Data Request

How to make a data request

The Minnesota Government Data Practices Act presumes that all government data is public unless a state or federal law states that the data is not public. Government data is a term that means all recorded information retained by a government entity, including paper, email, DVDs and photographs.

The Government Data Practices Act also provides that a government entity must keep all government data in a way that makes it easy for members of the public to access public data. Members of the public have the right to look at (inspect), free of charge, all public data that the City of Albert Lea keeps. 

Members of the public also have the right to receive copies of public data. The Government Data Practices Act allows the City of Albert Lea to charge for copies. Public members have the right to look at data, free of charge, before deciding to request copies.

How to submit a request

To look at data or request copies of data that the City of Albert Lea keeps, make a specific written request identifying the data you seek. Make your request for data to the appropriate individual listed in the Data Practices Contacts listed below. 

You may request data by mail or email, using the Data Request Form or including the following in writing:

• That you, as a member of the public, are making a request for data under the Government Data Practices Act, Minnesota Statutes, Chapter 13;
• Whether you would like to inspect the data, receive copies of the data, or both; and
• A clear description of the data you would like to inspect or have copied.

The City of Albert Lea cannot require you, as a member of the public, to identify yourself or explain the reason for your data request. However, the city may need your information to meet your request, such as mailing copies of the data. If you choose not to provide any identifying information, the city will provide you with contact information so you may check on the status of your request. In addition, please note that if the city does not understand your request and has no way to contact you, the city will not be able to begin processing your request.

How the city responds to data requests

Upon receiving your request, the city will work to process it:

• If it’s not clear what data you are requesting, the city will ask for clarification.
• If the city does not have the data, the city will notify you in writing within 10 business days or as soon as reasonably possible.
• If the city has the data but the data are not public, the city will notify you within 10 business days or as soon as reasonably possible, citing the specific law that defines the data as not public.
• If the city has the data and the data are public, the city will respond to your request within 10 business days or as soon as reasonably possible, by doing one of the following:

• Arranging a date, time and place for you to inspect the data, for free, if your request is to look at the data, or
• Providing you with copies of the data within 10 business days or as soon as reasonably possible. Please note the fees below for copies.
  • You may choose to pick up the copies or the city will mail them to you if providing an address. 
  • The city will provide electronic copies, such as by email, upon request if the city keeps the data in electronic format.

If you do not understand some of the data, such as technical terminology, abbreviations or acronyms, please let the city know. The city will provide an explanation upon request.

The Government Data Practices Act does not require the city to:

• Create or collect new data in response to a data request if the city does not already have the data.
• To provide data in a specific form or arrangement if the city does not keep the data in that form or arrangement.
  • For example, if the data you request are on paper only, the city is not required to create electronic documents to respond to your request.
  • If the city agrees to create data in response to your request, the city 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 the city 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 will prepare summary data if you request it in writing and pay for the cost of creating the data. Upon receiving your written request, the city will respond within 10 business days or as soon as reasonably possible with the data or details of when the data will be ready and the fees.