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2. not leave private or confidential data where non-authorized individuals might see it; and <br />3. shred private or confidential data before discarding, or dispose through confidential <br />locked recycling. <br /> <br />When a contract with an outside party requires access to private or confidential information, the <br />contracting party will be required to use and disseminate the information consistent with the <br />Minnesota Data Practices Act. <br /> <br />Data Sharing with Authorized Entities or Individuals <br />State or federal law may authorize the sharing of Not Public Data in specific circumstances. Not Public <br />Data may be shared with another entity if a federal or state law allows or mandates it. Individuals will <br />have notice of any sharing applicable Tennessen warnings (see Minn. Stat. § 13.04) or the city will <br />obtain the individual’s informed consent. Any sharing of Not Public Data will be strictly limited to the <br />data necessary or required to comply with the applicable law. <br /> <br />Security Assessment <br />Annually, the city will conduct a security assessment of any personal information maintained by the <br />city. The city administrator shall supervise preparation of a report on the status of security of the <br />personal information. <br /> <br />For the purposes of this subdivision, personal information is defined as a person’s name kept in <br />combination with a social security number, driver’s license number, or account numbers with <br />passwords or access codes. Personal information does not include publicly available information that <br />is lawfully made available to the general public from federal, state, or local government records. <br /> <br />Penalties for Unlawfully Accessing Not Public Data <br />The city will utilize the penalties for unlawful access to not public data as provided for in Minnesota <br />Statutes, section 13.09, if necessary. Penalties include suspension without pay, dismissal, or referring <br />the matter to the appropriate prosecutorial authority who may pursue a criminal misdemeanor <br />charge. <br /> <br /> <br />Breach in Security Data <br /> <br />Application <br />This section applies to breaches of the security of Not Public Data maintained by or on behalf of the <br />City of Elk River. The city administrator will implement and oversee these procedures and may <br />delegate responsibilities to other city personnel as appropriate. <br /> <br />Definitions <br />For purposes of this section the definitions in Minn. Stat, § 13.055 shall apply. <br /> <br />Reporting a Suspected Breach <br />Any person who knows of, or reasonably believes, a security breach of Not Public Data has occurred <br />shall immediately report the breach to the city adminstrator, and if they are a city employee or <br />contractor, to their supervisor. City employees who report a breach under this policy shall not be <br />subject to retaliation.