01/07/2008 Council Packet - Laserfiche WebLink

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• • • Date: To: From: Re: WORK SESSION STAFF REPORT Work Session Item #9 January 7, 2008 City Council Gordon Heitke, Administrator Julie Bartell, City Clerk Data Policy WS — Item 9 Background The council has discussed the establishment of a communication policy that would formalize procedures for requesting and responding to data requests submitted by council members. In preparing a policy proposal, it became evident that including an update of the city's guidelines and procedures for all data practices would be an appropriate addition to the scope of the project. Cities within the state are required to follow data practice law as set forth in state statute. The attached document, City of Lino Lakes Guidelines and Procedures for the Minnesota Government Data Practice Act, is based on policy standards used by other cities that have been compiled based on state data practice law. The document would be used to guide how the City will store, collect and dispose of data as well as how that data is classified — public, private or confidential. Further, the document establishes our city's guidelines and procedures for providing access to data, including our expectations relative to response time and circumstances where data charges are instituted. Staff has added to our access process a Data Request Form that will be available on the City's Web site. The policy and procedures regarding council data requests is set forth in Section X of the document. Requested Council Direction Staff is presenting for council review a guidelines and procedures document that includes all of the compliance elements to the Minnesota Government Data Practices Act as well as a section denoting guidelines and procedures for city council access to data. Formal approval of the document will be requested when deemed appropriate by the council. Attachment(s) City of Lino Lakes Guidelines and Procedures for the Minnesota Government Data Practice Act, 1