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14 MU125\11\850810.v2 11.3D2 Not leave not public data where unauthorized individuals might see it; 11.3D3 Password protect their computers and lock their computers before leaving work stations; 11.3D4 Secure not public data within locked work spaces and in locked file cabinets; and 11.3D5 Shred not public data before disposing of them. In the event of a temporary duty assigned to a City employee, the employee may access certain not public data for as long as the work is assigned to the employee. 11.4 Data Sharing with Authorized Entities or Individuals. 11.4AWhen a contract with an outside party requires access to not public data, 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. 11.4B In addition to the employees listed in the City’s data inventory (see Appendix A), the Responsible Authority, the City’s criminal prosecutor, the City Attorney, the City Engineer, and the City Building Inspector may have access to all not public data maintained by the City if necessary for specified duties. Any access to not public data will be strictly limited to the data necessary to complete the work assignment. 11.4C State or federal law may authorize the sharing of not public data in specific circumstances. Not public data may be shared with another entity if a federal or state law allows it or mandates it. Individuals will have notice of any sharing in applicable Tennessen warnings, or the City will obtain the individual’s informed consent. The City will also obtain informed consent from an entity submitting not public data for the purposes of a building permit application (Exhibit 11). Any sharing of not public data will be strictly limited to the data necessary or required to comply with the applicable law. 11.5 Penalties for Unlawfully Accessing Not Public Data. The City will utilize penalties for unlawful access by its employees to not public data as provided for in Minnesota Statutes, Section 13.09, if necessary. Penalties include suspension, dismissal, or referring the matter to the appropriate prosecutorial authority who may pursue a criminal misdemeanor charge.