HARRY HUGHES, Governor

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(B)  EACH STATE AGENCY OR INSTRUMENTALITY SUBJECT TO
THE STATE DOCUMENTS LAW SHALL SUBMIT A REPORT TO THE
SECRETARY OF THE DEPARTMENT OF GENERAL SERVICES DESCRIBING
THE PERSONAL RECORDS THAT THE AGENCY MAINTAINS. THE REPORT
SHALL INCLUDE:

(1)  THE NAME OF THE AGENCY OR INSTRUMENTALITY
AND THE DIVISION WITHIN THE AGENCY THAT IS MAINTAINING
PERSONAL RECORDS, AND THE NAME AND LOCATION OF EACH SET OF
PERSONAL RECORDS;

(2)    A BRIEF DESCRIPTION OF THE KINDS OF
INFORMATION CONTAINED IN EACH SET OF PERSONAL RECORDS AND
THE CATEGORIES OF INDIVIDUALS CONCERNING WHOM RECORDS ARE
MAINTAINED;

(3)  THE MAJOR USES AND PURPOSES OF THE
INFORMATION CONTAINED IN EACH SET OF PERSONAL RECORDS;

(4)  POLICIES AND PROCEDURES OF THE AGENCY OR
INSTRUMENTALITY REGARDING STORAGE, RETRIEVABILITY,
RETENTION, DISPOSAL, AND SECURITY, INCLUDING ACCESS
CONTROLS, OF EACH SET OF PERSONAL RECORDS;

(5) POLICIES AND PROCEDURES OF THE AGENCY OR
INSTRUMENTALITY REGARDING ACCESS AND CHALLENGES TO PERSONAL
RECORDS BY THE PERSON IN INTEREST; AND

(6) THE CATEGORIES OF SOURCES OF INFORMATION FOR
EACH SET OF PERSONAL RECORDS.

(C)  EACH STATE AGENCY OR INSTRUMENTALITY THAT
MAINTAINS PERSONAL RECORDS SHALL SUBMIT THE REPORT DESCRIBED
IN SUBSECTION (B) BY JULY 1, 1983. THEREAFTER, A REPORT
SHALL BE SUBMITTED ANNUALLY WHICH SHALL DESCRIBE ONLY THOSE
SETS OF PERSONAL RECORDS WHICH WERE ELIMINATED OR ADDED
SINCE THE PREVIOUS REPORT, OR WHICH CHANGED SIGNIFICANTLY
SINCE THE PREVIOUS REPORT.

(D)  ANY STATE AGENCY OR INSTRUMENTALITY THAT MAINTAINS
2 OR MORE SETS OF PERSONAL RECORDS MAY COMBINE SUCH RECORDS
FOR REPORTING PURPOSES, BUT ONLY IF THE CHARACTER OF THE
RECORDS IS HIGHLY SIMILAR.

(E)  THE SECRETARY OF GENERAL SERVICES SHALL ISSUE
REGULATIONS PRESCRIBING THE FORM AND METHOD OF FILING
REPORTS OF PERSONAL RECORDS.

(F)  ALL REPORTS OF PERSONAL RECORDS SHALL BE AVAILABLE
FOR PUBLIC INSPECTION.

(G)  WHEN ACCESS TO NONDISCLOSABLE PERSONAL RECORDS IS
DESIRED FOR RESEARCH PURPOSES, THE OFFICIAL CUSTODIAN OF A
STATE AGENCY OR INSTRUMENTALITY MAY GRANT ACCESS IF: