Guidelines on Collaboration and Information Security for State DOTs (2023)

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1   The purpose of this study is to develop guidelines for promoting the practice of safe and secure collaboration and sharing of data, information, and knowledge. This document includes a summary of the project’s activities, findings, and conclusions. To help state departments of transportation (DOTs) practice safe and secure collaboration and sharing of data, information, and knowledge, the Transportation Research Board (TRB) engaged Southwest Research Institute (SwRI), with support from Global Dynamic Group, LLC (GDG), to research the factors that impede collaboration and sharing and to develop business requirements and best practices resulting from that research. The TRB is a division of the private, nonprofit National Academies of Sciences, Engineering, and Medicine. This research project’s aim is to guide transportation agencies in the practice of safe and secure collaboration and sharing of data, information, and knowledge. To this purpose, this report summarizes this program’s efforts and informs readers of the following: • Project background – Information on project history and goals • Overview of tasks – Task 1: Perform Literature Review ◾ Performed a strategic literature review including the topics of security, knowledge management, data sharing, collaboration, and existing frameworks and practices. – Task 2: Develop Descriptive and Analytical Framework ◾ Interviewed Subject Matter Experts (SMEs) in state transportation agencies to deter- mine current practices and lessons learned. ◾ Created a document outlining a framework for assessing needs and risks associated with collaboration and the sharing of data and knowledge. – Task 3: Prepare Interim Report 1 ◾ Created use cases representative of types of collaborative efforts that include a variety of stakeholders. ◾ Determined a set of user needs and requirements related to collaboration and the sharing of data and knowledge. – Task 4: Prepare Interim Report 2 ◾ Expanded the use cases by developing scenarios for specific activities. ◾ Analyzed the data collected and determined a mechanism to provide this data in a user-friendly format. – Task 5: Prepare Final Deliverables ◾ Created content for the secure collaboration tool—including requirements, guidance, best practices, and examples. S U M M A R Y Guidelines on Collaboration and Information Security for State DOTs

2 Guidelines on Collaboration and Information Security for State DOTs ◾ Created a PowerPoint presentation and presented findings to date at TRB’s 2022 Annual Meeting. – Task 6: Finalize Project Summary Report ◾ Created this final report to inform readers of the program. ◾ Implementation of research findings and products. ♦ Provided supplemental task information to assist in implementation and usage of task results.