Freedom of Information and Privacy Manual Ontario

3/13/2017 Freedomofinformationandprivacymanual
Freedomofinformationandprivacymanual
AmanualdesignedtoassistFreedomofInformationandPrivacyCoordinatorsfororganizations
coveredbytheFreedomofInformationandProtectionofPrivacyAct(FIPPA)orMunicipalFreedom
ofInformationandProtectionofPrivacyAct.
AbouttheFreedomofInformation(FOI)andPrivacyManual
TheFreedomofInformation(FOI)andPriv acy ManualisdesignedtoassistFreedomofInformationandPriv acy
Coordinatorsfororganizationscov eredby theFreedomofInformationandProtectionofPriv acy Act(FIPPA)or
MunicipalFreedomofInformationandProtectionofPriv acy Act(MFIPPA).
TheManualprov idesanov erv iewofFIPPAandaccessandpriv acy relatedpracticesandprocedurestohelp

Coordinatorscarry outtheirprimary responsibilitiesensuringthattheorganizationsthey support:
processaccessrequestsincompliancewiththelawand
collect,use,discloseanddisposeofpersonalinformationincompliancewiththelaw.
Foradv iceaboutprocessingFOIrequestsandprotectingpersonalinformation,pleasecontactus.
IntroductionoftheAct
PurposeoftheAct
s.1FIPPA/s.1MFIPPATheFreedomofInformationandProtectionofPrivacyAct(FIPPA)andtheMunicipal
FreedomofInformationandProtectionofPrivacyAct(MFIPPA)prov ideindiv idualswitharightofaccesstocertain
recordsandpersonalinformationunderthecustody orcontrolofinstitutionscov eredby theActs.Thepurposesofthe
FIPPA/MFIPPAareasfollows:
a.toprov idearightofaccesstoinformationunderthecontrolofinstitutionsinaccordancewiththeprinciplesthat,
informationshouldbeav ailabletothepublic,
necessary exemptionsfromtherightofaccessshouldbelimitedandspecific,
decisionsonthedisclosureofinformationshouldberev iewedindependently oftheinstitutioncontrollingthe
informationand
b.toprotectthepriv acy ofindiv idualswithrespecttopersonalinformationaboutthemselv esheldby institutionsand

toprov ideindiv idualswitharightofaccesstothatinformation.
HowtheActisOrganized
FIPPAcameintoforceonJanuary 1,1988,MFIPPAbecamelaw3y earslateronJanuary 1,1991.FIPPA/MFIPPAare
div idedintofoursimilarparts.FIPPAhasanadditionalpartatthebeginningdealingwithadministrativ ematters
cov eringbothofFIPPA/MFIPPA.Thesectionsareasfollows:
https://www.ontario.ca/document/freedominformationandprivacymanual0# 1/118
FIPPAPartI:Administrationcov ersadministrativ ematterswithrespecttotheResponsibleMinisterandthe

InformationandPriv acy Commissioner,Ontario(IPC).
FIPPAPartII/MFIPPAPartI:FreedomofInformationdealswiththerightofaccesstorecords,exemptionstothat
right,accessproceduresandinformationtobepublishedormadeav ailabletoassistinlocatinggov ernmentheld
records.
FIPPAPartIII/MFIPPAPartII:ProtectionofIndiv idualPriv acy concernsthecollection,retention,use,disclosure

anddisposalofpersonalinformationandpersonalinformationbanks.Thispartalsodealswithanindiv idual'srightof
accesstohis/herownpersonalinformationandtherighttorequestcorrectionofthatinformation.
FIPPAPartIV/MFIPPAPartIII:Appealaddressestherighttoappealandtheproceduresforappealingadecision
madeby aninstitution.
FIPPAPartV/MFIPPAPartIV:Generalcov ersgeneralmattersincludingthechargingoffees,offences,regulationsand
thepowersanddutiesoftheIPC.
ScopeoftheAct
s.10,63,64,65,69,7 0FIPPA/4,50,51,52MFIPPA
s.5O.Reg.460/s.5O.Reg.823,O.Reg.37 2/91
FIPPAcov ersallministriesoftheOntarioGov ernmentandany agency ,board,commission,corporationorotherbody

designatedasan"institution"intheregulations.MFIPPAcov ersallmunicipalcorporations,includingametropolitan,
districtorregionalmunicipality ,localboardsandcommissions.Theterminstitutionisdefinedins.2ofFIPPA/MFIPPA
andissetoutintheDefinitionssegmentofthischapterimmediately below.
FIPPA/MFIPPAapply toany recordinthecustody orunderthecontrolofaninstitution,includingrecordscreated

bothbeforeandafterthelawscameintoforce.
FIPPAbindstheCrown.
FIPPA/MFIPPAdonotapply to:
recordssuchaspriv atedonationsplacedintheArchiv esofOntario(FIPPA)orthearchiv esofaninstitutionby or
onbehalfofapersonororganizationotherthantheinstitution(forMFIPPAinstitutions).Thisincludespriv ate
donationsofmanuscriptsandletters
recordscov eredby thedisclosureschemeintheY oungOffendersAct(Y OA)
forFIPPAinstitutions:recordsofapatientinapsy chiatricfacility asdefinedby section1oftheMentalHealthAct
wheretherecordisaclinicalrecordasdefinedby subsection35(1)oftheMentalHealthAct,orcontains
informationonthehistory ,assessment,diagnosis,observ ation,examination,careortreatmentofthepatient
forFIPPAinstitutions:wiretapapplicationrecordscov eredby theCriminalCode
forFIPPAinstitutions:notesforthepersonaluseofapresidingjudge(s.65(3))
forinstitutionscov eredby FIPPA/MFIPPA:labourrelationsoremploy mentrelatedmattersasdescribedin
s.65(6&7 )FIPPA/s.52(3&4)MFIPPA.
FIPPA/MFIPPAdonotimposeany limitationontheinformationotherwiseav ailableby lawtoaparty tolitigation.

Whereaninstitutionisrequiredtoproducedocumentary ev idencepursuanttorulesofcourt,theexemptionsin
FIPPA/MFIPPAdonotapply .
FIPPA/MFIPPAisacomprehensiv eaccessschemewhichmustbeimplementedby allinstitutions,including

administrativ etribunalswhoarelistedas"institutions"undertheAct.Itdoesnotdeny accesstoinformationthrough
rulesofnaturaljusticeorlegalprocedures.Forexample,itdoesnotaffectthepowerofacourtortribunaltocompela
witnesstotestify ortocompeltheproductionofadocument.
NotallrequestsforinformationneedtobemadeunderFIPPA/MFIPPA.Informationcanbeprov idedinresponsetoan
oralrequestorintheabsenceofarequest,whereaninstitutionmay giv eaccesstothatinformationunder
FIPPA/MFIPPA.TheActsshouldnotbeappliedtoprecludeaccesstoinformation(exceptpersonalinformation)that
wasav ailableby customorpracticebeforethey cameintoforce.
Definitions
s.2FIPPA/s.2MFIPPA
ThetermsdefinedintheActappearwiththerelev antsectionfromtheAct.
Control(ofarecord)
Meansthepowerorauthority tomakeadecisionabouttheuseordisclosureoftherecord.
Custody(ofarecord)
Meansthekeeping,care,watch,preserv ationorsecurity oftherecordforalegitimatebusinesspurpose.Whilephy sical
possessionofarecordmay notalway sconstitutecustody ,itisthebestev idenceofcustody .
InOrder#P120theIPCfirstoutlined10factorsthatcouldbeconsideredtodeterminethecustody orcontrolofa
record.Thesefactorsarelistedins.10/4oftheAnnotationunder(Custody orControl).
DirectoryofInstitutions
s.31FIPPA/s.24MFIPPA
Isacompilationlistingallinstitutionscov eredby theActs,includinginformationonwhererequestscanbemadeand

whetherinstitutionshav ealibrary orreadingroomav ailabletothepublicandifso,itsaddress.
DirectoryofRecords
s.32,33,35,45FIPPA/s.25,34MFIPPA
Isapublicationwhichlists,forinstitutionscov eredby FIPPA,

a.informationonthegeneralclassesorty pesofrecordsandmanualsmaintainedby institutionsand
b.thepersonalinformationbanksmaintainedby eachinstitution.EachMFIPPAinstitutionisrequiredtotomake
av ailablesimilarinformationforpublicinspection.
EachMFIPPAinstitutionisrequiredtotomakeav ailablesimilarinformationforpublicinspection.
Exemptions:MandatoryandDiscretionary
Therearetwoty pesofexemptionsinFIPPA/MFIPPA.
Mandatory exemptionsimposeaduty ontheheadofaninstitutiontorefusetodisclosearecord.Mandatory

exemptionsbeginwiththewords:"aheadshallrefusetodisclose...".Therearethreemandatory exemptionsinFIPPA.
They are:s.12(Cabinetrecords),s.17 (thirdparty information)ands.21(personalpriv acy ).Thethreemandatory
exemptionsforMFIPPAare:s.9(relationswithothergov ernments),s.10(thirdparty information)ands.14(personal

priv acy ).Inthecaseofmandatory exemptionstheheadmustdeterminewhetherthefactsexistormay existwhich
bringtherecordrequestedwithintheexemption.
Ifgroundsforamandatory exemptionexist,theheadmustrefuseaccessunlessacompellingpublicinterestoutweighs
thepurposeoftheexemption(e.g.s.21FIPPA/s.14MFIPPA).Thepublicinterestov erridedoesnotapply tos.12,14,
16,19and22FIPPA/s.6,8,12,and15MFIPPA.
Allotherexemptionsarediscretionary exemptions.They permittheheadtodisclosearecorddespitetheexistenceof

theexemption.Discretionary exemptionsareintroducedby thewords:"(A)headmay refusetodisclose...".
FIPPA/MFIPPArequireatwostageprocessindeterminingwhetheradiscretionary exemptionistobeapplied.First,
theheadmustdeterminewhetherthefactsexistormay existwhichbringtherecordrequestedwithintheexemption.
Second,theheadmustdecidewhetherhe/sheiswillingtoreleasetherecord,despitetheexistenceofgroundsforthe
exemption.Adecisionby aheadtodiscloseinformationfallingwithinanexemptionisanexerciseofdiscretion.
FrivolousandVexatious(requests)
s.27 .1FIPPA/s.20.1MFIPPA
s.5.1O.Reg.460/s.5.1O.Reg.823
Aninstitutionisnotrequiredtoproceedwitharequestitv iewsasfriv olousorv exatious.Ifarequesterappealsthis

decision,theinstitutionisrequiredtopresentev idencethattherequestisfriv olousand/orv exatiousandtheIPCwill
determineiftheinstitution'sdecisionisreasonable.
Undertheregulations,afriv olousorv exatiousrequestoccurswheretherequestispartofapatternofconductthat

amountstoanabuseoftherightofaccessorwhererespondingtotherequestwouldinterferewiththeoperationsofthe
institution.Examplesofthemeaningof"abuse"inthelegalcontextinclude:
proceedingsinstitutedwithoutany reasonableground
proceedingswhosepurposeisnotlegitimate,butisratherdesignedtoharass,ortoaccomplishsomeother
objectiv eunrelatedtotheprocessbeingused
situationswhereaprocessisusedmorethanonce,forthepurposeofrev isitinganissueprev iously addressed.
Inaddition,theregulationsprov idethatarequestmeetsthedefinitionoffriv olousorv exatiousifitismadeinbadfaith.

Badfaithisnotsimply badjudgmentornegligence,butratheritimpliestheconsciousdoingofawrongbecauseof
dishonestpurpose.Itcontemplatesastateofmindwhichv iewstheaccessprocesswithcontemptandforthenuisanceit
creates,ratherthanav alidmeansofobtaininginformation.
Head
s.2FIPPA/s.2MFIPPA
UnderFIPPA,m eans,
a.inthecaseofam inistry ,them inisteroftheCrownwhopresidesov erthem inistry ,and
b.inthecaseofany otherinstitution,thepersondesignatedasheadofthatinstitutioninthe
regulations.
ForFIPPAinstitutionsotherthanministries(suchasagencieslistedintheregulations),theministerresponsibleforthat
institutionshallbedeemedtobetheheadofthatinstitution,unlesstheregulationdesignatessomeoneelse.
UnderMFIPPA,m eans,
a.inrespectofaninstitution,m eanstheindiv idualorbody determ inedtobeheadundersection3
TheselectionofaheadforMFIPPAinstitutionsisdiscussedingreaterdetailintheAdministrationchapter(Chapter2)of
thismanual.
Individual
Meansahumanbeingitdoesnotincludeacorporation(seealsothedefinitionof"Person").
Unders.66FIPPA/s.54MFIPPA,Any rightorpowerconferredonanindiv idualby thisActm ay be

exercised,
a.where(FIPPA)/if(MFIPPA)theindiv idualisdeceased,by theindiv idual'spersonalrepresentativ eif
exerciseoftherightorpowerrelatestotheadm inistrationoftheindiv idual'sestate
b.by theindiv idual'sattorney underacontinuingpowerofattorney ,theindiv idual'sattorney undera
powerofattorney forpersonalcare,theindiv idual'sguardianoftheperson,ortheindiv idual's
guardianofproperty and
c.where(FIPPA)/if(MFIPPA)theindiv idualislessthansixteeny earsofage,by apersonwhohaslawful
custody oftheindiv idual.
Thepersonalrepresentativ ereferredtoinclause(a)istheexecutornamedinawillor,wherethereisnowill,the
administratorappointedby acourttoadministertheestateofthedeceasedperson.Inorderforthepersonal
representativ eofadeceasedtoexercisearightorpowerofthedeceased,theexerciseoftherightorpowermustrelate
totheadministrationoftheestate.Asaresult,therightsoftherepresentativ earenarrowerthantherightsthedeceased
couldhav eexercisedwhilealiv e.
Inclause(b),aguardianmay beappointedby acourtorderforapersonwhoisincapableofmanaginghis/herown

affairsorwhoiscapableofmakingdecisionsaboutpersonalcare.Inaddition,thePublicGuardianandTrusteemay
becomeanindiv idual'sstatutory guardianasprov idedby theMentalHealthActandtheSubstituteDecisionsAct.
Inclause(c)theIPChasheldthattherightsunderFIPPA/MFIPPAofanindiv idualwithlawfulcustody ofachildarenot

absoluteforinstancetherightscannotbeusedtoaccessrecordsforpersonalobjectiv esthatarenotthoseofthechild.
Therightsorpowerswhichmay beexercisedonbehalfofanindiv idualincludetherighttomakearequestforaccessto

arecord,therighttoconsenttotheuseanddisclosureofpersonalinformationunders.21(1)(a),41(a)and42(b)FIPPA/
s.14(1)(a),31(a)and32(b)MFIPPA,andtherighttoauthorizepersonalinformationtobecollectedotherthandirectly
fromtheindiv idualunders.39(1)(a)FIPPA/s.29(1)(a)MFIPPA.
InformationandPrivacyCommissioner(Commissioner)
s.4,5,6,7 ,8,9,50,51,52,54,55,56,58,59,61FIPPA/s.39,40,41,43,44,46,48MFIPPA
TheCommissionerisappointedby theLieutenantGov ernorinCouncil.TheCommissionerisanofficerofthe

