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a)Thecollection,maintenance,use,anddisseminationofSocialSecuritynumbersΛ{{b͸ƭΜͲ <br />EmployerIdentificationNumbers(EINs),anyinformationderivedfrom{{b͸ƭandEINs,and <br />incomeinformationunderthissubpartshallbeconducted,totheextentapplicable,in <br />compliancewiththePrivacyActandallotherprovisionsofFederal,State,andlocallaw. <br />b)AllassistanceapplicantsshallbeprovidedwithaPrivacyActnoticeatthetimeofapplication. <br />c)Allrecords,bothelectronicandpapercopies,shallbemaintainedinsystemsthathavethe <br />appropriateadministrative,technical,andphysicalsafeguardstoprotecttheinformation, <br />howevercurrent. <br />2.Disclosure.TheCityofSanMarcosunderstandsthatclientinformationcollectedunderCDBGDR <br />programsisprivateandtheuseordisclosureofsuchinformation,whennotdirectlyconnectedwith <br />theadministrationofthe/źƷǤ͸ƭresponsibilitieswithrespecttoservicesprovidedunderthisGrant,is <br />prohibitedunlesswrittenconsentisobtainedfromsuchpersonreceivingserviceand,inthecaseofa <br />minor,thatofaresponsibleparent/guardian. <br />3.Procedure.TheCDBGDRprogramstaffwilladheretothesamestringentguidelinesasthose <br />developedbytheHumanResourcesDepartmentforsafeguardingofEmployeePII.Theyare <br />containedinChapter6oftheCityofSanMarcosEmployeeHandbookprovidedinthe Appendix. <br />Accesstoallrecords,applicationsandanyothersupportingdocumentscontainingPIIwillbestrictly <br />limitedtotheapplicant;theapplicant'sdesignatedrepresentative;casemanagers,ifapplicable, <br />HumanResourcesstaffandotherCDBGDRmanagementorstaffwithalegitimateneedforaccess, <br />unlesstheTexasPublicInformationActrequiresdisclosure. <br />OriginalapplicantinformationwillbesafeguardedbytheProjectAdministratorandwillnotbe <br />removedfromCDBGDRfiles.Reproductionofsuchfileswillbegrantedpursuanttoanorderofa <br />courtoragencyandwillbeinaccordwithapplicablelaw. <br />4.Accesstorecords. <br />a)RepresentativesofHUD,theInspectorGeneral,andtheGeneralAccountingOfficeshallhaveaccess <br />toallbooks,accounts,records,reports,files,andotherpapers,orpropertypertainingtothe <br />administration,receiptanduseofCDBGDRfundsandnecessarytofacilitatereviewsandaudits. <br />b)TheCityshallensurethatcitizensareprovidedwithreasonableaccesstorecordsregardingthe <br />pastuseofCDBGDRfundsconsistentwithStateorlocalrequirementsconcerningtheprivacyof <br />personalrecords. <br />B.RecordRetention <br />TheCityshallcomplywithestablishedStateandFederalrecordkeepingrequirementsforunitsofgeneral <br />localgovernmentreceivingCDBGfundsthataresufficienttofacilitatereviewsandauditsofsuchunitsof <br />generallocalgovernmentunderCFR24§570.502(7). <br />Section200.333ͻwĻƷĻƓƷźƚƓrequirementsforƩĻĭƚƩķƭͼappliesexceptthat: <br />(i)Forrecipients: <br />(A)Theperiodshallbe4yearsfromthedateofexecutionofthecloseoutagreementforagrant,as <br />furtherdescribedinthispart; <br />(B)Recordsforindividualactivitiessubjecttothereversionofassetsprovisionsat§570.503(b)(7)or <br />thechangeofuseprovisionsat§570.505mustbemaintainedfor3yearsafterthoseprovisionsno <br />longerapplytotheactivity; <br />CITYOFSANMARCOSCDBGDRFINANCIALPOLICIES&PROCEDURESMANAUAL20|P <br />AGE <br /> <br />