Data Practices Policy for the Public
SouthWest Transit Data Practices Policy for the Public
Minnesota Statutes, sections 13.025 and 13.03 require this policy
Your Right to See 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 means all recorded information a government entity has, including paper, email, flash drives, CDs, DVDs, photographs, etc.
The law also says that SouthWest Transit must keep all government data in a way that makes it easy for you 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 Request Public Data
You can ask to look at (inspect) data at our offices, or ask for copies of public data that we keep.
Make a written request via email to SouthWest Transit’s Responsible Authority by using the data request form found below. If you do not use the data request form, your request should:
Say that you are making a request for public data under the Government Data Practices Act (Minnesota Statutes, Chapter 13).
Include whether you would like to inspect the data, have copies of the data, or both.
Provide a clear description of the data you would like to inspect or have copied.
You are not required to identify yourself or explain the reason for your data request. However, you may need to provide us with some personal information for practical reasons (for example: if you want us to mail copies to you, you need to provide us with an address or P.O Box). If we do not understand your request and have no way to contact you, we cannot respond to your request.
How We Will Respond to Your Data Request
Upon receiving your request, we will review it.
- We may ask you to clarify what data you are requesting.
- If we do not have the data, we will notify you in writing within 10 business days.
- If we have the data, but we are not allowed to give it to you, we will tell you as soon as reasonably possible and identify the law that prevents us from providing the data.
- 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:
- Arrange a date, time, and place for you to inspect the data at our offices; or
- We will provide notice to you about our requirement to prepay for copies.
- You may choose to pick up your copies, or we will mail or email them to you. We will provide electronic copies (such as email or CD-ROM) upon request, if we keep the data in that format and we can reasonably make a copy.
- Response time may be impacted by the size and/or complexity of your request, and also by the number of requests you make in a given period of time.
- Following our response, if you do not make arrangements within 5 business days to inspect the data or pay for the copies, we will conclude that you no longer want the data and will consider your request closed.
If you do not understand some of the data (technical terminology, abbreviations, or acronyms), please tell the person who provided the data to you. We will give you an explanation if you ask.
The Data Practices Act does not require us to create or collect new data in response to a data request, 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.
We are also not required to respond to questions that are not about your data requests, or requests for government data.
Requests for Summary Data
Summary data are statistical records or reports created by removing identifying information about individuals from entirely private or confidential data.
We will prepare summary data if you make your request in writing and pay for the cost of creating the data.
You may use the data request form below to request summary data. We will respond to your request within ten business days with the data or details of when the data will be ready and how much we will charge you.
Data Practices Contacts
Responsible Authority
Name: Matt Fyten
Address: 14405 West 62nd Street, Eden Prairie, MN 55346
Email address: datarequest@swtransit.org
Data Practices Compliance Official
Name: Matt Fyten
Address: 14405 West 62nd Street, Eden Prairie, MN 55346
Email address: datarequest@swtransit.org
Data Practices Designee
Name: Maria Mancilla-Diaz
Address: 14405 West 62nd Street, Eden Prairie, MN 55346
Email address: datarequest@swtransit.org
Copy Costs – When You Request Public Data
Minnesota Statutes, section 13.03, subdivision 3(c) allows us to charge for copies.
You must pay for the copies before we will give them to you.
We do not charge for copies if the cost is less than $2.00.
Multiple requests made within the same 10 business-day period will be treated as a single request for the purposes of calculating total copy costs.
If possible, and upon request, we will provide you with an estimation of the total cost of supplying copies.
For 100 or fewer paper copies – 25 cents per page
100 or fewer pages of black and white, letter or legal size paper copies cost 25¢ for a one-sided copy, or 50¢ for a two-sided copy.
Most other types of copies – actual cost
The charge for most other types of copies, when a charge is not set by statute or rule, is the actual cost of searching for and retrieving the data, and making the copies or electronically sending the data.
In determining the actual cost of making copies, we include employee time, the cost of the materials onto which we are copying the data (paper, CD, DVD, etc.), and mailing costs (if any). If your request is for copies of data that we cannot copy ourselves, such as photographs, we will charge you the actual cost we must pay an outside vendor for the copies. Employee time to make copies is $35.34 per hour.
If, based on your request, we find it necessary for a higher-paid employee to search for and retrieve the data, we will calculate search and retrieval charges at the higher salary/wage.
We will respond to your request as soon as reasonably possible.
* You do not have to provide any contact information. However, if you want us to mail/email you copies of data, we will need some type of contact information. We also need contact information if we do not understand your request. We will not work on your request until we can clarify it with you.
SWT Data Practices Policy for the Public Printable PDF