§ 94. Agency obligations. (1) Each agency that maintains a system of\nrecords shall:\n (a) except when a data subject provides an agency with unsolicited\npersonal information, maintain in its records only such personal\ninformation which is relevant and necessary to accomplish a purpose of\nthe agency required to be accomplished by statute or executive order, or\nto implement a program specifically authorized by law;\n (b) consistent with the standards of paragraph (a) of this\nsubdivision, maintain all records used by the agency to make any\ndetermination about any data subject with accuracy, relevance,\ntimeliness and completeness provided however, that personal information\nor records received by an agency from another governmental unit for\ninclusion in public safety agency records shall be presumed to be\naccurate;\n (c) collect personal information directly from the data subject\nwhenever practicable, except when collected for the purpose of making\nquasi-judicial determinations;\n (d) provide each data subject whom it requests to supply information\nto be maintained in a record, at the time of the initial request, with\nnotification as provided in this paragraph. Where such notification has\nbeen provided, subsequent requests for information from the data subject\nto be maintained in the same record need not be accompanied by\nnotification unless the initial notification is not applicable to the\nsubsequent request. Notification shall include:\n (i) the name of the agency and any subdivision within the agency that\nis requesting the personal information and the name or title of the\nsystem of records in which such information will be maintained;\n (ii) the title, business address and telephone number of the agency\nofficial who is responsible for the system of records;\n (iii) the authority granted by law, which authorizes the collection\nand maintenance of the information;\n (iv) the effects on such data subject, if any, of not providing all or\nany part of the requested information;\n (v) the principal purpose or purposes for which the information is to\nbe collected; and\n (vi) the uses which may be made of the information pursuant to\nparagraphs (b), (e) and (f) of subdivision one of section ninety-six of\nthis article;\n (e) ensure that no record pertaining to a data subject shall be\nmodified or destroyed to avoid the provisions of this article;\n (f) cause the requirements of this article to be applied to any\ncontract it executes for the operation of a system of records, or for\nresearch, evaluation or reporting, by the agency or on its behalf;\n (g) establish written policies in accordance with law governing the\nresponsibilities of persons pertaining to their involvement in the\ndesign, development, operation or maintenance of any system of records,\nand instruct each such person with respect to such policies and the\nrequirements of this article, including any other rules and regulations\nand procedures adopted pursuant to this article, and the penalties for\nnoncompliance;\n (h) establish appropriate administrative, technical and physical\nsafeguards to ensure the security of records;\n (i) establish rules governing retention and timely disposal of records\nin accordance with law;\n (j) designate an agency employee who shall be responsible for ensuring\nthat the agency complies with all of the provisions of this article;\n (k) whenever a data subject is entitled under this article to gain\naccess to a record, disclose such record at a location near the\nresidence of the data subject whenever reasonable, or by mail;\n (l) upon denial of a request under subdivision one or two of section\nninety-five of this article, inform the data subject of its procedures\nfor review of initial determinations and the name and business address\nof the reviewing officials.\n (2) In order to carry out the provisions of this article each agency\nthat maintains a system of records shall promulgate rules which
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