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8320.01 Policy_Unauthorized Acquisition of Staff Personal Information

The District Records Officer (DRO) will maintain a personnel file, a payroll file, an I-9 file, and a medical file for each
employee. The files will be maintained in separate, secure locations.
If the DRO becomes aware of the unauthorized acquisition of "Personal Information" the DRO shall make
reasonable efforts to notify each affected staff member that their personal information has been accessed.
"Personal Information" includes the individual's social security number, driver's license number, State identification
number, the number of financial accounts or access codes, the individual's deoxyribonucleic acid profile, or the
individual's unique biometric data including fingerprint, voice print, retina or iris image, or any other unique physical
The notice shall be issued within a reasonable time, not to exceed forty-five (45) days after the District learns of the
acquisition of the personal information. The notice shall indicate that the District knows of the unauthorized
acquisition of personal information pertaining to the staff member. The notice shall be by mail or by a method the
District has previously employed to communicate with the staff member.
If, as the result of a single incident, the District is required to notify 1,000 or more individuals, the DRO shall
without unreasonable delay notify all consumer reporting agencies that compile and maintain files on consumers
on a nationwide basis of the timing, distribution, and content of the notices sent to the staff members.
Upon written request from a staff member who has received a notice, the District shall identify the personal
information that was acquired.
A law enforcement agency may, in order to protect an investigation or homeland security, ask the District not to
provide a notice for any period of time and the District's notification process shall begin at the end of that time
895.507 Wis. Stats.
Approved/Adopted:  July 13, 2009
Sharon Weinstock,
Aug 9, 2011, 1:03 PM