01/07/2008 Council Packet - Laserfiche WebLink

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Requests for Government Data - 3 May the City assess a fee for inspection of public data? No. A fee may not be charged for inspection of government data. This includes situations where: • It is necessary for the City to display computerized data on a terminal or print a copy of the requested data in order for the requestor to inspect the data, ■ A person wishes to visually inspect a paper document or data kept in any other medium that may be inspected visually, or • A person requests access to electronic data via her/his own computer equipment, and possibly prints copies or downloads data on her/his own equipment. How much can the City charge for providing copies of data? The City may require payment of a fee for copies of public or private data or for electronically transmitting the data; fees are established in the annual fee schedule. The City may also charge a fee for the actual costs of searching for and retrieving the data, including the cost of employee time, and for making, certifying and compiling, and electronically transmitting the data or copies of the data. Individuals should be told how much it is going to cost to have the copies made. Individuals who are a subject of the data cannot be charged for search and retrieval but for the costs of copying only. Does the City have to explain the data provided? The City must explain the meaning of the data provided if asked for an explanation. This includes explaining the meaning of technical terminology, abbreviations, words or phrases. SECTION 2 - PRIVATE DATA What is the responsibility of the City in providing access to data on individuals? Individuals have the right to ask and be told whether the City maintains data about her/him, and whether those data are classified as public, private or confidential. To exercise this right, the subject must make a request to the responsible authority for the City or to a designee. The City may require that the request be in writing, including by letter, facsimile and e -mail transmission. The City may require the individual to provide identification in order to confirm that s/he is the subject of the data, and may require staff to be present at inspection in order to physically protect the data. The City must respond to such a request immediately, if possible, or, under state law, within ten working days. Response includes informing the individual that s/he is the subject of data maintained by that City and how those data are classified. It is important to note tha, even though individuals cannot access confidential data about themselve, they do have the right to know whether confidential data are maintained by the City. • •