City of Maple Plain Data Practices Act Public Access Policy

City of Maple Plain
Minnesota Government Data Practices Act
Public Access Policy

Pursuant to M.S. 13.03, subs. 2(a), upon receiving a written request for data, the City of Maple Plain shall respond to said request and data will be made available in a reasonable amount of time; up to 10 business days. (Per the League of MN Cities, the City of Maple Plain may take two weeks, from receipt of the request, to complete an information request depending on the amount and type of the request).

There is no fee for the requestor to view the data; however there is a nominal fee for copies requested. If a verbal request for data is received, only the data immediately available will be provided. If requested data is not available immediately, a written request for data shall be provided.
 

Government data is a term that means all recorded information a government entity has, including paper, email, CD-ROMs, photographs, etc.
 

The Data Practices Act (Minnesota Statutes, Chapter 13) presumes that all government data is public unless there is a state or federal law says the data is not public.
 

Chapter 13 of the Minnesota Statutes, also known as the Minnesota Government Data Practices Act (MGDPA), is the primary resource the City uses in determining the public/not public nature of data.
 

Requests to review or copy non-public data must be in writing. Data will only be made available if the requesting person is entitled to receive or review such data under State Law.
 

Procedures
 

Contact the City of Maple Plain and Make a Data Request
 

To look at data or to request copies of data, make a written request for data – you may use the Information Disclosure Request Form.
 

The requester may ask for and receive public information over the telephone, in person, through the mail, by email, or via fax. While the City receives requests in a variety of ways, the City may ask for the request in writing.
Requests may be made during normal business hours.
 

The City of Maple Plain cannot require you to identify yourself or to explain the reason for your data request. However, depending on how you want the City to process your request, some information may be needed. If you choose not to give any identifying information, the City will provide you with contact information so that you may check on the status of your request.

Information to Include in the Request

1. A statement informing that the request is a data request under the Minnesota Government Data Practices Act (MGDPA).
2. A clear description of what information is being requested.
3. If the request is unclear, the City may ask for clarification, but the requester is not required to say who they are or explain why the data is being requested.

How the City will respond to a Data Request

1. Once the City has received your written request, the City will begin to process your request.
2. If the City does not have the data, the City will inform the requestor within 10 business days. The City does not have to collect or create data in order to respond to a request.
3. If the data is available, but the data is confidential or private data that is not about the requester, the City will notify you within 10 business days and state which specific law says you cannot access the data.
4. If the data is available, and the data is public or private data about you, the City will respond to the request within 10 business days.
5. If the City needs more time to identify, find or copy the requested data, the City will notify the requestor about when the data will be available.
6. If the City has the data that is asked for but does not keep the data in the form the requestor wants, the City may not be able to give the data in the requested form. If the City is unable put the data in the form requested, the requestor may have the data in the City's format and convert it. If the City can put the data in the form requested, they will let the requestor know how long it will take to provide the data and how much it will cost. The requestor can then decide if the City should provide the data in that form or not. 

Copying of Public Data

The requestor has the right to have a copy of any data that they have a right to see. This includes the right to have copies of all or parts of specific documents, files, records or other types of data that the City keeps. If the requestor asks for the copies in electronic form, and the City keeps the data in electronic form, the City will give the requestor the data in electronic form if possible.

The City will provide the copies requested as soon as reasonably possible, depending on how many copies are requested and how many staff are available to respond to the request.

The City has the right to charge a reasonable fee for providing copies. The City may charge a fee for making copies of the requested data. If the requestor asks the City to mail or fax the copies, the fee may include postage or long distance phone charges. If a certified copy of a document is requested, the City will charge a fee to certify the document.

Summary Data

Summary data consists of 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. The City will prepare summary data if the requestor makes a request in writing and pays the City what it costs to prepare the data.

Upon receiving a written request, we will respond within ten business days with the data or details of when the data will be ready and how much the City will charge.

Responsible Authority and Data Practices Compliance Official

The City of Maple Plain designates the City Administrator, as both the Responsible Authority and the Data Practices Compliance Official pursuant to the Minnesota Government Data Practices Act (Minnesota Statutes, Chapter 13). The City Administrator is responsible for the administration of and compliance with the Act, including responding to data requests, ensuring proper data classification, and providing guidance on data practices rights and responsibilities.

Contact Information: 

Jacob Kolander City Administrator   

City of Maple Plain  

Phone: 763-479-0516  

Email: datarequest [at] mapleplainmn.gov (datarequest[at]mapleplainmn[dot]gov) 

Address: 5050 Independence St, Maple Plain, MN 55359