Legislatureandisindependentofthegov ernment.
TheIPChearsappealsofdecisionsmadeby headsofinstitutions,issuesbindingorders,conductspriv acy inv estigations,

andhascertainpowersrelatingtotheprotectionofpersonalpriv acy .IntheAppealschapter(Chapter7 )ofthismanual
theroleoftheCommissionerisdiscussedinmoredetail.
Institution
s.2FIPPA/s.2MFIPPA
UnderFIPPA"institution"m eans,
a.am inistry oftheGov ernm entofOntario,
b.any agency ,board,com m ission,corporationorotherbody designatedasaninstitutioninthe
regulations.
UnderMFIPPAtherearethreepartstothedefinitionofinstitution:
a.am unicipalcorporation,includingam etropolitan,districtorregionalm unicipality ortheCounty of
Oxford,
Eachmunicipalcorporation(v illage,town,township,city ,county ,anddistrictandregionalmunicipality )isaseparate

institutionforthepurposesoftheAct.
Thefollowingbodiesareconsideredtopartofamunicipalcorporation:boardsofcontrol,sinkingfundcommittees,
fencev iewingboards,courtsofrev ision,planningadv isory committees,property standardscommittees,cemetery
boards,committeesofadjustment,landdiv isioncommittees,parkingauthorities,parksboards,arenaboardsand
recreationboards,andotherbodieswhereallthemembersorofficersareappointedby council.
Forexample:AboardofmanagementforaBusinessImprov ementAreawouldbecov eredaspartofthemunicipal

corporationbecauseallofthemembersoftheboardareappointedby amunicipalcouncil.
Whereonly someofthemembersofanagency orboardareappointedby themunicipalinstitution,thatagency orbody

isnotconsideredpartofthemunicipality forthepurposesoftheAct.
Forexample:Anonprofithousingcorporationmay notbeaninstitutionundertheActwhensomemembersare
appointedby community groupsratherthanthemunicipality .
a.aschoolboard,publicutilitiescom m ission,hy droelectriccom m ission,transitcom m ission,
suburbanroadscom m ission,publiclibrary board,boardofhealth,policecom m ission,conserv ation
authority ,districtwelfareadm inistrationboard,localserv icesboard,planningboard,localroads
board,policev illageorjointcom m itteeofm anagem entorjointboardofm anagem entestablished
undertheMunicipalAct.
Theseinstitutions,someofwhichareclosely connectedtomunicipalcorporations,aredesignatedseparateinstitutions
forthepurposesoftheAct.
a.any agency ,board,com m ission,corporationorotherbody designatedasaninstitutioninthe
regulations.
Otherbodiesmay beprescribedasseparateinstitutionsforthepurposesoftheAct.
Forexample:Amunicipality mighthav eacorporationestablishedunderapriv atestatutethatoperatesaconv ention

centre.Exceptforthefactthatthecentreisownedby themunicipality ,itoperatesasanautonomousentity .Inthiscase
itmay beappropriatethatthecentrebedesignatedinregulationasaseparateinstitutionforthepurposesoftheAct
(e.g.,TheHamiltonEntertainmentandConv entionFacilitiesInc.)
LabourRelations
Meansthecollectiv erelationshipbetweenanemploy eranditsemploy ees.(seeChapter5onPriv acy Protectionfora
furtherdiscussionoflabourrelationsandemploy mentrelatedrecords).
LawEnforcement
Lawenforcementmeans,
a.policing,
b.inv estigationsorinspectionsthatleadorcouldleadtoproceedingsinacourtortribunalifapenalty
orsanctioncouldbeim posedinthoseproceedings,and
c.theconductofproceedingsreferredtoinclause(b).
Therearethreepartstothedefinition.Part(a)encompassestheactiv itiesofpoliceforces.Theseactiv itiesincludethe

inv estigationandprosecutionofoffences,thecollectionandanaly sisofintelligenceinformation,theprev entionof
crime,themaintenanceoflawandorderandtheprov isionofsecurity andprotectiv eserv ices.Thispartdoesnotapply
tointernalemploy mentrelatedinv estigationsforbreachofcontract.
Part(b)ofthedefinitionincludesactiv itiesby aninstitutiontoenforcecompliancewithstandards,dutiesand

responsibilitiessetoutinastatuteorregulation.Many institutionshav eabranchwhichisresponsibleforthe
enforcementofstatutesadministeredby theinstitution.
Inpart(b)thewords"leadorcouldlead"indicatethatinspectionsandinv estigationsmay bepartof"lawenforcement"

ev enifthey donotactually resultinproceedingsinacourtortribunal.
Forexample:Theresultofaninv estigationtodeterminewhetheranoffencehasbeencommittedunderthe
Env ironmentalProtectionActoraMunicipalBy lawmay bethatthereisinsufficientev idenceofanoffenceand
thereforenochargeshouldbelaid.Theinv estigationwouldstillcomewithinthedefinitionoflawenforcement.
Part(b)referstoproceedingswherea"penalty orsanction"couldbeimposedinthoseproceedings.Thisincludesthe
impositionofimprisonmentorafine,therev ocationofalicenceandtheissuanceofanorderrequiringapersontocease
anactiv ity .Aciv ilactionformonetary damagesorrecov ery ofdebt,aswellasinternalemploy mentrelated
inv estigationswhereatribunalcouldhearthematteronly attheinsistenceoftheemploy eewouldnotbeincluded.
Part(c)ofthedefinitionreferstotheactualconductofproceedingsbeforeacourtortribunal.
Forexample:ProsecutionofanoffenceundertheCriminalCode,andinv estigationsundertheOntarioHumanRights
Codeandtheconductofahearingbeforearegulatory tribunalsuchastheOntarioSecuritiesCommissionorthe
SuperintendentofInsuranceareincluded.
Person
Thetermreferstoanindiv idualandtoorganizationssuchasbusinessentitiesandassociations.
PersonalInform ation
Personalinform ationm eansrecordedinform ationaboutanidentifiableindiv idual,including:

a.inform ationrelatingtotherace,nationalorethnicorigin,colour,religion,age,sex,sexual
orientationorm aritalorfam ily statusoftheindiv idual
b.inform ationrelatingtotheeducationorthem edical,psy chiatric,psy chological,crim inalor
em ploy m enthistory oftheindiv idualorinform ationrelatingtofinancialtransactionsinwhichthe
indiv idualhasbeeninv olv ed
c.any identify ingnum ber,sy m bolorotherparticularassignedtotheindiv idual
d.theaddress,telephonenum ber,fingerprintsorbloodty peoftheindiv idual
e.thepersonalopinionsorv iewsoftheindiv idualexceptifthey relatetoanotherindiv idual
f.correspondencesenttoaninstitutionby theindiv idualthatisim plicitly orexplicitly ofapriv ateor
confidentialnature,andrepliestothatcorrespondencethatwouldrev ealthecontentsoftheoriginal
correspondence
g.thev iewsoropinionsofanotherindiv idualabouttheindiv idualand

h.theindiv idual'snam eifitappearswithotherpersonalinform ationrelatingtotheindiv idualor
wheredisclosureofthenam ewouldrev ealotherpersonalinform ationabouttheindiv idual.
Personalinformationmustbeaboutanidentifiableindiv idual,howev eranindiv idual'snameneednotbeattachedtothe

informationtoqualify aspersonalinformation.Aphy sicaldescriptionoraphotographofapersonattachedtoother
personalinformationaboutthatpersonispersonalinformationalthoughnonameisev erindicated.Thisindiv idualis
"identifiable"andallofthekindsofinformationdescribedabov earehis/herpersonalinformation.
Generally ,informationaboutaproperty oraspecificmunicipaladdress,suchasmarketv alueassessment,hy dro

electricconsumptionorbuildingpermitinformation,isnotpersonalinformation.Howev er,recordscontainingsuch
property relatedinformationmay alsocontainanindiv idual'snameandpersonalinformationsuchasahometelephone
number.Careshouldbetakentoensurethatany disclosureofthatpersonalinformationcomplieswiththepriv acy
protectionprov isionsoftheAct(seethePriv acy chapter(Chapter5)foradiscussionregardingthedisclosureof
personalinformation).
Anindiv idual'snameonitsownisnotpersonalinformation.TobepersonalinformationwithinthemeaningoftheAct,
thenamemustbeassociatedwithotherpersonalinformationasdefinedins.2.
Forexample:Anindiv idual'snamekeptby asocialserv icesdepartmentwouldbepersonalinformationbecausethefact

thatthenamewasonarecordatthedepartmentmightindicatethatthepersonwas,oris,inreceiptofpublicassistance.
Theterm"person"whenusedinlegislationmay refertobothindiv idualsandtoorganizationssuchasbusinessentities

andassociations.Howev er,an"indiv idual",whichisthetermrelatedtopriv acy rightsinthecontextofFIPPAand
MFIPPA,doesnotincludesoleproprietorships,partnerships,unincorporatedassociations,corporations,tradeunions
orlawfirmsorthenamesofofficersofacorporationwritingintheirofficialcapacity .Nev erthelessrecordsofsole
proprietorshipsandothersmallbusinessessuchaspartnershipsmay containinformationaboutbusinessentitiesthatis
alsopersonalinformationaboutindiv iduals.
Forexample:Inasoleproprietorshiporfamily businessthefinancesoftheindiv idualmay bev irtually identicaltothe

financesofthebusiness.Wherethisisthecase,theinformationinthecustody orcontrolofaninstitutionwouldbe
subjecttotheAct'spriv acy prov isions.
Correspondencesubmittedtoaninstitutionby arepresentativ eofagrouporassociationisnotthepersonalinformation

oftheauthorofthecorrespondenceif:1)thecorrespondencesubmittedtoaninstitutionisontheletterheadofthe
organizationand2)itissignedby anindiv idualinhis/hercapacity asaspokespersonoftheorganization.
Howev er,theinformationaboutindiv idualsactingintheirbusinessorofficialcapacitiesbecomespersonalinformation

whenthey areaffectedaspriv ateindiv iduals.
Forexample:Thewitnessstatementsofby lawenforcementofficerswhowerephy sically assaultedwhileactingintheir

officialcapacity wouldcontaintheirpersonalinformation.
Personalinformationalsoincludesopinionsandv iews.
Forexample:IfAexpressesanopinionaboutB,thatopinionispartB'spersonalinformation.Otherv iewsoropinions,
whicharenotaboutanindiv idualarethepersonalinformationoftheindiv idualwhohasexpressedtheopinion.
Personalinformationdoesnotincludeinformationaboutanindiv idualwhohasbeendeadformorethanthirty y ears

(s.2(2)).
ThedefinitionofpersonalinformationundertheActreferstorecordedinformationaboutanidentifiableindiv idual.
Forthepurposeofregulatingthecollectionofpersonalinformationunderthepriv acy protectionprov isionsoftheAct,
personalinformationincludespersonalinformationcollectedorally onbehalfofaninstitution.Thisisdiscussedin
detailinthechapterdealingwithPriv acy (Chapter5).
PersonalInformationBank
s.44,45FIPPA/s.34MFIPPA
APersonalInformationBank(PIB)isacollectionofpersonalinform ationthatisorganizedandcapableof
beingretriev edby anindiv idual'snam eorotherindiv idualidentifier.
Acollectionofpersonalinformationinthecustody orcontrolofaninstitutionwouldbeapersonalinformationbankifit
hasthefollowingcharacteristics:
itmustcontainpersonalinformation
informationcontainedinthebankmustbeacollectionoflikeorsimilarinformationaboutindiv iduals
informationmustbelinkedtoanidentifiableindiv idualand
theinformationmustbecapableofbeingretriev edby theindiv idual'snameoridentify ingsy mbol(suchasaclient
identificationnumber).
Forexample:Apubliclibrary 'scirculationrecordsthatcontainthenames,addressesandborrowingrecordsofpatrons
isapersonalinformationbank.
Usually apersonalinformationbankserv esanimportantadministrativ eoroperationalfunctionandisusedinreaching

decisionsthataffecttheindiv idualsinthebank.Anumberofpersonalinformationbankscansupportonefunction.
Institutionswilloftenhav ecollectionsofrecordscontainingsomepersonalinformation,butthesedonotmeetthe
criteriaforthedefinitionofapersonalinformationbank(e.g.,recordsofpurchaseordersorgeneralcorrespondence).
TheActdoesnotrequireaninstitutiontorearrangeitspersonalinformationintopersonalinformationbanks.
Collectionsofpersonalinformationthatmeetthecharacteristicsofapersonalinformationbank(assetoutabov e)must
beidentifiedanddescribedby theinstitution.Generally ,indiv idualshav earighttoinformationaboutthemselv es
containedinaninstitution'spersonalinformationbanks.Thesedescriptionsmustbemadeav ailabletoassistthepublic
inexercisingpriv acy rights.
PublicInterest
Meanstheinterestofthepublicingeneral,notofany indiv idualorgroupofindiv iduals.
Theinterestmay beapecuniary oneoroneby whichlegalrightsorliabilitiesareaffected.Itmay beaninterestinpublic

healthorsafety oraninterestinthemaintenanceofconfidenceintheconductofgov ernmentorintheadministrationof
aninstitution.
Forexample:Abreachofsecurity occurringwithinasensitiv egov ernmentfunction,mightraiseseriousquestions

abouthowandwhy thebreachhappened.Ifinformationcontainedinarecordcouldinformthepublicinsomeway
abouttheincidentby addingtotheinformationthey hav etoexpressopinionortomakepoliticalchoices,itcouldbe
consideredinthepublicinteresttoreleaseit.
Record
s.2FIPPA/s.2MFIPPA
Arecordisany recordofinform ationhowev errecorded,whetherinprintedform ,onfilm ,by electronic

m eansorotherwise,andincludes:
a.correspondence,am em orandum ,abook,aplan,am ap,adrawing,adiagram ,apictorialorgraphic
work,aphotograph,afilm ,am icrofilm ,asoundrecording,av ideotape,am achinereadablerecord,
any otherdocum entary m aterialregardlessofphy sicalform orcharacteristics,andany copy thereof
and
b.subjecttotheregulations,any recordthatiscapableofbeingproducedfromamachinereadablerecordunderthe
controlofaninstitutionby meansofcomputerhardwareandsoftwareorany otherinformationstorageequipment
andtechnicalexpertisenormally usedby theinstitution.
Thedefinitionofrecordisv ery broadandincludesv irtually ev ery formofinformationheldinsomerecordedformby

aninstitution.Thedefinitionisnotrestrictedtoactualphy sicaldocuments,butincludesrecordsthatcanbecreated
fromexistingdatainacomputerbank.Ev endocumentssuchaselectronicmailareconsideredtoberecords.For
furtherinformationoncomputerrecords,seethedefinitionof"machinereadablerecords"immediately below.
Handwrittennotesorothernotationsonrecordsformapartoftherecords.Workingcopiesanddraftsofreportsand
lettersarealsorecords.
MachineReadableRecord
s.2,60FIPPA/s.2,47 MFIPPA
s.2O.Reg.460/s.1O.Reg.823
Incaseswherearequestisforinformationthatcannotcurrently beextractedinaway thatisusefultoarequester,but

iscapableofbeingproducedfromamachinereadablerecord,theActgiv estherequestertheright(subjecttothe
regulations)totheinformationwhichwouldanswerallorpartofarequest.
Iftheprocessofproducingarecordfromamachinereadableformatwouldunreasonably interferewiththeoperations
ofaninstitution,themachinereadablerecordwouldnotbeincludedinthedefinitionofarecordasoutlinedabov e.
Unreasonableinterferencewithoperationscouldincludeinstanceswherenormalbusinessactiv itieswouldhav etostop
orchangeinordertoproducetherecord.Itmay alsoincludeinstanceswherethecostofproducingtherecordwould
resultintheinability ofaninstitutiontomeetitsotherobligations.
Seetheregulationsforfurtherinformation.
ThirdParty
Any personwhoseinterestsmightbeaffectedby disclosureotherthanthepersonmakingarequestforaccessorthe
institution.Wherethethirdparty isanindiv idual,his/herrightsmay insomecasesbeexercisedby anotherperson.See
thedefinitionof"indiv idual"abov e.
Use
Use(ofpersonalinformation):totakeaction,toemploy ,toputtouse.
WaiverorNotice
s.39(2)FIPPA/s.29(3)(b)MFIPPA
Thisisalettersignedby theMinisterresponsibleforFIPPA/MFIPPAthatallowsaninstitutiontoforegogiv inganotice

ofcollectioninspecifiedcircumstances.
RoleoftheResponsibleMinisterandManagementBoardSecretariat
T heResponsibleMinister:them inisteroftheCrownwhoisdesignatedby orderoftheLieutenant
Gov ernorinCouncilundersection3(subsection2(1)ofFIPPA).
TheResponsibleMinisteristheChairofManagementBoardofCabinet.
TheCorporateFreedomofAccessandPriv acy OfficeofManagementBoardSecretariatsupportstheChairof

