3.4. & 3.5. SR 06-30-1997 - Laserfiche WebLink

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4. Form of Request. Requests for access to public data may be made by telephone, in writing, or in person. In order to preserve efficient operation of City departments, each department head may establish limits on the number or types of requests to which the department will respond over the telephone. (E.g., a department head may establish a limit of only two questions per telephone call or may require that lengthy requests be submitted in writing.) (Minn. Rules, Pt. 1205.0300, subp. 3) Written requests are preferred and may be required by the Responsible Authority or designee. 5. Time for Response. Authorized City employees will respond to all requests for public data in a reasonably prompt manner. Whenever possible, the authorized City employees will immediately provide the requested information or allow the requesting person to inspect the public data. Where an immediate response would unreasonably interfere with the efficient performance of the City's operations, an authorized City employee may require that the requesting person make an appointment or return at a later time to inspect or to pick up copies of the requested data. Any delay in providing requested data must be reasonable in relation to the quantity of data requested, the time needed to retrieve and collect the requested data and, where applicable, the time needed to separate public from nonpublic data, compile copies, or certify copies. (Minn. Rules, Pt. 1205.0300, subp. 3) NOTE: When public data on individuals is requested by the individual data subject and an immediate response is not possible, authorized City employees must inform the data subject of the number of days needed to respond to the request, which may not exceed ten days from the date the request was received, excluding Saturdays, Sundays, and legal holidays. (Minn. Stat. § 13.04, subd. 3) 6, Denying Access. If the authorized city employee handling a request believes that the data is not public and that the requesting person is not entitled by law to have access to the data, the request will be handled in the manner provided in Section 7.17. 7. Fees. Fees may be charged only as provided in Section 9, "fees for copies of Government Data", 8. IDR Form Required. An Information Disclosure Request form must be completed if the person requests copies of public data on individuals. (See Section 8) C. Requests for Private Data on Individuals or Nonpublic Data Not on Individuals. 1. Scope. This Section TC applies to all requests for private data on individuals or nonpublic data not on individuals, except requests that are related to or made by a party in litigation with the City or that are requested by subpoena. See Section TE. 2. Hours. Requests for access to private data on individuals or nonpublic data not on individuals must be made during normal business hours. (Minn. Rules, Pt. 1205.0500, subp. 4) 3. Identities of Persons Requesting Access Must Be Verified. The Responsible Authority or designee may not provide access to private data on individuals or nonpublic data not on C-AH5 08 84 GA115-26 30