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Data Practices Policy for Public Data Practices Policy for Members of the Public /z·ä E {w©;Þ7 I;;¦z /Ò·är az;· City of Shorewood, Dated 5/8/2017 Policy and procedures required by Minnesota Statutes, 1 sections 13.025 and 13.03 Right to access public data The Government Data Practices Act (Minnesota Statutes, Chapter 13) presumes tha data are public unless a state or federal law says the data are means all recorded information a government entity has, including paper, email, flash drives, CDs, DVDs, photographs, etc. The Government Data Practices Act also provides that this government entity must keep all government data in a way that makes it easy for you, as a member of the public, to access public data. You have the right to look at (inspect), free of charge, all public data that we keep. You also have the right to get copies of public data. The Government Data Practices Act allows us to charge for copies. You have the right to look at data, free of charge, before deciding to request copies. How to make a data request You can look at data, or request copies of data that this government entity keeps. Make your written request for data to the appropriate individual listed in the Datn page 4. You may make your request via email, fax, mail, or in person using the f6. If you choose not use to use the data request form, your request should include: You are making a request for public data under the Government Data Practices Act (Minnesota Statutes, Chapter 13). Whether you would like to inspect the data, have copies of the data, or both. A clear description of the data you would like to inspect or have copied. This government entity cannot require you, as a member of the public, to identify yourself o reason for your data request. However, depending on how you want us to process your request (if, for example, you want us to mail you copies of data), we may need son about you. If you choose not to give us any identifying information, we will proviso you may check on the status of your request. In addition, please keep in mind that if we do not understand your request and have no way to contact you, we will not be able to begin processing your requ. How we respond to a data request Upon receiving your request, we will work to process it. If it is not clear what data you are requesting, we will ask you If we do not have the data, we will notify you in writing within 10 business If we have the data, but the data are not public, we will notify you as soon as reasonably possible and state which specific law says the data are not publ. If we have the data, and the data are public, we will respond to your request appropriately and promptly, within a reasonable amount of time by doing one of the: Arrange a date, time, and place to inspect data, for free, if you o data, or City of Shorewood, Dated 5/8/2017 Policy and procedures required by Minnesota Statutes, 2 sections 13.025 and 13.03 Provide you with copies of the data as soon as reasonably possible. You may choose to o pick up your copies, or we will mail or fax them to you. We will provide electronic copies (such as email or CD-ROM) upon request if we keep the data in electronic format. Information about copy charges is on page 5. We will provide notice to you about our requirement to prepay for copies. If you do not understand some of the data (technical terminologye let us know. We will give you an explanation if you ask. The Government Data Practices Act does not require us to create or collect new data request if we do not already have the data, or to provide d we do not keep the data in that form or arrangement (for example, if the data you request are on paper only, we are not required to create electronic documents to respond to your request). If we agree to create data in response to your request, we will work with you our request, including cost and response time. In addition, we are not required under the Government Data Practices Act to respond to questions that are not specific requests for data. Requests for summary data Summary data are statistical records or reports that are prepared by removing all identifiers from private or confidential data on individuals. The preparation of summary data is not a means to gain access to private or confidential data. We will prepare summary data if you make request in writing and pre-pay for the cost of creating the data. Upon receiving your written request you may use the data request form on page 6 we will respond within ten business days with the data or details of