Wadena County Data Inventory MGDPA

Page 1 of 28
MINNESOTA GOVERNMENT DATA PRACTICES ACT 2013 CLASSIFICATION OF DATA

W A D ENA Responsible Authority Michael D. Carr Wadena County Sheriff Description Name of Form, Record, File, System or Process
1. ACCIDENT REPORTS
(Purpose, what it collects, in terms understandable by general public.)
Office/Division Sheriff Citation for Classification Classification

Private Confidential
(Statute, Law or Rule)
COUNTY
Data on Individuals Yes No

X
Designee
(Name, Title, Address)
Officers report of an accident investigation required by State Law, indicating drivers names, DOB, address, passengers, cause of accident, amount of damage, injuries and drawing of accident with description.
MN Statute 169.09, Subdivision 9
Michael D. Carr Wadena County Sheriff Bill Cross, Chief Deputy 415 Jefferson Street South Wadena, Minnesota 56482 Michael D. Carr Wadena County Sheriff Bill Cross, Chief Deputy 415 Jefferson Street South Wadena, Minnesota 56482
2. ACCOUNTS PAYABLE RECORDS
Copies of monthly abstracts for bills.
Public
MN Statute 13.03, Subd. 1
Page 2 of 28

3. ADMISSION RELEASE RECORDS

Public Private
COUNTY

X
Designee
MN Statute 13.03, Subd. 1 MN Statute 13.85, Subd. 2 MN Statute 13.82 Subd. 2
4. ADULT CASE FILES
Written reports of investigation or action taken by deputy. Reports regarding criminal investigations and non-criminal action taken or investigated including miscellaneous reports, criminal offense reports, and supporting documents.
Public Private Confidential
MN Statute 13.82
Page 3 of 28

5. APPREHENSION AND DETENTION ORDERS

Public
COUNTY

X
Designee
Orders from Court/Probation Officers with reference to the rules sent forth regarding an inmate during his incarceration and often for behavior and rules afterward.
MN Statute 13.82 MN Statute 243.05
6. ARSON
Arson reporting immunity from disclosure of information insurance company to release to law enforcement.
Public Private Confidential Non-Public
MN Statute 13.82 MN Statute 299F.054
Page 4 of 28

7. BOARD OF PRISONERS BILLING

Public
COUNTY

X
Designee
Bills sent to other jurisdictions for boarding their prisoners.
MN Statute 13.03, Subd. 1 MN Statute 13.85
8. BOOKEEPING RECORDS FOR JAIL AND CIVIL PROCESS TRANSACTIONS
Records of deposit slips, transaction records within the system, prisoner and Huber transactions, billing and receipting of fees to/from other agencies and attorneys.
Public Private as to inmate financial records
MN Statute 13.85
Page 5 of 28

9. CHILD ABUSE MALTREATMENT OF MINORS

COUNTY

X
Designee
a. Substantiated Reports: Records maintained by police/welfare with availability to prosecuting authority for disclosure of name of substantiated report. b. Unsubstantiated Reports.
MN Statute 626.556, Subd. 7, 11, and 13.82
Michael D. Carr Wadena County Sheriff Bill Cross, Chief Deputy 415 Jefferson Street South Wadena, Minnesota 56482
10. CIVIL ACTION BOOKS
Lists date, type of action, attorney, plaintiff, defendant, fees charged for all actions served.
Public
Page 6 of 28

