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4.2 Form of Request. Any individual may request data verbally or in writing. Data <br /> will be released depending on whether or not the City has stored the data requested and <br /> whether the data is classified as public,private, or confidential. All requests to see private <br /> or confidential information must be made in writing in order to verify identity. The <br /> Responsible Authority will provide a form (Exhibit 3) to document the requesting party's <br /> identity, the information requested, and the City's response; however, any individual may <br /> request data verbally or in writing as long as the request is accompanied by documentation <br /> of the requesting party's identity and a detailed description of the information requested. <br /> 4.3 Identification of Requesting Party. The Responsible Authority must verify the <br /> identity of the requesting party as a person entitled to access when private or confidential <br /> data is requested. Identity can be established through personal knowledge,presentation of <br /> photo identification, comparison of the data subject's signature on a consent form with the <br /> person's signature in City records, or other reasonable means. <br /> 4.4 Time Limits. Requests will be received and processed at Mounds View City Hall <br /> only during normal business hours. Access to the data will be provided as soon as is <br /> reasonably possible. Data requested by the individual that is the subject of the data will be <br /> provided within 10 days of the date of the request, excluding Saturdays, Sundays and legal <br /> holidays if an immediate response is not possible. <br /> 4.5 Fees. Fees will be charged in the same manner as for public information and are <br /> summarized in Exhibit 2. <br /> 4.6 Summary Data. The term"summary data"refers to statistical records and reports <br /> derived from data on individuals but which does not identify an individual by name or <br /> reveal any other characteristic that could uniquely identify an individual. Summary data <br /> derived from private or confidential data is public. The Responsible Authority will prepare <br /> summary data upon request, if the request is in writing and the requesting party pays for <br /> the cost of preparation. The Responsible Authority must notify the requesting party about <br /> the estimated costs and collect these costs before preparing or supplying the summary data. <br /> This should be done within 10 days after receiving the request. If the summary data cannot <br /> be prepared within 10 days, the Responsible Authority must notify the requester of the <br /> anticipated time schedule and the reason for the delay. <br /> Summary data may be prepared by"blacking out"personal identifiers, cutting out portions <br /> of the records that contain personal identifiers, creating a spreadsheet, programming <br /> computers to delete personal identifiers, or other reasonable means. <br /> The Responsible Authority may ask an outside agency or person to prepare the summary <br /> data if: (1) the specific purpose is given in writing; (2) the agency or person agrees not to <br /> disclose the private or confidential data; and(3)the Responsible Authority determines that <br /> access by this outside agency or person will not compromise the privacy of the private or <br /> confidential data. (Exhibit 4) <br /> 5 <br />