Chapter 1 – General Administration

13030.11 Notification and Reporting Requirements

• Each local IPAInformation Practices Act liaison person shall complete and file with CDCRCalifornia Department of Corrections and Rehabilitation’s IPAInformation Practices Act Coordinator a fully complete T-SPBState Personnel Board (see CalHR) Form 103, Personal Records System Report. The steps to be followed to allow an individual to access records, request amendments, or dispute information about themselves shall be included with each TSPB Form 103.

• CDCRCalifornia Department of Corrections and Rehabilitation’s IPAInformation Practices Act Coordinator shall complete and file with the OIPOffice of Information Practices a completed T-SPBState Personnel Board (see CalHR) Form 103.

• CDCRCalifornia Department of Corrections and Rehabilitation’s IPAInformation Practices Act coordinator shall attach to the report submitted to the OIPOffice of Information Practices a copy of CDCRCalifornia Department of Corrections and Rehabilitation’s procedures on “How to Inspect and Correct Your Records” that shall explain the procedures to be followed by an individual wishing to access, inspect, amend, or dispute personal information kept by CDCRCalifornia Department of Corrections and Rehabilitation.

• Initial Report

  • After the initial report is filed with CDCRCalifornia Department of Corrections and Rehabilitation’s IPAInformation Practices Act coordinator and the OIPOffice of Information Practices, only changes in the records systems and/or procedures need to be reported. If no changes have been made in the records system or procedures since the last previous report, a statement that there has been no change is sufficient. For this purpose, CDC Form 1020, IPAInformation Practices Act Notices of Records System Titles, shall be used and submitted. The local IPAInformation Practices Act liaison person shall compile and submit their respective reports to CDCRCalifornia Department of Corrections and Rehabilitation’s IPAInformation Practices Act coordinator by March 1 of each year. By March 31, CDCRCalifornia Department of Corrections and Rehabilitation’s IPAInformation Practices Act coordinator shall compile and forward CDCRCalifornia Department of Corrections and Rehabilitation’s report to the OIPOffice of Information Practices.

  • CDCRCalifornia Department of Corrections and Rehabilitation’s IPAInformation Practices Act coordinator may report new records systems or changes anytime during the year to OIPOffice of Information Practices.

  • Once the annual report is filed with the OIPOffice of Information Practices, CDCRCalifornia Department of Corrections and Rehabilitation’s IPAInformation Practices Act coordinator shall forward copies of the report to the Assistant Secretary, Communications and External Affairs, headquarters, and to all offices and/or units reporting that they keep personal information.