803 CMR 2.19 - Requirement to Maintain a Secondary Dissemination Log
(1)
CORI shall not be disseminated except as otherwise provided in
803
CMR 2.16 and
2.17, or as otherwise
authorized by the law, regulation, or accreditation requirement that allows for
CORI access.
(2) In the limited
circumstances under which CORI may be lawfully disseminated outside of the
requestor's organization, the requestor shall either enter into an approved
memorandum of understanding with the recipient or else record each such
dissemination in a secondary dissemination log.
(a) An approved memorandum of understanding
shall:
1. be approved by DCJIS prior to
execution;
2. be entered into
between any and all parties that will disseminate, receive, or have any access
to CORI pursuant to the agreement;
3. be signed by individuals with signatory
authority on behalf of any and all such parties;
4. conform with all statutes, regulations,
and policies applicable to CORI access; and
5. describe in detail all circumstances in
which CORI will be shared, including the means and media to be used, any and
all security controls, all persons with access to any CORI under the agreement,
the purpose of such information sharing, and the legal authority for said
agreement.
(b) The
secondary dissemination log shall record the following information for each
dissemination:
1. the subject's
name;
2. the subject's date of
birth;
3. the date and time of
dissemination;
4. the name of the
individual to whom the CORI was disseminated along with the name of the
organization for which the individual works, if applicable; and
5. the specific reason for
dissemination.
(3) The secondary dissemination log may be
maintained electronically or on paper.
(4) An electronic dissemination log shall be
protected in the same manner as described in
803
CMR 2.14 and
2.15.
(5) Each secondary dissemination log entry
shall be maintained for at least seven years.
(6) A secondary dissemination log shall be
subject to audit by DCJIS.
(7) Upon
request, a requestor may provide a subject a copy of the secondary
dissemination log pertaining only to dissemination of the subject's
CORI.
Notes
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