11. CIVIL PROCESS (SHERIFFS DAY BOOK)

Public
COUNTY

X X
Designee
The means by which court obtains jurisdiction over a cause of action to determine personal or property rights and the authority to enforce its orders against all parties to the action.
12. COMMITMENTS: ADULT
Order of the court showing the name of the person sentenced to custody for felony or gross misdemeanor and the location of the commitment.
Public
MN Statute 13.03, Subd. 1 MN Statute 13.82 MN Statute 13.85 MN Statute 243.49
13. COMMITMENTS: JUVENILE
Order of the court showing the name of the person to be committed to custody and the location of the commitment. Legal documents from sentencing court which authorizes confinement at the jail facility.
Private/ Public
MN Statute 260B.171
Michael D. Carr Wadena County Sheriff Bill Cross, Chief Deputy 415 Jefferson Street South Wadena, Minnesota 56482 Michael D. Carr Wadena County Sheriff Bill Cross, Chief Deputy 415 Jefferson Street South Wadena, Minnesota 56482 Michael D. Carr Wadena County Sheriff Bill Cross, Chief Deputy 415 Jefferson Street South Wadena, Minnesota 56482
Page 7 of 28


COUNTY
Designee
14. CONTINGENT FUND RECORDS
Documents relating to funds received from and paid back to Sheriffs Contingent Fund; County claims, travel requests and documentation of claim.
Public
15. COURT ORDERS FROM COURT SERVICES AND PROBATE COURT
Documents relating to orders to sheriff to find and take into custody certain individuals for the court.
Public
MN Statute 13.03, Subd. 1 13.84 Subd. 5 253B.07, Subd. 2b
Page 8 of 28

16. COURT ORDERS SERVED WORKSHEET

Public
COUNTY

X
Designee
Worksheet showing date received, issuing court, plaintiff, defendant, person served, attorney of record, letter of instruction, if sent.
17. CRIMINAL RECORDS
Availability for public employment or licensing purposes. Convenience copy from BCA, NCIC-FBI, or NLETS.
Public/Private
MN Statute 13.82 MN Statute 13.85 MN Statute 13.87
18. CRIMINAL WARRANTS CANCELLED
Documents relating to warrants of arrest issued by courts that have been cancelled.
Public
MN Statute 13.03, Subd. 1 MN Statute 13.82, Subd. 19
Page 9 of 28


COUNTY
Designee
19. DELINQUENT MOBILE HOME TAX BOOKS
Books showing delinquent mobile home taxes for warrants and citations, correspondence, receipt books showing money collected and dispersed.
Public
20. DELINQUENT TAX RECEIPTS
Receipts issued to person/company for delinquent personal property taxes. List also given to Clerk of District Court.
Public
Page 10 of 28

21. NOTIFICATION OF PERSONS RELEASED FROM STATE CORRECTIONAL FACILITIES

Public
COUNTY

X
Designee
To advise sheriff that person released is in his jurisdiction. Copy from the statewide criminal justice telecommunications network.
MN Statute 241.065
22. EXECUTIONS SERVED WORKSHEETS
Time card showing employees activities. Daily log of staff.
Public
23. EXPLOSIVE USE PERMITS
Applicants name, address and personal information to be checked with the BCA for clearance to obtain an explosive use permit.
Public
Page 11 of 28


COUNTY
Designee
24. FIREARM APPLICATION/PERMIT
Applicant names, addresses, and personal information. Permits are to obtain and/or carry a handgun. Includes application to purchase and a copy of the firearm permit to carry.
Private
MN Statute 13.87, subd. 2 624.714 Subd. 14
25. FOOD SERVICE RECORDS
Public
Page 12 of 28

26. GUNSHOT WOUND REPORT

Confidential
COUNTY

X
Designee
Physicians, surgeons, hospital managers, and other health professionals shall report gunshot wounds they treat to the sheriff.
M.S. 626.53
27. HUEBER RELEASE RECORDS
Permission from the courts to allow for inmate work outside the jail, sign in/out sheets for control of hours worked, record of payment for this privilege and monies paid to the court by their order.
Public/ private to inmate financials
MN Statute 13.85
Page 13 of 28

28. INITIAL COMPLAINT REPORT

COUNTY

X X
Designee
First record of all calls for service or reports of offenses received. Date and time call was received; name of victim, witness or reporting party; times showing when deputy was assigned, arrived and cleared; who took call, short narrative.
29. INITIAL COMPLAINT REPORTS OF TRANSPORTS OF PRISONER
Documents relating to all transportations of individuals showing date, time, name of person, by whom, and to where transported.
Public Adult Private/public juvenile
MN Statute 13.82 MN Statute 260b.171
Page 14 of 28

