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Collection of Data

Lawful Collection, Storage, Use and Release of Data on Individuals

Before a government entity collects or stores data about individuals, it must ask:

  1. Is the collection or storage necessary for the administration and management of a program specifically authorized by the Legislature or local governing body, or mandated by the federal government and has the relevant enabling authority been identified?
    • NoThe data may not be collected or stored.
    • YesProceed to the next question. 
  1. Is the government entity asking an individual to supply private or confidential data about her/himself?
    • No – The data may be collected without a Tennessen warning notice.
    • Yes – A Tennessen warning notice must be given before the data are collected. Note: if no Tennessen notice is provided, the data may be collected, stored, used or disseminated.

Before a government entity uses data about individuals, it must ask:

  1. Are the data classified as private or confidential data on individuals?
    • No – The data are public and may be used.
    • Yes – Proceed to next question.
  1. Is the use necessary for the administration and management of a program specifically authorized by the Legislature or local governing body, or mandated by the federal government?
    • No – The data may not be used.
    • Yes – Proceed to the next question.
  1. Was a Tennessen warning notice provided that informed the data subject of how the data would be used and his/her rights in conformity with Minnesota Statutes, section 13.04, subdivision 2?
    • No – If the data are confidential, the data may not be used. 
    • Yes – Data may be used as described in the notice.If the data are private, an entity must have the data subject's informed consent before using the data (Minnesota Statutes section 13.05, subdivision 4 and Minnesota Rules 1205.1400).
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