Laserfiche WebLink
with the DPA, employees are strictly prohibited from disclosing to a third part��, within or outside the <br />cit�-, any personnel data, data relating to pending civil legal actions, or any other data that might be <br />classified as private, non-public, or confidential, without the cit�� administrator's express authorization. <br />The City Council appoints the city administrator as the responsible authority to administer the <br />requirements for collection, storage, use, and dissemination of data. Refer to the city's Guidelines and <br />Procedures for the Minnesota Government Data Practices Act for additional information. <br />Employee Records Advisory <br />Employ-ee records are maintained in a location designated by the city administrator. Personnel data is <br />retained in personnel files, finance files, and benefit/medical files. Information is used to administer <br />employee salary and benefit programs, process payroll, complete state and federal reports, document <br />employee performance, etc. <br />Employees have the right to kno�� what data is retained, where it is kept, and how it is used. All employee <br />data will be received, retained, and disseminated according to the DPA. <br />Media Requests <br />All city employees have a responsibility to help communicate accurate and timely information to the <br />public in a professional manner. Requests for private data or information outside of the scope of an <br />individuaPs job duties should be routed to the appropriate department or to the data practices authority. <br />Any employee who identifies a mistal�e in reporting should bring the error to the city administrator or <br />appropriate staf£ Regardless of whether the communication is in the employee's official city role or in a <br />personal capacity, employees must comply with all laws related to trademark, copyright, software use, etc. <br />Except for routine events and basic information readily available to the public, all requests for interviews <br />or information from the media are to be routed through the cit�� administrator. No city employee is <br />authorized to speak on behalf of the cit�r without prior authorization from the cit�r administrator or <br />his/her designee. Media requests include any thing intended to be published or viewable to others in some <br />form such as tele�=ision, radio, newspapers, newsletters, social media postings, and websites. When <br />responding to media requests, employees should follow these steps: <br />If the request is for routine or public information (such as a meeting time or agenda), provide the <br />information and notify the cit�� administrator of the request. <br />If the request is regarding information about cin� personnel, potential litigation, controversial <br />issues, an opinion on a city matter, or if an employee is unsure if the request is a"routine" <br />question, forward the request to the city administrator. <br />All news releases concerning city personnel will be the responsibility of the city administrator. <br />When the city administrator authorizes an employee to communicate on behalf of the city in interviews, <br />publications, news releases, on social media sites, and related communications, employees must: <br />Identify themselves as representing the city. Account names on social media sites must be clearly <br />connected to the city and approved by the city administrator. <br />Be respectful, professional, and truthful when providing information. Only factual information <br />(not opinions or editorial comments) shall be provided. Corrections must be issued when <br />needed. <br />Page 4�66 <br />