Public Document of Private and Confidential Data on Individuals and Statutory Classifications (as required by MS 13.

025 and Minnesota

Rules 1205.2000, subd.S)
Name and address
of entity:
NAME OF RECORD,
FILE, SYSTEM OR
PROCESS
Absentee Ballot
Applications
Absentee Ballots
Ambula nce Patient Care
Report/EMSRB State
Report ; EMS Services
Applicant Data
Applicants for
Appointment to Public
Body
August 2013
City of Maplewood
1830 County Road B E
Maplewood, MN 55109
pESCRIPTION OF RECORD, FILE, SYSTEM OR PROCESS
Absentee ballot applications or a list of persons applying for an absentee
ballot are private data until the close of voting on election day, except that the
voter' s date of birth, ID number or social security number remain private.
absentee ballots prior to opening by an election j udge.
he report required to be provided to the Commissioner of Health is private
data on indi viduals pursuant toMS 144.807 . However, this classification
does not preclude certain private data in the report from being public pursuant
oMS 13.82 as they relate to the request for service and response/incident
data. All other PHI (protected health information) & medical data are private
data pursuant to HIPAA's privacy rules, unless a consent to release has been
pbtained.
Pata about current and former applicants for City employment with the
of the following public data: veteran status, relevant test scores,
ank on eligibi lity list, job history, education and training and work
Names of applicants become public when considered to be
malists for a position.
pata collected as a result of the applicant' s application for appointment to the
public body with the exception of the following public data: name, city of
esidence, education and training, employment history, volunteer work,
awards and honors, prior government service, veteran status. Once appointed,
the following addit ional data are public: residential address, phone number or
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Responsible
Authority:
CLASSIFICATION
Private/ Public upon
occurrence of certain
conditions
Private
Private
Private
Private
Karen Guilfoile
City Clerk/Director of Citizen Services
1830 County Road B E
Maplewood, MN 55109
CITATION OF NAME, TITLE AND
STATUTE THAT ADDRESS OF DESIGNEE, IF
CLASSIFIES THE ANY
DATA
2038.04(d); 2038.12
MS 13.37, subd.2
MS 144.807
HIPAA Privacy Rules
MS 13.43, subd.3 & 4 Terrie Rameaux
HR Representat ive
City of Maplewood
1830 County Road B E
Maplewood, MN 55109
MS 13.601, subd.3
NAME OF RECORD, !DESCRIPTION OF RECORD, Fll..E, SYSTEM OR PROCESS CLASSIFICATION CITATION OF NAME, TITLE AND
FILE, SYSTEM OR STATUTE THAT ADDRESS OF DESIGNEE, IF
PROCESS CLASSIFIES THE ANY
DATA
tan email address. or both, first and last dates of service on the public body,
!existence and status of any complaints or charges against an appointee and a
iljnaJ investigative report.
Appraisal Data made for the purpose of selling or acquiring land through purchase Confidential as it relates to MS 13.44, subd.3
pr condemnation. The data become public when submitted to a court the data on individuals/ Public
condemnation commissioner or presented in court in condemnation upon occurrence of certain
proceedings; when parties enter into agreement for the purchase/sale of the conditions
property; or upon a majority vote of the city council to make such data public.
Bond Regist ration Data information contained in a register with respect to the ownership of Private MS475.55
obligations as it relates to the data on individuals.
City Attorney Records files; cri minal litigation files; investigative files; data which is Private/Confidential MS 13.39
subject of attorney-client privilege; data which is the subject of the "work MS 13.393
product" pri vilege. MS 13. 82
Civil Investigat ive Data pata collected as part of an active investigation undertaken to commence or Confidential / Private MS 13.39
a pending civil li tigation, or which are retained in anticipation of a (complainant's
Pending civil litigation. Includes data contained in city attorney's letters, statement)/ Public upon
memos, reports, research files, other correspondence. Confident ial data occurrence of certain
public when an investigation becomes inactive. conditions
Comput er Access Data IJ:>ata collected, created or maintained about a person's access to a government Private MS 13.15
computer for the purpose of gaining access to data or information,
ransferri ng data or information or using government services. This includes
such as the person's IP address, cookie information related to the
person's internet browsing, geographic information of the person's computer.
of time and the person's activity at the government website, etc.
