Inventory of the Intergovernmental Board on Electronic Data Processing Records

Processed by Jessica Knox
California State Archives
1020 "O" Street
Sacramento, California 95814
Phone: (916) 653-2246
Fax: (916) 653-7363
Email: ArchivesWeb@sos.ca.gov
URL: http://www.sos.ca.gov/archives/
© 2009
California Secretary of State. All rights reserved.

Inventory of the Intergovernmental Board on Electronic Data Processing Records

Collection number: R304, F3577:154a

California State Archives

Office of the Secretary of State

Sacramento, California
Processed by:
Jessica Knox
Date Completed:
July 2009
Encoded by:
Jessica Knox
© 2009 California Secretary of State. All rights reserved.

Descriptive Summary

Title: Intergovernmental Board on Electronic Data Processing Records
Dates: 1965-1979
Collection number: R304, F3577:154a
Creator: Intergovernmental Board on Electronic Data Processing; Intergovernmental Board on Information Systems
Collection Size: 11 cubic feet of textual records and 10 audiotapes
Repository: California State Archives
Sacramento, California
Abstract: The records of the Intergovernmental Board on Electronic Data Processing consist of eleven cubic feet of textual and audiovisual records spanning the period from 1967-1979. The records document the activities of the Board, which included establishing policies to guide the development and use of electronic data processing technology in state government, reviewing legislation pertaining to the privacy and security of information systems, and providing consulting services to facilitate the adoption of standard electronic data processing policies and procedures.
Physical location: California State Archives
Languages: Languages represented in the collection: English

Administrative Information

Access

While the majority of the records are open for research, any access restrictions are noted in the record series descriptions.

Publication Rights

For permission to reproduce or publish, please contact the California State Archives. Permission for reproduction or publication is given on behalf of the California State Archives as the owner of the physical items. The researcher assumes all responsibility for possible infringement which may arise from reproduction or publication of materials from the California State Archives collections.

Preferred Citation

[Identification of item], Intergovernmental Board on Electronic Data Processing Records, [ID Number], [box and folder number], California State Archives, Office of the Secretary of State, Sacramento, California.

Acquisition and Custodial History

The California State Archives acquired the Intergovernmental Board on Electronic Data Processing Records according to state law.

Administrative History

The State of California purchased its first piece of data processing equipment in 1956. Over a decade later, Governor Ronald Reagan created the first body to oversee the development of electronic data processing technology in state government. Executive Order R6-67 set up the State Automatic Data Processing Policy Committee to advise the Governor on long-range management services plans, programs and policies regarding electronic data processing. The following year, Chapter 1327, Statutes of 1968 formally established the Intergovernmental Board on Electronic Data Processing, replacing the State Automatic Data Processing Policy Committee. The Board initially consisted of twelve members and alternates appointed by the Governor, representing state agencies, county governments, city governments, and school districts.
The Legislature recognized that electronic data processing was "an indispensable tool of modern government," and set out to specify objectives and definitive policies to implement the use of electronic data processing systems within state government. The enacting statute charged the Board with establishing general policies governing the coordination, cost sharing, and maintenance of intergovernmental information systems. The Board functioned in an advisory capacity to the Legislature and the Governor. The board also worked to set minimum standards of compatibility in electronic data processing, in order to ensure the effective exchange of information statewide.
In addition to these duties, the Board was responsible for recommending legislation to protect individual privacy and confidentiality of information that entered intergovernmental information systems. In 1969, the Board established the Privacy and Security Committee to review and evaluate legislation, recommend legislation, and develop guidelines to ensure individual privacy and the security and confidentiality of intergovernmental information systems.
In 1970, membership on the Board increased from twelve to fourteen members (Chapter 1193, Statutes of 1970). The name, composition and functions of the Board changed again with the passage of Chapter 299, Statutes of 1978. The Board became the Intergovernmental Board on Information Systems, and membership increased to 16 members and alternates. The board also received new responsibilities, which included providing consulting services to aid in the application of intergovernmental information system standards, conducting evaluations of existing intergovernmental information systems, and maintaining an inventory of federal information standards and practices.
During the 1977-1978 legislative session, the Legislature deleted all funding for the board from the State Budget. A $10,000 Emergency Fund Allocation was provided in order for the board to settle any outstanding obligations. Anticipating that the Board could become viable again the following year, the Intergovernmental Board on Information Systems continued to technically exist without operation funds. It was officially dissolved in 1981.

Scope and Content

The records of the Intergovernmental Board on Electronic Data Processing consist of eleven cubic feet of textual and audiovisual records spanning the period from 1967-1979. The records document the activities of the Board, which included establishing policies to guide the development and use of electronic data processing technology in state government, reviewing legislation pertaining to the privacy and security of information systems, and providing consulting services to facilitate the adoption of standard electronic data processing policies and procedures. The record group is organized into sixteen series, which include Bill Files, Federal Legislation Files, Agency History Files, Annual Reports, Meeting Files, Budget Files, Technical Advisory Committee Files, Local Education Technical Assistance Committee Files, Privacy and Security Committee Files, Intergovernmental Information Systems Files, Electronic Data Processing Subject Files, Grant Application Review Files, Executive Management Advisory Committee File, Electronic Data Processing Policy Committee File, Aerospace Contract Files, and Publications.
The bulk of the records pertain to the development of intergovernmental information systems and electronic data processing technology. At its inception, the Board set out to establish policies, programs and standards to encourage the development of information systems that could be transferred between agencies and used to facilitate the flow of information throughout the state. In 1970, the Board established an inventory of existing information systems in state and local government. The Intergovernmental Information Systems Files reflect the Board's efforts to maintain this inventory, reviewing information systems to ensure they adhered to policy specifications, making recommendations, and keeping track of the development of each information system. The Board focused a great deal of attention on the privacy, security and confidentiality of information that entered into state electronic data processing programs. The Privacy and Security Committee Files, for instance, contain information on various privacy issues that arose during the existence of the Board, including the right to access public records, confidentiality of education records, and the use of social security numbers as universal identifiers.
The Board was also interested in advancing electronic data processing technology in public schools. The Local Education Technical Assistance Committee Files, for example, contain information regarding the committee's efforts to provide education administrators and education associations with access to computer technology resources and data processing assistance. The committee also provided consulting services, which helped shape the direction and function of education data processing programs. The files reflect the committee's attempts to assist many California school districts in implementing electronic data processing programs.

Accruals

No further accruals are expected.

Indexing Terms

The following terms have been used to index the description of this collection in the library's online public access catalog.
Electronic data processing
Privacy
Education Data processing