Agenda Packets - 2010/11/22 - Laserfiche WebLink

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12 371276v3 SJS MU125-11 11.1A All City employees will be requested, and given appropriate forms, to provide updated personal information to the appropriate supervisor, 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. 11.1B Department heads should, on a yearly basis, review forms used to collect data on individuals to delete items that are not necessary and to clarify items that may be ambiguous. 11.1C All records must be disposed of according to the State of Minnesota General Records Retention Schedule. 11.2 Data Safeguards. 11.2A 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. 11.2B Private and confidential data must be kept only in City offices, except when necessary for City business. 11.2C 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: 11.2C1 Not discuss, disclose, or otherwise release private or confidential data to anyone who is not authorized to access the data including City employees or officials whose job responsibilities do not require access to the data; 11.2C2 Not leave private or confidential data where non-authorized individuals might see it; and 11.2C3 Shred private or confidential data before discarding. 11.2D 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 must include in a written contract the language contained in Exhibit 10 or substantially similar language.