Applies to
- All departments
Data Charges Policy
This policy governs how much the City can charge for access to public data.
Overview
This policy governs charges for public access to public data.
History
Governed by Minnesota Statutes and Rules
Council approval: November 9, 2000, Council Action 2000A-1487
Policy
Data charges for public access to public data
The following policy governs charges associated with providing information to the public. This policy applies to requests for copies of public data. In accordance with statute, nothing in this policy authorizes collection of a fee for inspection of public data, where no copies are requested. These policies are based upon the interest of the public in receiving timely and appropriate access to public data, cost to the City of providing copies of public data and the cost of financial transactions to the City.
The Data Compliance Official shall periodically review the guidelines to determine if adjustments are appropriate and may set new guidelines or make such adjustments to the existing in his/her discretion.
Regulations governing data charges
The following governs what the City may charge:
- Minnesota Statutes § 13.03 Request for access to data
- Minnesota Rules, 1205.0300, Subpart 4. Determining fee for copies
Guiding principles of data charges
In determining the fees to be charged in a given instance, the City will be guided by the following principles:
- All reasonable effort must be made to determine the actual costs of searching for, retrieving, copying and, where applicable, certifying the data. The City should not charge any fee that is more than the demonstrated cost of allowable expenses.
- When possible, City staff will utilize the Document Solutions Center for efficient and cost-effective copying of documents.
| Charge type | Fee |
|---|---|
| Hourly Rate (charged in ¼ hour increments) | $30.00 |
| 911 Call Transcript | $30.00/hour |
| Physical Copies | $0.25/page up to 100 pages |
| CD/DVD | $1.00/disk |
| Printing Cost - B/W | $0.06/page |
| Printing Costs - Color | $0.25/page |
| Flash Drive (4-8GB) | $5.00 |
| Flash Drive (16-32GB) | $10.00 |
| Certification Service | $5.00/instance |
| 3.5”x5” Photo Prints | $10.00 base plus $0.25/photo |
| 8”x12” Photo Prints | $10.00 base plus $0.25/photo |
Inspection
In-person inspection of data is always free
Inspection of data is defined in the Minnesota Government Data Practices Act and includes, but is not limited to, "the visual inspection of paper and similar types of government data." Inspection may also include the on-site viewing of digitally maintained information as well as audio and video data.
Minn. Stat. 13.03, subd. 3 states that, "If a person requests access for the purpose of inspection, the Responsible Authority may not assess a charge or require the requesting person to pay a fee to inspect data."
Actual cost
The City of Minneapolis will only charge for request totals that exceed $30.00
When the City does assess a fee for the provision of data, it may do so only by determining the actual cost for the production of the material. Actual cost is calculated according to rates established in this policy.
Serial requesting
In an effort to maintain the efficiency of the data practices request process, the City reserves the right to combine multiple requests that appear to be submitted in an effort to avoid the assessment of a fee. The City may consider multiple requests submitted by a requesting individual or organization within 60 days as a single request for purposes of determining fee waiver eligibility.
Data subjects
When a requestor is the subject of the data being requested, the City may only charge the actual cost for an employee to make paper copies or print copies of electronically stored data. The City will not charge data subjects for time spent searching for and retrieving data.
Media requests
Requests made by members of the media for journalistic purposes will generally not be assessed a fee. However, if the request requires manipulation of the data or preparation of data for production in a manner other than the way the City maintains the data, the City reserves the right to assess a fee.
Inter-governmental requests
Requests for data made by other governmental entities will generally not be assessed a fee. However, if the request requires manipulation of the data or preparation of data for production in a manner other than the way the City maintains the data, the City reserves the right to assess a fee.
Data charges MAY include:
- Cost of media (Paper, CD ROMS, DVDs, Flash Drives, etc.)
- Mailing costs
- Employee time to prepare media (see standard hourly rate)
- Costs of reproduction that cannot be done by the entity, such as photographs, oversized materials, etc.
- Employee time to search for and retrieve the data (this charge does not apply if the requestor is the subject of the data.)
Data charges MAY NOT include:
- Employee time to redact or separate public from not public data
- Operating expenses of office equipment
- Costs not related to preparing media, such as generating invoices or cover sheets
- Sales tax
- Accounting functions
- Costs related to the inspection of data
Request accessible format
If you need help with this information, please email 311, or call 311 or 612-673-3000.
Please tell us what format you need. It will help us if you say what assistive technology you use.
Contact us
Records & Information Management
Office of City Clerk
Phone
Temporary office location
250 S. Fourth St., Room 200Minneapolis, MN 55415
Mailing address
City Hall350 S. Fifth St., Room 304Minneapolis, MN 55415