Connecticut Administrative Code › Title 9 - Elections › 7b - Organization and Rules of Practice › III - Rules of Practice › Article 4 - Miscellaneous Proceedings › Part 4 - Personal Data System › Section 9-7b-78 - Maintenance of personal data

Current through July 10, 2024
(a) The Commission
					 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 Commission shall be disposed of in accordance with the
					 Commission's record retention schedule, or upon permission from the public
					 records administrator to dispose of said records under Section
					 11-8a
					 of the General Statutes.
(b) All
					 employees who function as custodians for the Commission's personal data system,
					 or are involved in its operation, shall be given a copy of the provisions of
					 the Personal Data Act, these regulations, and a copy of the Freedom of
					 Information Act.
(c) All such
					 Commission 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.
(d) The Commission 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 Commission
					 or on its behalf.
(e) Access to the
					 Commission's personal data system is available to Commission 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 Commission
					 shall keep an up-to-date roster of Commission employees entitled to access to
					 the Commission's personal data system.
(f) The Commission will ensure against
					 unnecessary duplication of personal data records. In the event that 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.
(g) The Commission shall ensure 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.
(h) The Commission shall, to the greatest
					 extent practical, locate automated equipment and records in a limited access
					 area.
(i) Where required by law, to
					 the greatest extent practical, the Commission 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.
(j) The
					 Commission, to the greatest extent practical, will ensure that regular access
					 to automated equipment is limited to operations personnel and other authorized
					 persons.
(k) The Commission shall
					 use appropriate access control mechanisms to prevent disclosure to unauthorized
					 individuals of personal data required to be kept confidential by law.