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Can I use third-party collaboration tools that collect personal information in Alaska? What are the requirements?

Requirements for Using Third-Party Collaboration Tools that Collect Personal Information in Alaska

If you are using third-party collaboration tools that collect personal information in Alaska, you must comply with the following requirements:

  1. Notice Regarding Personal Information: When a state agency requests personal information that may be included in a public record directly from the person who is the subject of the information, the agency shall give the person a written notice at the time of the request that states the name and address of the agency, the citation of the statute or regulation that authorizes the agency to request the information, a statement indicating whether the person is required to supply the information, the consequences to the person, if any, of not providing all or part of the requested information, a statement of the agency’s anticipated uses of the information, including the agency’s internal uses of the information and disclosure of the information to other state agencies, the fact that the information may be subject to inspection and copying under AS 40.25.110 — 40.25.120, and a statement summarizing how a person may challenge under AS 40.25.310 the accuracy or completeness of personal information maintained by a state agency [2.1].
  2. Public Information Principles: Public agencies are required to limit the collection of personal information only to that data necessary for the efficient administration of a public agency [1.1].
  3. Release of Information with Client Consent: Personal information released by a public agency may be used only for the purpose for which it is provided and may not be further released to any person or agency. The person to whom it is released must provide written assurance to this effect [3.1].
  4. Collection, Use, and Confidentiality of Information: The division will collect only personal information which is necessary for the administration of the vocational rehabilitation program. The division will inform each client or, as appropriate, the client’s parent, guardian, or other representative of the collection and use of personal information. All information collected by the division is the property of the division. The division will maintain personal information in the client case record for three years after the completion of services. The case record will identify the source of any information, if known, unless the source is the client. All personal information, including lists of names and addresses and photographs, is confidential. Information provided under (b) of this section will be in the language or other means of communication which the client understands [3.2].
  5. Access to Records; Rights; Requirements; Format: A public agency is not required to manipulate its data to create new records in response to a request for public records. A public agency may manipulate its data to create electronic services and products if the public agency can do so without impairing its functioning, the data is protected from intentional or accidental modification or destruction, and the requester pays for the cost of developing the requested electronic service or product, based on fees established by the public agency [1.2].
  6. Response to Request; Agreement for Electronic Services and Products: A public agency may require a written agreement, signed by the requester and an authorized officer of the public agency, before beginning work required to provide electronic services and products. The agreement shall include provisions to protect the security and integrity of the information system [4.1].

Therefore, if you are using third-party collaboration tools that collect personal information in Alaska, you must ensure that you are collecting only the necessary data, that the personal information is not further released to any person or agency without written assurance, and that you comply with the requirements for electronic services and products. Additionally, you may be required to sign a written agreement with the public agency to protect the security and integrity of the information system.

Source(s):
Jurisdiction

Alaska