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Data Requests
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Guide for Members of the Public Requesting Information
Right to Access Public Data
The Data Practices Act (Minnesota Statutes, Chapter 13) presumes that all government data are public unless a state or federal law says the data are not public. Government
data is a term that means all recorded information a government entity has, including paper, email, CD-ROMs, photographs, etc.
The Data Practices Act also provides that the City of Watertown must keep all government data in a way that makes it easy for you, as a member of the public,
to access public data. You have the right to look at (inspect), free of charge, all public data that we keep. You also have the right to get copies of public data. The Data Practices
Act allows us to charge for copies. You have the right to look at data, free of charge, before deciding to request copies.
How to Make a Data Request
To look at data or request copies of data that the City of Watertown keeps, make a written data request. You may make your written request by filling in the Data Disclosure Request
form. This form may be returned to City Hall in person at 309 Lewis Ave. S., by mail (PO Box 279, Watertown, MN 55388), by fax (952-955-2695), or by
e-mail (info@ci.watertown.mn.us).
The City of Watertown cannot require you, as a member of the public, to identify yourself or explain the reason for your data request. However, depending on how you
want us to process your request (if, for example, you want us to mail you copies of data), we may need some information about you. If you choose not to give us any identifying
information, we will provide you with contact information so you may check on the status of your request. In addition, please keep in mind that if we do not understand your request
and have no way to contact you, we will not be able to begin processing your request.
How We Respond to a Data Request
Upon receiving your written request, we will work to process it.
- If we do not have the data, we will notify you in writing as soon as reasonably possible.
- If we have the data, but the data are not public, we will notify you in writing as soon as reasonably possible and state which specific law says the data are not public.
- If we have the data, and the data are public, we will respond to your request appropriately and promptly, within a reasonable amount of time by doing one of the following:
- arrange a date, time, and place to inspect data, for free, if your request is to look at the data, or
- provide you with copies of the data as soon as reasonably possible. You may choose to pick up your copies, or we will mail or fax them to you. If you want us to send you
the copies, you will need to provide us with an address or fax number. We will provide electronic copies (such as email or CD-ROM) upon request if we keep the data in electronic
format. Information about copy charges is on Page 3.
If you do not understand some of the data (technical terminology, abbreviations, or acronyms), please let us know. We will give you an explanation if you ask.
The Data Practices Act does not require us to create or collect new data in response to a data request if we do not already have the data, or to provide data in a
specific form or arrangement if we do not keep the data in that form or arrangement. (For example, if the data you request are on paper only, we are not required to create electronic
documents to respond to your request.)
In addition, the Data Practices Act does not require us to answer questions that are not requests for data.
Requests for Summary Data
Summary data are statistical records or reports that are prepared by removing all identifiers from private or confidential data on individuals. The preparation of summary data
is not a means to gain access to private or confidential data. The City of Watertown will prepare summary data if you make your request in writing and pay for the cost of creating
the data. Upon receiving your written request - you may use the data request form. We will respond within 10 business days with the data or details of when the data will be
ready and how much we will charge.
Data Practices Contacts
Responsible Authority
Steven Wallner
Finance Director
309 Lewis Ave. S.
PO Box 279
Watertown, MN 55388
(952) 955-2681
(952) 955-2695 - Fax
swallner@ci.watertown.mn.us
Copy Costs - Members of the Public
The City of Watertown charges members of the public for copies of government data. These charges are authorized under Minnesota Statutes, section 13.03, subdivision 3(c).
Letter or legal size paper copies cost 25¢ for a one-sided copy, or 50¢ for a two-sided copy. Color copies are 50 cents for one-sided copy or $1.00 for two-sided copy.
Most Other Types of Copies - Actual Cost
The charge for most other types of copies, when a charge is not set by statute or rule, is the actual cost of searching for and retrieving the data, and
making the copies or electronically transmitting the data (e.g. sending the data by email).
In determining the actual cost of making copies, we factor in employee time, the cost of the materials onto which we are copying the data (paper, CD, DVD, etc.),
and mailing costs (if any). If your request is for copies of data that we cannot reproduce ourselves, such as photographs, we will charge you the actual cost we must pay an
outside vendor for the copies.
