3.4. & 3.5. SR 06-30-1997 - Laserfiche WebLink

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A request for Commissioner approval under paragraphs 4.a. or 4.c. may only be filed by the Responsible Authority with the consent of the city administrator. B. Administering Tennessen Warnings 1. Depending upon the sensitivity of the information collected or the sensitivity of an individual to personal privacy, Tennessen Warnings may be: a. An oral communication. This is not the preferred method of communicating the Tennessen Warning, and it may be used only when necessary under the circumstances (i.e., collecting private or confidential data over the telephone). If an oral communication is necessary, the specific language communicated must be in written form (for example, a card from which a city staff person reads the "Warning"). b. A written communication requiring the signature of the data subject (i.e., a signature attesting that the individual from whom private or confidential data is collected has read and understands his rights as a subject of data). C. A written communication not requiring a signature. This may be, for example, a brochure, booklet, pamphlet or a single sheet which is handed to the individual prior to collecting the data. 2. Whenever possible, the Tennessen Warning should be included on the form that collects the private or confidential data. 3. A copy of the Tennessen Warning administered to the data subject should be included in the data subject's file. If the Tennessen Warning is given orally or given in written form that does not require the data subject's signature, the person who administered the warning must sign and date the form used. IC. Preparing Tennessen Warning Forms 1. Use the "Tennessen Warning Development Worksheet" (Exhibit D) when developing a Tennessen Warning for private and confidential records. 2. If the private or confidential information is collected from a minor (under 18 years of age), provide the "Minor Notification" described in Section 9. 3. Add the following "Rights of Subjects of Data" to your Tennessen Warning, either on the same form as the warning or on a separate sheet. a. You have the right to be informed, upon request, whether you are a subject of government data and the classification of that data. (Minn. Stat. § 13.04, subd. 3) CANSOB84 GA115-26 20