|
IA. Reporting Requirements.
<br />1. Creation of Public Document. The Act requires that the Responsible Authority prepare
<br />a public document containing the authority's name, title and address, and a description of each
<br />category of record, file, or process relating to private or confidential data on individuals that is
<br />maintained by the City. The public document must also include: the name, title and address of
<br />designees appointed by the Responsible Authority; identification of the files or systems for which
<br />each designee is responsible; and a citation of the state statute or federal law which classifies each
<br />type of data as private or confidential. All forms used to collect private and confidential data
<br />must be included in the public document. The public document must be updated annually by
<br />August 1. (Minn. Stat. § 13.05, subd. 1; Minn. Rules, Pt. 1205.1200, subp. 3)
<br />2, Inventory of Data. The state rules that implement the Act require that the Responsible
<br />Authority prepare a list or index to all data or types of data currently collected, stored, used, or
<br />disseminated by the entity. The list or index must identify the state statute, federal law, or local
<br />ordinance that authorizes the programs or functions for which the data is collected, or which
<br />authorizes the actual collection, storage, use, or dissemination of data or types of data. The list
<br />or index is a public document, and it must be updated whenever a new statute, law, or ordinance
<br />or an amendment to an existing statute, law, or ordinance, authorizes new or different collection,
<br />storage, use or dissemination. (Minn. Rules, Pt. 1205.1500, subp. 3) For each type of record,
<br />file, or process that involves private or confidential data, the list or index must also identify: (a)
<br />the uses of and purposes for the collection of the data and (b) all persons, agencies, or entities
<br />authorized by state or federal law to receive any data disseminated from the particular record, file
<br />or process. (Minn. Rules, Pt. 1205.1300, subp. 4)
<br />3. Identification of Data Collected Prior to August 1, 1975. The state rules that
<br />implement the Act require that the Responsible Authority determine, for each record, file or
<br />process that involves private or confidential data on individuals, whether the data contained
<br />therein was collectedrior to, on, or subsequent to August 1, 1975. Private or confidential data
<br />p I
<br />on individuals that was collected prior to August 1, 1975, may not be used, stored, or
<br />disseminated for any purpose, except the purposes listed in the public document prepared by the
<br />Responsible Authority. (Minn. Rules, Pt. 1205.1300, subps. I and 2; Minn. Stat. § 13.05, subd.
<br />4(a).
<br />LB, Data Practices Annual Re
<br />1, Report Form. The City has prepared a "Data Practices Annual Report" form that is a
<br />consolidation of the public document required by Section 13.05 of the Act and the data inventory
<br />CARS0884
<br />GAII5-26 48
<br />
|