The Mayor is hereby authorized to promulgate administrative rules as are deemed necessary to accomplish the following purposes:
(a) To authorize any function of the City that is necessary and relevant to the government of the City and which is not otherwise required or authorized by State or Federal statutes, by ordinances, resolutions or codes of the City or by other administrative rules adopted by officers or bodies of the City;
(b) To authorize the use of various forms, documents and records that are necessary and relevant to the functions and government of the City;
(c) To collect, maintain and use personal information that is necessary and relevant to the functions and government of the City, in such records systems as may be necessary and convenient to the governing of the City; to require that persons provide personal information and other information to the City; and to eliminate personal information from such systems when it is no longer necessary and relevant to the functions and government of the City;
(d) To determine the methods by which employees, officers and other representatives of the City shall inform persons asked to supply personal information for a records system and whether or not they are legally required to do so or if they may refuse to supply the information:
(e) To ensure that personal information is maintained in records systems with such accuracy, relevance, timeliness and completeness as are necessary to ensure fairness in determinations made with respect to subject persons on the basis of the information;
(f) To establish reasonable means to protect and safeguard personal information in records systems from anticipated threats or hazards to the security of the systems;
(g) To provide for methods of informing and training employees and officers of the City who are responsible for the operation or maintenance of personal information systems or for the use of personal information;
(h) To designate one individual who is directly responsible for each personal information system;
(i) To provide disciplinary measures, that are consistent with civil service regulations, to be applied to employees of the City who initiate or otherwise contribute to any disciplinary or other punitive action against any individual who brings to the attention of appropriate authorities, the press or any member of the public evidence of unauthorized use of information contained in the system, as required by Ohio R.C. 1347.05(D);
(j) To designate officers or employees of the City as records coordinators and records officers and to specify the powers, duties and functions of such records coordinators and records officers;
(k) To establish a procedure to be followed by all departments, divisions, boards, commissions and units of the City in preparing and filing notices pertaining to personal information systems that are required by Ohio R. C. 1347.03;
(l) To establish procedures, consistent with Ohio R.C. 1347.08, to be followed by officers and employees of the City in providing access to personal information in any records system upon the request of persons who are the subject of the personal information, including the establishment of reasonable fees to be charged to persons who request copies of personal information;
(m) To establish procedures, consistent with Ohio R.C. 1347.09, to be followed in receiving, processing and resolving disputes concerning personal information, which disputes are raised by persons who are the subject of the information; and
(n) Such other purposes as may be necessary to comply with Ohio R.C. 1347.05(B) and other applicable State or Federal statutes pertaining to privacy.
(Ord. 3624. Passed 3-7-78.)