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SF2885 (Legislative Session 94 (2025-2026))

Government Data Practices Act modification; Official Records Act modification

Related bill: HF2739

AI Generated Summary

Purpose of the Bill

This bill proposes updates and amendments to various sections of the Government Data Practices Act and the Official Records Act in Minnesota. The aim is to enhance data protection, clarify data access and usage, and update record-keeping and disposal practices.

Main Provisions

  1. Data Protection and Access:

    • Mandates government authorities to ensure data on individuals is current, accurate, and securely protected. Only those with a justified work requirement can access private data. Additionally, procedures must be established for data sharing with other government entities.
    • Specifies destruction methods for non-public data to ensure its contents are irretrievable.

  2. Personal Contact and Online Information:

    • Government entities must classify individual contact details, such as phone numbers, emails, and usernames, as private data when collected for notifications or subscriptions.
    • This private data can be used only for communicating with the individual or providing government services and cannot be disclosed except under certain conditions such as legal compliance or public comments.

  3. Library Patron Data:

    • Library records linking a patron’s identity to borrowed material are to be treated as private data, with exceptions only for specific library operations or by court order. Libraries can share reserved materials with family members unless restricted by the patron.

  4. Record-Keeping and Preservation:

    • Requires state officials and agencies to make and maintain comprehensive records of their activities. It allows record reproduction in various forms and clarifies that these reproductions can serve as legal evidence.
    • Establishes guidelines for record preservation or destruction, particularly how records are determined to have no further value and may be disposed of under the supervision of the Records Disposition Panel.

Significant Changes to Existing Law

  • The updated statutes now include clearer classifications and usage limits for electronic contact and account information gathered by government entities.
  • Enhanced security and monitoring obligations are specified for government-held private or confidential data.
  • Adjustments are made to the rules governing the preservation and admissibility of reproduced records in legal proceedings.
  • The roles and powers of the Records Disposition Panel are reiterated, focusing on their authority over record destruction and reproduction decisions.

Relevant Terms

government data, data protection, personal information privacy, library data privacy, government records, data reproduction, records disposal, data security safeguards, Records Disposition Panel, public records, Minnesota Historical Society.

Bill text versions

Past committee meetings

Actions

DateChamberWhereTypeNameCommittee Name
March 24, 2025SenateFloorActionIntroduction and first reading
March 24, 2025SenateFloorActionReferred toJudiciary and Public Safety

Citations

 
[
  {
    "analysis": {
      "added": [
        "Establishes new procedures for monitoring access to private or confidential data."
      ],
      "removed": [
        ""
      ],
      "summary": "This bill modifies data protection procedures for government data practices under section 13.05, subdivision 5.",
      "modified": [
        "Clarifies the security safeguards for records containing data on individuals."
      ]
    },
    "citation": "13.05",
    "subdivision": "subdivision 5"
  },
  {
    "analysis": {
      "added": [
        "Specifies conditions under which this data can be used and exemptions applying to real property records."
      ],
      "removed": [
        ""
      ],
      "summary": "This bill modifies the classification of personal contact and online account information under section 13.356.",
      "modified": [
        "Clarifies the use of data provided for notification and subscription purposes."
      ]
    },
    "citation": "13.356",
    "subdivision": ""
  },
  {
    "analysis": {
      "added": [
        "Allows libraries to release reserved materials to family members under certain conditions."
      ],
      "removed": [
        ""
      ],
      "summary": "This amendment concerns the privacy of library borrower data under section 13.40, subdivision 2.",
      "modified": [
        "Clarifies the conditions under which library data on patrons is private and exceptions to these privacy rules."
      ]
    },
    "citation": "13.40",
    "subdivision": "subdivision 2"
  },
  {
    "analysis": {
      "added": [
        "Empowers public officers to reproduce records if not of archival value."
      ],
      "removed": [
        ""
      ],
      "summary": "Modifications to the requirements for the maintenance of government records under section 15.17, subdivision 1.",
      "modified": [
        "Specifies the methods for reproducing government records and states conditions for their admissibility as evidence."
      ]
    },
    "citation": "15.17",
    "subdivision": "subdivision 1"
  },
  {
    "analysis": {
      "added": [
        "Introduces definitions for 'government records', 'state records', 'local records', and 'state archives'."
      ],
      "removed": [
        ""
      ],
      "summary": "This section deals with the destruction, preservation, and reproduction of records under section 138.17, subdivision 1.",
      "modified": [
        "Clarifies the role of the Records Disposition Panel and conditions under which records can be destroyed or preserved."
      ]
    },
    "citation": "138.17",
    "subdivision": "subdivision 1"
  }
]

Progress through the legislative process

17%
In Committee

Sponsors