30. INCIDENT COMPLAINT LOGS (DOCKETS) INCLUDING:

Public
COUNTY

X X
Designee
a. Chronological record of events.
MN Statute 13.82
b. I.D. of undercover agents, informants, victims of sexual assault or intra-familial sex abuse.
MN Statute 13.82 MN Statute 299C.065, Subdivision 4 MN Statute 13.82, Subdivision 19 MN Statute 13.82, Subdivision 20
c. Arrest warrant indices until taken into custody, served or appear before court.
Public Confidential Private Non-Public
d. Description of stolen, lost or recovered property.
Page 15 of 28

30. (CONTINUED)

Confidential Protected Non-Public Public Confidential Protected Non-Public Public
COUNTY

X X
Designee
e. Program data.
f. Deliberative processes or investigative techniques, final opinion or justification. g. Inmate count report.
31. INMATE FINANCIAL RECORDS
Records of inmates financial in/out status during incarceration.
Private
Page 16 of 28

32. INMATE HISTORY CARD

Private
COUNTY

X
Designee
Summary card showing all transactions involving individual inmates, filed after discharge, and kept in booking room during the incarceration.
33. INMATE INCIDENT REPORTS
Jailer/Officer report giving particulars in case of accident/incident to inmate while incarcerated in the jail. Such incident will also be located in the daily log.
MN Statute 13.85
Page 17 of 28

34. INMATE MEDICAL RECORD

Private
COUNTY

X
Designee
Any and all medical activity involving each inmate during incarceration; all doctors visits, doctors directions, medicine administered and directed, medical complaints and doctors name seen or consulted.
MN Statute 13.384 MN Statute 13.85, Subd. 2
35. INMATE VISITOR REGISTRATION LOG/JAIL VISITOR REGISTER
Sign in log stating name of visitor, relation to inmate being seen, date, time, and name of inmate seen.
Public Private
MN Statute 13.85 Subd. 2
Page 18 of 28

36. INVESTIGATIONS

Public/ Confidential
COUNTY

X X
Designee
a. Active: Cases involved in an ongoing investigation.
MN Statute 13.82, Subdivision 2, 6, 7
b. Inactive: Closed cases concluded by prosecution, investigative conclusions or being outdated by a certain period.
Public/ Private
37. JAIL INVENTORY
Physical inventory of furnishings and equipment at jail.
Public
Page 19 of 28

38. JAIL REGISTER BOOKS: ADULT

Public
COUNTY

X
Designee
Booking ledger that lists inmates name, commitment number, admit/discharge date, offense, length of sentence, type of discharge; i.e. parole, furlough, completion of sentence.
MN Statute 13.85
39. JAILERS DAILY ACTIVITY LOG
Documents relating to specific activities of jailers and prisoners during each jailers shift each day. Chronological record maintained by jailers in regard to daily events including security checks and routine occurrences.
Public Private and Nonpublic Confidential and Private
Page 20 of 28

40. JUVENILE CASE FILES

COUNTY
Designee
All information dealing with involvement of juveniles in criminal activity incidents prior to age 18. Also includes non-criminal activity involvement in any matter pending investigation by law enforcement.
MN Statute 13.82, Subdivision 17 MN Statute 260B.171 260C.171
41. JUVENILE DETENTION BOOK
Lists name, address, date of birth, offense, date of release, and date booked for all juveniles jailed.
Private
MN Statute 260B.171
Page 21 of 28