Employee of contractor oil owing data maintained as a result of a contractual relationship with a Private MS 13.43 Subd. 19 Terrie Rameaux
or subcontractor F<>ntractor/subcontractor are private: personal telephone number, home HR Representative
!address and email address of a current or former employee of the City of Maplewood
F<>ntractor/subcontractor in a contractual relationship with the city as of 1830 County Road 8 E
!August I, 20 12. Maplewood, MN 55109
Employee Personnel jData, records and fil es pertaini ng to current and former city employees, Private MS 13.43 Subd. 4 Terrie Rameaux
Data/Gener al !volunteers, independent contractors collected in the course of their work HR Representative
with the city. Exceptions to the private data classification are City of Maplewood
in MS 13.43 and include the following: name, employee ID 1830 County Road B E
rumber, gross salary, salary range, terms and conditions of employment, Maplewood, MN 55109
F<>ntract fees, gross pension, benefits, job t it le and bargaining unit, job
education and trai ning background, previous work experience,
rst and last date of employment, existence and status of any
final disposition of any disciplinary action, complete
2
NAME OF RECORD, DESCRIPTION OF RECORD, FILE, SYSTEM OR PROCESS CLASSIFICATION CITATION OF NAME, TITLE AND
FILE, SYSTEM OR STATUTE THAT ADDRESS OF DESIGNEE, IF
PROCESS CLASSIFIES THE ANY
DATA
erms and conditions of a settlement agreement, work location, email address
and phone number, badge number, work related continuing education, honors
and rewards, payroll time sheet (except a reason for medical leave) . Name of
current undercover law enforcement officer or applicant for the position is
pri vate.
Employee Personnel !Active personnel discipline investigation files. Includes data on public Confidential/Publ ic upon MS 13.43
Data/ Discipline mployees that indentify them as confidential sources in a occurrence of certain
Investigations F<Jmplaint/investigation. The following discipline data become public after a conditions
mal decision about the disciplinary action has been made: final disposition
ncluding specific reasons and basis of the action. In case of the city manager,
highest paid city employees and all management positions reporting
to the city manager, all data pertaining to complaint/charge become
publ ic (not only a final disposition) if the complaint/charge results in
l!isciplinary action or such employee resigns or is terminated while
complaint/charge is still pending.
Employee Personnel ncludes such data, records and files relating to emergency contact MS 13.43 Terrie Rameaux
Data/ Medical and Legal nformatiofl, employee medical records, benefit enrollment forms, employee HR Representative
dependent(s) data, OSHA reports, worker's compensation forms, etc. City of Maplewood
1830 County Road B E
Maplewood, MN 55109
Law Enforcement Data 911-Audio; child abuse victim data; inactive crime photos clearly offensive to MS 13.82; MS 13.87; MS Paul Schnell
common sensibilities; pawnshop customer data; vulnerable adul t identity Private 169.09; MS 2608. 171; MS Chief of Police
data; vulnerable adult reporter data; victim ofCSC identity data; victim of 13.80 City of Maplewood
abuse data; inactive investigative child abuse/vulnerable adult 1830 County Road B E
data if committed by a person/facility responsible for care; Maplewood, MN 551 09
ltirearms application data; local background checks; employment and license
criminal background checks; juvenile suspect/arrestee ID (except
and sex); juvenile booking photos; predatory offender registration data;
investigation file; person's financial account and transaction number in
mancial transaction investigations (active or inactive)
police offi cer ID; child abuse reporter data; active investigative
wi th the exceptions enumerated in MS 13.82(2)(3) and(6); state accident
eports submitted to the Department of Public Safety (can be released upon Confidential
written request); domestic abuse data until a temporary court order is
executed or served upon the respondent;
Personal Contact Personal contact information such as phone number, email address, Private 13.356
Information/General usemamelpassword collected by the city for notification or electronic periodic
Public publication purposes.
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NAME OF RECORD, pESCRIPTJON OF RECORD, FILE, SYSTEM OR PROCESS CLASSIFICATION CITATION OF NAME, TITLE AND
FILE, SYSTEM OR STATUTE THAT ADDRESS OF DESIGNEE, IF
PROCESS CLASSIFIES THE ANY
DATA
Planning Names and address of individuals and the legal description of property Private MS 13.59 Subd. I
Surveys/Questionnaires pwned by individuals when collected in surveys conducted for the purpose of
planning, development and redevelopment.
Property Complaint Data Data that identifY individuals who register complaints concerning violations Private MS 13.44
of state laws or local ordinances pertaining to the use of real property.
Recreation Data The name, address, phone number, and any other data which describes the Private MS 13.548
health or medical condition of the individual, family relationships, living
arrangements, and opinions as to the emotional makeup or behavior of
ndividuals enrolling in recreational or social programs; registration forms;
osters.
Sealed Bids; Requests for Data on individuals contained in proposals submitted in response to a Private/Public upon MS 13.37
Proposals request for proposal or bid until completion of the selection process. Names occurrence of certain MS 13.591
of bidders became public at the time and date specified in the solicitation conditions
that bids/proposals are due.
Security Information Data which if disclosed would be likely to substantially jeopardize the Private MS 13.37
ecurity of information, possessions, individuals or property against theft,
tamperi ng, improper use, attempted escape, illegal disclosure, trespass, or
physical inj ury. This includes lists of volunteers participating in community
Frime prevention programs, their home, mailing and email addresses, phone
numbers; GPS locations.
Social Security Numbers Social security numbers of individuals, whether in whole or in part. Private MS 13.355
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