What was the challenge?
To know:
- When consent and authorization is required to use non-diagnostic media
and - Which method to use
The context
Mayo Clinic operates in a highly regulated environment of research data standards, national regulations and local laws and regulations. The Media Asset Management system is an enterprise-wide utility with over 120,000 possible users. The usage and rights management must be robust enough to cover highly complex situations, yet simple enough for users to understand.
What was done
- Established a shared understanding of best practices for consent and authorization of non-diagnostic media across the enterprise.
- Updated methods and created new ones to cover the provision of consents and authorizations.
- Created a quick reference guide explaining which method to use, when, and for which group of participants.
- Delivered mandatory training for all MAM users that included robust consent and authorization training.
How it was done
- We tracked questions related to media consent and authorization, highlighting common themes or misconceptions.
- We worked with the privacy/compliance office as a true partner.
- We collaborated with legal, HR legal/employee relations, enterprise compliance, and multimedia production services to ensure all regulations were evaluated and risks addressed.
- We used an instructional designer to build training materials with clear learning objectives and interactive modules.
The outcome
- We have positive reviews of the course.
- Now everyone is directed to one source of truth in the quick reference guide.
- Adoption and compliance have improved
- The number of assets that can be used externally has increased.
What do you wish you had done differently?
Built a shared governance structure earlier. It took a lot of time to build a fully shared understanding and to resolve issues.
What’s next?
Build a governing body for questions related to consent and authorization questions and concerns. The group has been authorized and a chair has been selected. Iterate, iterate and iterate!
