City of Maplewood - Data Inventory

8/13/2019 City of Maplewood - Data Inventory

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Public Document of Private and Confidential Data on Individuals and Statutory Classifications (as required by MS 13.025 and MinnesotaRules 1205.2000, subd.S)

Name and addressof entity:

NAME OF RECORD,FILE, SYSTEM ORPR OC ESSAbsentee BallotApplications

Absentee BallotsAmbulance Patient Ca reReport/EMSRB StateRepor t ; EMS Serv ices

Applicant Data

Applican ts forAppointment to PublicBody

August 2013

City of Maplewood1830 County Road B EMaplewood, MN 55109

pESCRIPTION OF RECORD, FILE, SYSTEM OR PROCESS

Absentee ballot applications or a list of persons applying fo r an absenteeballot are private data until the close of voting on election day, except that thevoters date of birth, ID number or social security number remain private.

absentee ballots prior to opening by an election judge.he report requ ired to be provided to the Commiss ioner of Health is privatedata on individuals pursuant toMS 144.807 . However, th is classificationdoes not preclude certain private data in the report from being public pursuantoMS 13.82 as they relate to the request fo r service and response/incidentdata. All other PHI (protected health information) medical data are private

data pursuant to HIPAA s privacy rules, unless a consent to release has beenpbtained.Pata about current and fo rmer applicants fo r City employment with the~ x c e of he following pu blic data: veteran status, relevant test scores,ank on eligibility list, job history, education and training and workNames of app licants become public when considered to bemalists fo r a position.pata collected as a result of the applicants application for appointment to thepublic body with the exception of he following public data: name, city ofesidence, education and training, employment history, volunteer work,awards and honors, prior government service, veteran status. Once appointed,the fo llowing additional data are public : residential address, phone number or

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ResponsibleAuthority:

CLASSIFICATION

Private/ Public uponoccurrence of certainconditionsPrivatePrivate

Private

Private

Karen GuilfoileCity Clerk/Director of Citizen Services1830 County Road B EMaplewood, MN 55109

CITATION OF NAME, TI TL E ANDSTA TUTE THA T ADDRESS OF DESIG NEE, IFCLASSIF IE S THE ANYDATA203 8 .04(d); 2038.12

MS 13.37, subd.2MS 144.807HIPAA Privacy Rules

MS 13.43, subd.3 4 Terrie RameauxHR RepresentativeCity of Maplewood1830 County Road B EMaplewood, MN 55109MS 3 .601, subd.3


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NAME OF RECORD, DESCRIPTION OF RECORD , Fll..E, SYSTE M OR PROCESS CLASSIFICATION CITATION OF NAME , TI TLE ANDFIL E, SYSTEM OR STATUTE THA T ADDRESS OF DES IGNEE, IFPR OCESS CLASSIFIES THE NY

DATAt n email address. or both , firs t and last dates of serv ice on the public body,existence and status of any complaints or charges against an appointee and ailjnaJ investigative report.

Ap pr aisal Data a i s a l s made for the purpose of selling or acquiring land th rough purch ase Confidential as it relates to MS 13.44, subd.3pr condemnation. The data become public when submitted to a court the data on individuals/Public~ p p t e d condemnation commissioner or presented in court in condemnation upon occurrence of certainproceedings; when parties enter into agreement for the purchase/sale of he conditionsproperty; or upon a majority vote of the city council to make such data public.

Bond Registrati on Data ~ I I information contained in a register with respect to the ownership of Private MS475.55~ u n i c i obligations as it relates to the data on individuals.

City Attorney Record s g a t i o n files; criminal litigation files; investigative files; data which is Private/Confidential MS 13 .39subject of attorney-client privilege; data which is the subject of he work MS 13.393product privilege. MS 13. 82Civil In vestiga tive Data pata collected as part of an active investigation undertaken to commence or Confidential /Private MS 13.39

~ e f e a pending civil litigation, or which are retained in anticipation of a (complainant sPending civil litigation. Includes data contained in city attorneys letters, statement)/Public uponmemos, reports, research files, other correspondence. Confidential data occurrence of certain~ o m e public when an invest igation becomes inactive. conditions

Compu ter Ac cess Data IJ:>ata collected, created or maintained about a person's access to a government Private MS 13.15t i t y computer for the purpose of gaining access to data or information,ransferring data or information or using government serv ices. This includes

~ a t a such as the persons IP address, cookie information related to theperson's internet browsing, geographic information of he persons computer.~ u r a i o n of ime and the persons activity at the government website, etc.