ManagementBoardofCabinetastheministerresponsibleforFIPPA/MFIPPA.TheOfficeassistsinstitutionsthatare
cov eredby FIPPA/MFIPPAby prov idingtraining,policy andoperationaladv ice.
AdministrationoftheAct
Introduction
BoththeMunicipalFreedomofInformationandProtectionofPriv acy Act(MFIPPA)andtheFreedomofInformation
andProtectionofPriv acy Act(FIPPA.)setrequirementsthatmustbemetby eachinstitution.Inmany instances,the
headoftheinstitutionisresponsibleforfulfillingtheserequirements.Therequirementsconcern:
respondingtorequestsforaccesstorecords
protectingrecordsfrominadv ertentdestructionordamage
protectingpersonalpriv acy
prov idingspecificinformationtotheInformationandPriv acy Commissioner(Commissioner)and
makinginformationav ailabletothepublic.
Inaddition,ManagementBoardofCabinethasissuedtheFreedomofInformationandPriv acy Directiv ethatspecifies

mandatory requirementsandresponsibilitiesofinstitutionsadministeringFIPPA.
Someadministrativ eresponsibilitiessuchaspublishingtheDirectory ofRecordsaresharedbetweenaninstitution's

headandtheResponsibleMinister.FIPPAoutlineshowtheResponsibleMinister,whohasov eralladministrativ e
responsibility forFIPPA/MFIPPA,istobechosen.BothActssetoutdutiesoftheResponsibleMinister(knownin
MFIPPAastheMinister/ChairofManagementBoardofCabinet).
Thischapterprov idesanov erv iewoftheadministrativ eresponsibilitiesoftheheadofaninstitution,theResponsible

MinisterandotherissuesdealingwiththeadministrationofFIPPA/MFIPPA.
HeadofanInstitution
s.2,62FIPPA/s.2,3,49MFIPPA
TheheadofaninstitutionisresponsiblefordecisionsmadeunderFIPPA/MFIPPAby theinstitutionandforov erseeing

theadministrationofthatActwithintheinstitution.Thisresponsibility includescomply ingwiththeaccessprov isionsof
thatAct,andensuringthatpersonalinformationheldby theinstitutionisaccurate,uptodateandcollected,usedand
disclosedonly asauthorized.FIPPA/MFIPPAspecify thosecircumstanceswhereinformationmustbedisclosedor
accessrefused,andthosecaseswheretheheadmay exercisediscretion.
ForFIPPAinstitutions,theheadwilleitherbetheministerwhopresidesov eraministry orwhomev erisdesignatedby

regulation.ForMFIPPAinstitutions,theheadisthecouncilofamunicipality ortheboardofalocalboard.
Oncetheheadhasbeendetermined,thepowersordutiesoftheheadcanbedelegatedtoanofficerorofficersofthe
institution.
HeadinMunicipalCorporations
s.3(2)MFIPPA
MFIPPAstatesthatthemembersofacouncilofamunicipalcorporationmay designatefromamongthemselv esan

indiv idualoracommitteeofthecounciltoactasheadforthepurposesofthisAct.Thisdesignationmustbeenactedby
by law.Ifnopersonisdesignatedasheadunderthissection,theheadshallbethecouncil.
Thispowergiv esacouncilflexibility indesignatingwhowillbethehead.Thedesignatedheadcouldbeanindiv idual,

suchasthemay or,warden,reev eorcouncillor,ortheheadcouldbeacommitteeofcouncil,suchastheexecutiv e
committeeoraspecialfreedomofinformationandpriv acy committee.Whereanindiv idualisdesignated,the
designationcouldbetoanamedindiv idualortoaposition,asappropriate.
Carefulconsiderationshouldbegiv enwhendecidingwhowillbedesignatedasthehead.TheActrequiresdecisions
aboutaccesstoinformationtobemadeinarelativ ely shorttime,usually within30calendarday s.Becauseofthis,the
headmustbeav ailabletomakethosedecisions,unlesssomeorallofthehead'sdutiesandpowersaredelegated.
Designatingalargecommitteeastheheadmay presentsomeproblemsifcallingthememberstogethertomakeaccess
decisionswithinthe30day timelimitisimpracticalordifficult.
Torev okeadesignation,acouncilwouldhav etorev oketheby lawthatsetoutthedesignation.
AppendixIcontainsasampleby lawmunicipalitiescanadapttodesignatethehead.
HeadinLocalBoardsandInstitutionsOtherThanMunicipalCorporations
s.3(2)MFIPPA
TheActgiv espowerssimilartothoseofmunicipalitiestoboardsandotherlocalinstitutionsinthatthemembers
electedorappointedtoaboard,commissionorotherbody thatisaninstitutionmay designateanindiv idualora
committeeofthebody toactashead.Ifthereisnodesignation,theheadshallbethememberselectedorappointedto
theboard,commissionorotherbody .
Thedesignation,ifitoccurs,mustbeinwriting.
Forexample:Theboardofapublicutilitiescommissioncouldpassaresolutioninwritingdesignatingthechairofthe
commissionastheheadoftheinstitution.
Tocancelthedesignation,abody shoulddosoinwriting.
AppendixIIcontainsasamplewrittenresolutionlocalboardscanadapttodesignatethehead.
DelegationofHead'sAuthority
s.62(1)FIPPA/s.49(1)MFIPPA
Thehead,oncedetermined,may delegatesomeorallpowersanddutiesundertheAct.Howev er,ev enifthepowersor

dutiesaredelegated,theheadremainsaccountableforactionstakenanddecisionsmadeundertheAct.
Theheadmay delegatethepowersanddutiesinwritingtoanofficerorofficersoftheinstitutionor,underMFIPPA,of
anotherinstitution.Thedelegationwouldusually betoaposition,ratherthantoanamedindiv idual.Thedocumentthat
setsoutthedelegationshouldmakeclearthedutiesandfunctionsbeingdelegated.
Theheadmay alsoplacelimitations,restrictions,conditionsorrequirementsonthedelegation.Aheadmay wishto

delegateonly someofthedutiesandretaincertaindecisionmakingauthority .Institutionsmustadheretothe
delegationofauthority .Wherecircumstanceschange,theinstitutionmustrev isethedelegationofauthority .
Forexample:Theheadmay wishtodelegateroutinedutiessuchassendingoutnotices(e.g.,acknowledgmentletters,
feeestimates),preparingtheannualreport,anddecidingthefeestobecharged,butmay retainparticularly important
dutiessuchastheauthority todecideifanexemptionfromdisclosureapplies.
Employ eeswhoissuenoticesrequiredby theAct(especially decisionletters)mustensurethey hav ethedelegated

authority todoso.Whereanemploy eeofaninstitutiondeniespartialaccesstorecordsanddoesnothav ethewritten
authority todoso,theinstitutionisdeemedtohav erefusedcompleteaccesstotherecords.
AppendixIIIcontainssomesamplesofwrittendelegationsundertheAct,showingallthepowersandresponsibilities
thatmay bedelegated.
Itisimportanttodelegateresponsibilitiestoanofficerorofficersofaninstitutionwho,ifrequired,hav eaccessto
decisionmakersandwhocanactquickly withinthetimeperiodsprescribedintheAct.
ConflictofInterest
Aconflictofinterestmay existwhereapublicofficialknowsthathe/shehasapriv ateinterestthatissufficiently
connectedtohis/herpublicdutiestoinfluencethosepublicduties.Thefocusforconflictofinterestisfrequently
financialmatters.Itmay alsoarisewhentheheadismeetinghis/herdecisionmakingresponsibilitiesundertheAct.
Aheadmay beinaconflictofinterestsituationwhereitisreasonabletoassumethathe/sheismakingdecisionsbased
ontheirpersonalinterestratherthanthepublicinterest.Insomeinstances,theconflictofinterestmay bemore
apparentthanreal.Itisrecommendedthatdelegationsofthehead'spowersreflectthepossibility ofconflictofinterest
andprov ideforalternatedecisionmakersinthoseinstances.
ResponsibilitiesoftheHead
s.10,11,24,25,26,27 ,27 .1,28,29,30,33,34,36,39,40,44,46,48,57 FIPPA/s.4,5,17 ,18,19,20,21,22,
25,26,28,29,30,34,35,37 ,45MFIPPA
Theheadhascertainresponsibilitiespursuanttothelegislation,including:
adheringtotimelimitsandnotificationrequirements
consideringrepresentationsfromthirdparties
prov idingaresponsetoaccessrequests
determiningthemethodofdisclosure
respondingtorequestsforcorrectionofpersonalinformation
calculatingandcollectingfees
prov idingaccessby thepublictomanualsandguidelinespreparedby theinstitution
wherenecessary ,defendingdecisionsmadeundertheActatanappealand
administeringthepriv acy protectionprov isionsoftheAct.
AdditionalObligationsunderFIPPA
s.44,46(3)FIPPA
UnderFIPPAtheheadalsohasanobligationtoincludeinapersonalinformationbankallpersonalinformationunder
theinstitution'scontrolwhichisorganizedorintendedtoberetriev edby anindiv idual'snameorby anidentify ing
numberorsy mbol.
Whenpersonalinformationisused/disclosedonaregularbasisforapurposenotlistedintheFIPPADirectory of
Records,theheadmustensurethatthisuse/disclosureisincludedinthenexteditionoftheDirectory .
Theheadmustalsoretainarecordofany useby theinstitutionofpersonalinformationinapersonalinformationbank

andany newuse/disclosurenotspecifiedintheDirectory ofRecords.Thisnewuse/disclosuremustberecordedand
attachedtothepersonalinformation.
Eachoftheabov elisteddutieswillbediscussedinmoredetailelsewhereintheManual.Aswell,thedutiessharedwith
theResponsibleMinisterandreportingrequirementsfortheCommissionerarediscussedfurtheroninthischapter.
InformationAvailabletothePublic
s.31,32,33,35,34,36,45and46FIPPA/s.24,25,34and35MFIPPA
Aheadofaninstitutionmustprepareandmakeav ailabledescriptionsoftheinstitution'srecordsandpersonal
informationbanks.Thesedescriptionsareintendedforuseby thepublictodeterminetheinformationgenerally
maintainedby eachinstitution.Accuraterecorddescriptionsenablearequestertosubmitamoredetailedrequest,thus
simplify ingtheresponseprocess.
Forinstitutionscov eredby FIPPA,s.36requiresheadstoprov idetotheResponsibleMinister,uponrequest,the

informationthattheResponsibleMinisterneedstopreparetheDirectory ofRecordsrequiredby s.31,32and45ofthe
Act.
TherecordsdescriptionsofMFIPPAinstitutionsshouldbemadeav ailableinapublicly accessibleplaceorav ariety of

placessuchasattheheadofficeofaboard,intheclerk'sofficeofamunicipality and/oratapubliclibrary .The
descriptionsofrecordscanbepreparedinanumberofway sandcantakeadv antageofexistingmaterial.Forinstance,
municipalitiesandlocalboardscanuseannualreportsorpromotionalbrochuresthatdescribehowtheirinstitutionis
structuredandorganized.Aninstitution'sfileplancanbeusedtopreparetherecordlist.
MFIPPAheadsmustalsoensurethatthedescriptionsofrecordsandpersonalinformationbanksarekeptaccurateand
uptodate.
Thedescriptionofrecordsandpersonalinformationbanksmustinclude:
adescriptionoftheorganizationandresponsibilitiesoftheinstitution
alistingofthegeneralty pesorclassesofrecordsinthecustody orcontroloftheinstitution
anindexdescribingallthepersonalinformationbanksinthecustody orcontrolofaninstitutionincluding:
thenameandlocationofthepersonalinformationbank
thelegalauthority forit
adescriptionofthety pesofpersonalinformationinthebank
howtheinformationisusedonaregularbasis
towhomthepersonalinformationisdisclosedonaregularbasis
thecategoriesofindiv idualsaboutwhompersonalinformationismaintained
thepoliciesandpracticesabouttheretentionanddisposalofthepersonalinformation
thetitle,addressandtelephonenumberoftheheadand
theaddresstowhicharequestforaccesstorecordsshouldbemade.
Institutionscov eredby FIPPAhav esomeadditionalrequirementstomakeinformationav ailableunders.31,33,and

46:
thelocationofmanuals,directoriesandothermaterialav ailableforpublicuse
thelocationofany institutionlibrary orreadingroomav ailableforpublicuseand
whenev erpersonalinformationisused/disclosedonaregularbasisforapurposenotlistedintheDirectory of
Records,theheadmustnotify theResponsibleMinisterforthwithoftheuse/disclosure.
ReporttoCommissioner
Theheadisresponsibleforprov idingtheCommissionerwithanannualreportthatsetsoutthefollowing:
thenumberofaccessrequestsreceiv ed
thenumberofrequestsrefused,theprov isionsoftheActrelieduponforrefusalandthenumberoftimeseach
prov isionwasinv oked
foreachprov isionoftheAct,thenumberofappealscommenced
thenumberoftimespersonalinformationwasusedordisclosedforapurposewhichisnotincludedinthe
statementsofusesandpurposessetforthunders.45(d)and(e)FIPPA/s.34(1)(d)and(e)MFIPPA
theamountoffeescollectedunders.57 FIPPA/s.45MFIPPAand
any otherinformationindicatinganeffortby theinstitutiontoputintopracticethepurposesoftheAct.
TheIPCwillforwardtoinstitutions,theinstructionsandformsforcompletingthisreport.
ResponsibleMinister
s.2,3,31,32,35,39(2),45FIPPA/s.2,23,24,29(2),47 MFIPPA
O.Reg.460/O.Reg.823
TheLieutenantGov ernorinCouncilmay by orderdesignateaministeroftheCrowntobetheResponsibleMinister.The

