- Records & Data Practices
Records & Data Practices
All city information – including public meeting agendas and minutes, legal notices, crime alerts publications and more – is public unless otherwise classified by a specific statutory designation. Our data practices procedures were adopted to comply with Minnesota Data Practices Act requirements.
The city clerk serves as the responsible authority and data practices compliance officer, and other city employees are designated to assist.
To submit a records request, ask questions or learn more contact Administrative Services Director Nalisha Williams.
Use the sections below to learn more about city records and data practices.
Anyone has the right to inspect and copy public data and have the data explained. Here's how to request records and data:
How to Request Records and Data
- Data requests may be submitted online or in writing to Administrative Services Director Nalisha Williams.
- The person making the request is not required to provide their name or a reason for the request.
- We may ask you to provide certain identifying or clarifying information for the sole purpose of facilitating access to the data.
- We may provide information by email at our discretion.
- We are not required to provide information verbally over the phone.
- We are not required to provide information in any specific format, except data will be provided electronically if maintained and requested in that format.
- Copies must be supplied as soon as reasonably possible.
- Fees may be charged for copies of data according to the city's standard photocopying policy.
- If significant time is required, the fee may include the cost of preparing and copying or transmitting the data.
- The fee will no include time needed to separate public from non-public data.
If we determine we're legally unable to provide the requested data, we must inform the requesting party as soon as possible and provide the specific reasons and statutes why the request was denied.
The city is responsible for ensuring records and data are accurate, current and protected. We take the following steps to protect all aspect of records and data.
All records must be maintained and disposed of according to the city's records retention schedule.
Private and confidential data is required to remain in city offices, except when necessary for city business.
Individuals with authorized access to private and confidential information and data are:
- Not allowed to discuss, disclose or release private or confidential data for anyone without authorization.
- Not allowed to leave confidential data where anyone without authorization may see it.
- Required to shred private or confidential data before discarding.
When a contact with an outside party requires access to private or confidential information, the outside party is required to follow the Data Practices Act. The city may include a contact provision in written contracts.