(a) The following types of users have routine access to the records listed, for the purpose set forth:

1. (1) Administrative Services Officer 3: administers personal policies;
2. (2) Administrative Services Officer 1: administers personnel policies;
3. (3) Senior Affirmative Action Officer: monitors personnel actions for compliance with affirmative action policies;
4. (4) Business Services Officer: performs payroll related functions;
5. (5) Personnel Assistant: processes and files personal data records;
6. (6) Administrative Secretary: files and maintains personal data records;
7. (7) Payroll Clerk: performs payroll related functions;
8. (8) Senior Clerk: files and maintains personal data records.

(b) When an individual is asked to supply personal data to the department, the department shall disclose to that individual, upon request:

1. (1) The name of the department and division within the department requesting the personal data;
2. (2) The legal authority under which the department is empowered to collect and maintain the personal data;
3. (3) The individual's right pertaining to such records under the Personal Data Act and department regulations;
4. (4) The known consequences arising from supplying or refusing to supply the requested personal data;
5. (5) The proposed use to be made of the requested personal data.