Resolution 80-05 - Laserfiche WebLink

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time of the request, and in writing as soon thereafter as possible, and shall cite the statute, temporary classification, or federal law upon which the determination is made. d. The Responsible Authority shall prepare a public document containing his name, title and address , and a description of each type of record, file or process relating to private or confidential data on individuals retained by the city. Forms used to collect private and confidential data shall be included in this document. The Responsible Authority shall update the public document annually and make any changes necessarty to maintain the accuracy of the document. e. The Responsible Authority shall establish procedures to assure that all data on individuals is accurate, complete, and current for the purposes for which it was collected; and all records containing data on individuals. f. The Responsible Authority or designee shall prepare summary data from private or confidential data on individuals upon the request of any person, provided that the request is in writhin and the cost of preparing the summary data is borne by the requesting person. The Responsible Authority may delegate the power to prepare summary data to the adminis- trative officer responsible for any central repository of summary data; or to a person outside of the city if the person, in writing, sets forth his purpose and agrees not to disclose, and the Responsible Authority reasonably determines that the access will not compromise private or con- fidential data on individuals. g. The Responsible Authority shall prepare a public document setting forth the rights of the data subject pursuant to the Minnesota Goverment Data Practices Act and the specific procedures in effect in the city for access by the data subjects to public or private data on individuals. h. The Responsible Authority or designee shall allow another Responsible Authority or designee access todata calssified as not public only when the access is authorized or required by statute or federal law. The Re- sponsible Authority or designee when supplying government data under his provision may require the requesting Respnsible Authority to pay the actual cost of supplying the data. i. The Responsible Authority shall, when appropriate, apply to the Commissioner of Administration for permission to classify temporarily data or types on individuals as private or confidential, or data not on individuals as non-public, on a temporary basis until a proposed statute can be acted upon by the Legislature. j. Upon request to the Responsible Authority, or designee, any indi- vidual must be informed whether he is the subject of stored data on in- dividuals, and whether it is classified as public, private or confidential. Upon furhter request, the individual who is the subject of stored private data on individuals shall be shown the data without any charge of him and, if he desires, shall be informed of the ocntent and meaning of that data. The Responsible Authority or designee shall provide copies of the private data upon request by the individual subject of the data, and the cost of providing copies shall be borne by the individual. The Responsible Authority or designee shall comply immediately, if possible, with any request made by an individual under this paragraph, or within five days of the date of the request, excluding Saturdays, Sundays and legal holidays,