Employee of contrac tor oilowing data maintained as a result of a contractual re lationship with a Private MS 13.43 Subd. 19 Terrie Rameauxor subcont ractor Fntractor/subcontractor are private: personal telephone number, home HR Representativeaddress and email address of a current or former employee of the City of Maplewood

Fntractor/subcontractor in a contractual relationship with the city as of 1830 County Road 8 Eugust I, 20 12. Maplewood, MN 55109Employee Personnel jData, records and files pertaining to current and former city em ployees, Private MS 13.43 Subd. 4 Terrie RameauxData/General volunteers, independent contractors collected in the course of their work HR Representative

t o r y with the city. Exceptions to the private data classification are City of Maplewood~ n u m e r a t e d in MS 13.43 and include the following: name, employee ID 1830 County Road B Erumber, gross salary, salary range, terms and conditions of employment, Maplewood, MN 55109Fntract fee s, gross pension, benefits, job t itle and bargaining unit, job~ e s c o n , education and trai ning background, previous work experience,rst and last date of employment, existence and status of any

p l a i n g e s final disposition of any disciplinary action, complete

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NAME OF RECORD, DESCRIPTION OF RECORD, FILE, SYSTEM OR PROCESS CLASSIFICATION CITATION OF NAME, TITLE ANDFILE, SYSTEM OR STATUTE THAT ADDRESS OF DESIGNEE, IFPROCESS CLASSIFIES THE NYDATAerms and conditions of a settlement agreement, work location, email address

and phone number, badge number, work related continuing ed ucation, honorsand rewards, payro ll time sheet (except a reason for medical leave) . Name ofcurrent undercover law enforcement officer or applicant fo r the position isprivate.Employee Personnel Active personnel discipline investigation files. Includes data on public Confidential/Publ ic upon MS 13.43Data/Discipline mployees that indentify them as confidential sources in a occurrence of certainInvestigations F


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NAME OF RECORD pESCRIPTJON OF RECORD FILE SYSTEM OR PROCESS CLASSIFICATION CITATION OF NAME TITLE ANDFILE SYSTEM OR STATUTE THAT ADDRESS OF DESIGNEE IFPROCESS CLASSIFIES THE NYDATAPlanning Names and address of ndividuals and the legal description of property Private MS 13 59 Subd. ISurveys/Questionnaires pwned by individuals when collected in surveys conducted for the purpose ofplanning development and redevelopment.Property Complaint Da ta Data that identifY individuals who register complaints concerning violations Private MS 13.44of state laws or local ordinances pertaining to the use of real property.

Recrea tion Data The name address phone number and any other data which describes the Private MS 13.548health or medical condition of he individual family relationships livingarrangements and opinions as to the emotional makeup or behavior ofndividuals enrolling in recreational or social programs; registration forms;osters.

Sea led Bids; Requests for Data on individuals contained in proposals submitted in response to a Private/Public upon MS 13.37Proposa ls request for proposal or bid until completion of the selection process. Names occurrence of certain MS 13.591

of bidders became public at the time and date specified in the solicitation conditionsthat bids/proposals are due.Security Information Data which if disclosed would be likely to substantially jeopardize the Private MS 13.37ecurity of information possessions individuals or property against thefttampering improper use attempted escape illegal disclosure trespass orphysical inj ury This includes lists of volunteers participating in communityFrime prevention programs their home mailing and email addresses phonenumbers; GPS locations.Socia l Security Numbers Social security numbers of ndividuals whether in whole or in part. Private MS 13.355

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Documents

City of Maplewood - Data Inventory