Minnesota State System Office Data Inventory

This webpage identifies the name, title, and address of the Responsible Authority for Minnesota State
Colleges and Universities system office and describes private or confidential data on individuals
maintained by the Minnesota State system office (see Minn. Stat. 13.05 and Minn. Rules 1205.1200).
This webpage is also part of the Minnesota State system office’s measures for ensuring that not public
data are only accessible to individuals whose work assignment reasonably requires access (see Minn.
Stat. 13.05, subd. 5). In addition to the employees listed, the Minnesota State system office’s
Responsible Authority, Data Practices Compliance Official, Senior Leadership Team, and the General
Counsel will also have access to all not public data on an as-needed basis as part of specific work
assignments.

This webpage only covers the data maintained by the system office and does not cover data
maintained by the institutions that comprise Minnesota State Colleges and Universities.

The Responsible Authority for the Minnesota State system office is:

Scott Olson, Chancellor
30 E. 7th St.
Ste. 350
St. Paul, MN 55101

Direct all questions about this webpage to the Data Practices Compliance Official
(DPCO) for the Minnesota State system office:

Daniel G. McCabe, Assistant General Counsel
daniel.mccabe@minnstate.edu 
Phone: 651.314.3428
30 E. 7th St.
Ste. 350
St. Paul, MN 55101

Data Maintained by the Minnesota State Colleges and Universities System Office

Click the category of data below to find the following:

  • the classification;
  • description (understandable to general public);
  • definition found at; and
  • authorized recipients

  • Classification

    • Confidential or Public

  • Description (understandable to general public)

    • Data that are collected in order to start or defend a pending civil legal action, or because a civil legal action is expected

  • Definition found at

    • Minn. Stat. 13.39

  • Authorized recipients

    • Employees with a need to know

  • Classification

    • Private

  • Description (understandable to general public)

    • Social Security numbers assigned to individuals

  • Definition found at

    • Minn. Stat. 13.355

  • Authorized recipients

    • Employees with a need to know

  • Classification

    • Public, Private, or Confidential

  • Description (understandable to general public)

    • Data about employees, applicants, volunteers and independent contractors

  • Definition found at

    • Minn. Stat.13.43

  • Authorized recipients

    • Employees with a need to know

  • Classification

    • Public, Private, or Confidential

  • Description (understandable to general public)

    • Data related to collective bargaining agreements and related processes

  • Definition found at

    • Minn. Stat. 13.67

  • Authorized recipients

    • Employees with a need to know

  • Classification

    • Public, Private, or Confidential

  • Description (understandable to general public)

    • Letters and electronic correspondence

  • Definition found at

    • Various Sections of Minn. Stat. 13

  • Authorized recipients

    • Employees with a need to know

  • Classification

    • Private

  • Description (understandable to general public)

    • Personal home contact information used to ensure that an employee can be reached in the event of an emergency or other disruption affecting continuity of operation of a government entity.

  • Definition found at

    • Minn. Stat. 13.43, subd. 17

  • Authorized recipients

    • Employees on an as needed basis as part of specific work assignments

  • Classification

    • Private Confidential

  • Description (understandable to general public)

    • Data related to attorney work product or data subject to the attorney-client privilege

  • Definition found at

    • Minn. Stat. 13.393

  • Authorized recipients

    • Employees with a need to know

  • Classification

    • Nonpublic

  • Description (understandable to general public)

    • Preliminary drafts of legislative and budget proposals

  • Definition found at

    • Minn. Stat. 13.605

  • Authorized recipients

    • Employees with a need to know

  • Classification

    • Private Public

  • Description (understandable to general public)

    • Data that relates to a student

  • Definition found at

    • Minn. Stat. 13.32 20 U.S.C. § 1232g; 34 CFR Part 99

  • Authorized recipients

    • Employees with a legitimate educational interest or as otherwise set forth in Minn. Stat. 13.32 and FERPA.

  • Classification

    • Public Private

  • Description (understandable to general public)

    • Expense reimbursement requests

  • Definition found at

    • Minn. Stat. 13.43

  • Authorized recipients

    • Employees with a need to know

  • Classification

    • Public Private

  • Description (understandable to general public)

    • Expense reimbursement requests

  • Definition found at

    • Minn. Stat. 13.43

  • Authorized recipients

    • Employees with a need to know

  • Classification

    • Private

  • Description (understandable to general public)

    • Credit card, charge card, debit card and other electronic transactions

  • Definition found at

    • Minn. Stat. 16A.626

  • Authorized recipients

    • Employees with a need to know

  • Classification

    • Private Public

  • Description (understandable to general public)

    • Record of prior and current employment history. Data relating to hiring, assessments, promotion, discipline and related administrative personnel actions.

  • Definition found at

    • Minn. Stat. 13.43

  • Authorized recipients

    • Employees with a need to know

  • Classification

    • Public Private

  • Description (understandable to general public)

    • Completed assessments and results, related documentation, and application forms

  • Definition found at

    • Minn. Stat. 13.43

  • Authorized recipients

    • Employees with a need to know

  • Classification

    • Public, Private, Confidential

  • Description (understandable to general public)

    • Data created, collected and maintained for the purpose of performing audits and/or relating to an audit or investigation; Working papers gathered or generated until the final report is published or audit becomes inactive

  • Definition found at

    • Minn. Stat.13.392, Minn. Stat. 13.43, Minn. Stat. 13.37

  • Authorized recipients

    • Employees with a need to know

  • Classification

    • Private

  • Description (understandable to general public)

    • Electronic Access Data and Cookies as defined in Minn. Stat. 13.15

  • Definition found at

    • Minn. Stat. 13.15

  • Authorized recipients

    • Employees with a need to know

  • Classification

    • Public

  • Description (understandable to general public)

    • Approved budgets, expenditures, revenues, open encumbrance, and vendor related contracts

  • Definition found at

    • Various Sections

  • Authorized recipients

    • Minnesota State Fiscal Data is public information

  • Classification

    • Private

  • Description (understandable to general public)

    • Data Collected for Subscriptions, Notifications, and ListServs

  • Definition found at

    • Minn. Stat. 13.356

  • Authorized recipients

    • Employees with a need to know
Updated April 2026