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40 Section IV: Duties Relating to Right of Subjects The subject has the right to be informed of the content and meaning of public and rivate data about her/himself upon request. p Upon the request of the data subject, the entity must explain the content and meaning of the data. This includes explaining the meaning of technical terminology, abbreviations, or words or phrases. The explanation must be provided in a way the subject understands, including the use of another language, an interpreter, or other means. The entity must clearly inform the subject how to exercise this right. The subject has the right to have copies of all public and private data about her/himself. To exercise this right, the subject must make a request to the responsible authority, or to the appropriate designee, as specified by the entity. The entity may require that the request be in writing, and may require the use of a form for this purpose as discussed above. Criteria for deciding whether to require written data requests, or the use of a form, include the process established by the entity for handling data requests, the frequency of requests, the magnitude of a request or requests, and the sensitivity of data requested. The entity may require the individual to provide identification in order to confirm that s/he is the • subject of the data. The entity must provide the requested copies of the data immediately, if possible, or within ten working days of receiving the request. If the subject has requested copies of data that are not accessible to him/her, the entity must inform the individual of this fact at the time of the request, and must cite the specific section of state or federal law that gives the entity the authority to withhold the data from the subject. The data subject is entitled to have copies of all public and private data which the entity maintains about him or her, but is not entitled to access or copy private data about other people which may appear in the records or files. The entity is required to determine what information relates to which person so that it may lawfully comply with requests for copies of the data. The entity cannot refuse to give a data subject copies of private or public data about her/himself just because private data about other people are maintained in the record or file. The entity may charge a fee for providing a data subject with copies of public and/or private data about her/himself. The entity may charge only the actual and reasonable cost of making, certifying and compiling the copies. The entity may require payment of postage if mailing is requested. • Actions relating to the right of the data subject to challenge the accuracy July, 2000 Model Policy: Access to Government Data & Rights of Subjects Data