Office Policy for Data Practices Requests
The Office of the Minnesota Secretary of State (OSS) serves as a depository for certain public data, especially related to businesses and elections. In accordance with Minnesota Statutes, this office routinely produces several types of lists, which are available on the office’s Web site or sold in accordance with Minnesota Statutes, chapters 5, 13, and 201. Order forms for these standard products are available on the office’s website.
It is important to note that Minnesota Statutes, chapter 13, states that OSS is not required to provide materials that do not already exist. However, this office may make arrangements with a requestor to provide such customized materials for a fee. Requests for public data from this office are administered by Bert Black, Data Practices Compliance Officer.
Inspection of Public Data
Materials may be inspected free of charge. Requestors will be assessed a fee for any copies requested. Requestors may use their own scanner or copier to copy inspected material, except when such an act may damage the inspected material. Computer data may be inspected on a computer screen. If this is not possible, a copy of computer data will be provided at no charge.
Copies of Public Data
Minnesota Statutes, section 13.03 authorizes this office to charge a requestor for actual costs associated with searching for and retrieving government data, including the cost of employee time for producing, certifying, and electronically transmitting copies of data. This office cannot charge for separating public data from non-public data. Data requests totaling 100 pages or less are charged 25 cents per page. Larger data requests are charged a rate of 3 cents per copy plus staff time, which is billed at the hourly rate of the office employee involved in the effort, plus the actual hourly costs of that employee’s benefits.
Prior to collection and delivery of customized data, OSS will provide the requestor a cost estimate. OSS reserves the right to waive charges for data requests.
OSS will gather, copy and deliver the data requested to the requestor within a reasonable time. The length of time required to produce data will vary depending upon the size and breadth of the request, the need to redact non-public data, and other external factors.
Method of Payment
Requestors must present payment prior to delivery of data. This office does not accept credit card payment. Requestors may pay by check, cash or money order. Checks should be addressed to the “Office of the Minnesota Secretary of State.”
Standard products and customized business data practices requests can be picked up at the Business Center counter at Suite 100, 60 Empire Drive, St. Paul, Minnesota. Parking is available in the parking lot in front of that building.
Customized elections data practices requests can be picked up at the Elections Center counter at 180 State Office Building, 100 Rev. Dr. Martin Luther King Jr. Blvd, St. Paul, Minnesota. Parking is available at meters on the surrounding streets or in the parking lot in front of the Transportation Building, to the south of the State Office Building.
For more information, contact Bert Black at firstname.lastname@example.org or 651-201-1326.
The Office of the Minnesota Secretary of State reserves the right to modify this policy at any time.
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