ResponsibleMinisteradministersFIPPA/MFIPPA.
TheResponsibleMinisterisrequiredto:
publishtheDirectory ofInstitutions,acompilationlistingallinstitutions,includinginformationonwhererequests
canbemadeandwhetherinstitutionshav ealibrary orreadingroomav ailabletothepublicandifso,itsaddress.
publishannually aDirectory ofRecords,anindexedlistingofgeneralrecordsandpersonalinformationbanksfor
FIPPAinstitutions.
TheResponsibleMinisteralsopreparestrainingpackagesandotherproductsincludingthisManual,tosupportthe
properadministrationofFIPPA/MFIPPA.
TheLieutenantGov ernorinCouncilmay makeregulationsaboutsuchmattersas:proceduresforaccesstooriginal

recordsorpersonalinformation,formsandstandardsorsafeguardsforthesecurity andconfidentiality ofrecordsand
personalinformationunderthecontrolofinstitutions.Theregulationsarepreparedby theResponsibleMinister.
Theapprov aloftheResponsibleMinisterisusually requiredbeforeaheadmay foregothelegalrequirementtonotify

theaffectedindiv idualwhencollectingtheirpersonalinformation.Thisapprov aldocumentiscalledawaiv erofnotice.
DocumentsAvailabletothePublicinAccessibleLocations
s.33,35FIPPA
Theheadofaninstitutioncov eredby FIPPAandtheResponsibleMinistermustworktogethertofulfilltheir

responsibilitiesundertheAct.Cooperationisparticularly necessary inmakingdocumentsandrecordsaccessibletothe
public.
TheResponsibleMinistermustmakeav ailabletothepublicgenerally andinthereadingroom,library oroffice

designatedby eachinstitutioncov eredby FIPPA,thefollowingmaterials:
theDirectory ofInstitutions
theDirectory ofRecords.
TheheadofaFIPPAinstitutionmustmakeav ailabletothepublicintheinstitution'sreadingroomordesignated
office:
themanuals,directiv esorguidelinespreparedby theinstitutionwhichareissuedtoitsofficersandcontain
interpretationsoftheprov isionsoftheenactmentorschemeadministeredby theinstitution
theinstructionsandguidelinesforofficersoftheinstitutionintheprocedures,methodsorobjectiv esin
administeringorenforcingtheprov isionsofany enactmentorschemeadministeredby theinstitutionthataffects
thepublicand
theannualreporttotheCommissioner.
Themanuals,directiv esorguidelinesthatmustbemadeav ailablearethosepreparedandusedby theinstitution'sstaff

todeterminetheeligibility ofanindiv idualforaprogram,changesinstatusortheimpositionofnewconditionsaffecting
anindiv idualinaprogram,ortheimpositionofobligationsorliabilitiesonanindiv idualunderaprogram.
Therequirementtomakeadministrativ einstructionsandguidelinesav ailabletothepubliccov ersv irtually ev ery

aspectofprocedures,methodsorobjectiv esofany programaffectingthepublic.
Manualsandothermaterialsrelatingonly totheinternaloperationandadministrationoftheinstitutionandnot
affectingthepublic,neednotbeincluded.Thiscov ersinstructionmanualsforoperatingequipmentorproceduresto
followwhenorderingofficesupplies.
Guidelinesandmanualsofadministrationaresubjecttothesameexemptionsasothergov ernmentrecords.Portions
canbesev eredifthey areexemptfromdisclosureunderFIPPA.Any deletionmustincludeastatementthatadeletion
hasbeenmade,thenatureoftheinformationdeletedandtheprov isionoftheActauthorizingthedeletion.
Forexample:Amanualthatdealswithsecurity precautionsorprotectionsforabuildingthatisopentothegeneral
public(suchasajailoralaboratory )may hav esomesectionsorparagraphssev eredformany legitimatereasons.
Othermaterialsnotrequiredby theActthatmightbehelpfulinareadingroominclude:
recordretentionschedules
fileplansand
listingsofpublicationsintheinstitution'scustody .
FreedomofInformationandPrivacyCoordinator
Eachinstitutionshoulddesignateanindiv idualtocoordinatefreedomofinformationandpriv acy activ ities.Thisisan
importantfunctionthatassiststheinstitutioninmeetingitsstatutory obligations.
Thecoordinatingresponsibilitieswillv ary dependingonaninstitution'ssize,mandateandorganization.Thefunction

may beafulltimeresponsibility oraparttimeresponsibility ,assignedtoanemploy eewithrelatedduties.The
Coordinator'sresponsibilitiesmay include:
dev elopingandmonitoringproceduresforadministeringtheAct,includingtrackingrequests,statisticalreporting
andensuringadherencetolegislativ erequirements
dev elopingpolicy recommendationsonissuesrelatedtothelegislation
stafftrainingandorientation
consultingwithlineandseniormanagementandlegaladv isorsoninterpretingandadministeringthelegislation
collectinginformationfortheinstitution'sentry intheDirectory ofRecordorfortheGeneralClassesofRecords
andPersonalInformationBankindexes
liaisonswiththeCorporateFreedomofInformationandPriv acy Office,theIPCandotherinstitutionsandcentral
agencies
makingdecisionsonrequestsundertheAct(onthedelegatedauthority ofthehead)
prov idingconsultationandsupportrelatedtotheActforany agenciesrelatedtotheinstitutionand
designingmeasurestoensurethepriv acy requirementsoftheActarehonoured.
RecordsManagement
Improv ementinrecordsmanagementsy stemsthroughoutinstitutionsisoneofthemajorlongtermbenefitsoftheAct.
Thepublichasarighttoexpectthateachinstitutionknowswhatrecordsareinitscustody orcontrolandwherethey
arelocatedsothey canberetriev ed.
TheIPChasstressedtheneedforinstitutionstodev elopandmaintainuptodateretentionschedules.Searchtimeis
reducedsignificantly ifaninstitutioncandeterminethatarecordhasbeendestroy edby consultingarecords
destructioncertificateorothersuchdocument.Lengthy searchesneednotbeconductedtodetermineifarecordstill
exists.
PleaseseetheAccesschapter(Chapter3)forfurtherdiscussionofrecordsmanagementrelatedtopicssuchascustody
andcontrolofrecords,includingpoliticalandotherelectedofficial'srecords.
Accountability
Animportantfirststepinmanaginganinstitution'srecordsistoassignresponsibility andaccountability forthesecurity
oftheinstitution'srecords.Thisassignmentofresponsibility andaccountability willv ary ,dependingonsizeand
complexity oftheinstitution.Usually ,themanagerwithdirectoperationalresponsibility foraprogramwouldbe
assignedresponsibility forsafeguardingtherecordsgeneratedby thatprogram.
Inlargerinstitutions,aninternalauditororotherofficialcouldcoordinatesecurity mattersthroughouttheorganization
andprov idetechnicalsupporttoindiv idualmanagers.Smallerorganizationsmay wishtoassignresponsibility for
recordssecurity tothechiefadministrativ eofficerorotherresponsibleposition.
Howev eraninstitutionassignsresponsibility ,thisassignmentshouldbedocumented,andappropriatetrainingand

awarenessshouldbeprov idedtostaff.
SecurityandConfidentialityofRecords
s.60FIPPA/s.47 MFIPPA
s.3O.Reg.460FIPPA/s.3O.Reg823
Regulationscanbemadesettingstandardsforandrequiringadministrativ e,technicalandphy sicalsafeguardstoensure

thesecurity andconfidentiality ofrecordsandpersonalinformationunderthecontrolofinstitutions.
O.Reg.460/823,s.3requiresmeasurestoprev entunauthorizedaccesstoaninstitution'srecordsandtoprotectagainst
inadv ertentdestructionofrecords.Theregulationsareintendedtoapply toaccessandsecurity considerationsinthe
day today administrationofaninstitution'srecords,ratherthanaccesstorecordsinresponsetorequestsunder
FIPPA/MFIPPA.
Theheadofaninstitutionshallensurethatonly thoseindiv idualswhoneedarecordfortheperformanceoftheirduties

shallhav eaccesstoit.Inmostcases,theinstitutionwoulddeterminewhichstaffneedtohav eaccesstoaparticular
classorseriesofrecordsintheperformanceofduties,andtakestepstoensurethataccessislimitedtothosepersons.
Ifrecordsareinadv ertently destroy edbeforetheirproperdisposaldate,asspecifiedonaretentionschedule,

requestersaredepriv edoftheirrightofaccesstothoserecords.Theheadmustthereforetakeallreasonablestepsto
protecttheinstitution'srecordsfromaccidentaldestruction.
Indeterminingwhatarereasonablesteps,theheadshouldconsiderallrelev antfactors,including:
themediaoftherecord(protectiv emeasuresappropriateforpaperrecords,forinstance,may notbeappropriate
forothermedia)
whethercopiesoftherecordexist
whethertheoriginalcopy oftherecordisinherently v aluable(suchasarchiv alrecordsorsignaturedocuments)
howv italtherecordistothefunctionsoftheinstitution
thecostofreplacingorrecreatingtherecordand
thecostofav ailableprotectiv emeasures.
Althoughmeasurestoprotectrecordsfrominadv ertentdestructionwillv ary amonginstitutions,somecommonsteps

thatmightbeconsideredinclude:
makingregularbackupcopies(disks,photocopies,microfilm),withacopy storedatasiteseparatefromthe
originalorworkingcopy
usingfireresistantfilecabinets
locatingrecordstorage/computeroperationsaway fromareaswherefireorwaterdamageismorelikely tooccur
(forinstanceaway fromexposedpipes)
raisingrecordsandrecordsproducingequipmentoffthefloortoprev entflooddamage
installingsmokedetectorsandfireextinguishingequipment(itshouldbenotedthatsomeautomaticfire
extinguishingsy stemssuchaswatersprinklers,may themselv esposeahazardtorecordsandcomputers)and
ensuringthatstoragefacilitiesandmaintenancepracticesareappropriatetotherecord'smedia(magneticmedia,
forinstance,areespecially v ulnerabletoinadv ertentdestructionordamagethroughimproperstorage).Similarly
becausemagneticmediaisoftentiedtoaparticularoperatingsy stemandsetofhardware,datastoredonthat
mediamay notbeusableiftheoperatingsy stemorhardwareisnolongerav ailable.
Aswithothermeasures,theinstitutionshoulddocumentstepstoensureagainstinadv ertentrecordsdestruction.
DeterminingSecurityRequirements
Beforeestablishingmeasuresprotectingrecordsfromunauthorizedaccess,aninstitutionshoulddeterminethedegree
towhichaccesstoitsrecordsshouldbecontrolled.Althoughitmay benecessary todetermineappropriatelev elsof
accesstoindiv idualdocumentsorfiles,usually thisdeterminationwouldbeonthebasisofrecordseries.When
consideringaccesscontrolsforrecordseries,thelev elofsecurity shouldbeappropriateforthemostsensitiv e
informationintheseries.
Allrelev antfactorsshouldbetakenintoaccountindeterminingwhetheraccesstorecordsshouldbecontrolled,andthe
scopeandextentofthosecontrols,including:
whetherornotexemptionsarelikely toapply totherecords
thenatureoftheexemptions(mandatory ordiscretionary )whichmay apply
thecircumstancesunderwhichtherecordsweresuppliedtoorcreatedby theinstitution
possibleharmswhichmay resultfromunauthorizedaccess
theneedtoprotecttherecordsfromtamperingand
theneedtoprotectuniqueororiginalrecords.
SecurityMeasures
Inidentify ingsecurity measures,theheadshouldbalancethecostandcomplexity ofsuchmeasuresagainstthepossible
harmsresultingfromunauthorizedaccess.Security measuresshouldbeappropriatetothenatureoftherecordandto
thelev elofsecurity required.
Forpaperrecords,security measurescaninclude:
cleandeskpolicies,wheredesksarelockedwhenunattended
lockingfilingcabinets,whicharelockedwhenunattended,andwherekey distributionislimitedanddocumented
centralfilestations,withloginandlogoutproceduresforfiles,accompaniedby restrictiononthemakingof
copies
lockedfileroomwithaccesscontrolledby fileroomstaff
codedfilelabels,labelsusingnumericoralphanumericcodesratherthandescriptiv etexts
inclusionofsecurity prov isionsincontractswithoutsidesuppliersofrecordsstorageanddisposalserv ices
recorddistribution/circulationpolicieswhichlimittheproductionandcirculationofrecordstostaffonaneedto
knowbasisand
policiesandproceduresforusingfacsimilemachines,includingpoliciesonty pesofinformationwhichshouldnot
befaxed,staffaccesstoandphy sicalplacementofthefaxmachine.Checkingproceduressuchasensuringthatthe
documentisbeingsenttothecorrectnumberpriortosendingdocumentsshouldalsobedev eloped.TheIPChas
preparedguidelinesontheuseoffacsimilemachineswhichmay beconsulted.
InformationTechnologySecurity
ForFIPPAInstitutions,ManagementBoardofCabinet,hasapprov edthe:"InformationTechnology Security Directiv e".

Thepurposeofthisdirectiv eis:
Toensurethatministriesandagenciessafeguardconfidentialinformationaswellastheintegrity andav ailability of
datawhileitiscreated,entered,processed,communicated,transported,disseminated,storedordisposedof
throughinformationtechnology .
Topromoteandmaintainamongministry andagency staffanawarenessofthesecurity requirementsof
informationtechnology resources.
Todefinetheresponsibilitiesandmandatory requirementsfordev eloping,implementingandmanagingsecurity
measuresforinformationtechnology resources.
Thisdirectiv eappliestoallministriesandallSchedule1agenciesunlessexemptedinaMemorandumofUnderstanding.
Thisdirectiv eappliesto:
a.Ministry andagency informationinelectronicform
b.Allministry andagency informationinpaperformorotherwisenotinelectricform,whensuchinformationisunder
theoperationalcontrolofaprov iderofinformationtechnology serv ices.
Note:Aguidelineentitled"InformationTechnology Security :AManager'sGuide"hasalsobeenpublishedtoassistin

puttingthedirectiv eintopractice.
Factorsforallinstitutionstoconsiderindeterminingwhetheraccesstorecordsshouldbecontrolled,andthescopeand
extentofthosecontrols,include:
positioningterminalsinsuchamannerthatpassersby cannotreadinformationdisplay edonscreen
passwordprotectionforcomputerhardware,withpoliciesinplacegov erningtheassignment,useanddeletionof
useridentificationsandpasswords
encry ptionoftransmitteddataordev elopingguidelinesfortransmittingconfidentialinformation,forexample,
guidelinesfortheuseofelectronicmail
trackingsy stemswhichmonitortheuseofdata,andwhichidentify sy stemuserand
inclusionofsecurity prov isionsincontractswithoutsidesuppliersofinformationtechnology serv ices.
RoutineDisclosure/ActiveDissemination(RD/AD)
RD/ADareseparateconceptsbutarebothway sofprov idinggreateraccesstogov ernmentinformation.Routine
disclosureoccurswhenarequestforageneralrecordcanbegrantedroutinely eitherinsideoroutsideoftheformal
accessprocessprescribedby FIPPAorMFIPPA.Activ edisseminationoccurswheninformationorrecordsare
periodically released(withoutany request)pursuanttoaspecificstrategy forreleaseofinformation.
RD/ADcanbeanimportantpartofaninstitution'scommitmenttoeasier,fasterandmorecosteffectiv eaccessto
records.Whilenotspecifically mandatedinFIPPA/MFIPPA,s.63(1)FIPPA/s.50(1)MFIPPAprov ideforthedisclosure
ofinformationoutsideoftheformalaccessprocessforexample,throughoralrequestsorintheabsenceofrequests.
TheIPCandMBSjointly published2papersthatprov ideadv iceandexamplesonenhancingaccesstogov ernment

informationthroughtheemploy mentofRD/ADpractices.Thesepublicationsareav ailablethroughtheIPC.
Accessprocedures
Introduction
Thischapteraddressestherequirementsforprov idingaccesstoarecordinaccordancewiththeFreedomof
InformationandProtectionofPrivacyAct(FIPPA)ortheMunicipalFreedomofInformationandProtectionofPrivacy
Act(MFIPPA).Theobligationoftheheadtodisclosearecordwheretherehasbeennorequest,therightofaccessto
generalinformationandtheproceduresforprocessingrequestsforpersonalinformationunderFIPPA/MFIPPAare
discussed.Theparticularrequirementsthatapply torequestsforpersonalinformationandtorequestsforcorrectionof
personalinformationareconsidered.Theprocedurestobefollowedinnotify ingtherequesterofdecisionsreachedand
innotify ingthirdpartiesarealsooutlined.
RightofAccess
s.10,47 ,63,65,69FIPPA/s.4,36,50,52MFIPPA
O.Reg.460,s.2,s.5FIPPA/O.Reg.823,s.1,s.5MFIPPA
Therightofaccessappliestoexistingrecords,inwholeorinpart,thatfallwithinthecustody orcontrolofaninstitution
(forfurtherinformationoncustody andcontrolseetheIntroduction(Chapter1)ofthismanual).Certainlimitationson
accesstorecordsexistintheformoftheexemptions,exclusions,confidentiality prov isionsandthedeterminationthat
therequestisfriv olousorv exatious.Thereisnoobligationtocreatearecordinresponsetoarequestunder
FIPPA/MFIPPA,exceptincertaincircumstancesinv olv inginformationmaintainedonacomputer.Despitethese
limitationstoaccess,denialofaccesstorecordsshouldbetheexception.Whileaninstitutionmay nothav eaduty to
createarecord,itmay wishtodosowhereitisconsistentwiththespiritoftheAct.
Inaddition,anindiv idualhasalegalrightofaccesstopersonalinformationabouthim/herself.Therightofaccessto
personalinformationissubjecttotheexemptionsdiscussedintherelatedsectionsandtheexclusionsmentionedbelow.
TheActdoesnotrequirethatrecordsbetranslatedintothelanguageoftherequester.TheFrenchLanguageServices
Actdoesrequiresany communicationswiththerequesterincludingnotifications,bemadeinthelanguageofthe
request(FrenchorEnglish)forprov incialbodiescov eredby thislegislation.Somemunicipalitiesandlocalboardsoffer
serv icesinanumberofdifferentlanguagesasacourtesy .Whenrespondingtorequests,institutionsshouldfollowthe
policiesandpracticessetby theirrespectiv eorganization.
Otherpointstonoteregardingtherightofaccess:
FIPPA/MFIPPAapply toany recordthatexistsintheinstitutionregardlessofwhetheritwascreatedpriortothe
Acttakingeffect.Althoughdifferentrequirementsconcerningdisclosureofrecordsmay hav ebeenimposed
pursuanttoearlierlegislation,onceFIPPA/MFIPPAcameintoforce,theserecordswerealsosubjecttotheActs.
SomefederalactssuchastheY oungOffendersActandtheCriminalCodehav edisclosureornondisclosure
prov isionsthatserv etoexcludespecifiedrecordsfromFIPPAandMFIPPA.
FormoreinformationontherightofaccesspleaseseeWhoCanMakeaRequest?furtheroninthischapter.
Severability
Wheninformationfallswithinanexemptionandcanreasonably besev eredfromtherecord,s.10(2)FIPPA/s.4(2)

