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12 MU125\11\850810.v2 9.2D Design forms to collect objective types of data elements whenever possible, rather than data which calls for an opinion or conclusion or other subjective entry. Forms for the collection of data on individuals should request only necessary data. 9.2E Department heads should periodically review forms used to collect data on individuals. Data elements that are not necessary or that lend themselves to ambiguity or subjectivity should be removed and the forms redesigned. 9.2F Department heads should periodically conduct quality/validity checks on sample case files that contain data on individuals. 10.0 Data Accuracy and Completeness. 10.1 Challenge to Data Accuracy or Completeness. An individual who is the subject of public or private data may contest the accuracy or completeness of that data maintained by the City of which they are the subject. “Accurate” means the data are reasonably correct and free from error. “Complete” means the data describe all of the subject’s transactions with the City in a reasonable way. To challenge the accuracy or completeness of data, the individual must notify the City’s Responsible Authority in writing describing the nature of the disagreement. The statement should describe why or how the data are inaccurate or incomplete and should also state what the individual wants the City to do to make the data accurate or complete. 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 Responsible Authority believes the data to be correct. Data in dispute shall be disclosed only if the individual’s statement of disagreement is included with the disclosed data. The Responsible Authority should provide the data subject with a written statement that informs the data subject of the right to appeal and should also provide a copy of Minnesota Rules, Part 1205.1600. An individual who is dissatisfied with the Responsible Authority’s action may appeal to the Commissioner of Administration, using the contested case procedures under Minnesota Statutes, Chapter 14. The Responsible Authority will correct any data if so ordered to do so by the Commissioner. 10.2 City Employee Data. All City employees will be requested, and given appropriate forms, to annually provide updated personal information to the Responsible Authority, as necessary for tax, insurance, emergency notification, and other personnel purposes. Other individuals who provide private or confidential information will also be encouraged to provide updated information when appropriate. 10.3 Review. City department managers should periodically review forms used to collect data on individuals to delete items that are not necessary and to clarify items that