2019.08.13 CC Packet - Laserfiche WebLink

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preservation of all records and data. It limits the use and dissemination of private and confidential data to that necessary for the administration and management of City business and ensures that the City is maintaining accurate, complete data about individuals that is used only for the purpose for which it was collected. Procedures regarding accessibility to other governmental agencies and appropriate security safeguards to protect not public data from unlawful release to the public or to staff and officials whose jobs do not reasonably require access are also addressed in this policy. (Minnesota Statutes section 13.03, subdivision 2; section 13.05; and, Minnesota Rules section 1205.0900) Changes include: Staff contact updates, inclusion of the new City Logo and updated forms to be consistent with the City’s branding guide. • Data Inventory The City is required to maintain an inventory of all types of private or confidential data about individuals that is maintained by the City. This inventory is required to contain the City’s MNGDP responsible authority’s name, title, and address as well as a description of each category of record, file or process the City uses to collect, create or maintain not public data on individuals. This inventory must be updated at least annually and must be available for to the public. (Minnesota Statutes section 13.025, subdivision 1.) Samples of forms used to collect not public data were added to the inventory and a listing of the employee positions which have access to not public data was included. This was done in order to comply with statutory requirements to establish procedures ensuring appropriate access and protections to not public data about individuals. It also meets the statutory requirement to establish policy protections that limit employees whose jobs do not reasonably require access to not public data about individuals from accessing said data. This is consistent with a compliance recommendation from the MN State Department of Administration Information and Policy Analysis Division. (Minnesota Statutes section 13.025, subdivision 1 and MN iPAD Sample Policy for Ensuring the Security of Not Public Data.) Changes include: The addition of not public data collected by the Parks and Recreation Department, the inclusion of Portable Recording Device Data, the inclusion of other not public data the City collects, and the removal of data the City does not collect such as convention center data. Financial Impact: Having required data policies in place, updating them annually and providing regular training to staff helps protect the City from civil monetary penalties (“not less than $1000 and not more than $10,000 per willful violation + $5,000 not to exceed attorney fees.” Minnesota Statutes section 13.08) and adverse judgements in District Courts. ________________________ Terri Spangrud City Clerk