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<br /> <br /> Staff Report <br /> <br /> <br /> <br />To: Mayor Fischer and Members of the City Council <br /> <br />From: Heidi Heller, City Clerk/HR Manager <br /> <br />Date: January 14, 2026 <br /> <br />Re: Designation of Data Practices Responsible Authority and Compliance Official <br />Ratifying City Procedures for Access to Public and Private Data <br /> <br />Action To Be Considered: <br />Motion to approve, table, or deny the following: <br />• Designate the City Clerk/HR Manager, Heidi Heller, as the Data Practices Responsible <br />Authority and Compliance Official, ratify the city procedures for access to public and <br />private data. <br /> <br />Background: <br />MN State Statute states that the written policy must be updated no later than August 1 of each <br />year to reflect any changes in personnel or procedures. There are no changes to personnel or <br />procedures proposed for 2025. <br /> <br />MN State Statute 13.025 Subd. 3 <br />The responsible authority shall prepare a written policy of the rights of data subjects under <br />section 13.04 and the specific procedures used by the government entity for access by the <br />data subject to public or private data on individuals. The written policy must be updated no <br />later than August 1 of each year, and at any other time as necessary to reflect changes in <br />personnel, procedures, or other circumstances that impact the public's ability to access <br />data. <br />Over the last five years, staff has been working on moving much of the city’s records from paper <br />to electronic format. Not all existing records will be converted to electronic due to cost and <br />ability, so some permanent paper records will remain, but going forward almost all city records <br />will only be electronic. It is recommended that the Council also designate electronic records as <br />an accepted format for official city records. <br /> <br />Staff Recommendations: <br />Staff recommends designating the City Clerk/HR Manager, Heidi Heller, as the Data Practices <br />Responsible Authority and Compliance Official, and ratifying the city procedures for access to <br />public and private data. <br /> <br />Attachments: <br />• Procedures for access to public and private data