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<br />e <br /> <br />. <br /> <br />. <br /> <br />An individual who is dissatisfied with the responsible authority's action may appeal <br />to the Commissioner of the Minnesota Department of Administration, using the <br />contested case procedures under Minnesota Statutes Chapter 14. The responsible <br />authority will correct any data if so ordered by the Commissioner. <br /> <br />VIII. Data Protection. <br /> <br />A, Accuracy and Currency of Data, <br /> <br />All employees will be requested, and given appropriate forms, to provide updated <br />personal information to the appropriate supervisor, City Clerk, or Finance <br />Director, which is necessary for tax, insurance, emergency notification, and other <br />personnel purposes. Other people who provide private or confidential information <br />will also be encouraged to provide updated information when appropriate. <br /> <br />Department heads should periodically review forms used to collect data on <br />individuals to delete items that are not necessary and to clarify items that may be <br />ambiguous. <br /> <br />All records must be disposed of according to the City's records retention <br />schedule. <br /> <br />B. Data Safeguards, <br /> <br />Private and confidential information will be stored in files or databases which are <br />not readily accessible to individuals who do not have authorized access and <br />which will be secured during hours when the offices are closed. <br /> <br />Private and confidential data must be kept only in City offices, except when <br />necessary for City business. <br /> <br />Only those employees whose job responsibilities require them to have access <br />will be allowed access to files and records that contain private or confidential <br />information. These employees will be instructed to: <br /> <br />· not discuss, disclose, or otherwise release private or confidential data <br />to City employees whose job responsibilities do not require access to <br />the data, <br /> <br />. not leave private or confidential data where non-authorized individuals <br />might see it, and <br /> <br />· shred private or confidential data before discarding. <br /> <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 <br />information consistent with the Act. The City may include in a written contract the <br />language contained in Exhibit 8. <br /> <br />6 <br />