[{"data":1,"prerenderedAt":-1},["ShallowReactive",2],{"detail-sidebar-cat-1-en-105":3,"doc-seo-171394-105":53,"doc-detail-171394-en":131},{"code":4,"msg":5,"data":6},0,"success",[7,14,19,24,29,34,39,44,49],{"id":8,"doc_module":9,"doc_module_name":10,"category_name":11,"show_sort_weight":12,"slug":13},11,1,"Template","Presentations",90,"presentations",{"id":15,"doc_module":9,"doc_module_name":10,"category_name":16,"show_sort_weight":17,"slug":18},12,"Resumes",80,"resumes",{"id":20,"doc_module":9,"doc_module_name":10,"category_name":21,"show_sort_weight":22,"slug":23},14,"Invoices",70,"invoices",{"id":25,"doc_module":9,"doc_module_name":10,"category_name":26,"show_sort_weight":27,"slug":28},15,"Posters",60,"posters",{"id":30,"doc_module":9,"doc_module_name":10,"category_name":31,"show_sort_weight":32,"slug":33},16,"Social Media",50,"social-media",{"id":35,"doc_module":9,"doc_module_name":10,"category_name":36,"show_sort_weight":37,"slug":38},17,"Forms",40,"forms",{"id":40,"doc_module":9,"doc_module_name":10,"category_name":41,"show_sort_weight":42,"slug":43},18,"Letters",30,"letters",{"id":45,"doc_module":9,"doc_module_name":10,"category_name":46,"show_sort_weight":47,"slug":48},21,"Paper Templates",5,"papers-templates",{"id":50,"doc_module":9,"doc_module_name":10,"category_name":51,"show_sort_weight":4,"slug":52},158,"General","general-158",{"code":4,"msg":54,"data":55},"ok",{"site_id":56,"language":57,"slug":58,"title":59,"keywords":60,"description":61,"schema_data":62,"social_meta":124,"head_meta":126,"extra_data":128,"updated_unix":130},105,"en","responding-to-data-requests-initial-response-templates-data-practices","Responding to Data Requests - Initial Response Templates - Data Practices","","Provides example message templates and practical guidance for responding to data requests, including initial confirmation emails, clarification questions, and status updates. Covers separate approaches for responding to requests from the public and for requests from data subjects, including identity confirmation requirements for private data. Includes guidance on charging authorized copying costs, providing access timelines, and explaining the meaning of data fields, terminology, codes, and acronyms while noting that the act may not require answers unrelated to data meaning.",{"@graph":63,"@context":123},[64,80,102],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":41,"@type":70,"position":76},"https://docshare.wps.com/template/letters/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/responding-to-data-requests-initial-response-templates-data-practices/171394/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/responding-to-data-requests-initial-response-templates-data-practices/171394.png","ImageObject",442,249,{"name":88,"@type":89},"Valentina","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/vnd.openxmlformats-officedocument.wordprocessingml.document","2026-10-19","2026-09-01",true,{"@type":98,"interactionType":99,"userInteractionCount":101},"InteractionCounter",{"@type":100},"ViewAction",9,{"@type":103,"mainEntity":104},"FAQPage",[105,111,115,119],{"name":106,"@type":107,"acceptedAnswer":108},"How should an office handle an initial response to a data request?","Question",{"text":109,"@type":110},"Send an initial response as soon as possible to confirm receipt and reduce the need for follow-up messages. Include any clarification questions if needed.","Answer",{"name":112,"@type":107,"acceptedAnswer":113},"What additional requirement applies when a data subject requests access to private data?",{"text":114,"@type":110},"The office must confirm the requester’s identity before providing access to any private data. The template calls for a brief description of the entity’s identity-confirmation process.",{"name":116,"@type":107,"acceptedAnswer":117},"Can an office charge costs when providing copies of requested data?",{"text":118,"@type":110},"Yes. 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The office contacts the requester when the data is available.","https://schema.org",{"og:url":78,"og:type":125,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":127,"canonical":78},"index,follow",{"doc_id":129,"site_id":56},171394,1790451564,{"code":4,"msg":5,"data":132},{"doc_id":129,"user_id":133,"nickname":88,"user_avatar":134,"doc_module":9,"category_id":40,"category_name":41,"doc_title":59,"doc_description":61,"doc_content":135,"file_id":136,"file_url":137,"file_type":138,"file_size":139,"view_count":101,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":140,"language":141,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":142,"faqs":143,"seo_title":144,"seo_description":61,"update_tm":145,"read_time":73},13056703020460,"https://ap-avatar.wpscdn.com/avatar/be000253dac470eee5d?_k=1778207105932848923","Responding to Data Requests\nThe Data Practices Office has developed several example templates for ways to initially respond to data requests as well as correspondence that can be used when fulfilling a data request or denying access to data. The examples are below.