Section 17-415(g)-9 - Maintenance of personal data(a) Personal data will not be maintained unless relevant and necessary to accomplish the lawful purposes 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 Conn. Gen. Stat. § 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 Conn. Gen. Stat. § 11-8a.(b) The agency will collect and maintain all records with accurateness and completeness.(c) Insofar as it is consistent with the needs and mission of the agency, the agency, wherever practical, shall collect personal data directly from the persons to whom a record pertains.(d) Agency employees involved in the operations of the agency's personal data systems will be informed of the provisions of: (i) the Personal Data Act; (ii) the agency's regulations adopted pursuant to § 4-196; (iii) the Freedom of Information Act and (iv) any other state or federal statute or regulations concerning maintenance or disclosure of personal data kept by the agency.(e) All agency employees 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 agency 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 personal data system or for research, evaluation and reporting of personal data for the agency or on its behalf.(g) The department shall have an independent obligation to insure that personal data requested from any other agency is properly maintained.(h) Only agency employees 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 agency will keep a written up-to-date list of individuals entitled to access to each of the agency's personal data system.(j) The agency will insure against unnecessary duplication of personal data records. In the event it is necessary to send personal data records through interdepartmental mail, such records will be sent in envelopes or boxes sealed and marked "confidential."(k) The agency 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.(l) With Respect To Automated Personal Data Systems(1) The agency shall, to the greatest extent practical, locate automated equipment and records in a limited access area:(2) To the greatest extent practical, the agency shall require visitors to such area to sign a visitor's log and permit access to said area on a bona-fide need-to-enter basis only.(3) The agency, to the greatest extent practical, will insure that regular access to automated equipment is limited to the operations personnel.(4) The agency shall utilize appropriate access control mechanisms to prevent disclosure of personal data to unauthorized individuals.(m) Records for each personal data system are maintained in accordance with schedules prepared by the Connecticut State Library, Department of Public Records Administration and records retention schedules approved by the Public Records Administrator as authorized by Section 11-8a of the C.G.S. Retention schedules are on file at the Central Office of the Department of Children and Youth Services and may be examined during normal working hours.Conn. Agencies Regs. § 17-415(g)-9