The cost of employee time to search for data, retrieve data, and make copies is $50.00 per hour. If, because of the subject matter of your request, we find it
necessary for a higher-paid employee to search for and retrieve the data, we will calculate the search and retrieval portion of the copy charge at the higher salary/wage.
Guide for Requesting Information about You
This document also discusses your rights when government entities collect and keep information about you. Minnesota Statutes, Section 13.05, Subdivision 8,
requires us to have this document.
Data about You
The Data Practices Act (Minnesota Statutes, Chapter 13) says that data subjects have certain rights related to a government entity collecting, creating, and keeping government
data about them. You are the subject of data when you can be identified from the data. Government data is a term that means all recorded information a government entity has,
including paper, email, CD-ROMs, photographs, etc.
Classification of Data about You
The Data Practices Act presumes that all government data are public unless a state or federal law says that the data are not public. Data about you are classified by state law
as public, private, or confidential. See below for some examples.
Public data: We must give public data to anyone who asks; it does not matter who is asking for the data or why. The following is an example of
public data about you: If you are an employee of a government entity, the fact that you work for the entity, and your job title and bargaining unit is public.
Private data: We cannot give private data to the general public, but you have access when the data are about you. The following is an example of private
data about you: Your Social Security number. We can share your private data with you, with someone who has your permission, with City of Watertown staff who need the data to do their
work, and as permitted by law or court order.
Confidential data: Confidential data have the most protection. Neither the public nor you can get access even when the confidential data are about you.
The following is an example of confidential data about you: If you register a complaint with a government entity concerning violations of state laws or local ordinances concerning
the use of real property, your identity is confidential. We can share confidential data about you with City of Watertown staff who need the data to do their work and to others as
permitted by law or court order. We cannot give you access to confidential data.
Your Rights under the Data Practices Act
The City of Watertown must keep all government data in a way that makes it easy for you to access data about you. Also, we can collect and keep only those data about you that
we need for administering and managing programs that are permitted by law. As a data subject, you have the following rights.
Your Access to Your Data: You have the right to look at (inspect), free of charge, public and private data that we keep about you. You also have the right to get
copies of public and private data about you. The Data Practices Act allows us to charge for copies. You have the right to look at data, free of charge, before deciding to request
copies.
Also, if you ask, we will tell you whether we keep data about you and whether the data are public, private, or confidential.
As a parent, you have the right to look at and get copies of public and private data about your minor children (under the age of 18). As a legally appointed guardian,
you have the right to look at and get copies of public and private data about an individual for whom you are appointed guardian.
Minors have the right to ask the City of Watertown not to give data about them to their parent or guardian. If you are a minor, we will tell you that you have this
right. We may ask you to put your request in writing and to include the reasons that we should deny your parents access to the data. We will make the final decision about your request
based on your best interests. Note: Minors do not have this right if the data in question are educational data maintained by an educational agency or institution.
When We Collect Data from You: When we ask you to provide data about yourself that are not public, we must give you a notice. The notice is sometimes called a
Tennessen warning. The notice controls what we do with the data that we collect from you. Usually, we can use and release the data only in the ways described in the notice.
We will ask for your written permission if we need to use or release private data about you in a different way, or if you ask us to release the data to another
person. This permission is called informed consent. If you want us to release data to another person, you must use the consent form we provide.
Protecting your Data: The Data Practices Act requires us to protect your data. We have established appropriate safeguards to ensure that your data are safe.
[Applies only to state agencies: In the unfortunate event that we determine a security breach has occurred and an unauthorized person has gained access to your data, we will
notify you as required by law.]
When your Data are Inaccurate and/or Incomplete: You have the right to challenge the accuracy and/or completeness of public and private data about you. You also
have the right to appeal our decision. If you are a minor, your parent or guardian has the right to challenge data about you.
How to Make a Request for Your Data
To look at data, or request copies of data that the City of Watertown keeps about you, your minor children, or an individual for whom you have been appointed legal guardian,
make a written request. Make your request for data to the appropriate individual listed in the Data Practices Contacts in this guide. You may make your written request by filling
out the Data Disclosure Request and return it in person to City Hall at 309 Lewis Ave. S., by mail to PO Box 279, Watertown, MN 55388, by fax to (952) 955-2695 or by e-mail to:
info@ci.watertown.mn.us.
