Agenda Packets - 2011/11/01 - Laserfiche WebLink

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Fee Calculation Method II In all other circumstances, including requests to provide data via facsimile, a city may require the requester to pay the actual costs of searching for and retrieving the data, and for making, certifying, compiling, and electronically transmitting the data or copies of the data. A city may not charge a minimum fee. Costs that may be included as long as they are reasonable:  Staff time required to: o Retrieve documents, or to remove staples or paper clips. o Sort and label documents, only if necessary to identify the data to be copied. o Take documents to copier for copying, copy documents. Note: a city may not assess a fee for labor costs that exceed those of the lowest paid employee who could complete the task(s) performed.  Materials (paper, copier ink, staples, magnetic tapes, video or audio cassettes, etc.)  Special costs associated with making copies from computerized data.  Mailing costs.  Vehicle costs (directly involved in transporting data to another facility when necessary to provide copies). Costs that may not be included:  Staff time required to: o Separate public from private data. o Open a data request that was mailed. o Sort, label, or review data if not necessary to identify the data to be copied. o Return documents to storage. o Provide information about the data to the requester (i.e., explain content and meaning of data). o Prepare data for mailing, prepare cover letter, fax sheet of invoice for copies. o Prepare cover letter, fax sheet, or invoice for copies. o Credit payment and perform other associated accounting functions.  Purchase, rental, maintenance, and/or depreciation of copier.  Normal operating expenses of computer/copier, including electricity used, and machine wear/tear.  The entire cost of operating a multi-tasked computer for a measured unit of time, when fulfilling a request for copies was only one of the tasks performed during that unit of time.  Administrative costs that are not related to copying or records storage.  Sales tax. Personnel Data The presumption under the Act regarding personnel data is the opposite of the general presumption of the Act: personnel information is presumed to be private data unless otherwise noted in the Act. Learn More Further guidance about this fee calculation method is on the IPAD website at: www.ipad.state.mn.us Definition Personnel data are information about an individual collected because the person has or had an employment relationship or applied for a position with the city.