MFIPPAprov idestherequesterwitharightofaccesstotheremainderoftherecord.Theprocessofsev eringis
importantinprocessingarequestundertheAct.
Onemethodofsev eringistoblankouttheexemptinformationfromaphotocopy oftherecord,usingablackmarker,

andreleasingacopy ofthesev eredphotocopy totherequester.Thissecondphotocopy stepisnecessary becauseprint
canbeseenthroughblackmarker.Alternativ ely ,remov ablewhitetapecouldbeputov ertheexemptportionsofthe
recordandaphotocopy madeforreleasetotherequester.Acopy shouldbemadeandretainedby theinstitutionbefore

thetapeisremov ed.
Generally ,thesmallestunitofinformationtobedisclosedaftersev eringisasentence.Butev enwhereonly asentence

remains,someinformation,suchasaname,mightberemov edandtheremainderreleased.
Sev eringdoesnotapply wheretheActspecifically exemptsfromdisclosureanentireclassofrecordssuchasaCabinet
agendaortheminutesofaqualifiedincamerameeting.Inallcases,theinformationinarecordmustbeassessedto
determinewhetherportionsaresev erable.
Wheninformationissev eredfromarecord,thenotificationtotherequestermustspecify thesection(s)oftheActunder

whichaccesstothesev eredinformationisrefused.Oneway toaccomplishthisnotificationisby insertingthe
subsectionnumberinthespaceremainingaftertheinformationhasbeensev eredfromtherecordorinthemargin.As
well,whereinformationmustbesev eredfromarecord,itisnotfeasibletoallowarequestertheoptionofv iewingthe
original.
ConfidentialityProvisions
s.67 FIPPA/s.53MFIPPA
TheActsprev ailov erconfidentiality prov isionsinany otheractunlesstheotheractorFIPPA/MFIPPAspecifically

prov ideotherwise.
Theconfidentiality prov isionsthatprev ailov erMFIPPAare:

MunicipalElectionsAct,R.S.O.1990,c.M.53,s.105.
Thissubsectiondealswiththecontentsoftheballotboxinthecustody oftheClerk.
Theconfidentiality prov isionsthatprev ailov erbothFIPPA/MFIPPAare:

AssessmentAct,R.S.O.1990,c.A.31,s.53(1).
Thissubsectiondealswithrecordsderiv edinthecourseofdeterminingthev alueofrealproperty andwhatassessment

shouldbemade.
Theconfidentiality prov isionsthatprev ailov erFIPPAare:

Theadditionalconfidentiality prov isionsincludetheChildandFamilyServicesAct,CollegesCollective
BargainingAct,CourtsofJusticeAct,LabourRelationsAct,OccupationalHealthandSafetyAct,PayEquityAct,
PublicServiceAct,SecuritiesAct,CommodityFuturesAct,StatisticsActandVitalStatisticsAct.Pleasereferto
s.67 ofFIPPAfordetails.
ExcludedRecords
CertaincategoriesofrecordsareoutsidetheapplicationofFIPPAorMFIPPA.Accesstotheserecordsisdeterminedby
considerationssuchasaccessprov isionsinotherActs.Inordertomakeadecisiononwhetheranexclusionary
prov isionapplies,aninstitutionmustfirstdeterminethattherecordsinquestionmeetcriteriaprov idedintherelev ant
legislationordev elopedby theInformationandPriv acy Commission(IPC).Ev enifaninstitutionmakesadetermination
thatarecordisexcludedfromFIPPA/MFIPPA,itmustissueadecisionlettertothateffectsincethedecisionisstill
subjecttoappealtotheIPC.
FIPPAdoesnotapply to:
clinicalrecordsortreatmentrelatedrecordsofpsy chiatricfacility patientsasdefinedintheMentalHealthAct.
notespreparedby orforapersonpresidinginaproceedingofacourtofOntarioifthosenotesarepreparedfor
thatperson'spersonaluseinconnectionwiththeproceeding.
any thingcontainedinajudge'sperformanceev aluationunders.5.11oftheCourtsofJusticeActortoany
informationcollectedinconnectionwiththeev aluation
arecordoftheOntarioJudicialCouncilwhetherinthepossessionoftheJudicialCounciloroftheAttorney
Generalifcertainconditionsarepresent.
FIPPAandMFIPPAdonotapply to:
recordsintheArchiv esofOntarioorthemunicipalarchiv eswheretherecordswereprov idedby priv atedonors
orby anorganizationotherthaninstitutionsdefinedintheAct.
mostlabourrelationsrelatedrecordsandtomuchemploy mentrelatedinformationinwhichtheinstitutionhasan
interest.
The1995LabourRelationsAct(Bill7 )amendedFIPPAandMFIPPAtoexcludemostemploy mentrelatedandlabour

relationsrecordsfromthelegislationsees.65(6)ofFIPPAands.52(3)ofMFIPPA.FIPPA/MFIPPAdoesnotapply to:
Recordscollected,prepared,maintainedorusedby oronbehalfofaninstitutioninrelationtoany ofthefollowing:

a.Proceedingsoranticipatedproceedingsbeforeacourt,tribunalorotherentity relatingtolabourrelationsortothe
employ mentofapersonby theinstitution.
b.Negotiationsoranticipatednegotiationsrelatingtolabourrelationsortotheemploy mentofapersonby the
institutionbetweentheinstitutionandaperson,bargainingagentorparty toaproceedingorananticipated
proceeding.
c.Meetings,consultations,discussionsorcommunicationsaboutlabourrelationsoremploy mentrelatedmattersin
whichtheinstitutionhasaninterest.
Nonetheless,unders.65(7 )FIPPA/s.52(4)MFIPPAthefollowingrecordsarestillcov eredby theActs:

a.Anagreementbetweenaninstitutionandatradeunion.
b.Anagreementbetweenaninstitutionandoneormoreemploy eeswhichendsaproceedingbeforeacourt,tribunalor
otherentity relatingtolabourrelationsortoemploy mentrelatedmatters.
c.Anagreementbetweenaninstitutionandoneormoreemploy eesresultingfromnegotiationsaboutemploy ment
relatedmattersbetweentheinstitutionandtheemploy eeoremploy ees.
d.Anexpenseaccountsubmittedby anemploy eeofaninstitutiontothatinstitutionforthepurposeofseeking
reimbursementforexpensesincurredby theemploy eeinhis/heremploy mentsordersarereleased,thischapter,as
wellasothers,willbeupdated.
ExistingInformationPractices
Aheadmay prov ideinformationwithoutaformalrequestundertheAct.TheActisnotintendedtoreplacethenormal

processofprov idinginformation.Prov idinginformationinresponsetoinformaloralorwritteninquiriesshould
continue.TheActshouldonly beusedby thepublicincaseswhereinformationisnotav ailablethroughtheusual
channels.Howev er,whenarequestismadeinwritingundertheActandtheappropriateapplicationfeeispaid,thetime
limitsandproceduresintheActforrespondingmustbefollowed.
Thelegislationallowstheheadofaninstitutiontoreleaseinformationv oluntarily intheabsenceofarequest,orin

responsetoanoralrequest,prov idedthatnothingintheActprohibitsthereleaseofthatinformation.Accessto
information(exceptpersonalinformation)thatwasav ailableby customorpracticeimmediately beforetheActcame
intoplaceispreserv ed.Preexistingaccessmustbetothepublicatlargenotaselectgroup.Accesstorecordsby the
partiestoanactiondoesnotconstituteaccessby thepublicatlarge.
Forexample:Section7 3oftheMunicipalActrequirestheclerktomaintaincertainofficialrecordsofthemunicipal
corporation.s.7 4statesthattheclerkshallprov ideaccesstotherecordsspecifiedins.7 3toany memberofthepublic,
subjecttoMFIPPA.Thismeansthatpreexistingaccesscontinuesexceptinrespectofpersonalinformation.Therefore,
ifarecordfallsunderthepreexistingaccessprov ision,aformalrequestundertheActisnotnecessary .
Thesameprov isionexistsinlegislationestablishingregionalmunicipalities,theDistrictMunicipality ofMuskoka,and

theRestructuredCounty ofOxford.
Personalinformationcannotbereleasedaspartofprev iously existinginformationpractices.
CopyrightAct
Subsection27 (2)(i)ofthefederalCopyrightActprov idesthatthedisclosureofarecordpursuanttoafreedomof
informationrequestisnotav iolationofcopy right.Therefore,thisprov isionmeansthatcopiesofarchitects'plans,
drawingsorspecificationsmay beprov idedinresponsetoarequestunderFIPPA/MFIPPA,unlessanotherexemption
appliestotherecord.
Thepersontowhomtherecordisprov idedwouldstillbeboundby copy right.Whenprov idingaccesstoarchitects'

records,aninstitutionshould:
stampallplansreleasedundertheActwiththephrase"CopyrightActappliestouseandreproduction"and
ensurethattheauthorisassociatedby namewiththedocumentby includingthetitleblockorotherindicationof
authorshiponcopiesofdocumentsreleased.
FreedomofInformationandPriv acy Coordinatorsshouldalsonotethattheirowninstitutionmay holdacopy righton

worksithascreated.Forexample,recordsgeneratedby aMinistry may beprotectedby CrownCopy right.
ObligationstoDisclose
GraveEnvironmental,Health,orSafetyHazard
s.11FIPPA/s.5MFIPPA
TheActrequirestheheadtodisclosearecordeithertothepublicorthepersonsaffectedthatrev ealsagrav e
env ironmental,health,orsafety hazardtothepublic,andwhereitisinthepublicinteresttodoso.Inthisprov ision
wherethedutiesandresponsibilitiesbelongtotheheadalone:
"grav e"meansserious,likely toproducegreatharmordanger
"publicinterest"includestheinterestsofthelocalcommunity ingeneralandnotofany particularindiv idualor
groupofindiv idualsand
theinformationmustbeinrecordform.
Thissectionov erridesev ery otherprov isionofFIPPA/MFIPPA.
Iftheseconditionsaremet,andtheheadhasreasonableandprobablegroundstobeliev ethatthishazardexists,the
recordmustbedisclosedassoonaspossible.ThereisnorequirementthatarequestundertheActbemadebeforethe
headisrequiredtoact.
Forexample:
Wheretheheadpossessesrecordsindicatingthatabeachisunsafebecauseofhighlev elsofpollution,heorsheis
obligedtoalertthepublictothedanger.
Beforedisclosingarecord,theheadmustgiv enoticetoany persontowhominformationintherecordrelatesifitis

reasonabletodosointhecircumstances.A"persontowhomtheinformationrelates"includesathirdparty whowillbe
affectedby therelease.Theheadmustweighany harmthatthedelay indisclosurewouldcreateagainstany possible
unfairnesstothepersontowhomtheinformationintherecordrelates.Thenoticeindicatesthattheheadintendsto
releasearecordorpartofarecordthatmay affecttheinterestsofthepersonandadescriptionoftherecordorpart
relatingtotheperson.Thenoticealsostatesthatthepersonmay makerepresentationsforthwithtotheheadwhy the
recordorpartshouldnotbedisclosed.
Wherenoticeisgiv en,thepersonmay makerepresentationsforthwithtotheheadconcerningwhy therecordsorpart

shouldnotbedisclosed."Forthwith"meansimmediately .Duetotheurgency ofthecircumstancescontemplated,the
headisnotrequiredtowaitforany prescribedperiodbeforedisclosingtherecordorobtainingany representations.
Thereisnoprov isionforanappealtotheIPC.Thereafewerformalrequirementsinthenotificationproceduresetoutin
s.28FIPPA/s.21MFIPPA.
Forexample:
Therequirementtogiv enoticecouldbefulfilledby telephoningthepersontowhomtherecordrelates.
Thissectionappliesdespiteany otherprov isionoftheAct.
CompellingPublicInterest
Ev enwherecertainexemptionsapply toarecord,disclosuremay stillberequiredifacompellingpublicinterestinthe

disclosureoftherecordsclearly outweighsthepurposeoftheexemption.Thisprov isionappliestothefollowing
exemptionsincludingtwoofthethreemandatory exemptionsforFIPPAandallthreemandatory exemptionsfor
MFIPPA:
Adv iceorrecommendations
Relationswithgov ernments
Thirdparty information
Economicandotherinterests
Dangertosafety orhealthofanindiv idualand
Personalpriv acy .
Thissectiondoesnotapply toexemptionsdealingwithrecordsofclosedmeetingsorCabinetrecords,lawenforcement,
solicitorclientpriv ilege,orpublishedinformation.BoththeheadoftheinstitutionandtheIPCcandetermineifthe
compellingpublicinterestprov isionappliestothedisclosureofarecord.
Theinterestindisclosuremustbecompelling,i.e.strongorov erwhelming.Thepublicinterestmustalsoclearly
outweighthepurposeoftheexemption.Thereisabalancingrequiredby weighingthepublicinterestagainstthe
purposeoftheexemption.Theresultsofthatbalancingtestmustbeclearanddefinitiv e.
Inconsideringwhethertoreleasearecordinthepublicinterest,aheadmustfirstdeterminewhetheranexemption
applies,thatis,whetherfactsexistwhichbringtherecordwithintheexemptioninquestion.Iftheheaddeterminesthat
oneofthemandatory exemptionsapplies,he/shemustthenconsiderwhetherthepublicinterestprev ailsov erthe
interestinconfidentiality .Whereadiscretionary exemptionappliesandtheheaddecidesnottoexercisehis/her

discretioninfav ourofreleasingtherecord,theheadmustthenconsiderwhetherthepublicinterestoutweighsthe
purposeoftheexemption.
Ifthetestismet,therecordwouldbereleased,althoughcertainproceduralstepshav etobefollowedby thehead(but