The City of Watertown requires proof of your identity before we can respond to your request for data. If you are requesting data about your minor child, you must
show proof that you are the minor's parent. If you are a guardian, you must show legal documentation of your guardianship. Please see the Standards for Verifying Identity document.
How We Respond to a Data Request
Once you make your written request, we will work to process your request. If it is not clear what data you are requesting, we will ask you for clarification.
- If we do not have the data, we will notify you in writing within 10 business days.
- If we have the data, but the data are confidential or private data that are not about you, we will notify you in writing within 10 business days and state which specific law says
you cannot access the data.
- If we have the data, and the data are public or private data about you, we will respond to your request within 10 business days, by doing one of the following:
- arrange a date, time, and place to inspect data, for free, if your request is to look at the data, or
- provide you with copies of the data within 10 business days. You may choose to pick up your copies, or we will mail or fax them to you. We will provide electronic
copies (such as email or CD-ROM) upon request if we keep the data in electronic format.
After we have provided you with access to data about you, we do not have to show you the data again for 6 months unless there is a dispute or we collect or create
new data about you.
If you do not understand some of the data (technical terminology, abbreviations, or acronyms), please let us know. We will give you an explanation if you ask.
The Data Practices Act does not require us to create or collect new data in response to a data request if we do not already have the data, or to provide data in a
specific form or arrangement if we do not keep the data in that form or arrangement. (For example, if the data you request are on paper only, we are not required to create electronic
documents to respond to your request.) If we agree to create data in response to your request, we will work with you on the details of your request, including cost and response time.
In addition, we are not required under the Data Practices Act to respond to questions that are not requests for data.
Data Practices Contacts
Responsible Authority
Steven Wallner
Finance Director
309 Lewis Ave. S.
PO Box 279
Watertown, MN 55388
(952) 955-2681
(952) 955-2695 - Fax
swallner@ci.watertown.mn.us
Copy Costs - Data Subjects
The City of Watertown charges data subjects for copies of government data. These charges are authorized under section 13.04, subdivision 3.
Letter or legal size paper copies cost 25¢ for a one-sided copy, or 50¢ for a two-sided copy. Color copies are 50 cents for one-sided copy or $1.00 for two-sided copy.
Most Other Types of Copies - Actual Cost
The charge for most other types of copies, when a charge is not set by statute or rule, is the actual cost of searching for and retrieving the data, and making the
copies or electronically transmitting the data (e.g. sending the data by email).
In determining the actual cost of making copies, we factor in employee time, the cost of the materials onto which we are copying the data (paper, CD, DVD, etc.), and
mailing costs (if any). If your request is for copies of data that we cannot reproduce ourselves, such as photographs, we will charge you the actual cost we must pay an outside vendor
for the copies.
The cost of employee time to search for data, retrieve data, and make copies is $50.00 per hour. If, because of the subject matter of your request, we find it
necessary for a higher-paid employee to search for and retrieve the data, we will calculate the search and retrieval portion of the copy charge at the higher salary/wage.
Standards for Verifying Identity
The following constitute proof of identity.
- An adult individual must provide a valid photo ID, such as
- a state driver's license
- a military ID
- a passport
- a Minnesota ID
- a Minnesota tribal ID
- A minor individual must provide a valid photo ID, such as
- a state driver's license
- a military ID
- a passport
- a Minnesota ID
- a Minnesota Tribal ID
- a Minnesota school ID
- The parent or guardian of a minor must provide a valid photo ID and either
- a certified copy of the minor's birth certificate or
- a certified copy of documents that establish the parent or guardian's relationship to the child, such as
- a court order relating to divorce, separation, custody, foster care
- a foster care contract
- an affidavit of parentage
- The legal guardian for an individual must provide a valid photo ID and a certified copy of appropriate documentation of formal or informal appointment as guardian, such as
- court order(s)
- valid power of attorney
Note: Individuals who do not exercise their data practices rights in person must provide either notarized or certified copies of the documents that
are required or an affidavit of ID.
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