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190435v1 <br />6 <br />Deleted: 1¶ <br />¶ <br />• The individual who is the data subject, but only once every six (6) months, unless a <br />dispute has arisen or additional data has been collected. <br />• A person who has been given access by the express written consent of the data <br />subject. This consent must be on the form attached as Exhibit 3, or a form reasonably <br />similar. <br />• People who are authorized access by the federal, state, or local law or by court order. <br />• People about whom the individual was advised at the time the data was collected. The <br />identity of those people must be part of the Tennessen Warning, attached as Exhibit 7. <br />• City staff and outside agents (such as attorneys) whose work assignments or <br />responsibilities reasonably require access. City Council’s access to private personnel <br />data is limited to instances when an employee is facing a complaint or disciplinary <br />action is being considered. <br /> Confidential information may not be given to the subject of the data, but may be shown or <br />given to: <br />• Anyone who are authorized by federal, state, or local law or by court order. <br />• City staff, City Council, and outside agents (such as attorneys) whose work <br />assignments or responsibilities reasonably require access. <br /> B. Form of Request. Anyone may request verbally or in writing information that the City has <br />as stored data about any individual, whether that data is classified as public, private, or <br />confidential. <br />All requests to see or copy private or confidential information must be in writing. An <br />Information Disclosure Request, attached as Exhibit 4, must be completed to document <br />who requests and who receives this information. The Responsible Authority or designee <br />must complete the relevant portions of the form. The Responsible Authority or designee <br />may waive the use of this form if there is other documentation of the requesting party's <br />identity, the information requested, and the City's response. A response to a request for <br />data relating to litigation will be made after consultation with the City Attorney. <br /> C. Identification of Requesting Party. The Responsible Authority or designee must verify <br />the identity of the requesting party as a person entitled to access. This can be through <br />personal knowledge, presentation of written identification, comparison of the data subject's <br />signature on a consent form with the person's signature in City records, or other <br />reasonable means. <br /> D. Time Limits. <br />• Requests. Requests will be received and processed only during normal business <br />hours. <br />• Response. The response must be immediate, if possible, or within five (5) working <br />days if an immediate response is not possible. The City may have an additional five (5) <br />working days to respond if it notifies the requesting person that it cannot comply within <br />five (5) working days. <br /> E. Fees. Fees may be charged in the same manner as for public information.