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It is the policy of the University of Minnesota to provide convenient and timely access to all public information at the University. To maximize convenience and curtail cost, the University will direct requesters whenever possible to existing sources of public information.

In determining whether information is public or nonpublic, the University follows state and federal privacy and records laws. The University's General Counsel shall advise the appropriate University unit in determining the classification of University information and the application of state and federal law. The Records and Information Management Office, which reports to the General Counsel in this area, shall be the initial resource for questions concerning classification and disclosure of data.

This policy applies to all information published by the University regardless of who created it or how it is distributed or maintained.

Special Situations

Certain University affiliates, such as the U foundations, legally are not a part of the University of Minnesota. Document requests should be made directly to those units.

The University adheres to the provisions of state and federal privacy and records laws. In so doing, the University:

• Increases the value of University information resources through widespread and appropriate use.
• Prevents the inappropriate and unauthorized disclosure of information and thereby avoids adverse legal consequences.

Providing efficient and effective access allows the University to minimize expenses related to record keeping and document production and maximize the resources devoted to the primary mission of the University.

• Obtaining Public Information

There are no forms for this policy.

Subject	Contact	Phone	Fax/Email
Primary Contact	Tracy Smith	612-624-9546	smith229@umn.edu
Access to Public Data	Records and Information Management	612-625-3497	612-626-9475
Questions From Media	University Relations	612-624-8038	612-624-6369

See Definitions in the Internal Access to University Information Policy.

University Data Custodian

Decide on the cost and benefit issues in creating public reports for dissemination.

Area Data Custodian

Assist with the completion of special requests for public information.

Application Data Custodian

Answer questions on routine requests for public information

General Public

View or Request Public information. Pay the costs of responding to requests for public information as provided by law.

General Counsel

Provide legal advice to University staff and decision makers to ensure compliance with state and federal law, including the proper classification of University Data.

Office of Information Technology

Develop security policies and procedures for implementing access to public and private information based on this policy and procedures.

Records and Information Management Office

Respond to requests for public information. Assist General Counsel in advising University staff and decision makers regarding access to University information. Maintain Appendix A: Examples of Public, Private, & Confidential Information.

• Examples of Public, Private, and Confidential Information

Rates

The requester may be asked to pay the costs of responding to requests for public information as provided by law. Questions regarding cost should be directed to the Coordinator of Records and Information Management Office at 612-625-3497.

There are no frequently asked questions for this policy.

• Board of Regents Policy: Student Records
• Administrative Policy: Internal Access to University Information
• Minnesota Government Data Practices Act - Minn. Stat. 13.01
• Family Educational Rights & Privacy Act
• Office of the Registrar Policies on Access to Student Records
• Computer Fraud and Abuse Act, 1986
• Electronic Communications and Privacy Act
• University Records and Retention Schedules

Effective:

January 1999

To obtain a copy of a historical policy, e-mail the U Policy Librarian at policy@umn.edu or call 612-624-4372.