4.5. SR 07-06-2015 - Laserfiche WebLink

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