2019.08.13 CC Packet - Laserfiche WebLink

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12 6.1C1 People who are authorized access by federal or state or by court order. 6.1C2 People within the City staff, the City Council, and outside agents (such as attorneys, insurance agents, etc.) whose work assignments or responsibilities reasonably require access. 6.2 Form of Request. Any person may request data verbally or in writing. Data will be released depending on whether or not the City has stored the data requested and whether the data is classified as public, nonpublic, protected nonpublic or is copyrighted. 6.3 Form of Request (Nonpublic or Protected Nonpublic Information). All requests to view or receive a reproduction of nonpublic or protected nonpublic information must be made in writing in order to verify identity. All requests to receive a reproduction of copyrighted public, nonpublic or protected nonpublic information must be made in writing in order to determine if the request for copyrighted material qualifies for release under copyright law of the United States (Title 17, United States Code.) The Responsible Authority will provide a form (Exhibit 3) to document the requesting party’s identity, the information requested, and the City’s response; however, any person may request data verbally or in writing as long as the request includes documentation of the requesting party’s identity and a detailed description of the information requested. 6.4 Identification of Requesting Party. The Responsible Authority must verify the identity of the requesting party as a person entitled to access when non-public or protected nonpublic data is requested. The Responsible Authority must also verify the identity of the requesting party as a person entitled to access when copies of copyrighted private, non-public, or protected nonpublic data is requested. Identity can be established through personal knowledge, presentation of photo identification, comparison of the data subject’s signature on a consent form with the person’s signature in City records, or other reasonable means. 6.5 Time Limits. Requests will be received and processed at New Brighton City Hall only during normal business hours. The response must be prompt and reasonable, if an immediate response is not possible. 6.6 Fees. Fees will be charged in the same manner as for public information and are summarized in Exhibit 2. 6.7 Accessibility of Records. Upon request by an individual, records must be made available within a reasonable time period to persons with disabilities in a manner consistent with state and federal laws prohibiting discrimination against persons with disabilities. Reasonable modifications must be made in any policies, practices and procedures that might otherwise deny equal access to records to individuals with disabilities. This requirement does not apply to (1) technology procured or developed prior to January 1, 2013, unless substantially modified or substantially enhanced after January 1, 2013 or (2) records that cannot be reasonably modified to be accessible without an undue burden as defined in Minnesota Statutes Section 16E.015, subdivision 4 to the public entity or (3) except as otherwise provided in Minnesota Statutes Chapter 16E.