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department head. Removal of any not public data for more than one day requires prior written <br />approval by the appropriate department head and the Responsible Authority. All department <br />heads shall maintain a sign -out sheet for City files, which must contain the file identifying <br />information, the date(s) the file was checked out and returned, the purpose for which the file was <br />removed from City offices, the name of the employee who checked out the file, and the signed <br />initials of the employee who checked out the file. No employee may remove public or not public <br />data from City offices, where the data is the original, official, or only record maintained by the <br />City, except as authorized by the appropriate department head and the Responsible Authority. <br />4. Security Safeguards. All employees whose job responsibilities require them to have <br />access to private or confidential data on individuals shall adhere to the following security <br />safeguards: <br />a. Desks and file cabinets that contain private or confidential data must be locked <br />during hours when the department is closed. <br />b. Employees shall not leave private or confidential data in view in areas where the <br />general public or non -authorized employees have ready access. <br />C. Employees must shred private or confidential data before placing into trash cans <br />or into recycling bins. <br />d. Paper containing private or confidential data may not be used as "scratch" paper. <br />e. Employees must not disclose their computer access codes to any other employee. <br />It is preferable that employees memorize their computer access codes. However, <br />if an employee determines it is necessary to keep a written reminder of the <br />employee's access code, the employee should keep the code in a secure location, <br />such as a locked desk drawer. <br />f. Floppy discs and other magnetic/film media which contain private or confidential <br />data shall be stored in a secured area when not in use. <br />9. To the greatest extent practicable, files that contain private or confidential data <br />should be clearly labelled to that effect. <br />h. A record must be made of every request for private or confidential data on <br />individuals. (See Section 8, "Information Disclosure Request Form") <br />5. Contractor Access to Data. When a contract between the City and any person or entity <br />requires that data on individuals be made available to the contracting party(ies) by the City, that <br />data must be administered consistent with the Act. The contracting party must maintain the data <br />on individuals which it received according to the statutory provisions applicable to the data. <br />(Minn. Stat. § 13.05, subd. 6) To ensure that the contracting party complies with the Act, every <br />party who contracts with the City (where contract performance requires that the party have access <br />to data on individuals) shall execute an agreement in which the contracting party agrees to <br />comply with the Act and to indemnify the City against any claim caused by the contracting <br />CAH50984 <br />GA115-26 46 <br />