Agenda - Council - 01/08/1980 - Laserfiche WebLink

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PART II RESOLUTION APPOINTING A RESPONSIBLE AUTHORITY AND ASSIGNING DUTIES WHEREAS, the Minnesota Government Data -Practices Act, Minnesota Statutes,Sections 15.1611 to 15.1698 as amended, requires that this city appoint one person as the Responsible Authority to administer the requirements for collection, storage, use and dissemination of data on indivi- duals, government data, and summary data, within this city andj WHEREAS, the city council is concerned with the responsible use of city data and wishes to satisfy this concern by immediately appointing an administratively qualified Responsible Authority as required under the Act and assigning duties to that person; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ., MINNESOTA: 1. The city council of , Minnesota, appoints . as the Responsible Authority for the purposes of meeting all requirements of the Minnesota Government Data Practices Act, Minne- sota Statutes, Section 15.1611 through 15.1698~ as amended. (Note: an individual must be ap- pointed, rather than designating this duty to an office, if a different person is appointed later as the Responsible Authority, this portion of the resolution must be amended to indicate the name of the new Responsible Authority.) :2. The Responsible Authority may designate a city employee or employees to assist in the ad~ ministration and enforcement of the duties of the Responsible Authority and to be in charge of in- dividual files or systems containing government data and to receive and comply with requests for government data. If the Responsible Authority appoints a designee or designees, this.appoint- ment must be in writing, and the city council shall be provided a copy of the appointment, if desig- nees are appointed, the Responsible Authority sahll instruct the designees in the requirements of administering and enforcing the Minnesota Government Data Practices Act. (Note: this is permitted under M.S. 15.16:21,Subd.2.) 3. The duties of the Responsible Authority and designees are as follows: a. The Responsible Authority shall keep records containing government data in such an arrangement and condition as to make them easily accessible for convenient use by the pub- lic. Photographic, photostatic, microphotogra- phic, or microfilmed records shall be considered as accessible for convenient use regardless of the size of these records. b. The Responsible Authority shall es- tablish procedures to insure that requests for government data are received and complied with in an appropriate and prompt manner. c. The Responsible Authority or designee shall, upon request by any person, permit that person to inspect and copy government data during the normal business hours of the city and at places provided by the Responsible Authority, and if the person requests, that per- son shall be informed of the data's meaning. The Responsibl~ Authority or designee shall provide copies of government data upon re- quest. The Responsible Authority or designee shall 'require the requesting person to pay the actual cost of making, certifying and compiling the copies. If the Responsible' Authority or 'designee is not able to provide copies at the time a request is made, the Responsible Auth- ority or designee shall supply copies as sOOn as reasonably possible. If the Responsible Auth- ority or designee determines that the requested government data is classified so as to deny the requesting person access, the Responsible Auth~ ority or designee shall so inform the requesting person orally at the time of the request, and in writing as soon thereafter as possible, and shall cite the statute, temporary classification, ' or federal law upon which the determination .is made. d. The Responsible Authority shall pre- pare a public document containing his name, title and address, and a description of each type of iecord, file, or process relating to private or confidential data on individuals retained by the city. Forms used to collect private and confidential data shall be included in this docu- ment. The Responsible Authority shall update the public document annually and make any changes necessary to maintain the accuracy of the document. e. The Responsible Authority shall estab- lish procedures to assure that all data on indi- viduals is accurate, complete, and current for the purposes for which it was collected; and establish appropriate security safeguards for all records containing data on individuals. -:2-