Sec. 04.01.04.03. Annual Report

A. A unit or instrumentality of the State government which keeps personal records shall submit an annual report to the Secretary.

B. This regulation does not apply to a:

(1) Unit in the Legislative branch of State government;

(2) Unit in the Judicial branch of State government; or

(3) Board of license commissioners.

C. The annual report shall state:

(1) The name of the unit or instrumentality;

(2) For each set of the personal records:

(a) The name;

(b) The location; and

(c) If a subunit keeps the set, the name of the subunit;

(3) For each set of personal records that has not been previously reported:

(a) The category of individuals to whom the set applies;

(b) A brief description of the types of information the set contains;

(c) The major uses and purposes of the information;

(d) By category, the source of information for the set; and

(e) The policies and procedures of the unit or instrumentality as to access and challenges to the personal record by the person in interest and storage, retrieval, retention, disposal, and security, including controls on access;

(4) For each set of personal records that has been disposed of or changed significantly since the unit or instrumentality last submitted a report, the information required under §C(3) of this regulation.

D. A unit or instrumentality that has two or more sets of personal records may combine the personal records in the report only if the character of the personal records is highly similar.