Maintenance of personal data—general

(a) Personal data will not be maintained by the Connecticut State Labor Department unless relevant and necessary to accomplish the lawful purpose of the agency. Where the agency finds irrelevant or unnecessary public records in its possession, the agency shall dispose of the records in accordance with its records retention schedule, and with the approval of the Public Records Administrator as per C.G.S. Section 11-8a, or if the records are not disposable under the records retention schedule, request permission from the Public Records Administrator to dispose of the records under Connecticut General Statutes Section 11-8a. (b) The Connecticut State Labor Department will collect and maintain all records with accurateness and completeness. (c) Insofar as it is consistent with the needs and mission of the Connecticut State Labor Department, the Agency, wherever practical, shall collect personal data directly from the persons to whom a record pertains. (d) Employees of the Connecticut State Labor Department involved in the operations of the agency's personal data systems will be informed of the provisions of the (i) Personal Data Act, (ii) the agency's regulations adopted pursuant to Section 4-196, (iii) the Freedom of Information Act and (iv) any other state or federal statutes or regulations concerning maintenance or disclosure of personal data kept by the agency. (e) All employees of the Connecticut State Labor Department shall take reasonable precautions to protect personal data under their custody from the danger of fire, theft, flood, natural disaster and other physical threats. (f) The Connecticut State Labor Department shall incorporate by reference the provisions of the Personal Data Act and regulations promulgated thereunder 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 agency or on its behalf. (g) The Connecticut State Labor Department shall have an independent obligation to insure that personal data requested from any other state agency is properly maintained. (h) Only employees of the Connecticut State Labor Department who have a specific need to review personal data records for lawful purposes of the agency will be entitled to access to such records under the Personal Data Act. (i) The Connecticut State Labor Department will keep a written up-to-date list of individuals entitled to access to each of the agency's personal data systems. (j) The Connecticut State Labor Department will insure against unnecessary duplication of personal data records. In the event it is necessary to send personal data through interdepartment mail, such records will be sent in envelopes or boxes sealed and marked "confidential." (k) The Connecticut State Labor Department will insure that all records in manual personal data systems are kept under lock and key and, to the greatest extent practical, are kept in controlled access areas.