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~: <br />public. Photographic, photostatic, microphotographic, or <br />microfilmed records shall be considered as accessible for <br />convenient use regardless of the size of these records. <br />b. The Responsible Authority shall establish <br />procedures to insure that requests for government data are <br />received and complied with in an appropriate and prompt manner. <br />c. The Responsible Authority or designee shall, <br />upon request by any person, permit that person to inspect <br />and copy government data during the normal business hours of <br />.the city and at places provided by the Responsible Authority,. <br />and if the person requests, that person shall be informed of <br />the data's meaning. The Responsible Authority or designee <br />shall provide copies of government data upon request. The <br />Responsible Authority or designee shall require the requesting <br />person to pay the actual cost of making, certifying and <br />compiling the copies. If the Responsible Authority or <br />designee is not able to provide copies at the time a request <br />is made, the Responsible Authority or designee shall supply <br />copies as soon as reasonably possible. If the Responsible <br />Authority or designee determines that the requested govern- <br />ment data is classified so as to deny the requesting person <br />access, the Responsible Authority or designee shall so inform <br />the requesting person orally at the time of the request, and <br />in writing as soon thereafter as possible, and shall cite the <br />statute, temporary classification, or federal law upon which <br />the determination is made. <br />d. The Responsible Authority shall prepare a <br />public document containing his name, title and address, and a <br />description of each type of record, file, or process relating <br />to private or confidential data on individuals retained by <br />the city. Forms used to collect private and confidential data <br />shall be included in this document. The Responsible Authority <br />shall update the public document annually and make any .changes <br />necessary to maintain the accuracy of the document. <br />e. The Responsible Authority shall establish <br />procedures to assure that all data on individuals is accurate, <br />complete, and current for the purposes for which it was <br />collected; and establish appropriate security safeguards <br />for all records containing data on individuals. <br />f. The Responsible Authority or designee shall <br />prepare summary data from private or confidential data on <br />individuals upon the request of any person, provided that the <br />request is in writing and the cost of preparing the summary <br />data is borne by the requesting person. The Responsible <br />Authority may delegate the power to prepare summary data to the <br />administrative officer responsible for any central depository <br />n <br />LJ <br />-2- <br />