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The rules of confidentiality apply to all data obtained from the query. In addition, because of the sensitive nature of the data available, rules have been established for accessing the data as well as release of data obtained from the query. 37.6.2 Use of Data Data exchanges can only be accessed for official program purposes. No one is permitted to browse the records in any query, even if there are no intentions to share the data. 37.6.3 Query Access Agencies must take all precautions necessary to ensure that only authorized agency staff have access to the online queries. 37.6.4 Release of Data Only release data received from a query to: • The person who is the subject of the data. • The person's attorney or other duly authorized representative who needs the data in connection with that person's fair hearing. • Another county, state, or federal agency administering the FoodShare, child support, SSI, BadgerCare Plus, or Medicaid programs. • A criminal or civil authority that agrees in writing to protect the confidentiality of the data provided. This page last updated in Release Number: 23-02 Release Date: 04/17/2023 Effective Date: 04/17/2023 37.7 Documents 37.7.1 Date Stamping Documents All paper documents received by an agency must have the received date on the face or first page of each document. If the agency does not have a date stamp, the agency must write out the date the document was received on the front of the document prior to scanning. 37.7.2 Photocopying Vital Records Wis. Stats. §69.30 permits DHS, county, W-2, and tribal social and human service agencies to photocopy vital records for administrative use. Vital records include: • Birth certificates • Death certificates • Marriage documents • Divorce and annulment certificates • Data related to any of the above documents This statute exempts agencies from its restrictions if there is an administrative need for the copy and it’s marked "For Administrative Use." Penalties for improperly photocopying vital records include fines and imprisonment.