HomeMy WebLinkAboutCity Council Resolution 2003-521City of Plymouth
Resolution 2003-521
Adopting Policy on use and Retention of
Government Data by Members of the City Council
and City Boards and Commissions
BE IT RESOLVED BY the City Council of the City of Plymouth that the following
Policy is hereby adopted:
I. GENERAL.
The Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13,
controls how government data is collected, created, maintained, and released.
"Government data" includes all data collected, created, received, maintained, or
disseminated by the City. In the course of their duties council members and
board and commission members may receive private, confidential, nonpublic and
protected nonpublic data. For convenience, all such data in this policy will be
referred to as "private data." Council members and board/commission members
may only maintain and disseminate private data in accordance with this policy
and the Minnesota Government Data Practices Act.
II. DISSEMINATION POLICY.
City council members and board/commission members may generally
disseminate private data only to other city council members and
board/commission members, respectively, to the city attorney, and to staff
members who have the need for such information in conjunction with their official
duties. Any question about what is "private data" or its dissemination should be
directed to the Responsible Authority designated by the City Council or to the
City Attorney.
III. RETENTION POLICY.
City council and board/commission members should only retain private data
when needed to fulfill their official duties. When it is no longer needed, the data
should be returned to the city clerk or, if there is a copy that is part of the city
records, shredded. Upon leaving office, city council and board/commission
members must shred or return all private data to the city clerk.
Adopted by the Plymouth City Council on November 10, 2003.
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