turn policy change ideas into action. They assist health department staff at every level, whether just starting out with data modernization or looking to fine-tune existing systems.

• Data Modernization Primer: Guide for State and Territorial Health Officials (PDF) helps executive leaders and agency directors understand the importance of investing in and leading data modernization activities by outlining leadership responsibilities and presenting a roadmap for aligning vision with operational realities.
• Planning Data Modernization Activities (PDF) helps program planners and data modernization directors set up a governance system, assemble cross-functional teams, conduct readiness assessments, and more.
• Identifying and Implementing Data Modernization Projects (PDF) is for program managers, data modernization directors, information technology (IT) teams, and operational leaders. It helps with a range of activities including identifying high-impact modernization projects, prioritizing initiatives, and navigating procurement and vendor onboarding.
• Building, Equipping, and Sustaining a Data Modernization Workforce (PDF) guides human resource leaders, workforce development officers, and hiring managers in identifying necessary data and informatics competencies, creating training plans and ongoing development opportunities, and building long-term sustainability.
• Strengthening Data Modernization Through Collaboration and Partnerships (PDF) helps data modernization directors, partnership coordinators, and interagency liaisons identify/engage with strategic partners, build trust and shared understanding around data priorities, develop collaborative agreements, use policy tools to establish clear expectations and facilitate ongoing coordination, and more.
• Ensuring Long-Term Sustainability of Data Modernization Efforts (PDF) assists budget officers, strategic planners, and executive sponsors with integrating sustainability early on, aligning data modernization with agency-wide strategic/financial priorities, leveraging diverse funding sources, and planning for ongoing maintenance and support of systems.

Exploring Legal and Policy Considerations When Adopting New Technology

Health agencies often cite legal and policy requirements as a challenge in their efforts to adopt public health technologies that support data exchange. ASTHO’s Legal and Policy Considerations for Public Health Technology Adoption: An Exploratory Guide provides a practical, step-by-step framework for navigating these complexities and learning how to work more effectively with legal counsel. While the sequence may vary depending on the health department’s operating environment, core steps include:

• Building (or Leveraging) the Right Team Early: A multidisciplinary team (i.e., program staff, IT, legal counsel, compliance officers, etc.) offers unique insight into how new technology will function, the legal implications of its use, and more.
• Defining the Use Case and Understanding Legal Boundaries: A clear, limited use case for technology adoption informs the legal and process-related parameters necessary to adopt the technology.
• Addressing Procurement and Contractual Requirements: Understanding procurement rules and vendor eligibility requirements upfront can prevent delays. Early access to vendors' terms and conditions can also speed up legal reviews.
• Translating Policy into Practice: Agencies should operationalize legal agreements through detailed timelines, deliverables, roles, and compliance activities.
• Planning for Long-Term Maintenance and Expansion: Technology needs will evolve. It’s important to embed legal agreement renewals and compliance checks into ongoing operations, and revisit legal, technical, and governance considerations when scaling technologies.

Conclusion

Public health success in the 21st century hinges on the ability to collect, share, and act on high-quality data. Whether you're evaluating new tools, negotiating contracts, or navigating data governance, these resources help health departments adopt technologies that are both legally sound and operationally effective. By leveraging these resources, your agency can make significant policy gains that protect health, respond to emerging threats, and deliver data-driven services to the communities you serve.