42. LOCAL IDENTIFICATION FILE

Public
COUNTY

X
Designee
Local level only. Contains prisoner information including name, address, offense, date of birth, length of incarceration, arresting agency, nearest relative and historical information about a persons activities while in jail, mug shot, fingerprints in the local jurisdiction.
43. MALTREATMENT OF VULNERABLE ADULTS
Records created or received in conducting investigations by law enforcement.
Private Non-public
MN Statute 13.82, Subd. 10 and 11 MN Statute 626.557
Identity of Reporter
Confidential
MN Statute 626.557 Subdivision 12b (c)
Page 22 of 28

44. MASTER INDEX: ADULTS

COUNTY

X
Designee
Name file entry and all incidences attached to the name.
MN Statute 13.82
45. MASTER INDEX: JUVENILE
Name file entry and all incidences attached to the name.
MN Statute 13.82 MN Statute 260B.171
Page 23 of 28

46. MORTGAGE FORECLOSURE BOOKS AND WORKSHEETS

Public
COUNTY

X
Designee
Books showing mortgager, mortgagee, date of sale, attorney of record, and purchase price.
47. OFFICER INVESTIGATIVE PROGRESS REPORTS
Deliberative processes or investigative techniques, final opinion or justification. Officers views.
Public Confidential/Protected Non-Public
48. OPERATION IDENTIFICATION ITEMIZATION
A list of items marked with a selected number, location of such number, and article name, kept for any participating person.
Private
MN Statute 13.37 Subdivision 1 (a)
Page 24 of 28

49. PRISONER PROPERTY ENVELOPES SHOWING SIGNED RELEASE.

Public
COUNTY

X
Designee
Lists prisoners name, date of arrest, and personal property taken from him before being put in a cell, and date and signature when items returned.
MN Statute 13.82, Subdivision 2 MN Statute 13.85
Private
Michael D. Carr Wadena County Sheriff Bill Cross, Chief Deputy 415 Jefferson Street South Wadena, Minnesota 56482 Michael D. Carr Wadena County Sheriff Bill Cross, Chief Deputy 415 Jefferson Street South Wadena, Minnesota 56482 Michael D. Carr Wadena County Sheriff Bill Cross, Chief Deputy 415 Jefferson Street South Wadena,
50. PROPERTY LISTS
Description of stolen, lost, or recovered property.
Private Non-Public
51. RADIO/DISPATCH LOGS
Documents relating to calls taken by dispatcher and referred to a law enforcement agency.
MN Statute 13.82
Page 25 of 28


COUNTY
Designee
Minnesota 56482
52. RECEIPT BOOKS
Receipts made out for cash or property received.
Public
53. SHERIFFS TRUST FUND/CHECKING ACCOUNT RECORDS
Bank statements, deposit slips, and cancelled checks of Sheriffs trust fund. All refund checks and deposits for civil process fees and trust account.
Public
Page 26 of 28

54. SHIFT ACTIVITY REPORT: SUPERVISORS

COUNTY

X
Designee
Summary of department activity occurring during a supervisor/watch commanders shift.
MN Statute 13.43 MN Statute 13.82 MN Statute 13.85
55. STAFF TRAINING RECORDS
Records of hours of training for sheriffs personnel.
Public
56. STATISTICAL REPORTS OF INMATES
Monthly reports generated which show how many commitments have been received, number of inmates, when released, and time spent.
Public
Page 27 of 28

57. SUMMONS, SUBPOENAS, AND COMPLAINTS SERVED, WORKSHEETS, AND OFFICERS LOGS

Public
COUNTY

X X
Designee
Summary of department activity occurring during a supervisor/watch commanders shift.
58. TOW SLIPS/REPORTS
Record of all vehicles towed by department.
59. WARRANT FILES
Arrest warrant exists until taken into custody, served, or appear before court.
Public Confidential
Page 28 of 28

60. WARRANTS FOR INTERCEPTING COMMUNICATIONS

Confidential
COUNTY

X
Designee
Court warrant approving interception of wire or oral communication
M.S. 626A.06, Subdivision 9

Wadena County Data Inventory MGDPA

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Wadena County Data Inventory MGDPA

Uploaded by

Copyright:

Available Formats

Page 1 of 28

MINNESOTA GOVERNMENT DATA PRACTICES ACT 2013 CLASSIFICATION OF DATA

Office/Division Sheriff Citation for Classification Classification

Data on Individuals Yes No

MN Statute 169.09, Subdivision 9

2. ACCOUNTS PAYABLE RECORDS

Copies of monthly abstracts for bills.

