01/28/2008 Council Packet - Laserfiche WebLink

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• • • Minnesota Government Data Practices Act - 10 - City of Lino Lakes Guidelines & Procedures All records must be disposed of according to the City's records retention schedule. B. Data Safeguards. Private and confidential information will be stored in files or databases which are not readily accessible to individuals who do not have authorized access and which will be secured during hours when the offices are closed. Private and confidential data must be kept only in City offices, except when necessary for City business. Only those employees whose job responsibilities require them to have access will be allowed access to files and records that contain private or confidential information. These employees will be instructed to: • not discuss, disclose, or otherwise release private or confidential data to City employees whose job responsibilities do not require access to the data, • not leave private or confidential data where non - authorized individuals might see it, and • shred private or confidential data before discarding. When a contract with an outside party requires access to private or confidential information, the contracting party will be required to use and disseminate the information consistent with the Act. X. CITY COUNCIL ACCESS TO DATA City council member access to data shall be governed by the Minnesota Government Data Practices Act and be subject to the procedures and requirements of the City of Lino Lakes Guidelines and Procedures for the Minnesota Government Data Practices Act as set forth herein, and as follows: A. Form of Request and Response. Request. Requests will normally be received and processed during business hours (Monday through Friday, 8:00 a.m. to 4:30 p.m., excluding holidays) Requests shall be submitted electronically using the City's Data Request Form and be submitted to the City Administrator and copied to the City Clerk. When requests are received and reviewed, staff will acknowledge by returning the request form indicating if the data is available, the data classification, any applicable charges, and the estimated time required to provide the requested data.