Agenda Packets - 2020/05/11 - Laserfiche WebLink

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29 All data are subject to the Minnesota Data Practices Act and the City’s record retention schedule. Such data are also subject to review, destruction, and investigation as allowed or prescribed by law. In general, all electronically stored City data is considered public information unless it is classified otherwise by law. As such, most City data is subject to review by the public. Electronic data is not completely secure, and may be altered or illegally accessed. As a result, employees are discouraged from sending data classified as not public (private or confidential data on individuals, or nonpublic or protected data not on individuals) through e-mail, Internet, or web. The Minnesota Government Data Practices Act (MN Statute § Chapter 13) authorizes cities to release certain information about current and former employees to the public including employee’s name, education and training, title and job description, dates of employment, honors and awards, work location and work phone number. This law is subject to change so direct requests for information about employees to Human Resources. Laws regarding data privacy are strictly followed. It is important that your personnel records are kept accurate and up-to-date. It is your responsibility to notify Human Resources and others as necessary when there is a change in any of the following: • Name (legally changed) • Address • Marital status • Number of dependents (for insurance and tax purposes) • Life insurance and retirement beneficiaries • Telephone number • Emergency contact information • Life event that would cause a need to change your benefits (birth, divorce, death, dependents eligibility change, loss of benefits through another source) • Job function limitations for leaves, workers compensation or ADA Upon written request, employees may review their personnel files no later than seven (7) working days after the request is made. The files are available in the Human Resources Department. The City can deny employees access to their personnel records if access has been granted within the preceding six (6) months unless new data has been collected or created. Any employee who contests the accuracy or completeness of their personnel record should notify the City Administrator in writing of the objections to the contents of the file. The employee should also supply names and addresses of individuals or entities believed to have received information from the personnel file. Within 30 days, the City will either correct the personnel file and attempt to notify individuals believed to have received the incorrect information or will notify the employee that the City considers the data to be correct. Information will not be disseminated from the personnel file without a copy of the employee’s acknowledgment. The employee may appeal the City’s determination that the