Agenda Packets - 1999/10/04 - Laserfiche WebLink

Home Browse Search

Aug 23 99 12: 18p Cit of Columbia Heights 612-782-2801 p. 10 VII. CHALLENGE TO DATA ACCURACY An individual who is the subject of public or private data may contest the accuracy or completeness of that data maintained by the City. The individual must notify the City's responsible authority in writing describing the nature of the disagreement. Within 30 days, the responsible authority or designee must respond and either (1) correct the data found to be inaccurate or incomplete and attempt to notify past recipients of inaccurate or incomplete data, including recipients named by the individual, or (2) notify the individual that the authority believes the data to be correct. An individual who is dissatisfied with the responsible authority's action may appeal to the Commissioner of the Minnesota Department of Administration , using the contested case procedures under Minnesota Statutes Chapter 14. The responsible authority will correct any data if so ordered by the Commissioner. VIII. DATA PROTECTION A. ACCURACY AND CURRENCY OF DATA All employees will be requested,and given appropriate forms where applicable,to provide updated personal information to the appropriate supervisor,Assistant to the City Manager, or Payroll Clerk,which is necessary for tax, insurance, emergency notification, and other personnel purposes. Other people who provide private or confidential information will also be encouraged to provide updated information when appropriate. Division Heads and Department Heads should periodically review forms used to collect data on individuals to delete items that are not necessary and to clarify items that may be ambiguous. 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. The City may include in a written contract the language contained in Exhibit 6.