The City Clerk’s Office regulates the handling of all government data and data requests. Information maintained by the city is public unless there is a specific statutory designation that gives it a different classification. This means any individual has the right to inspect and make copies of public data. 

Some public records are available through the city website, such as city code and agenda packets and minutes. Information not found on the website can be requested through the city's data request portal.

Data Requests

• Data Practices Policy for Data Subjects
• Data Practices Policy for Members of the Public
• Informed Consent for Request to Release from an Individual
• Standards for Verifying Identify
• Government Data Practices Statutes
• Minnesota Data Practices Office

Data Protection / Accuracy and Currency of Data

All employees will be requested, and given appropriate forms, to provide updated personal information to the appropriate staff person, which is necessary for tax, insurance, emergency notification, and other personnel purposes. Other people who provide private or confidential information will also be encouraged to provide updated information when appropriate.

• Department heads should periodically review forms used to collect data on individuals to delete items that are not necessary and to clarify items that may be ambiguous.
• All records must be disposed of according to the city’s records retention schedule.

Data Safeguards

• Private and confidential information will be stored in files or databases which are not readily accessible to individuals who do not have authorized access and which will be secured during hours when the offices are closed.
• Private and confidential data must be kept only in city offices, except when necessary for city business.
• Only those employees whose job responsibilities require them to have access will be allowed access to files and records that contain private or confidential information. These employees will be instructed to:
  
  • not discuss, disclose, or otherwise release private or confidential data to city employees whose job responsibilities do not require access to the data,
  • not leave private or confidential data where non-authorized individuals might see it, and
  • shred private or confidential data before discarding.
• When a contract with an outside party requires access to private or confidential information, the contracting party will be required to use and disseminate the information consistent with the Act.

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