MN Statute 13.03, Subd. 1

MINNESOTA GOVERNMENT DATA PRACTICES ACT 2013 CLASSIFICATION OF DATA

Office/Division Sheriff Citation for Classification Classification

Data on Individuals Yes No

MN Statute 13.03, Subd. 1 MN Statute 13.85, Subd. 2 MN Statute 13.82 Subd. 2

4. ADULT CASE FILES

Public Private Confidential

MINNESOTA GOVERNMENT DATA PRACTICES ACT 2013 CLASSIFICATION OF DATA

Office/Division Sheriff Citation for Classification Classification

Data on Individuals Yes No

MN Statute 13.82 MN Statute 243.05

Public Private Confidential Non-Public

MN Statute 13.82 MN Statute 299F.054

MINNESOTA GOVERNMENT DATA PRACTICES ACT 2013 CLASSIFICATION OF DATA

Office/Division Sheriff Citation for Classification Classification

Data on Individuals Yes No

Bills sent to other jurisdictions for boarding their prisoners.

MN Statute 13.03, Subd. 1 MN Statute 13.85

8. BOOKEEPING RECORDS FOR JAIL AND CIVIL PROCESS TRANSACTIONS

Public Private as to inmate financial records

MINNESOTA GOVERNMENT DATA PRACTICES ACT 2013 CLASSIFICATION OF DATA

Office/Division Sheriff Citation for Classification Classification

Data on Individuals Yes No

MN Statute 626.556, Subd. 7, 11, and 13.82

10. CIVIL ACTION BOOKS

MN Statute 13.03, Subd. 1

MINNESOTA GOVERNMENT DATA PRACTICES ACT 2013 CLASSIFICATION OF DATA

Office/Division Sheriff Citation for Classification Classification

Data on Individuals Yes No

MN Statute 13.03, Subd. 1

12. COMMITMENTS: ADULT

MN Statute 13.03, Subd. 1 MN Statute 13.82 MN Statute 13.85 MN Statute 243.49

13. COMMITMENTS: JUVENILE

MINNESOTA GOVERNMENT DATA PRACTICES ACT 2013 CLASSIFICATION OF DATA

Office/Division Sheriff Citation for Classification Classification

Data on Individuals Yes No

14. CONTINGENT FUND RECORDS

MN Statute 13.03, Subd. 1

15. COURT ORDERS FROM COURT SERVICES AND PROBATE COURT

MN Statute 13.03, Subd. 1 13.84 Subd. 5 253B.07, Subd. 2b

MINNESOTA GOVERNMENT DATA PRACTICES ACT 2013 CLASSIFICATION OF DATA

Office/Division Sheriff Citation for Classification Classification

Data on Individuals Yes No

MN Statute 13.03, Subd. 1

17. CRIMINAL RECORDS

MN Statute 13.82 MN Statute 13.85 MN Statute 13.87

18. CRIMINAL WARRANTS CANCELLED

MN Statute 13.03, Subd. 1 MN Statute 13.82, Subd. 19

MINNESOTA GOVERNMENT DATA PRACTICES ACT 2013 CLASSIFICATION OF DATA

Office/Division Sheriff Citation for Classification Classification

Data on Individuals Yes No

19. DELINQUENT MOBILE HOME TAX BOOKS

MN Statute 13.03, Subd. 1

20. DELINQUENT TAX RECEIPTS

MN Statute 13.03, Subd. 1

MINNESOTA GOVERNMENT DATA PRACTICES ACT 2013 CLASSIFICATION OF DATA

Office/Division Sheriff Citation for Classification Classification