Sec.19a-2a-17. Contract administration data system

(a) General nature and purpose

(1) Location. The contract administration data system is maintained at 150 Washington Street, Hartford, Connecticut.

(2) Format. Personal data is stored in the contract administration data system in both automated and manual forms.

(3) Purpose. The purpose of the contract administration data system is to:

(A) ensure that contracts are awarded in a manner consistent with state policies and procedures; and

(B) to ensure contracts are administered in a manner consistent with state policies and procedures.

(4) Official responsible. The director of contract administration at 150 Washington Street, Hartford, Connecticut is responsible for the contract administration data system. Requests for disclosure or amendment of the records in the system should be directed to this official.

(5) Routine sources. Personal data in the contract administration data system is routinely obtained from:

(A) consultants;

(B) contractors; and

(C) subcontractors.

(6) Legal authority. Collection, maintenance and use of personal data in the contract administration data system is authorized by Connecticut General Statutes Sections:

(A) 4-8; and

(B) 19a-32.

(b) Categories

(1) The categories of personal data maintained by the contract administration data system include, but are not necessarily limited to:

(A) names of:

(i) consultants;

(ii) contractors;

(iii) subcontractors;

(B) address of:

(i) consultants;

(ii) contractors;

(iii) subcontractors;

(C) resumes of consultants;

(D) time sheets and salary records of consultants;

(E) social security numbers of:

(i) consultants;

(ii) contractors;

(iii) subcontractors; and

(F) federal employee identification numbers of:

(i) consultants;

(ii) contractors; and

(iv) subcontractors.

(2) There are no categories of other data maintained by the contract administration data system.

(3) The categories of persons on whom records are maintained are:

(A) consultants;

(B) contractors;

(C) subcontractors; and

(D) service providers.

(c) Use

(1) Routine uses

(A) Users. The contract administration data system is used by department staff.

(B) Purpose. The contract administration data system is used for:

(i) internal audits of contractor services;

(ii) financial audits; and

(iii) financial management.

(2) Retention. 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 schedule as approved by the Public Records Administrator as authorized by section 11-8a of the Connecticut General Statutes. Retention schedules shall be maintained on file at the office of the official responsible for the data system and may be examined during normal business hours.

(Adopted effective August 24, 1995)