Connecticut Administrative Code › Title 1 - Provisions of General Application › 92 - Description of Organization and Rules of Practice › II - RULES OF PRACTICE › Article 4 - Miscellaneous Proceedings › Part 4 - Miscellaneous Provisions › Section 1-92-40e - Maintenance of personal data

Current through July 10, 2024
(a) The Office of
					 State Ethics shall strive to collect and maintain all personal data with
					 accuracy and completeness. Any personal data not relevant and necessary to
					 accomplish the lawful purpose of the Office of State Ethics shall be disposed
					 of in accordance with the Office of State Ethics' record retention schedule, or
					 upon permission from the public records administrator to dispose of said
					 records under section
					 11-8a
					 of the Connecticut General Statutes.
(b) The Office of State Ethics shall, when
					 practical and consistent with its needs and purpose, collect personal data
					 directly from the person to whom a record pertains.
(c) All employees who function as custodians
					 for the Office of State Ethics' personal data system, or are involved in the
					 operation thereof, shall be given a copy of the provisions of the Personal Data
					 Act; these regulations; and a copy of the Freedom of Information Act.
(d) All such Office of State Ethics employees
					 shall take reasonable precautions to protect personal data under their control
					 or custody from the danger of fire, theft, flood, natural disaster and other
					 physical threats.
(e) The Office of
					 State Ethics shall incorporate by reference the provisions of the Personal Data
					 Act and these regulations in all contracts, agreements or licenses for the
					 operation of a personal data system or for research, evaluation and reporting
					 of personal data for the Office of State Ethics or on its behalf.
(f) When the Office of State Ethics requests
					 personal data from any other state agency, it shall have an independent
					 obligation to ensure that the personal data is properly maintained, unless
					 otherwise provided by law.
(g)
					 Access to the Office of State Ethics' personal data system is available to
					 Office of State Ethics employees who require such information in the
					 performance of their official and lawful duties and to such other persons who
					 are entitled to access under law. The Office of State Ethics shall keep an
					 up-to-date roster of Office of State Ethics employees entitled to access to the
					 Office of State Ethics' personal data system.
(h) The Office of State Ethics will insure
					 against unnecessary duplication of personal data records. In the event it is
					 necessary to send personal data records through interdepartmental mail, such
					 records will be sent in envelopes or boxes sealed and marked "confidential,"
					 where such records are required by law to be kept confidential.
(i) The Office of State Ethics shall insure
					 that all records in its manual personal data system are kept under lock and
					 key, and, to the greatest extent practical, are kept in controlled access
					 areas.
(j) The Office of State
					 Ethics shall, to the greatest extent practical, locate automated equipment and
					 records in a limited access area.
(k) Where required by law, to the greatest
					 extent practical, the Office of State Ethics shall require visitors to such
					 area to sign a visitor's log and permit access to said area on a bona-fide
					 need-to-enter basis only.
(l) The
					 Office of State Ethics, to the greatest extent practical, will insure that
					 regular access to automated equipment is limited to operations personnel and
					 other authorized persons.
(m) The
					 Office of State Ethics shall use appropriate access control mechanisms to
					 prevent disclosure to unauthorized individuals of personal data required to be
					 kept confidential by law.