The digital age has transformed how government agencies interact with citizens, and the Open Government Directive issued by the Office of Management and Budget (OMB) in 2009 underscored this shift. This directive mandated federal agencies to establish open government web pages equipped with public feedback mechanisms. In response to this, the Social Security Administration (SSA) adopted a citizen engagement tool powered by IdeaScale.com, a platform designed to foster dialogue and gather public input. This move highlights the importance of innovative career tools in government to enhance transparency and public participation.
IdeaScale serves as a digital forum where citizens can actively contribute to the SSA’s Open Government Plan. The platform allows users to submit ideas for improvement, share comments on existing proposals, and cast votes to express their support or concerns. An “idea” represents a suggestion aimed at refining the Open Government Plan, while “comments” provide a space for public discourse and reactions to these ideas. The voting feature further enables the community to collectively prioritize and evaluate the submitted ideas.
Anyone can visit the SSA’s Open Government website to review the plan and explore the ideas, comments, and votes shared by the public. However, active participation, such as proposing an idea, commenting, or voting, necessitates registration through the IdeaScale tool. This registration process, managed by IdeaScale, requires users to provide certain information to ensure accountability and facilitate communication.
The registration data collected by IdeaScale is limited and focused on enabling user interaction within the platform. The mandatory information includes a valid email address, which serves as the primary means of user identification and communication within the IdeaScale environment. Additionally, users have the option to voluntarily provide their first name, last name, and zip code. This voluntary information can help personalize the user experience and provide aggregated demographic insights, but is not required for participation.
It’s crucial to note that neither the SSA nor IdeaScale collects any other personal information beyond what is willingly provided during registration. The SSA maintains a strict policy against making personal information publicly accessible, except when legally mandated or as outlined in their comprehensive Privacy Policy. Furthermore, the agency explicitly prohibits the sale, rental, exchange, or any unauthorized disclosure of visitor information. Data concerning email addresses and names is protected and only utilized when legally necessary or to address and resolve instances of abusive behavior on the site, ensuring a safe and respectful environment for all users.
IdeaScale’s utilization of email addresses is solely for user identification within the platform, facilitating communication and personalized experiences. The SSA may employ zip codes in an aggregated, anonymized manner to generate metrics, such as gauging the geographic distribution of public responses. This aggregate data analysis aids in understanding the reach and impact of the open government initiatives across different regions.
To safeguard the information collected through IdeaScale, robust administrative and technological controls are implemented. While moderators and administrators have access to publicly submitted ideas and comments to ensure platform integrity and manage content, access to registration data, including email addresses, names, and zip codes, is restricted to system administrators. This data is protected by stringent security measures, including User IDs and passwords for authorized personnel from both IdeaScale and SSA. Access is further limited to only the information necessary for personnel to perform their assigned duties, adhering to the principle of least privilege.
Moreover, the SSA reinforces data security through annual security awareness training for all employees and contractors. This training emphasizes the critical importance of protecting personally identifiable information and highlights the legal repercussions of unauthorized access or disclosure, referencing 5 U.S.C. § 552a(i)(1). Personnel with database access to personally identifiable information are also required to annually sign a sanction document, formally acknowledging their accountability in handling such sensitive data.
Individuals retain significant control over their privacy rights within the IdeaScale platform. Providing registration data is entirely voluntary. Users who choose not to register can still access and view the Open Government website, including ideas and comments. However, they will not be able to actively participate by submitting their own ideas, comments, or votes. This ensures that individuals can engage with the platform at a level of interaction that aligns with their comfort level regarding data sharing.
Furthermore, users have control over the use of their information. Registration data is required only for active participation. IdeaScale stores this data to recognize returning users, enhancing user convenience by eliminating the need for repeated logins. Beyond this functionality, IdeaScale does not utilize the registration data for any other purposes. Users also have the option to manage their browser settings to prevent IdeaScale from recognizing them as returning users, providing an additional layer of control over their online interactions and data.
The data collection through IdeaScale does not necessitate a new system of records under the Privacy Act (5 U.S.C. § 552a) or an alteration to an existing system. Ideas and comments are not stored or retrieved using personal identifiers like email addresses. Therefore, the data collected is not technically classified as being stored within a system of records under the Privacy Act of 1974. While not directly governed by the Privacy Act, the SSA extends privacy protections to participant comments, ideas, and related information under their privacy regulation at 20 C.F.R. Part 401 (http://www.ssa.gov/OP_Home/cfr20/401/401-0000.htm), demonstrating a commitment to safeguarding user information beyond the strict legal requirements.
In conclusion, the SSA’s implementation of IdeaScale exemplifies a strategic approach to enhancing citizen engagement in open government initiatives. This career tool site, ideascale.com, not only facilitates valuable public input but also prioritizes user privacy through robust data protection measures and transparent data handling policies. By balancing accessibility and security, IdeaScale provides a valuable platform for fostering digital democracy and public service innovation.
