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Fees for Providing Copies of Public Government Data <br />Page 2 <br />modifying a computer program to format data. Note: Computerized data must be kept in a manner <br />that makes the data easily accessible for convenient use. <br />♦ Mailing costs <br />♦ Vehicle costs directly involved in transporting data to the appropriate facility when necessary to <br />provide copies (for example, when the entity is unable to provide copying services for photographs, <br />oversized documents, videos, etc.) <br />♦ Electricity costs when the requester uses own scanner to make an unusually large number of copies <br />B. Costs that may not be included: <br />♦ Purchase or rental of copier <br />♦ Maintenance of copier <br />♦ Normal operating expenses of computer /copier, including electricity used, and machine wear/tear <br />♦ Depreciation of copier <br />♦ Staff time required to: <br />Separate public from not public data <br />Open a data request that was mailed <br />Sort, label or review data, if not necessary to identify the data to be copied <br />Return documents to storage <br />Provide information about the data to the requester (i.e., explain content and meaning of data) <br />Prepare data for mailing <br />Prepare cover letter, fax sheet or invoice for copies <br />Credit payment and perform other associated accounting functions <br />Note: The entity may not assess a fee for labor costs (wages /salary plus benefits) that exceed <br />those of the lowest -paid employee who could complete the task(s) performed <br />♦ Administrative costs that are not related to copying <br />♦ Records storage <br />♦ Sales tax <br />♦ The entire cost of operating a multi -tasked computer for a measured unit of time, when fulfilling a <br />request for copies was only one of the tasks performed during that unit of time <br />♦ Costs incurred because data are not maintained in a manner that makes them easily accessible for <br />convenient use <br />♦ Search and retrieval costs when data are inspected but no copies are requested <br />Information Policy Analysis Division, Department of Administration <br />201 Administration Building, 50 Sherburne Avenue <br />St. Paul, Minnesota 55155 <br />Voice: 651.296.6733 or 1.800.657.3721 Fax: 651.205.4219 <br />w .ipad.state.mn.us <br />July 2005 <br />