when the da charge. City of Shorewood, Dated 5/8/2017 Policy and procedures required by Minnesota Statutes, 3 sections 13.025 and 13.03 Data Practices Contacts Responsible Authority Name: Sandie Thone, City Clerk Address: City of Shorewood, 5755 Country Club Road, Shorewood, MN 55331 Phone number/fax number/email address: Phone: 952-960-7900, Fax: 952-474-0128, Email: sthone@ci.shorewood.mn.us Data Practices Compliance Official Name: Sandie Thone, City Clerk Address: City of Shorewood, 5755 Country Club Road, Shorewood, MN 55331 Phone number/fax number/email address: Phone: 952-960-7900, Fax: 952-474-0128, Email: sthone@ci.shorewood.mn.us Data Practices Designee(s) 1)Name: Twila Grout, Administrative Assistant Address: City of Shorewood, 5755 Country Club Road, Shorewood, MN 55331 Phone number/fax number/email address: Phone: 952-960-7900, Fax: 952-474-0128, Email: tgrout@ci.shorewood.mn.us 2)Name: Brenda Pricco, Administrative Assistant Address: City of Shorewood, 5755 Country Club Road, Shorewood, MN 55331 Phone number/fax number/email address: Phone: 952-960-7900, Fax: 952-474-0128, Email: bpricco@ci.shorewood.mn.us City of Shorewood, Dated 5/8/2017 Policy and procedures required by Minnesota Statutes, 4 sections 13.025 and 13.03 Copy Costs Members of the Public This government entity charges for copies of government data. These charges are authorized under Minnesota Statutes, section 13.03, subdivision 3(c). For 100 or fewer paper copies 25 cents per page 100 or fewer pages of black and white, letter or legal size pape-sided copy, or 50¢ for a two-sided copy. Most other types of copies actual cost The charge for most other types of copies, when a charge is not set by statute or rule, is the actual cost of searching for and retrieving the data, and making the copies (e.g. sending the data by email). In determining the actual cost of making copies, we factor in employee time, the cost of the materials onto which we are copying the data (paper, CD, DVD, etc.), and mailing costs (if any). If your request is for copies of data that we cannot reproduce ourselves, such as p actual cost we must pay an outside vendor for the copies. If, because of the subject matter of your request, we find it ne-paid employee to search for and retrieve the data, we will calculate the search a charge at the higher salary/wage. City of Shorewood, Dated 5/8/2017 Policy and procedures required by Minnesota Statutes, 5 sections 13.025 and 13.03 5· w;¨Ò;· C© a;,;© E ·w; tÒ,z- Request date: I am requesting access to data in the following way: Inspection Copies Both inspection and copies b·;t L¦;-·z z E©;; We will respond to your request as soon as reasonably possible. Contact information Name: Address/phone number/email address: Note: You do not have to provide any contact information. Howeve copies of data, we will need some type of contact information. In addition, if we do not understand your request and need to get clarification from you, without contact processing your request until you contact us. These are the data I am requesting: Describe the data you are requesting as specifically as possible. City of Shorewood, Dated 5/8/2017 Policy and procedures required by Minnesota Statutes, 6 sections 13.025 and 13.03 Notice of Adoption of Model Policies Minnesota Statutes, section 13.025, subdivisions 2 and 3, require government entities to prepare written policies that relate to public access to government data, a Minnesota Statutes, section 13.03, subdivision 2, requires entities to establish procedures so that data requests are complied with appropriately and promptly. Minnesota Statutes, section 13.073, subd. 6, requires the Commissioner of Administration to prepare model policies and procedures to help government entities comply with those requirements. Enti l policies must notify the Commissioner. Please use the following statement to notify the Commissioner if you choose to adopt procedures.* Notice to Commissioner of Administration: Adoption of Model Policies The City of Shorewood the Public and Model Policy for Data Subjects. This notice to the Commissioner satisfies obligation under Minnesota Statutes, section 13.073, subdivision 6. Sandie Thone City Clerk and Data Practices Responsible Authority May 8, 2017 *DÝ;©;· ;·z·z; ä Ò,z· ·wz ·zEz-·z ,ä z © ;z Commissioner of Administration c/o Information Policy Analysis Division (IPAD) 201 Administration Building 50 Sherburne Avenue St. Paul, MN 55155 info.ipad@state.mn.us City of Shorewood, Dated 5/8/2017 Policy and procedures required by Minnesota Statutes, 7 sections 13.025 and 13.03