\nAs a reminder: These are example templates and you should edit the templates to fit the needs of your office and your entity. Additional guidance and decision points are provided in italics in the templates. For legal advice and risk assessments on these decision points, contact your legal counsel. These templates were developed with small agencies and multi-member boards in mind and larger agencies may want to further tailor these messages for automated responses or confirmations.\nIn addition to these templates, here are some tips and best practices to keep in mind when working with data requesters:\nProvide an initial response to the data request as soon as you can. While not required, an initial response may help ensure that the requester does not need to send multiple follow up messages to confirm you’ve received the request.\nBe sure to review the request to determine whether you need additional information or clarification from the requester. If possible, include any questions for clarification in your initial response email.\nStay in touch with data requesters when possible. Promptly provide updates when a requester asks about the status of a request and when it is reasonable to do so. Consider sending an update to the requester if compiling the data is taking longer than expected. Regular communications and updates can help you create and maintain positive relationships with data requesters.\nWhen providing access to data, be prepared to provide an explanation of the data’s meaning, such as technical terminology, the meaning of acronyms, or the meaning of numbers/codes in data sets (e.g., 1 = Ages 0-18; 2 = Ages 19-35, etc.). Additionally, the Data Practices Act does not require you to respond to questions that aren’t related to the data’s meaning, but it may be helpful to data requesters if you provide answers to any additional questions they may have.\nPlease note that these are tips and best practices to facilitate data requests, and these suggestions are not requirements created by the Data Practices Act.\n\u000f\nInitial Response to Data Request\nInitial Response to Data Request from Public\nThank you for contacting \u003Cname of your entity>.\nI’m writing to confirm our office has received your data request. We will reach out to you directly if we need additional clarification or have questions about your request. \u003CIf possible, you should include any questions or requests for clarification about the request in this email.>\n\u003CYou may want to include a short sentence or two about the processes your entity has for filling data requests and to set an expectation about the length of time it may take to fulfill the request.\nFor example: We are a small agency that responds to data requests in the order they are received. The length of time to fulfill a request can vary depending on the number and size of requests we have recently received.>\nIf you are requesting copies of data, we can charge applicable costs as authorized under Minn. Stat. 13.03, subd. 3. My office will contact you with an estimate of copy costs prior to working on your request. \u003CInclude information if you will require pre-payment to fulfill the request for copies. For example: Our office also requires pre-payment for copies when the estimate is more than $100. We will provide more information about how to pre-pay when an estimate is ready.>\nPlease contact \u003Cme; RA; RA’s designee> if you have additional questions or concerns.\nSincerely,\n\u003CYour Signature>\n\u000f\nInitial Response to Data Request from Data Subject\nThank you for contacting \u003Cname of your entity>.\nI’m writing to confirm our office has received your data request. \u003CIf possible, you should include any questions or requests for clarification about the request in ","cbCaigL6Bs0Fnv1r","https://ap.wps.com/l/cbCaigL6Bs0Fnv1r","docx",52468,6,"English","# Initial Response to Data Request\n## Initial Response to Data Request from Public\n## Initial Response to Data Request from Data Subject\n# Fulfilling Data Requests\n## Response for Fulfilling Inspection Request","[{\"question\":\"How should an office handle an initial response to a data request?\",\"answer\":\"Send an initial response as soon as possible to confirm receipt and reduce the need for follow-up messages. Include any clarification questions if needed.\"},{\"question\":\"What additional requirement applies when a data subject requests access to private data?\",\"answer\":\"The office must confirm the requester’s identity before providing access to any private data. The template calls for a brief description of the entity’s identity-confirmation process.\"},{\"question\":\"Can an office charge costs when providing copies of requested data?\",\"answer\":\"Yes. The templates state the office can charge applicable or actual authorized copy costs and will contact the requester with an estimate prior to fulfilling the request, including pre-payment details if required.\"},{\"question\":\"What timeline must be met when providing access to a data subject’s data?\",\"answer\":\"The Data Practices Act requires access within 10 business days of the date of the request. The office contacts the requester when the data is available.\"}]","Responding to Data Requests - Initial Response Templates - Data Practices | DOCX",1788282455]