Sec.19a-2a-2. Business office system

(a) General nature and purpose

(1) Location. The business office system is located at 150 Washington Street, Hartford, Connecticut.

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

(3) Purpose. The purpose of the business office system is to provide relevant personal data needed for the department's accounting and budgeting transactions and records.

(4) Official responsible. The chief administrative officer of the department is located at 150 Washington Street, Hartford, CT and is responsible for the business office 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 business office system is routinely obtained from:

(A) contracts;

(B) budgets; and

(C) travel vouchers.

(6) Legal authority. Collection, maintenance and use of personal data in the business office system is authorized by Sections 19a-2a and 19a-32 of the Connecticut General Statutes.

(b) Categories

(1) The categories of personal data maintained by the business office system are:

(A) resumes;

(B) signature file forms;

(C) payroll schedules; and

(D) travel authorization forms.

(2) The categories of other data maintained by the business office are:

(A) social security numbers; and

(B) addresses.

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

(A) employees; and

(B) individuals on contract to the department.

(c) Uses

(1) Routine uses

(A) Users. The business office system is used by:

(i) business office accountants;

(ii) the fiscal officer; and

(iii) the business manager.

(B) Purpose. The business office system is used for:

(i) budget purposes;

(ii) accounting;

(iii) ensuring up-to-date insurance is on hand when reimbursing for employees' travel; and

(iv) payments for contractual services.

(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)