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190435v1 <br />10 <br />Deleted: 1¶ <br />¶ <br />Under the requirements of Minnesota Statutes § 13.025, subd. 1, the City has prepared a <br />Data Inventory which identifies and describes all not public data on individuals maintained <br />by the City. To comply with Minnesota Statutes § 13.05 subd. 5, the City has modified its <br />Data Inventory to represent the employees who have access to not public data. <br />In the event of temporary duty as assigned by a manager or supervisor, an employee may <br />access certain not public data, for as long as the work is assigned to the employee. <br />In addition to the employees listed in the City’s Data Inventory, the Responsible Authority, <br />the Data Practices Compliance Official, the City Administrator, Department Heads, and the <br />City Attorney may have access to all not public data maintained by the City if necessary <br />for specified duties. Any access to not public data will be strictly limited to the data <br />necessary to complete the work assignment. <br /> D. Employee Job Descriptions <br />Employee Job Descriptions may contain provisions identifying any not public data <br />accessible to the employee when a work assignment reasonably requires access. <br /> <br /> E. Data Sharing with Authorized Individuals <br />State or federal law may authorize the sharing of not public data in specific circumstances. <br />Not public data may be shared with another entity if a federal or state law allows or <br />mandates it. Individuals will have notice of any sharing in applicable Tennessen warnings <br />(See Minnesota Statutes, section 13.04) or the City will obtain informed consent. Any <br />sharing of not public data will be strictly limited to the data necessary or required to comply <br />with the applicable law. <br /> F. Contracts <br />When a contract with an outside party requires access to private or confidential <br />information the contracting party will be required to use and disseminate the information <br />consistent with the Act. The City may include in a written contract the language contained <br />in Exhibit 8. <br /> H. Penalties <br />The City will utilize the penalties for unlawful access to not public data as provided for in <br />Minnesota Statutes, section 13.09, if necessary. Penalties included suspension, dismissal, <br />or referring the matter to the appropriate prosecutorial authority who may pursue a <br />criminal misdemeanor charge. <br />X. Annual Review and the City Clerk. <br />The City Clerk or their designee shall review the data practices and procedures annually for <br />compliance with the Act. <br />Formatted: Indent: Left: 0", Tab stops: <br />0.25", Left <br />Formatted: Font: Not Bold <br />Formatted: No bullets or numbering <br />Formatted: Tab stops: 0.25", Left <br />Formatted: Indent: Left: 0", Tab stops: <br />0.25", Left <br />Formatted: Font: Bold <br />Formatted: Font: Not Bold <br />Formatted: Indent: Left: 0", Tab stops: <br />0.31", Left <br />Formatted: Font: Not Bold <br />Deleted: <#>¶ <br />When a contract with an outside party requires <br />access to private or confidential information the <br />contracting party will be required to use and <br />disseminate the information consistent with the <br />Act. The City may include in a written contract <br />the language contained in Exhibit 8.¶ <br />Deleted: Director of Finance and <br />Administrative Services <br />Deleted: Director of Finance and <br />Administrative Services