Laserfiche WebLink
a. At the time that data is collected from the individual data subject, the individual <br />should be advised of his or her right to review and contest the accuracy or <br />completeness of public or private data concerning him/berself. (See Section 4, <br />"Rights of Subjects of Data - The Tennessen Warning" and Section 11, <br />"Challenging the Accuracy and Completeness of Data.") <br />b. An individual data subject should be encouraged to review his/her file for <br />accuracy, completeness and currency. <br />C. Whenever possible and practical, collect data about an individual from the <br />individual subject of the data rather than from third parties (e.g., birthdate, <br />address, etc.). (This directive does not prohibit employees from collecting data <br />from third parties.) <br />d. Design forms to collect objective types of data elements whenever possible, rather <br />than data which calls for an opinion or conclusion or other subjective entry. <br />Forms for the collection of data on individuals should request only necessary data. <br />e. Department heads should periodically review forms used to collect data on <br />individuals. Data elements that are not necessary or that lend themselves to <br />ambiguity or subjectivity should be removed and the forms redesigned. <br />Department heads should periodically conduct quality/validity checks on sample <br />case files that contain data on individuals. <br />9. Each department head shall provide instruction and training to new employees <br />regarding: (i) what records the employee will be required to maintain that include <br />data on individuals; (ii) how to accurately record information provided by an <br />individual; and (iii) the procedures for correcting inaccurate data (see Section 11, <br />"Challenging the Accuracy and Completeness of Data"). If an employee discovers <br />an inaccuracy in any individual data subject's record, the employee shall correct <br />the inaccuracy by including in the data subject's record a writing that identifies the <br />inaccuracy and the correct information and explains the basis for the change to the <br />record. <br />h. All records shall be disposed of according to the Records Retention Schedule <br />adopted by the City. <br />All forms used to collect private or confidential data must be reviewed by the <br />Responsible Authority and attached to the Data Practices Annual Report. The <br />"Forms Analysis Worksheet" as illustrated in Exhibit 0 may be used for the <br />analysis and review of new and revised forms. <br />CAH50884 <br />GA115-26 50 <br />