Uses to be made of the personal data

(a) The following types of users have routine access to the records listed, for the purpose set forth: (1) Administrative Services Officer 3: administers personal policies; (2) Administrative Services Officer 1: administers personnel policies; (3) Senior Affirmative Action Officer: monitors personnel actions for compliance with affirmative action policies; (4) Business Services Officer: performs payroll related functions; (5) Personnel Assistant: processes and files personal data records; (6) Administrative Secretary: files and maintains personal data records; (7) Payroll Clerk: performs payroll related functions; (8) Senior Clerk: files and maintains personal data records. (b) When an individual is asked to supply personal data to the department, the department shall disclose to that individual, upon request: (1) The name of the department and division within the department requesting the personal data; (2) The legal authority under which the department is empowered to collect and maintain the personal data; (3) The individual's right pertaining to such records under the Personal Data Act and department regulations; (4) The known consequences arising from supplying or refusing to supply the requested personal data; (5) The proposed use to be made of the requested personal data.