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• 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. <br /> F. Summary Data. Summary data is statistical records and reports derived from data on <br /> individuals but which does not identify an individual by name or any other characteristic <br /> that could uniquely identify an individual. Summary data derived from private or <br /> 190435v1 <br /> 6 <br />