By Amber Eisenschenk

The Minnesota Government Data Practices Act (MGDPA) sets out requirements for government entities responding to data requests from the public. One thing the MGDPA does not take into consideration is the number of staff a city has, the form in which data may be kept, or how much time it can take to respond to requests. For small cities in particular, responding to large data requests can strain limited staff and resources. The following tips can help make the process more manageable.

Costs

It’s important for cities to have a policy that establishes the costs a data requester can expect to pay for access to data. Inspection of data at city hall is always free, and a requester may bring their own camera or scanner to make copies. Cities are not required to accommodate schedules they do not normally keep at city hall for the convenience of a requester. Otherwise, for the first 100 pages, a city may charge up to 25 cents per page for black-and-white copies. Other forms of copies and digital access can be billed at the actual cost to retrieve the data. In determining that cost, cities should bill at the rate of the lowest-paid employee who can perform the work, along with any other direct costs associated with the retrieval. Cities may not charge requestors for the cost of redacting private data. Providing the requester with a cost estimate can help confirm that the request is accurate and understood. Some city policies require prepayment to help ensure the city is compensated for the work involved.

Communication

Many requests can be narrowed through communication with the requester. Sometimes requesters are not entirely sure what data they are looking for. Their initial ask may be very broad and include phrases like “all data” related to a particular issue or individual. Big requests often take more time to compile and can cost the requester more money, which are good reasons to ask clarifying questions and work to narrow the scope. If the scope of a request changes, document those changes in writing to confirm everyone’s understanding.

When a request is large, it is important to communicate a realistic timeline for retrieval. Break large requests into manageable parts and let the requester know when each part will be available. Cities are required to make continued progress on requests, but because resources vary widely for every city, timelines will depend on several factors. The only time a city is required to respond within a specific timeframe is when a requester is seeking data about themselves, which must be provided within 10 days.

If a request asks for data that the city does not have, the city should still respond and explain that it does not keep any data that match the request. Likewise, if the city withholds information or provides records with redactions, it must identify the specific law that allows or requires the information to be withheld.

Document, document, document

Cities should document all data requests, including any changes in scope, in case the city is later challenged about what was or was not provided. All data practices policies should be reviewed annually and updated as needed. Whenever possible, requests should be documented in writing so there is a clear record of both requests and responses.

Legislative updates

Burdensome data requests have posed challenges for many years. In 2025, the Minnesota Legislature amended data practices statutes to allow government entities to suspend responses to a public data request if the requester fails to inspect or collect the data within five days of being notified that it is available.

This change is especially helpful when there’s a big request and it is broken into multiple parts. If a requester does not pick up completed portions, the city may stop actively working on the remainder of the request. This does not prevent the requester from submitting the request again in the future. Cities should include this information in their policies, so requesters are on notice.

While this change is helpful, the overall process can still be challenging, and many government entities continue to seek additional statutory changes.

More resources

For help better understanding city requirements under the MGDPA, see the League’s memo on data practices at lmc.org/data. The League also offers MemberLearn courses on data practices, including tailored courses for elected officials, city clerks, and city staff at lmc.org/MemberLearn.

Attend the League’s free webinar on data practices on April 16, featuring staff from the Minnesota Data Practices Office.

Amber Eisenschenk is managing counsel for the Research Department at the League of Minnesota Cities. Contact: [email protected] or (651) 281-1227.