2021.07.27 CC Packet v.3 - Laserfiche WebLink

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procedures or other circumstances that affect an individual's ability to access data about them. (Minnesota Statutes section 13.025, subdivisions 3 and 4.) Changes made to this policy include: Staff contact updates and clarification of technical terms. There were no legislative changes in 2020 or 2021 that affected this policy. • MN Government Data Practices Internal Guidelines and Procedures This policy establishes internal procedures consistent with Minnesota State Statutes, Chapter 13 in its entirety as well as with Minnesota State Statues, section 15.17 and 138.17 regarding official government records. Among other things,these procedures are to address the collection, storage and preservation of all records and data. It limits the use and dissemination of private and confidential data to that necessary for the administration and management of City business and ensures that the City is maintaining accurate, complete data about individuals that is used only for the purpose for which it was collected. Procedures regarding accessibility to other governmental agencies and appropriate security safeguards to protect not public data from unlawful release to the public or to staff and officials whose jobs do not reasonably require access are also addressed in this policy. (Minnesota Statutes section 13.03, subdivision 2; section 13.05; and, Minnesota Rules section 1205.0900) Changes to this policy include: Staff contact updates, clarification of technical terms, addition of section headers to improve usability, and updated forms to be stylistically consistent with each other.There were no legislative changes in 2020 or 2021 that affected this policy. • Data Inventory(Appendix A to the Internal Data Policy) The City is required to maintain an inventory of all types of private or confidential data about individuals that is maintained by the City. This inventory is required to contain a description of each category of record, file or process the City uses to collect, create or maintain not public data on individuals and the state statute that classifies the data as not public.This inventory must be updated at least annually and must be available for to the public. (Minnesota Statutes section 13.025, subdivision 1.) Changes to the Data Inventory include statutory references updates throughout. In addition, various Private, Confidential and Nonpublic Data collected by the City were added to the inventory including: o Absentee Ballot Applications o Absentee Ballots o Ballots o Election Day Forms o Registered Voter Lists o Community Development Block Grant Materials o Property Appraisals o Water&Sewer Analysis o Applications for Appointment o Employee Suggestion Forms o Bureau of Criminal Apprehension Reports o Crime Prevention Program Data o Emergency Plans