Todd County updates data practices policy; board approves prepayment for public data requests

The board adopted an updated Todd County data practices policy intended to align with the Minnesota Department of Administration model and Minn. Stat. ch. 13, and then approved a companion update to the county’s public data request website to require prepayment of estimated staff time and copying charges.

County coordinator Jackie and county attorney Lindeman explained the policy committee reviewed the draft and counsel updated the policy for statutory compliance. Staff said they are receiving increasing numbers of lengthy public data requests, including some that appear to be generated by automated (AI) processes; prepayment was presented as a tool to recover allowable costs and to discourage open‑ended requests that require substantial staff time. Commissioners discussed the practicalities of fee collection (credit‑card modules such as Point‑and‑Pay may require additional county modules and costs) and agreed the policy language should allow for multiple payment mechanisms once operational details are confirmed.

The board approved the policy and the website update by motion. Staff will return with any required technical implementation details and cost information for payment modules; county staff noted that on‑site review of public data remains available without charge.

Why it matters: The change clarifies how the county will recover staff time for extensive public records requests, balancing public access to government data with the county’s administrative burden and costs.