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required by the implementing rules. Exhibit N is a sample page from the Data Practices Annual <br />Report. A copy of the Data Practices Annual Report is located in each department. <br />2. Forms to be included with report. All form(s) used to collect private or confidential <br />data on individuals are included in the Data Practices Annual Report. <br />3. Annual Updates. The Data Practices Annual Report must be updated on an annual basis <br />to account for changes in types of data collected, data classifications, names of designees, or new <br />or revised forms used to collect private or confidential data on individuals. <br />IC. Data Practices Review Requirements. —1 <br />1. Plan for data review and analysis. The Act and the Rules require that the City establish <br />a plan to review and analyze the data administration practices of the City. (Minn. Stat. § 13.05, <br />subd. 5; Minn. Rules, Pt. 1205.1500) Pursuant to the City's plan, the Responsible Authority has <br />established mechanisms and procedures, more fully described in the paragraphs below, to ensure <br />that data collected on individuals is accurate, complete, current and necessary. As used in this <br />policy, these terms have the following meanings: <br />a. "Accurate" means that the data in question is reasonably correct and free from <br />error. (Minn. Rules, Pt. 1205.1500, subp. 2.A.) <br />b. "Complete" means that the data in question reasonably reflects the history of an <br />individual's transactions with the particular entity. Omissions in an individual's <br />history that place the individual in a false light shall not be permitted. (Minn. <br />Rules, Pt. 1205.1 SOU, subp. 2.B.) <br />C. "Current" means that the data in question must be logically related to the entity's <br />required and actual use of the data in its day to day operations. (Minn. Rules, Pt. <br />1205.1500, subp. 2.C.) <br />d, "Necessary" means that: (i) the particular data is both required to carry out <br />programs and functions that are expressly or impliedly authorized by a provision <br />of state statute, federal law, or a local ordinance, and periodically examined, <br />updated, modified, or referred to by the City; or (ii) the City would be unable to <br />fulfill its duties without undue or increased burden or expense, if the particular <br />data were not collected, stored, used, or disseminated; or (iii) retention of the <br />particular data is required in the event that a legal action is brought against or by <br />the City; or (iv) retention of the particular data is essential to, comply with a state <br />or federal requirement that data be retained for a specified period for the purposes <br />of auditing, records retention, historical interest, and other similar purposes. <br />(Minn. Rules, Pt. 1205.1 SOU, subp. 4.) <br />2. Procedures to be followed. To ensure that data collected on individuals is accurate, <br />complete, current, and necessary, all employees who collect, use, or disseminate data on <br />individuals must adhere to the following procedures: <br />CAH50884 <br />GAA IS -26 49 <br />