10.06A Policy Revisions - Data Practices Policies

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I I i How to Make a Request for Your Data To look at data,or request copies of data that this government entity keeps about you,your minor � children,or an individual for whom you have been appointed legal guardian,you must make a specific written request to the City identifying the data you seek. Make your request for data to the appropriate individual listed in the Data Practices Contacts on page 6. You may make your request for data by mail, fax,or email, using the data request form on page 8. If you choose not use to use the data request form,your request should include: • that you are making a request, under the Government Data Practices Act(Minnesota Statutes, Chapter 13),as a data subject,for data about you; • 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;and ', • identifying information that proves you are the data subject,or data subjecYs parent/guardian. This government entity requires proof of your identity before we can respond to your request for data. If you are requesting data about your minor child,you must show proof that you are the minor's parent. If you are a guardian,you must show legal documentation of your guardianship. Please see the Standards for Verifying Identity located on page 9. How We Respond to a Data Request Once you make your request,we will work to process your request. If it is not clear what data you are requesting,we will ask you for clarification. • If we do not have the data,we will notify you in writing within 10 business days of your request. • If we have the data, but the data are confidential or private data that are not about you,we will notify you within 10 business days and state which specific law says you cannot access the data. • If we have the data,and the data is public or private data about you,we will respond to your request within 10 business days, by doing one of the following: o arrange a date,time,and place to inspect data,for free, if your request is to look at the data,or o provide you with copies of the data within 10 business days. You may choose to 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. o Information about copy charges is on page 7. o We also will arrange for you to prepay for the copies. After we have provided you with access to data about you,we do not have to show you the data again for 6 months unless there is a dispute or we collect or create new data about you. If you do not understand some of the data (technical terminology,abbreviations,or acronyms), please 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 in response to a data request if we do not already have the data,or to provide data in a specific form or arrangement if 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 Policy required by Minnesota Statutes,section 13.025,subdivision 3. Page 4