City of Brazil Agency Rules

THE PRIVACY ACT OF 1974 (5 USC 552a)

AGENCY RULES

CITY OF BRAZIL, INDIANA

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In order to carry out the provisions of the Privacy Act of 1974 (5 USC 552a), each agency that maintains a system of records shall promulgate rules, in accordance with the requirements. The following rules are applicable to the Brazil City Water Works Utility (including Water Department, Wastewater Department, and Sanitation Department, City of Brazil Office of Planning and Zoning, Brazil City Mayor’s Office, Brazil City Clerk-Treasurer’s office, and any other department of the City of Brazil.

Definition

For the purposes of these Rules, the term “agency” shall mean each agency, department, or office of the City of Brazil, Indiana that maintains a system of records.

The term “individual” means a citizens of the United States or an alien lawfully admitted into the United States for permanent residence.

The term “maintain” includes, collect, use or disseminate.

The term “record” means any item, collection, or grouping, of information about an individual that is maintained by an agency of the City of Brazil, Indiana, including, but not limited to, his or her education, financial transactions, medical history, and criminal or employment history and that contains his or her name, or identifying number, symbol, or other identifying particular assigned to the individual, such as finger or voice print or a photograph.

The term “system of records” means a group of any records under the control of any agency of the City of Brazil, Indiana from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.

The term “part of interest” means and includes any individual on whom a record or system of records is maintained, kept, collected, or disseminated by any agency of the City of Brazil, Indiana.

Right to Information

Any customer of the Brazil City Water Works Utility (including the water department, wastewater department, and sanitation department), City of Brazil Office of Planning and Zoning, Brazil City Mayor’s Office, Brazil City Clerk-Treasurer’s Office, or any other department of the City of Brazil, shall have the right to request information from any system of records named by the individual which contains a record pertaining to him or her by contacting the respective department and making the request in person or over the phone by verifying personal information. City personnel are required to request two pieces of personal information to verify the request. The personal verification information may include, but not be limited to, Social Security Number, state issued identification number, phone number, address, parcel number, or any other information requested by city personnel. (click here to return to the top)

City personnel are unable to release information to an individual that is not listed as a party of interest unless an “Authorization to Release” form has been signed for each respective file and department.

How Information May be obtained

Persons or individuals requesting information may do so in person at the respective department in City Hall; 203 East National Avenue; Brazil, Indiana; 47834 Monday through Friday (except for posted holidays, Saturdays, and Sunday) from 8:00 AM to 4:00 PM, Eastern Time. (click here to return to the top)

Appeal

Any individual that requests information and is denied access to information may file a formal written complaint with the Brazil City Board of Public Works and Safety for review. The board will review each request and make a determination at their regular meeting on the last Thursday of each month at 1:00 PM. (click here to return to the top)

Fees

The fee for any copies of information may be $1.00 per page. (click here to return to the top)

Mailing List

An individual’s name and address may not be sold or rented by any department of the City of Brazil unless such action is specifically authorized by law. This provision shall not be construed to require the withholding of names and addresses otherwise permitted to be made public.