Rock Port R-II

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P 5710 Security of Confidential Information

To accomplish the district’s mission and to comply with the law, the district may need to collect, create and store confidential information, including information regarding students, parents/guardians, employees, applicants for employment and others.  The district will only do so when necessary and will take measures to keep this information confidential as required by law and district policy.

District employees will only access personally identifiable confidential information if necessary to perform their duties.  The district will only disclose this information to authorized district contractors or agents who need access to the information to provide services to the district and who agree not to disclose the information to any other party except as allowed by law.

All employees and authorized district contractors or agents who access personal information will take protective measures including, but not limited to, maintaining information in locked rooms or drawers, limiting access to electronic files, updating and maintaining the confidentiality of password protections, encrypting and redacting information, and disposing of information in a confidential and secure manner.

District employees, contractors and agents will notify the superintendent or designee immediately if there is reason to believe confidential information has been disclosed to an unauthorized person, whether intentionally or otherwise.  The superintendent or designee will investigate immediately and take any action necessary to secure the information and issue all required legal notices.

The district may take disciplinary and/or legal action against any person who accesses confidential information without authorization or who fails to maintain the confidentiality of confidential information.

Board Approved Date: January 12, 2017
Last Updated: May 2017