notby theIPC)forcertainexemptions.
Forexample:Beforeinformationwhichisexemptunders.15FIPPA/s.9MFIPPA(relationswithothergov ernments)
canbereleasedby theheadinthepublicinterest,theapprov aloftheExecutiv eCouncilisrequiredforFIPPA
institutionsortheapprov aloftheaffectedgov ernmentitselfisrequiredforMFIPPAinstitutions.
Beforeinformationwhichisexemptasthirdparty informationoraspersonalinformationcanbereleasedinthepublic
interest,thenotificationrequirementsins.28FIPPA/s.21MFIPPAwhichapply tothosetwoexemptionsmustbe
followed.
Wherearequesterurgestheapplicationof"compellingpublicinterest"onanappealtotheIPC,therequestercarriesthe
onusofproof,becauseofthegenerallegalprinciplethataparty assertingarightorduty bearstheonusofproof.The
IPChasstatedhowev er,thatthisonuscannotbeabsoluteinthecaseofanappellantwhohasnothadthebenefitof
rev iewingtherequestedrecordsbeforemakingsubmissions.
RequestsUndertheAct
s.24,25,26,48,66FIPPA/s.17 ,18,19,37 ,54MFIPPA
O.Reg.460s.5(2)FIPPA/O.Reg.823s.5(1)MFIPPA
WhatisaRequest?
UndertheAct,anaccessrequestmustbemadeinwriting,beaccompaniedby the$5.00applicationfeeandprov ide
sufficientdetailtoenableanexperiencedemploy eeoftheinstitutiontoidentify therecord(s)requested.Ifanindiv idual
isseekingaccesstohis/herownpersonalinformation,therequestmustalsoidentify thepersonalinformationbankor
thelocationofthepersonalinformationbeingrequested.If,afterathoroughsearch,theinstitutioncannotlocatethe
requestedpersonalinformationandtherequestercannotprov ideany credibleev idencetosupporttheexistenceof
records,theheadmay concludethattheinstitutiondoesnothav etherecords.
Sometimesarequestmightbeintheformofaquestion.Forexample,arequestermightwrite,"Doesthisinstitutionhav e
any informationontenders?"Inthissituationitisunlikely thattheinstitutioncoulddeterminewhatinformationthe
requesterwants.Forthisreason,requestsintheformofquestionsarenotgenerally acceptableandshouldbeclarified
withtherequesterbeforeproceedingtoprocesstherequest.
Thereisaprescribedformforaccessrequests,howev er,aletterthatmakesreferencetotheActwouldbeconsidereda
requestifaccompaniedby therequiredapplicationfeeof$5.00.Ifaninstitutionisindoubtaboutwhetherornota
requesterwishesaletterofinquiry tobetreatedasarequestundertheAct,therequestershouldbecontactedand
clarificationoftheinquiry obtained.
Arequestforaccesstohardcopy recordsmustbeforrecordsthatexistatthetimearequestisreceiv ed.Thereisno

requirementtocompileinformationfromanumberofrecordstocreateanewhardcopy recordinresponsetoa
request.
Forexample:Arequestermightasktoseeacopy ofanauditreportofaplanningboard.Itmightbethatanauditreport
wasnev erpreparedby theplanningboard.Ifthisisthecasetheplanningboardwouldnotbeobligedtoprepareoneto
satisfy therequest.
Ifrequestedinformationexistsinagroupofrecordsitwouldstillbeconsideredarequestdespitethefactthatthe
originalrequestwasforarecordinaformatthatdidnotexist.Inthiscasetheinstitutionmustidentify andadv isethe
requesteroftheexistenceoftherelatedrecords.
Forexample:Alistofthenamesandaddressesofallnonprofitorganizationsthathav eappliedtooperateacharity
casinoinamunicipality may notexist.Howev er,ifallnonprofitorganizationscompletedanapplicationforminorder
toobtainthislicence,theapplicationformstakenasagroupwouldconstitutetherequestedinformationinrecord
format.
Aninstitutionmightgetarequestforaccesstoarecordthatwasdestroy edaccordingtoitsrecordsretentionschedule.
Inresponsetoarequestfortherecord,theinstitutionwouldadv isetherequesterthattherecorddoesnotexist.
Arequestmay alsobemadeforaccesstorecordsthatarecapableofbeingproducedfromamachinereadablerecord
usingthehardware,softwareandtechnicalexpertisenormally usedby theinstitution.
Forexample:Aninstitutionmay generateareportinacertainformatfromdatainacomputerfile.Arequesterunder
theActmay askforadifferentkindofreportusingthesamecomputerdatasortedorpresenteddifferently .
Accordingtos.2FIPPA/s.1MFIPPAoftheregulations,requestsformachinereadablerecordsaresubjecttotheability
ofaninstitutiontoproducethemwithoutunreasonably affectingitsday today operations.
Wheretheinformationrequestedispersonalinformation,thecomputerrecordmustbemadeav ailablein
comprehensibleformi.e.,arecordwhichmerely showscomputercodesratherthaninformationintelligibletothe
requesterwouldnotbeincomprehensibleform.
Finally ,ifaformalaccessrequestcanbebetterhandledby aninstitutiononaninformalbasis,theinstitutionshould

contacttherequestertodeterminewhetherhe/sheisagreeabletothischange.Anagreementtorequestarecordonan
informalbasisgenerally resultsinquickeraccesstotherecordsbutremov estheopportunity toappealtheinstitution's
decisionsatalaterdate.
ClarifyingRequests
Arequestmay notsufficiently describetherecordsoughtandthereforemay notbeconsidereda"completerequest".
Aninstitutionthatreceiv esabroadly wordedrequesthasthreeoptions:

respondliterally totherequest,whichmay inv olv eaninstitutionwidesearchfortherecords
requestfurtherinformationfromtherequesterinordertonarrowitssearchor
narrowthesearchunilaterally ,outliningthelimitsofsearchtotherequester
Clarify ingarequestishelpfultoboththeinstitutionandtherequester.Theinstitutionshouldnotify (seenotification

no.1,inAppendixIV,SampleNotificationLetters)ortelephonetherequesterandofferassistanceinreformulatingthe
requesttoidentify thegeneralclassorty peofrecordandtheinstitutionwithcustody orcontroloftherecord.Aftera
requesthasbeenclarifieditshouldbecleartoeachparty whatrecordsarebeingrequested.Foraninstitutionthis
meansthatanexperiencedemploy eewillbeabletoidentify therecordssought.
Forexample:Arequestermightasktosee"alltheminutesthattheHy droElectricCommissionhas".Doesthismeanall
theboardminutes,thecommitteeminutes,orboth?Forwhaty ear?
Intheexampleabov e,therequestermay beinterestedinonly theboardminutesforaparticulardateordaterange,not
alloftheminutesthatexist.By clarify ingtherequesttheinstitutioncouldsav econsiderabletimesearchingthrough
recordsandpreparingthemforrelease.Itwouldalsosav etherequesterconsiderablecostsifafeeischarged.
Therecordsdescriptionsanddescriptionsofpersonalinformationbankscanbeusedtohelpclarify requests.
WhoCanMakeaRequest?
Any personcanmakearequestforaccesstorecords.Inthisinstanceapersonincludesindiv idualsandorganizations
suchascorporations,partnershipsandsoleproprietorships.Therightofaccessisnotlimitedby citizenshiporplaceof
residence.
Theremay besituationswhereonepersonrepresentsanotherindiv idual.TheActprov idesthatany rightorpower

conferredonanindiv idualby theActmay beexercisedby :
thepersonalrepresentativ eofadeceasedindiv idualonly iftheexerciseoftherightorpowerrelatestothe
administrationoftheindiv idual'sestate.Thepersonalrepresentativ ewouldbetheexecutornamedinawillorif
thereisnowill,theadministratorappointedby acourt
aguardianforapersonifonehasbeenappointedortheperson'sattorney underpowerofattorney ,orthePublic
GuardianandTrustee.Aguardiancanbeappointedby acourtforanindiv idualwhoisincapableofmanaging
his/herownaffairs.ThePublicGuardianand
Trusteemay becomeanindiv idual'sguardianundertheMentalHealthActortheSubstituteDecisionsAct
thepersonhav inglawfulcustody ofachildundertheageofsixteenor
apersonwiththewrittenconsentoftheindiv idual(thathasbeenv erified).
Therightsandpowerswhichanindiv idualmay exerciseincludetherighttomakeaccessrequests,therighttoconsent

tothecollection,useanddisclosureofpersonalinformationandtherighttorequestcorrectionofpersonalinformation.
Requestsmadeonbehalfofanindiv idualby apersonoranorganizationthathasthatindiv idual'swrittenconsentare
consideredtobeapersonalinformationrequest.
ProcessingRequests
s.24,25,26,28FIPPA/s.17 ,18,19,21MFIPPA
Processingrequestsisanadministrativ efunctionthatrequiresknowledgeaboutthelegalrequirementsoftheActsand
theinstitution'sprogramsandrecordsmanagementpractices.
FIPPA/MFIPPAhav especifictimerestrictionsthatmustbemet.TheActsalsorequirethatcertainstatisticalrecords
aboutrequestsbeprov idedtotheIPConanannualbasis.Theactionsanddecisionstakenwithrespecttoarequest
shouldbedocumentedincasethey arelaterchallenged.
Arecordsmanagementsy stemthatincludesafilingsy stemandstorage,retriev alandrecordsretentionprocedureswill

helpaninstitutionprocessrequestsforaccesstoinformation.Itisnotacceptableforrequesterstobedeniedaccessto
recordsthatthey wouldotherwisebeentitledtoreceiv e,solely onthebasisthattheinstitution'srecordsmanagement
sy stemsareinadequateordeficient.
InordertoconformtotherequestprocessingtimelimitssetinFIPPA/MFIPPAitisimportanttorecordthedatethata
requestisreceiv edandtodev iseamethodoftrackingindiv idualrequests.FOICoordinatorsoftenmaintaina
descriptiv eprofileofeachrequestthathelpsthemreferbacktoprev iousrequestsforrecordsandreporting
requirementsfortheIPC.Acarefully considereddescriptiv eprofileofrequestsorofthety peofrequestsreceiv edcan
alsobeofinternalusewhenjustify ingstaffandbudgetsorwhenexaminingproceduresforhandlingrequests.
Forexample:Keepingrecordsonthenumbersandty pesofaccessrequestsreceiv edcanhelpacoordinatordetermine

whethercertainrecords(suchassev eredbuildingpermits)arebeingrequestedfrequently enoughthatthey mightbe
moreefficiently prov idedoutsideoftheformalrequestprocessasaroutinedisclosureitem.
RequestsforContinuingAccess
UnderFIPPAonly ,arequestermay indicateinarequestforaccesstogeneralrecordsthatitshall,ifgranted,continue

tohav eeffectforaspecifiedperioduptotwoy ears.Continuedaccessisbasedontheexistenceoftherecordatthetime
therequestisreceiv edby theinstitution.Thisdoesnotapply toarequestby anindiv idualforpersonalinformation
abouthim/herselfundersections47 and48.
Ifaccesstotherecordisgranted,theinstitutionprov idesthepersonwithaproposedscheduleofdatesfordisclosure.
Thetestforfrequency isoneofreasonableness.Thescheduleindicateswhy theparticulardateswereselected.The
schedulealsocontainsastatementthattherequestermay asktheIPCtorev iewtheschedule.
Forexample:Arequestermay begrantedaccesstoareportandrequestany updatestothereportov erthenexty ear.If

thereportisquarterly ,aquarterly schedulefordisclosurewouldbeproposedtotherequester.
Continuingaccessiscontemplatedforrecordswhicharelikely tobeproducedand/orissuedinseries.Itisnotintended
toprov ideongoingaccesstothekindofrecordsofwhichonly oneeditionisproduced.Thediscussiontograntaccessto
theoriginalrequestneednotautomatically beappliedonthesubsequentdatesintheschedule.
Indealingwiththisty peof"continuingrequest",theActappliesasifanewrequestwerebeingmadeoneachofthedates
intheschedulethereforeanapplicationfeeof$5.00isrequiredforeachofthedatesintheschedule.Inpracticalterms,
theoriginalrequestisbroughtforwardoneachofthedateslistedinthescheduleandprocessedasifitwerearequest
madeonthatday .
Ifaccesstotherequestisdenied,thereisnoobligationtograntcontinuingaccess.
TimeLimits
Ingeneral,accessrequestsmustberespondedtowithin30calendarday sfromthedateacompleterequestisreceiv ed.
Acompleterequestisonewhichhasbeenclarifiedoronewhichprov idessufficientdetailtoallowtheinstitutionto
understandwhatinformationisbeingrequested.The$5.00applicationfeemustalsohav ebeenreceiv ed.The30day
timeperiodstartstoruntheday theinstitutionreceiv esacompleterequest.IfatimelimitundertheActexpiresona
Sunday orstatutory holiday ,itisextendedtothenextday whichisnotaSunday orstatutory holiday .Ifthetimelimit
expiresonaSaturday ,theresponsedatebecomestheprecedingFriday .
Whereaninstitutionreceiv esabroadrequestwhichissubsequently narrowedby therequester,the30day timeperiod

beginsonthedatetheoriginalbroadrequestwasreceiv ed.Abroadrequestisdeemedtobenarrowed,notclarifiedifit
originally prov idedtheinstitutionwithsufficientdetailregardingthenatureoftherecordsbeingrequestedandisnow
simply beingreducedinscope.
Forexample:Anindiv idualrequeststheresultsofapoliceinv estigation,includingallcorrespondencebetweenthe

policeagency andanoutsideorganizationrelatingtoaspecificcase.Therequesterlaterlimitshisrequesttoonespecific
reportregardingthecase.Thisrequestwouldbeconsiderednarrowedandnotclarified.Theoriginalrequestcontained
sufficientdetailforastaffpersontoidentify therecords.Inthiscase,the30day timelimitwouldbeginontheday the
first(broad)requestwasreceiv ed.
AnexampleofarequestthatneedsclarificationcanbefoundearlierinthischapterundertheheadingClarify ing
Requests.
Thetimelimitforrespondingtoarequestisautomatically extendedwherenoticeisgiv entoathirdparty .
Forexample:Aninstitutionthatreceiv esanaccessrequestwhereathirdparty mustbeconsultedisrequiredtonotify

thatthirdparty within30day sofreceiv ingtherequest.Thisinitialtimeperiodallowstheinstitutiontimetogatherthe
records,makeadeterminationthatathirdparty mustbeconsultedanddefineexactly whatthethirdparty mustbe
consultedabout.Thethirdparty isallowed20day storespondtothisnotice.Uponreceiptofthethirdparty 'sresponse,
theinstitutionhasafurther10day stomakeitsfinaldecisionabouttherequestedrecords.Undernormalcircumstances
then,aninstitutionwouldhav eupto60day storespondtoanaccessrequestthatinv olv esthirdparty notification.
Institutionsthatwishtocouriermaterialstorequestersandthirdpartiesshouldnotethatcouriercompaniescannot
deliv ertoapostofficebox.Astreetaddressisrequired.
Alloftheabov ementionedtimelimitsaremaximumsafasterresponsemay bepossible.Undercertaincircumstances
timeextensionsarealsopossible.Thesecircumstancesarediscussedindetaillaterinthischapter.
ReceiptofRequestandOpeningRequestFile
Thefirststepaninstitutionshouldtakewhenarequestisreceiv edistostampthedateontherequest.Thisisimportant
becauseofstatutory timerequirements.Requestsarriv ingataninstitutionshouldberoutedquickly totheaccessand
priv acy coordinatortoensurethattimeisnotwastedintheinternalmailprocess.Asacourtesy ,anoticeshouldbesent
assoonaspossibletotherequesteracknowledgingreceiptoftherequest.
Oncethepersonresponsiblefordealingwithaccessrequestsreceiv estherequest,afileshouldbeopened.Thefilecov er
canbeprintedwithinformationthatwillhelproutethefileifitmustbesenttootherdiv isionsoftheinstitution.If
returndatesarefilledinonthefolderthiswillhelpkeeppeopleawareofthetimedeadlines.Thefilefoldercanalsoserv e
asarecordofthedecisionstakenwithrespecttothefile.Tohelptrackrequestsforaccesstorecordsitisagoodideato
hav eadifferentcolouredfolderforfreedomofinformationandpriv acy matters.
Atrackingandrecordingformisusefultorecordtheactionstakentoprocessarequest.Itallowstheinstitutiontoknow
ataglancehowarequestwasprocessedandwhatdecisionsweremadewithrespecttothefile.Also,by keepinga
recordingandtrackingform,itisev identwhathastobedonetocompletethefile.
DoYouHavetheRecord?
Detailedexplanationsoftheterms"custody "and"control"areprov idedinChapter1ofthismanual.Thesedefinitions
helptoestablishifaninstitutionhasarecordsubjecttotheAct,andhencearesponsibility forrespondingtoarequest.
Indetermining"custody "or"control"aninstitutionmustconsiderallaspectsofthecreation,maintenanceanduseof
particularrecords.
Forexample:Recordsofthepublicworksdepartmentofamunicipality wouldbebothinthecustody andunderthe

