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12 <br />489828v3 DTA MU125-11 <br />9.2F Department heads should periodically conduct quality/validity checks on <br />sample case files that contain data on individuals. <br />10.0 Challenge to Data Accuracy or Completeness. An individual who is the subject of <br />public or private data may contest the accuracy or completeness of that data maintained by the <br />City. The individual must notify the Responsible Authority in writing describing the nature of <br />the disagreement. Within 30 days, the Responsible Authority must respond and either (1) correct <br />the data found to be inaccurate or incomplete and attempt to notify past recipients of inaccurate <br />or incomplete data, including recipients named by the individual; or (2) notify the individual that <br />he or she believes the data to be correct. <br />An individual who is dissatisfied with the Responsible Authority’s action may appeal to the <br />Commissioner of the Minnesota Department of Administration, using the contested case <br />procedures under Minnesota Statutes Chapter 14. The Responsible Authority will correct any <br />data if so ordered to do so by the Commissioner. <br />11.0 Data Protection. <br />11.1 Accuracy and Currency of Data. <br />11.1A All City employees will be requested, and given appropriate forms, to <br />provide updated personal information to the appropriate supervisor, which is <br />necessary for tax, insurance, emergency notification, and other personnel <br />purposes. Other people who provide private or confidential information will also <br />be encouraged to provide updated information when appropriate. <br />11.1B Department heads should, on a yearly basis, review forms used to collect <br />data on individuals to delete items that are not necessary and to clarify items that <br />may be ambiguous. <br />11.1C All records must be disposed of according to the State of Minnesota <br />General Records Retention Schedule. <br />11.2 Data Safeguards. <br />11.2A Private and confidential information will be stored in files or databases <br />which are not readily accessible to individuals who do not have authorized access <br />and which will be secured during hours when the offices are closed. <br />11.2B Private and confidential data must be kept only in City offices, except <br />when necessary for City business. <br />11.2C Only those employees whose job responsibilities require them to have <br />access will be allowed access to files and records that contain private or <br />confidential information. These employees will be instructed to: