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<br />. <br /> <br />. <br /> <br />. <br /> <br />readily accessible to individuals who do not have authorized access and which will be <br />secured during hours when the offices are closed. <br /> <br />Private and confidential data must be kept only in City offices, except when necessary for <br />City business. <br /> <br />Only those employees whose job responsibilities require them to have access will be <br />allowed access to files and records that contain private or confidential information. These <br />employees will be instructed to: <br /> <br />. not discuss, disclose, or otherwise release private or confidential data to City <br />employees whose job responsibilities do not require access to the data, <br /> <br />. not leave private or confidential data where non-authorized individuals might <br />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 information <br />consistent with the Act. The City may include in a written contract the language contained <br />in Exhibit 8. <br /> <br />IX. Annual Review and the Deputy Clerk. <br /> <br />The Deputy Clerk shall review the data practices and procedures annually for compliance with the <br />Act and shall complete Appendix B. <br /> <br />9 <br />