controlofthemunicipality .
PoliticalrecordsbelongingtoamunicipalcouncilororelectedofficialofaboardorcommissionoraMinister'sstaffmay
comewithinthecustody andcontrolofaninstitutioniftheserecordsareintegratedwithotherfilesheldby the
institution.Whennostepsaretakentoseparatethemaintenanceandstorageofpoliticalrecordsfromaninstitution's
recordsandanemploy eeoftheinstitutionhasresponsibility fortheircare,theserecordsaresubjecttotheAct.
Inaddition,wherearecordinthecustody orcontrolofanelectedofficialiscommunicatedtoanofficeroremploy eeof

aninstitution,therecordmay nowbeconsideredtobeinthecustody andcontroloftheinstitution.
Intheexamplesabov e,theActmightapply totherecordsbecausetheinstitutionwouldhav eeithercustody orcontrol

oftherecords(orboth).
Thefollowingquestionscanbeusedtodeterminecustody orcontrol.Thisisnotanexhaustiv elistofpossible

considerations:
wastherecordcreatedby anofficeroremploy eeoftheinstitution?
whatwastheintendeduseoftherecord?
doestheinstitutionhav epossessionoftherecordeitherbecauseithasbeenv oluntarily prov idedby thecreator
orpursuanttoamandatory statutory oremploy mentrequirement?
iftheinstitutiondoesnothav epossessionoftherecord,isitbeingheldby anofficeroremploy eeoftheinstitution
forthepurposeofhis/herdutiesasanofficeroremploy ee?
doestheinstitutionhav earighttopossessionoftherecord?
doesthecontentoftherecordrelatetotheinstitution'smandateandfunctions?
doestheinstitutionhav etheauthority toregulatetheuseoftherecord?
towhatextenthastherecordbeenrelieduponby theinstitution?
howclosely istherecordintegratedwithotherrecordsoftheinstitution?
doestheinstitutionhav etheauthority todisposeoftherecord?
Forexample:RecordsofFIPPAinstitutionsattheArchiv esofOntarioareinthecustody andcontrolofthearchiv es.
Recordsinthecustody oflawy erspriv ately retainedby aministry oragency may stillbeinthecontrolofthe

institution.
Ifaninstitutionhascustody orcontroloftherecordsandwillberespondingtoarequestforaccesstorecords,itwould
proceedtogatherandrev iewtherecordstodeterminewhatwill,orwillnot,bereleased.
Institutionsmay receiv erequestsforrecordsintheircustody orcontrolbutwhichwouldbemoreproperly handledby
anotherinstitution.Theinstitutionreceiv ingsucharequestshouldconferwiththeinstitutionthathasthegreater
interestintherecordtodeterminewhetheritshouldtransfertherequestoranswertherequestitself.
Forwarding/TransferringRequests
Forwarding
Insomecasesaccessrequestswillbesenttoaninstitutionthatdoesnothav etheresponsiv erecord"initscustody "or

"underitscontrol".Whensucharequestisreceiv edtheinstitutionhasanobligationto:
determineifanotherinstitutionhaseithercustody orcontroloftherecord
ifso,forwardtherequesttothatinstitutionalongwiththeapplicationfeeand
giv ewrittennoticetotherequesteraboutthenewcontact.
Theterm"forward"isusedwhenaninstitutionsendstherequesttowhatshouldhav ebeentheproperinstitution.
Aninstitutionhas15calendarday sfromthedatea"completerequest"isreceiv edtoforwardtherequest.The30day

timelimitbeginswhentherequestisreceiv edatthefirstinstitution.Duetotimeconstraints,institutionsforwardinga
requestshouldimmediately telephonetheFreedomofInformationCoordinatoratthesecondinstitution.Thiswillgiv e
thesecondinstitutionmoretimetolocaterecordsthatareresponsiv etotherequest.
Thesecondinstitutionthatreceiv estherequesthastheremainderofthe30day periodtorespond.Forthisreason,itis

importanttochooseafastandreliablemethodofforwardingarequest.Thetimeforrespondingdoesnotstoprunning
whiletherequestisintransit,howev erthesecondinstitutionmay sendanoticetoanaffectedthirdparty ,requireatime
extension,orissueafeeestimate,allofwhichwouldchangetheoriginaldeadline.
Aninstitutionthatdoesnothav earequestedrecordmustmake"reasonableinquiries"todetermineifanother
institutionhastherecord.Determiningwhatconstitutes"reasonableinquiries"dependsonthecircumstances.
Forexample:Aregionalmunicipality mightreceiv earequestforinformationaboutaprogramrunby alocal

municipality intheregion.Iftheregionknowsthatthematterisalocalresponsibility itwouldbereasonabletoexpect
thattheregionwouldcontactthelocalmunicipality toseeifitisappropriatetoforwardtherequesttothatlocal
municipality .
UndertheActsarequestcanbeforwardedtoaninstitutioncov eredby eitherFIPPAorMFIPPA.
Toassistinstitutionsindeterminingwheretoforwardarequest,theDirectory ofInstitutionsliststheinstitutions
cov eredby bothFIPPAandMFIPPA.
Ifaninstitutiondoesnotknowwheretoforwardarequest,itshouldinformtherequesterofthisandindicatewhatsteps
weretakentomaketheinquiries.
Transferring
Insomecasesmorethanoneinstitutionwillhav ecopiesoftherequestedrecord(s).Aninstitutionmightdeterminethat
anotherinstitutionhasagreaterinterestintherecord.Inthatcasetherequestmay be"transferred"tothesecond
institutionalongwiththeapplicationfee.Aninstitutionisundernoobligationtotransfertherequest,butmay dosoifit
wishes.
Anotherinstitutionhasagreaterinterestinarecordthantheinstitutionthatreceiv edtherequestif:
therecordwasoriginally producedinorforthatinstitutionor
therecordwasnotoriginally producedinorforaninstitution,theotherinstitutionwasthefirstinstitutionto
receiv etherecordoracopy ofit.
Forexample:Bothamunicipality andprov incialgov ernmentministry mighthav eacopy ofanenv ironmentalimpact

study thatwasoriginally preparedfortheprov incialgov ernment.Insuchacasethemunicipality mightdecideto
transfertherequesttotheprov incialministry .
Ifaninstitutionbeliev esthattheinstitutionthatcreatedarecordmightexemptallorpartofarecordfromdisclosureto
therecord,thefirstinstitutionmightconsidertransferringtherequesttothesecondinstitution.
Whenarequestistransferred,thesamerulesregardingtimelimitsapply aswithforwardingarequest.
RecordsofOtherGovernments
Aninstitutioncannotforwardortransferarequesttoafederaldepartment.Therequestermustbeinstructedtore
submittherequestunderthefederalAccesstoInformationActorthePrivacyAct.
Forexample:Allrecordsofindictablecriminalconv ictions,supportedby fingerprintsareheldby theRCMP.While

Prov incialandMunicipalpoliceagencieshav eaccesstoCriminalHistory information,anindiv idualrequiringanofficial
copy oftheirownhistory mustbedirectedtosubmitsucharequesttotheRCMP,supportedby theirfingerprints.Ifthe
requestwasmadetoaMunicipalorProv incialpoliceagency ,itcannotforwardortransfersucharequest.Therequest
mustberesubmittedtotheRCMP.
SharedInterestinaRequest
Whenitisdeterminedthatmorethanoneinstitutionhasrecordsresponsiv etoarequest,theinstitutionthatreceiv ed
therequestshouldinformtherequesterofthisfact.Therequestershouldbeprov idedwiththenamesandaddressesof
contactsintheotherinstitutions.
LocatingandReviewingRecords
s.24(4),26,27 ,28,57 FIPPA/s.19,20,21,45MFIPPA
s.6,6.1,7 O.Reg460/s.6,6.1,7 O.Reg823
Whenanaccessrequestisreceiv ed,theinstitutionmustsearchfortherequestedrecords,examinethemanddecide
whatwillbereleased.Duringtherev iewoftherecords,aninstitutionmay finditnecessary toextendthetimeperiodto
respondtoarequest,notify affectedpartiesand/orissueafeeestimate.Intheseinstancesthetimeperiodfor
processingtherequestissuspendedorextended.
SearchforRecords
Searchesforrecordsresponsiv etoarequestshouldinclude,wherepracticable,enquiriesofstaffresponsibleforthe
issueatthetimetherecordswerecreatedormighthav ebeencreated.
Thefollowingshouldalsobeconsideredwhensearchingforrecords:
identify thespecificfilesanddatabanksthatshouldbesearched
ensurethatifarequesterclaimscertainrecordsshouldexist,they hav ebeensearchedforintheappropriatefiles
and
establishwhetherotherfilesanddatabanksincludingemailsandthoseofalternativ emediamightcontain
recordsresponsiv etotherequest.
Aninstitutionshouldbepreparedtov erify inanaffidav it,thestepstakentolocatearecord.
TimeExtensions
Aheadmay extendthetimelimitsetoutins.26FIPPA/s.19MFIPPAforaperiodoftimethatisreasonableinthe
circumstances,where:
therequestisforalargenumberofrecordsornecessitatesasearchthroughalargenumberofrecordsand
meetingthetimelimitwouldunreasonably interferewiththeinstitution'soperations.Notethataninterference
withoperationsposedby meetingthetimelimitisnotanindependentgroundonwhichtobaseatimeextension.
Anextensioncanonly beclaimediftherequestisforalargenumberofrecordsornecessitatesasearchthrougha
largenumberofrecordsandmeetingthetimelimitwouldbeanunreasonableinterference.
consultationsthatcannotreasonably becompletedwithinthetimelimitarenecessary tocomply withtherequest.
Consultationsinthiscontextdonotincludeconsultationswithinaninstitution,butmay includeconsultations
betweenoramonginstitutions.
Examplesoftimeextensionare:
Aninstitutionreceiv esarequestforalargenumberofrecordsthatrequirescarefulrev iewby theindiv idualacquainted

withtherecordsandthisindiv idualcanonly beav ailableonaparttimebasis.
Amunicipality mighthav etoconsultwiththeprov incialgov ernmenttodetermineifs.9ofMFIPPA(relationswith

gov ernments)appliestotherequestedrecords.
Aninstitutionshouldconsiderallofthepotentialfactorsthatmay contributetotheneedforthelengthofatime
extension.Thetimelimitinsection26FIPPA/s.19MFIPPAcanonly beextendedonce.Further,whenassessingthe
lengthoftimeoftheextension,theinstitutionmustmakeitsdecisionregardingtimerequiredwithintheinitial30day
timeperiodprescribedinsection26FIPPA/s.19MFIPPA.
Allrequestsforextensionoftimemustbereasonable.Inordertoascertainthereasonablenessoftherequestforan
extensionoftime,theinstitutionmustexplainwhy theconsultationwilltaketheamountoftimeindicated.
Therearetwolegitimatecoursesofactionthataninstitutionmightconsiderwhencompliancewiththetimelimitsetout
intheActplacesanexcessiv estrainonresources.They areasfollows:
negotiatewiththerequesterwhosendsinnumerousrequestsastowhetherheorshewouldconsenttowaiv ethe
30day limitforeachoftherequestsinfav ourofaresponsewithin30day sinrespectofcertainpriority requests
andalongerresponsetimeinrespectofothers.
ifatallpossible,allocatetheinstitution'sresourcesinsuchaway that,onanemergency basis,additionalstaffcan
beassignedtoassistthoseroutinely workingonfreedomofinformationrequests.
Theinstitution'sFreedomofInformationCoordinatorcouldworkonaonetoonebasiswiththerequestertowork
outacompromise.Wherepossible,thecoordinatormay offertherequesteraccesstotheoriginals,afewatatime,
andtherequestercouldthendeterminewhichrecordsheorshewouldlikecopied.
Aninstitutionshouldconsidereachrequestseparately anddecideonacaseby casebasis,whetherarequest's
v olumejustifiesanextension.
Iftheheadextendsthetimelimit,theheadmustgiv etherequesterawrittennoticethatsetsout:
thelengthoftheextension
thereasonfortheextensionand
thefactthattherequestercanasktheIPCtorev iewthedecisiontoextendthetimeperiod.
AppendixIVcontainsasampleoftimeextensionnotice.Aheadmay wishtosendsuchanoticeonceadepositforthe
feeestimateisreceiv edseeOrder#M107 1.
NoticestoAffectedThirdParties
Recordssometimescontaininformationconcerningapersonotherthantherequester.Inthisinstance,apersonmay be
anotherindiv idualoracorporation,partnershiporotherlegalentity consideredtobeaperson.Beforegrantingaccess
toarecordaffectingathirdparty ,aheadmustgiv ewrittennoticetothethirdparty towhomtheinformationrelates.
Theinformationisconsideredtoaffectathirdparty if:
theheadhasreasontobeliev ethattherecordcontainsthirdparty informationreferredtoins.17 (1)FIPPA/
s.10(1)MFIPPAor
therecordcontainspersonalinformationthattheheadhasreasontobeliev emight,ifreleased,constitutean
unjustifiedinv asionofpersonalpriv acy (s.21(1)(f)FIPPA/s.14(1)(f)MFIPPA).
Anoticetoanaffectedparty giv esthatparty anopportunity tomakerepresentationsabouttheproposeddisclosureof

recordsthataffecthim/her.
Iftheheadintendstoreleasetherecords,thentheaffectedparty mustbegiv enanotice.Thenoticemustcontain:

astatementthattheheadintendstodisclosearecordorpartofarecordthatmay affecttheinterestsoftheperson
ororganization
adescriptionofthecontentsoftherecordorthepartthatrelatestothethirdparty and
astatementthatthepersonmay ,within20day safterthenoticeisgiv en,makerepresentationstotheheadasto
why therecordinwholeorinpartshouldnotbereleased.
Thenoticemustbegiv enwithintheinitial30day periodafteracompleterequestisreceiv edor,iftherehasbeenan

extensionoftime,withintheextendedtimeperiod.
Thethirdparty has20day safterthenoticeisgiv entomakerepresentationstothehead.Representationsaretobein

writingunlesstheheadpermitsthemtobemadeorally .Aftertherepresentationsaremade(orafterthe20day period
forrepresentationshaselapsed),theheadmustdecidewithin10day swhethertodisclosetherecord.
Ifaffectedthirdpartieshav ebeennotified,thiswilldelay theprocessingofarequest.Therefore,theheadmustnotify

therequesterofthedelay .Itisadv isabletodothisatthesametimethattheaffectedthirdparty isnotified.Thenoticeto
therequestermuststatethatthe:
disclosureoftherecordorpartmay affecttheinterestsofathirdparty
thirdparty hasanopportunity tomakerepresentationsconcerningthedisclosureand
headwilldecidewithin30day siftherecordorpartwillbereleased.
Ifaheaddecidestoreleasearecordinwholeorinpartthataffectsathirdparty andhasheardrepresentationsfromthe
thirdparty ,orthetimeperiodformakingrepresentationshasexpired,theheadmustnotify therequesterandthe
affectedthirdparty that:
thepersontowhomtheinformationrelatesmay appealthedecisiontotheIPCwithin30day sand
therequesterwillbegiv enaccesstotherecordorpartunlessanappealisfiledwithinthe30day safterthenotice
isgiv en.
Thenoticeshouldbev ery clearthattherequesterwillbegiv enaccesstotherecordorpartunlesstheaffectedthird

