Data For the Public

Data Practices Policy for Members of the Public.

Right to Access Public Data

The Government 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, DVDs, photographs, etc.

The Government Data Practices Act also provides that Jackson County 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 Jackson County keeps, complete the Data Request Form. This document must be completed for each request. Make your written request for data to the appropriate individual listed in the Data Practices Compliance Officials document.  You may make your written request for data by mail, email or fax.  Requests for a small amount of public data may not require a written request, at the sole discretion of the Responsible Authority or Designee.

If you choose not to use the data request form, your written request should include:

• that you, as a member of the public, are making a request for data under the Data Practices Act, Minnesota Statutes, Chapter 13;
• whether you would like to look at the data, get copies of the data, or both; and
• a clear description of the data you would like to inspect or have copied

Jackson County 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:

o   arrange a date, time, and place to inspect data, for free, if your request is to look at the data, or

o   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.  We also will arrange for you to pre-pay for the copies.  Pre-payment of copies is required unless other arrangements are approved by the Responsible Authority or Designee.

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 Government 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, the Government 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. Jackson County will prepare summary data if you make your request in writing and pre-pay for the cost of creating the data.  Upon receiving your written request – you may use the Data Request Form – we will respond within ten business days with the data or details of when the data will be ready and how much we will charge.