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Fees for Providing Copies of Public Government Data4 <br />Page 2 <br />modifying a computer program to format data. Note: Computerized data must be kept in a manner <br />that snakes the data easily accessible for convenient use. <br />® Mailing costs <br />o 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 />® I'lectricity costs when the requester use; own scanner to make an unusually large number of copies <br />B. Costs that nzny not be included: <br />® Pur chase or rental of copier <br />® Maintenance of copier <br />Normal operating expenses ofcomputcr/copier, including electlicity used, and machine wcar/tear <br />4r 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 nece.rsar ;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 />o 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 tittle <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, Depattmem of Administration <br />201 Administration Building, 50 Sheibume Aventic <br />St. Paul, Minnesota 55155 <br />Voice, 651,296.6733 or 1.800.657.3721 Fax 65L2034219 <br />www.lpadslate.nutus <br />July 2005 <br />