18-14 Enact Chp. 148 Personal Information Systems

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148.02 IDENTIFICATION OF PERSONAL INFORMATION SYSTEMS. Every city official shall annually survey all records which are maintained in his or her office and identify those records which constitute a personal information system. On or before November 1 of each year, a report of the personal infor- mation systems he or she has identified shall be completed for each system iden- tified and shall be forwarded to the office of the Mayor. 148.03 CREATION OR SUBSTANTIAL ENLARGEMENT OF PER- SONAL INFORMATION SYSTEMS. Whenever a city official establishes a new personal information system or sub- stantially enlarges a prior existing one, Ire or she shall complete documentation of that personal information system and forward it to the office of the Mayor. 148.04 APPOINTMENT OF INDIVIDUALS RESPONSIBLE FOR SYS- TEMS. (a) Each city official shall identify all presently existing personal information systems; and, upon reviewing the day -to -day operation of each system, he or she shall appoint one individual, who may be himself or herself, who will be directly responsible for each system, and who will be known as a per- sonal information system officer. (b) When an individual appointed under subsection (a) hereof leaves the em- ployment of the City or is absent for any reason for an extended period of time, the supervising city official shall appoint a replacement. (c) Whenever a personal information system is created, the supervising city of- ficial shall appoint an appropriate person to be directly responsible for the new system. (d) Whenever an appointment is made pursuant to this section, the name of the appointee shall be submitted to the office of the Mayor, where a record of all such appointees shall be kept. 148.05 ESTABLISHMENT OF RULES. The enactment of this chapter constitutes the adoption of rules for the operation of personal information systems. All officers and employees shall operate and use personal information systems in accordance with the provisions of this chap- ter. 148.06 DISTRIBUTION OF STATUTORY PROVISIONS AND RULES. Each employee who maintains a personal information system shall be directed to Ohio Revised Code Chapter 1347, or any successor chapter, and to this chap- ter of the Codified Ordinances. Any officer of employee of the City who acts in violation of this chapter shall be subject to disciplinary action. 148.07 ANNUAL REVIEW OF PERSONAL INFORMATION SYSTEMS. On or before November I of each year, each city official shall confer with the personal information system officers under his or her supervision and take the following actions: