Data requests

How do I make a data request?

Data requests must be made in writing. DHS does not require you to use a form to request information; however, a form is available for your convenience.

Request for data form (PDF)

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

• A statement that you are making a request for data under the Minnesota Government Data Practices Act
• A clear description of the data you would like to access including a date range
• A statement that you would like to receive copies of the data or inspect the data

Where do I send my data request?

If your request is for information maintained by the DHS, send your request:

By email to: dhs.datarequest@state.mn.us

By U.S. mail to:
The Minnesota Department of Human Services
Attention: Data Request
P.O. Box 64998
St. Paul, MN 55164-0998

What law governs my right to access data?

What law governs my right to access public data?

The Minnesota Government Data Practices Act (MGDPA) (Minnesota Statutes, Chapter 13) presumes that all government data are public unless a state or federal law or temporary classification provides that the data are not public. “Government data” is a term that means all data collected, created, received, maintained or disseminated by DHS.

The MGDPA requires state agencies to keep government data in a way that makes it easily accessible. You have the right to inspect public data that DHS keeps and to receive copies of public data for a cost. The MGDPA allows DHS to charge for copies and related costs. For more information, review the sections in this FAQ about costs.

What law governs my right to access data about me?

The Minnesota Government Data Practices Act (MGDPA) says that you have rights when DHS has government data about you, including the right to access the data. “Government data” means all information that DHS, as a state agency, collects, creates, receives, maintains, or sends out. The MGDPA requires DHS to keep government data in a way that makes it easily accessible.

How does the law classify data about me?

The MGDPA presumes that all government data are public unless a state or federal law or a temporary classification says that the data are not public. Under state law, data about you can be classified as public, private or confidential. This is what those terms mean to you:

• Public data: DHS must give public data to anyone who asks. It does not matter who is asking for the data or why they are asking for it.
• Private data: DHS cannot give private data to the general public, but you have the right to access private data about you. Your private data can also be accessed by another person who has your permission to access the data, by DHS employees whose work assignment reasonably requires access to the data, and by others as permitted by law or court order.
• Confidential data: DHS cannot give your confidential data to you or the general public. Your confidential data can only be accessed by DHS employees whose work assignment reasonably requires access to the data and by others as permitted by law or court order.

What are my rights to access data about me?

DHS may only collect and keep data about you that DHS needs to manage programs. You have the following rights:

• You have the right to inspect public and private data that we keep about you free of charge.
• You also have the right to get copies of public and private data about you for a fee. More information about these fees can be found in the sections of this FAQ regarding costs.
• You have the right to look at data, free of charge, before deciding to request copies. Also, if you ask, DHS will tell you whether DHS keeps data about you and whether the data are public, private or confidential.
  • Parents have the right to look at and get copies of public and private data about their minor children, which means under the age of 18.
  • Legally appointed guardians have the right to look at and get copies of public and private data about an individual for whom they are appointed guardian.
  • Minors have the right to ask DHS not to give data about them to their parent or guardian. If you are a minor, DHS will tell you that you have this right. DHS may ask you to put your request in writing and to include the reasons that DHS should deny your parent/guardian access to the data. DHS will make the final decision about your request based on your best interests.

How do I verify my identity?

Before DHS discloses your data to you, DHS will need to verify that you are who you say you are. If you are requesting data about yourself, you can complete the DHS Verification of Identity form and include it with your written data request. You may also verify your identity by providing an acceptable proof of identity, including any of these:

For adults, a valid photo ID, such as:

• State driver’s license
• Military ID
• Passport
• State ID
• Tribal ID

For minors, a valid photo ID, such as:

• State driver’s license
• Military ID
• Passport
• State ID
• Tribal ID
• Minnesota school ID

For parents or guardians of a minor, a valid photo ID and either:

• A certified copy of the minor’s birth certificate, or
• A certified copy of documents that establish the parent or guardian’s relationship to the child, such as:
  • A court order relating to divorce, separation, custody, foster care
  • A foster care contract
  • An affidavit of parentage

For the legal guardian for an individual, a valid photo ID and a certified copy of appropriate documentation of formal or informal appointment as guardian, such as:

• Court order(s)
• Valid power of attorney

How does DHS respond to a data request?

DHS responds to data requests in one of three ways:

• No responsive data: If DHS does not have any data responsive to a request, DHS will notify you.
• Responsive data classified as confidential or private not about you: If DHS has data responsive to the request, but the data is not public, DHS will notify you. The MGDPA requires that when DHS withholds data , DHS will provide the law that classifies the data as not public.
• Responsive data collected, reviewed and disclosed: If DHS has data responsive to your request, and the data is classified as public or private about you, DHS will begin the process to collect, review and disclose the data.

After DHS determines that responsive data exists, DHS collects the data from DHS employees, reviews the data to ensure that it meets the criteria for public data or private data about you, and discloses the data to you. DHS makes copies of the data or makes the data available for in-person inspection. DHS generally provides copies of data electronically, unless paper copies are requested. When the volume of responsive data is high, DHS may disclose data on a rolling basis, until the response is complete.

How long will it take to get the data I requested?

If you request access to data about you, the MGDPA requires DHS to respond within 10 business days of receiving your request, unless we make arrangements with you for extra time. DHS must respond to other data requests within a reasonable time. The time it takes to fulfill a request depends on the volume of responsive data and the complexity of the request. If you write your request to be specific and concise, DHS will be better able to efficiently locate, review and disclose the data. Requests that seek a broad range of data, or unclear types of data, often yield high volumes of data, which take longer to process.

After you have looked at the data you requested about you or your minor child, DHS does not have to let you see the data again for six months, unless DHS collects or creates more data about you or you have a dispute or action pending, within that time frame.

The MGDPA requires DHS to fulfill requests for public data within a reasonable amount of time. The time it takes to fulfill a request depends on the volume of responsive data and the complexity of your request. If you write your request to be specific and concise, DHS will be more able to efficiently locate, review, and disclose the data. Requests that seek a broad range of data, or unclear types of data, often yield high volumes of data, which take longer to process.

What if my request requires DHS to create new data, or I request data in a particular file format?

The MGDPA does not require DHS to create or collect new data to respond to a data request. This means that if data does not exist at DHS, DHS cannot disclose it in response to a data request. If DHS agrees to create data to respond to a request, DHS will work out the details of that request with you, including the cost of creating data.

The MGDPA also does not require DHS to create new formats of the requested data. This means that DHS is not required to disclose data in a particular electronic format that does not currently exist. DHS is also not required to scan data that is only in paper form to respond to a request that seeks the data in an electronic format.

The MGDPA does not require DHS to answer questions that are not data requests. However, DHS typically attempts to answer questions from the public. Direct your questions to the DHS division that you think can best answer it. You can find contact information for DHS divisions on DHS' website.

How much does it cost to look at or "inspect" public data?

DHS does not charge to look at or “inspect” data. This inspection must take place at DHS, at a time and place arranged by DHS, and you may not take or copy data from DHS without first paying applicable costs.

What if I want to take the data after "inspecting" it?

If you request copies of data after inspecting the data, DHS may charge you a prorated amount of the actual costs related to the request. For example, if 1000 pages of data are made available to you to inspect, and you want copies of 200 pages, you may be asked to pay 20 percent of the actual costs to receive the copies.

What if I want to have all the data sent to me (without first inspecting it)?

If you would like copies of the data sent to you without first inspecting the data, DHS may contact you to provide you with an estimate for how much it will cost to send the requested data to you and information about how the data will be delivered to you.

How does DHS calculate the costs of a request from me for data about myself?

If you request data about you, DHS computes the actual costs of a request by multiplying the hourly pay rates of  the DHS staff involved in the request by the time required to make, certify, sort, and electronically transmit or  mail the data. Unlike requests for public data from members of the public, DHS does not include the time to  search for and retrieve data about you when computing the actual costs of your request.

DHS uses hourly staff pay rates determined annually by DHS Human Resources to calculate the actual costs related to a request. These rates reflect the median wage for DHS staff members and do not include any adjustment for benefits, indirect costs or other surcharges.

How does DHS calculate the costs of a request for public data?

DHS computes the actual costs related to a request by multiplying the hourly pay rates of the staff involved in the request by the time required to search, retrieve the responsive data and make, certify, prepare and electronically transmit or mail the data. Costs may include MNIT services as applicable for searching and retrieving data.

DHS uses hourly staff pay rates determined annually by DHS Human Resources to calculate the actual costs related to a request. These rates are based on the median wages and do not include any adjustment for benefits, indirect costs, or other surcharges.

• Paper copies
  • 100 or fewer pages: DHS may charge 25 cents per page for a one-sided copy or 50 cents per page for a two-sided copy.
  • More than 100 pages: DHS may charge 8 cents per page for a one-sided copy or 16 cents per page for a two-sided copy in addition to the actual costs of a request, if applicable.
• Electronic copies: DHS may charge for physical media to provide the electronic copies, in addition to the actual costs of a request, if applicable.

How does DHS calculate the costs of a request for summary data?

DHS must charge for the cost of preparing summary data. Summary data is defined as statistical records and reports derived from data on individuals but in which individuals are not identified and from which neither their identities nor any other characteristic that could uniquely identify an individual.

For a request for summary data, DHS includes the actual costs by multiplying the hourly pay rates of the staff involved in the request by the time required to search, retrieve, prepare, copy and certify the copies; the cost of paper at 8 cents per single-sided page or the actual cost of a flash drive, as applicable; electronically transmit or mail the data. Costs may include MNIT services as applicable for searching and retrieving data.

DHS uses hourly staff pay rates determined annually by DHS Human Resources to calculate the actual costs related to a request. These rates are based on the median wages and do not include any adjustment for benefits, indirect costs, or other surcharges.