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28 <br /> <br />How to Manage Government Data: MGDPA Basics <br />(See the League of MN Information Memo: Data Practices—Analyze, Classify, Respond <br />for more information and statutory references. Available at www.LMC.org ) <br /> <br />“Government runs on information. Elected and appointed officials make decisions based upon the information <br />they have. Cities rely upon reports, financial projections, and community feedback when establishing: <br /> License and permit fees. <br /> Utility rates. <br /> Employee compensation. <br /> Budgets. <br /> <br />In turn, cities document their operations. Meeting minutes, ordinances, resolutions, and policies all preserve a <br />record of the decisions made and the basis behind those decisions. <br /> <br />Our reliance on information creates significant responsibilities. Cities and other units of government must: <br />• Create official records. <br />• Retain and manage their records. <br />• Secure and provide access to government data.” (p. 1) <br /> <br />“The Minnesota’s Government Data Practices Act (MGDPA) is a series of state laws that attempt to balance: <br /> the public’s right to know what their government is doing. <br /> Individuals’ right to privacy in government data created and maintained by them. <br /> The government’s need to function responsibly and efficiently.” (p. 1) <br /> <br />“All cities must comply with the MGDPA. The MGDPA also applies to other government units as well as most <br />city-related entities, such as planning commissions, park boards and other advisory boards, Housing and Rede- <br />velopment Authorities (HRAs), Economic Development Authorities (EDAs), fire relief associations, city char- <br />ter commissions, and joint powers entities. <br /> <br />The MGDPA regulates how cities manage government data. Government data is defined as “all data collected, <br />created, received, maintained, or disseminated” by a covered governmental entity “regardless of physical form, <br />storage media, or conditions of use.” <br /> <br />The types of data regulated by the MGDPA are not limited to the paper files at city hall, but include computer- <br />ized files, e-mails, photographs, charts, maps, videotapes, audio tapes - even handwritten notes and working <br />documents.” (p.2) <br /> <br />Accordingly, notes taken while working on City business, the voice mail messages and texts received related to <br />City business, email messages related to City business are all regulated by the MGDPA —even if they are <br />stored at an official’s home or place of business.