Can Victim Service Providers enter data into HMIS?
Author: Drew | Date Created: December 12, 2018 | Date Updated: August 18, 2025
What this is
This article about Victim Service Providers (VSP) role in HMIS.
Can a VSP enter data into HMIS?
If you work at a program that helps people who have experienced domestic violence, sexual assault, stalking, or human trafficking, you may have questions about using the Homeless Management Information System (HMIS). HMIS is a secure database used to track information about people experiencing homelessness and the services they receive.
However, victim service providers are not allowed to enter client data into HMIS. This rule exists to protect the safety, privacy, and confidentiality of survivors.
What is a Victim Service Provider?
A victim service provider is an agency or program that works directly with people affected by domestic violence, dating violence, sexual assault, or stalking.1 These organizations are often funded by the Violence Against Women Act (VAWA) or the Family Violence Prevention and Services Act (FVPSA).
Because they deal with sensitive and potentially dangerous situations, victim service providers must follow strict rules about client confidentiality.
Why Can't Victim Service Providers Use HMIS?
HMIS is a shared system. That means many different housing and homeless services providers can access parts of the system to coordinate services. While it is secure, it’s not considered secure enough for the highly sensitive information collected by victim service providers.
The U.S. Department of Housing and Urban Development (HUD) does not allow victim service providers to enter any personally identifying information into HMIS. This is to protect the safety of survivors who may be at risk if their information is shared, even accidentally.
What Should Victim Service Providers Use Instead?
Instead of HMIS, victim service providers funded by federal programs like Continuum of Care (CoC) and Emergency Solutions Grant (ESG) must use a comparable database.2 A comparable database is a separate system that:
- Offers the same types of data collection and reporting as HMIS
- Is only accessible to authorized staff within the victim service provider organization
- Follows strict privacy and security rules to keep survivors safe
Also, some Minnesota state-funded programs may allow other ways to report data.3
If an agency receives funding from certain federal sources (like FVPSA, OVC, or OVW—usually managed in Minnesota by the Office of Justice Programs), there are extra rules. These are explained in HUD’s “When to Use a Comparable Database” decision tool.
In Summary
- No, victim service providers cannot enter data into HMIS.
- They must use a comparable database that meets safety and privacy standards.
- This helps ensure that survivors of domestic violence and similar situations are protected.
If you're unsure what applies to your agency or program, you can contact the Helpdesk. If you're part of Violence Free Minnesota (formerly known as the Minnesota Coalition for Battered Women), you can also reach out to them for help.
Footnotes
[1] According to the HEARTH Act, a Victim Service Provider is a nonprofit group whose main job is to help people who have experienced domestic violence, dating violence, sexual assault, or stalking. This includes places like rape crisis centers, women's shelters, and transitional housing programs for domestic violence survivors.
[2] HUD says that a comparable database must be a type of database that works like HMIS. It has to follow the same data, privacy, and security rules as HMIS, and it must be able to create the same types of reports (like .csv files) that HUD requires. You can find more details on HUD’s HMIS Data Standards page.
[3] If you’re not sure what kind of reporting your funder requires, it’s best to ask them directly to make sure you're doing it right.