555 CMR, § 8.07 - Maintenance and Security of Databases and Electronic Recordkeeping Systems Generally

(1) When designing or acquiring an electronic record keeping system or database, the Commission's RAO and its Chief Technology Officer shall consult with each other, and with the Commission's Executive Director, its Chief Financial and Administrative Officer, or the Massachusetts Executive Office of Technology Services and Security to ensure, to the extent feasible, that the system or database is capable of providing data in a commonly available electronic, machine readable format.

(2) Any database designs or acquisitions shall allow for, to the extent feasible, information storage and retrieval methods that permit the segregation and retrieval of public records and redacting of exempt information in order to provide maximum public access.

(3) The Commission shall not enter into any contract for the storage of electronic records that:

(a) Prevents or unduly restricts the RAO from providing public records in accordance with M.G.L. c. 66;

(b) Relieves the Commission of its obligations under M.G.L. c. 66A or any governing regulations promulgated thereunder; or

(c) Omits provisions that are necessary to ensure compliance with M.G.L. c. 66A or any governing regulations promulgated thereunder.

(4) The Commission shall implement safeguards to ensure the security and integrity of its databases, and to the extent otherwise provided, the confidentiality of such databases.

(5) The Commission shall take reasonable steps to prevent misuse of any Commission database by any of the Commission's Commissioners, staff, vendors, contractors, or agents, which steps shall include, but need not be limited to:

(a) Prohibiting use and access to the database for purposes other than Commission-related business; and

(b) Prohibiting improper disclosure of confidential information.

Notes

555 CMR, § 8.07

Adopted by Mass Register Issue 1493, eff. 4/14/2023.