Use this checklist to evaluate your organization's current data systems and governance practices against interoperability best practices. Each item represents a concrete, testable criterion.
APIs and Technical Standards
- Our student information system (or primary data system) exposes a documented, standards-compliant API
- We have confirmed that our core vendors support at least one current data standard (Ed-Fi, OneRoster, 1EdTech, FHIR or equivalent)
- Our LMS or primary workflow platform can receive roster data automatically without manual CSV imports
- We have a documented list of all API integrations currently in use
- All active API integrations have designated owners responsible for monitoring them
Data Portability
- We can export a complete copy of our data from each primary vendor without vendor assistance
- Exports from our primary systems are in machine-readable, standard formats (not PDF-only)
- Our vendor contracts include explicit data portability provisions
- We have tested the data export process for our most critical system in the last 12 months
- We know what format our data exports are in and whether other systems can read them
Data Governance
- We have a documented data governance policy that covers data sharing between systems
- We have a designated data governance lead with authority over data decisions
- We maintain a current inventory of what data each vendor holds for us
- All third-party data sharing is covered by signed data use or data sharing agreements
- We conduct annual reviews of data sharing agreements to ensure they remain current
Privacy and Security
- All data flows between systems are authenticated (not open/unauthenticated endpoints)
- We have reviewed what student or sensitive data is accessible via each integration
- We have a process for revoking API access when staff separate or roles change
- We review access logs for unusual activity on data integrations periodically
- New vendor procurement includes review of API documentation and data standard support
Next step: Review the Responsible Vendor Principles to understand what to require from your technology vendors, and use the Vendor Data Questions Guide in your next procurement.