party appealstotheIPCwithinthe30day timelimit.
AppendixIVcontainssamplenotificationletterstothirdpartiesandtorequesters.
FeeEstimates/InterimNotices
Inprocessingarequest,certaincostsfortime,materialsandserv iceswillbeincurred.Immediately uponreceiptofa
request,thecostsgeneratedinprocessingarequestforaccessto
generalrecordsand,toalimitedextent,thecostsforprocessingarequestforpersonalinformationstarttoaccumulate.
Ifitappearsthatthecostsofprocessingtherequestwillbeov er$25.00,therequestermustbegiv enafeeestimate
beforetheheadgrantsaccesstotherecords.Ifthecostestimateis$100.00ormore,theheadmay requirethe
requestertopay adepositequalto50percentoftheestimatebeforetakingany furtherstepstorespondtotherequest.
Forexample:Aninstitutionreceiv esarequestforrecordsthatitknowswilltakemorethan3hourstolocate,prepare
andcopy (thiswillberoughly equiv alenttofeesof$100.00ormore).Theinstitution'sfirststepmightbetopreparea
costestimateforprocessingtherequest.Thiscostestimatewouldlikely inv olv eprocessingarepresentativ esampleof
therecordsandestimatingprobablecosts,exemptionsappliedandexpecteddecisionsregardingdisclosure.Asthe
requestwillcostov er$25.00toprocess,theinstitutionisrequiredtosendacopy ofthisfeeestimatetotherequester.
Inaddition,sincetheexpectedfeewillbeov er$100.00,theinstitutionisentitledtoaskforadepositof50%of
expectedcostsintheletterprov idingafeeestimate.Theinstitutionisnotrequiredtocompleteany furtherworkin
respondingtotherequestuntilitreceiv esthe50%depositfromtherequester.Ifthecostofprocessingtherequestwas
lessthan$100.00,theinstitutionwouldberequiredtoissueafeeestimateandcontinueprocessingtherequestwithout
receiv ingadeposit.
Theheadisrequiredtonotify therequesterofhis/herdecisionregardingaccesstotherequestedrecordswithin30day s
ofreceiv ingtherequest.Therefore,boththefeeestimatenoticeandanoticeofdecisiononaccessmustbeissuedwithin
the30day period(unlesstherehasbeenatimeextensionorathirdparty noticeissued).Thereare3distinctsituations
withrespecttofeeestimatenoticesandfinaldecisions:
wheretheaccessrequestwillcost$25.00orlesstoprocess,nofeeestimateisrequired.
wherethenumberofrecordsisnotlargeorunduly expensiv etoretriev e(i.e.ov er$25.00butunder$100.00to
process),theinstitutionshouldrev iewtherecordsandprov idetherequesterwithbothafeeestimateanda
decisionaboutdisclosurewithinthe30day period.Theinstitutionisnotallowedtostopprocessingtherequest
onceafeeestimatehasbeensentbutmay determinethebesttimetosendthefeeestimateintherequest
processingcy cle.
wheretheprocessingcostsforarequestwillbeov er$100.00,theinstitutionshouldfollowtheexampleprov ided

abov ewhereadetailedfeeestimateisdev eloped.Workonprocessingtherequeststopsuntiltherequester
prov idesa50%deposit.
Inthelattercase,theheadmay wishtoprov idetherequesterwithanoticecombiningthefeeestimatewithaninterim

decision.Aninterimdecisionletstherequesterknowthatcertainexemptionsmay apply totherecords,althoughno
finaldeterminationhasbeenmade.Sincethisisnotafinaldecision,itisnotbindingontheinstitutionandisnotsubject
toappeal.Howev er,thefeeestimatemay beappealed.
Boththeinterimdecisionandfeeestimatearedeterminedusingoneofthefollowingmethods:
consultingwithanemploy eeoftheinstitutionwhoisfamiliarwiththety peandcontentsoftherecordsor
basingtheinterimdecisionandfeeestimateonarepresentativ e(asopposedtohaphazard)samplingofthe
records.
Inallcases,thefeeestimateshouldbebasedonanexaminationoftherecordsandshouldprov idetherequesterwithas
muchinformationaspossibleaboutthecoststhatwillbeincurredinprocessingtherequest.Theestimateshouldalso
indicatethattherequestermay askforafeewaiv er.
Oncetheinterimnoticeandfeeestimatearesentthe30day clockstopsuntiltherequesterindicateswillingnessto
proceedwiththerequest(aninstitutionmay requesta50%feedepositasanindicationoftherequester'swillingness).A
timeextensionnoticecanthenbesentifnecessary afteradepositisreceiv ed.
SeeChapter6(Fees)forinformationaboutchargeablecosts,thecalculationoffees,depositsandfeewaiv ers.
GrantingandDenyingAccess
s.10,14(3),21(5),24,26,28,29,30FIPPA/s.4,8(3),14(5)17 ,19,21,22,23MFIPPA
s.3O.Reg.460FIPPA/s.2O.Reg.823MFIPPA
Oncetheaccessdecisionhasbeenmade,writtennoticeofthedecisionmustbeprov idedtotherequesterandany
affectedthirdparties.Thenoticemustbegiv enwithinthe30day timeperiod(orwithintheperiodofextendedtime,if
any ).
Howev er,ifthirdparty noticeshav ebeengiv en,thenoticeofadecisionconcerningdisclosurecannotbegiv enuntil:

aresponsefromathirdparty hasbeenreceiv edor
afterthe20day periodinwhichathirdparty canrespondtoathirdparty noticehaselapsed.
Ifaheaddoesnotgiv etherequesternoticeofhis/herdecisionwithinthe30day s(orwithinthetimeframesextended

undertheextensionoftime,orthirdparty noticeprocedures)theheadisdeemedtohav erefusedaccesstotherecord.
Therequestermay thenappealtotheIPC.
AccesstoOriginalandCopying
Requestersmay asktov iewallorpartofanoriginalrecord,ratherthanbeingprov idedwithacopy .Theheadcan
prov ideaccesstooriginalmaterialsifthecircumstancesmakethispossible.Forinstance,itmay notbereasonableto
prov ideaccesstooriginalrecordsiftheirsecurity wouldbecompromised.Anarchiv es,forexample,mighthav e
recordswithhistoricalv alueinoriginalandmicroficheform.Accesstothemicrofichemightonly bepossiblebecauseof
theageandconditionoftheoriginalrecords.
Whenaccessistobegrantedtoanoriginalrecord,theinstitutionmustensuresecurity ofthatrecord.Inotherwords,
theinstitutionmustthentakereasonablestepstoensurethattherecordisnotdefaced,changed,destroy edorstolenas
aresultofgrantingaccess.Aninstitutionmay wish,forexample,tohav eanemploy eepresentwhenaccesstotherecord
isprov idedtotherequester.Ingeneral,thenatureofsecurity measurestakenshouldbedeterminedby thenatureof
theoriginalrecordrequested.
Whenaninstitutionhassev eralsitessuchasregionalorfieldoffices,theheadhasthediscretiontodeterminethesite
whereaccesswillbegrantedtotherecord.
Factorstoconsiderinexercisingthisdiscretioninclude:
whethersecurity oftherecordcanbemaintainedwhiletransportingtherecordoratasiteotherthanwherethe
recordislocated
whetheraccessatanothersitewouldresultinundueinconv enienceorexpense,orwouldcompromisethe
operationoftheinstitution
whethertherecordisinactiv euseandneededonsite
whethertherearelegalrequirementsformaintainingtherecordonsiteand
thev olume,sizeandfragility oftherecords.
Inexercisingthisdiscretion,theheadmustassesstheparticularfactsofeachcasebeforeadecisionismade.
Arequestercanaskforcopiesofallorpartofanoriginalrecordhe/shehasexamined.Therequestermustbegiv ena
copy ofwhatiswanted,unlessitwouldnotbereasonabletoreproducetherecordorpartbecauseofitslengthor
nature.
Ifaphotocopy ismadeoftheoriginalsev eredrecord,therequesterischargedforthecostofphotocopy ing.
GrantingAccesstoRecordsinWhole
Ifarecordistobereleasedinitsentirety ,arequestershouldbeinformedofthisinadecisionletterthatoutlinesany
feesthathe/shewillberequiredtopay .Acopy oftherecordbeingprov idedmay beenclosedwiththeletteriffeesare
notanissue.Ifaccessistobeprov idedtoanoriginalrecordratherthanacopy ,thelettershouldinformtherequesterof
thetimeandplacewheretherecordcanbeseen.
Theinstitutionshouldconfirmtheidentity ofindiv idualsrequestingpersonalinformationbeforeany personal

informationisreleased.Furtherinformationaboutv erify inganindiv idual'sidentity isdiscussedlaterinthischapter.
DenyingAccesstoRecordsorPartsofRecords
Whenaccesstoarecordisrefusedorisonly partially grantedinthecaseofa"sev ered"record,therequestermustbe
notifiedofthedecisionandthesectionsoftheActwhichjustify thatdecision.Theheadisrequiredtoprov idea
requesterwithinformationaboutthecircumstanceswhichformedthebasisforthehead'sdecisiontodeny access.In
theendtherequestershouldbeinthepositiontomakeaninformeddecisionastowhetherornottoseekarev iewofthe
head'sdecision.Therequestermustalsobenotifiedwhenitisdeterminedthattherecordsoughtdoesnotexist,
Thenotificationmustcontainthefollowinginformation:
astatementthattherecorddoesnotexistor
wheretherecordexists,thespecificprov isionoftheActunderwhichaccessisrefusedandthereasonthe
prov isionapplies
thenameandpositionofthepersonresponsibleforthedecisionand
thattherequestermay appealthedecisiontotheCommissioner.
Theheadisrequiredtoprov idetherequesterwithacleardescriptionoftherecordsrespondingtotherequestanda
specificreferencetotheexemptionbeingused.Thedecisionlettershouldbeaccompaniedby adetailedindexof
recordsatissuewhichdescribesthecontentsandsubjectmatteroftherecords.Intheend,therequestershouldbein
thepositiontomakeareasonably informeddecisiononwhethertoseekarev iewofthehead'sdecisionby the
Commissioner.
Aninstitutionmustdescribethewithheldrecord(s)by prov idingatleastasummary ofthecategoriesoftherequested

recordsinenoughdetailtosufficiently allowarequestertomakeareasonably informeddecisionwhetherornotto
appeal.Careshouldbetakennottodiscloseany nameswhendescribingthewithheldrecord(s).
AppendixIV(SampleNotificationLetters)containsasamplenoticedeny ingaccesstorecords.
RefusingtoConfirmorDenytheExistenceofaRecord
Aninstitutionmay refusetoconfirmordeny theexistenceofarecordiftherecordrelatestolawenforcement,orif
disclosureoftherecordswouldconstituteanunjustifiedinv asionofpersonalpriv acy .
Forexample:Asocialserv icesdepartmentthatacknowledgesthatarecordaboutaparticularindiv idualexistsmay

inv adethatindiv idual'spersonalpriv acy becausetheacknowledgmentwouldbeastrongindicationthatthepersonwas,
oris,inreceiptofsocialassistance.
Thenoticeofrefusaltotherequestermuststate:
thattheheadrefusestoconfirmordeny theexistenceoftherecord
theprov isionoftheAct(lawenforcementorunjustifiedinv asionofpersonalpriv acy )onwhichtherefusalis
based
thenameandofficeofthepersonresponsibleformakingthedecisionand
thattherequestermay appealthedecisiontotheIPC.
Apoliceagency thatacknowledgesthatarecordexistsaboutaparticularindiv idualmay compromiseaninv estigation

beforeadecisionismadetolay acharge.
AccesstoOwnPersonalInformation
s.47 ,48FIPPA/s.36,37 MFIPPA
FIPPA/MFIPPAprov ideanindiv idualwitharightofaccesstohis/herownpersonalinformation,regardlessofwhether

theinformationisheldinapersonalinformationbankoringeneralrecords.
Arequestby anindiv idualmustmeetthecriteriafora"completerequest".Itmustbeinwriting,mustbeaccompanied

by the$5.00applicationfeeandmustidentify thepersonalinformationbankwheretherecordisheldorthelocationof
thepersonalinformation.Theinstitution'sDirectory ofRecordswillassisttherequesterinlocatingthespecificpersonal
informationbankthatcontainshis/herinformation.
IdentificationRequiredforAccess
Whenreleasingpersonalinformation,aninstitutionmustv erify andsatisfy itselfwiththerequester'sidentity andensure
thattherecordsaresafely transmitted.Verify inganidentity canbedoneinsev eralway s,forexample:
askingforphotoidentification,e.g.driv er'slicenseorapassport
spellingofnames,address,telephonenumber,signature,handwriting,etc.,shouldberev iewedandcompared
withtheinformationthataninstitutionmay hav eonfile.Any discrepanciesshouldtriggerfurtherinquiry or
iftherequesterwishestoexaminethepersonalinformationinperson,properidentification(suchasadriv ers
licence)shouldbeexaminedbeforeaccesstothefileisgranted.Sincenotev ery onehasadriv er'slicence,
howev er,theinstitutionshouldbepreparedtoacceptotherappropriatedocumentation.
Iftherequesterwishestohav eacopy ofthepersonalinformationmailedtohimorher,theinstitutionshouldv erify the

requester'sidentity by telephonebeforeforwardingtherequestedrecords.Thisv erificationcouldincludeaskingthe
indiv idualtosubmitphotocopiesofhis/heridentification.Sincesomeindiv idualsmay hav eproblemswithphy sical
access,requiringpersonalattendancetov iewpersonalinformationshouldnotbethestandardmethodofv erify ing
identity .
ComprehensibleForm
Personalinformationmustbeprov idedtotheindiv idualinacomprehensibleformandinamannerthatindicatesthe
generaltermsandconditionsunderwhichtheinformationisstoredandused.
Personalinformationmay bestoredinsuchamannerthatitisnotreadily understoodby theindiv idual.Forinstance,

informationproducedincodedformismeaninglesswithoutprov idingthekey tothecode.Informationprov idedin
responsetoarequestundertheActshouldbedecoded,orthecodeorkey prov ided,sotheinformationcanbe
understoodby theindiv idual.
CorrectionofPersonalInformation
Ev ery personwhoisgiv enaccesstohis/herowninformationhastherighttorequestcorrectionoftheinformationif
he/shebeliev esthatitcontainserrorsoromissions.
Therightofcorrectionappliesonly topersonalinformationtowhichanindiv idualisgiv enaccessandforwhichthe

indiv idualhaspaidthe$5.00applicationfee.Themeaningoftheword"correction"incorporatesthreeelements:
theinformationatissuemustbepersonalinformationand
theinformationmustbeinexact,incompleteorambiguousand
theIPCwillnotorderacorrectionthatisasubstitutionofopinion.
Opinionmaterialobtainedfrompersonsotherthantheindiv idualrequestingthecorrectionwouldnotordinarily be
changed.Astatementofdisagreementisappropriate.TheAccess/CorrectionRequestformmay serv easastatementof
disagreement.
Anopinionexpressedby theindiv idualwhichhasbeeninaccurately recordedwould,inalllikelihood,becorrected.

Howev er,anopinionwhichwasaccurately recordedatthetimeitwascollectedbuthaschangedsubsequently would
notlikely bealtered.
Whentherequestforcorrectionhasbeenreceiv ed,theheadmustdeterminewhethertheinformationsubmittedfor
correctioncanbev erified.Insomecases,documentary proofshouldberequested,especially iftheinformationimpacts
onanindiv idual'sfinancialstatusoreligibility forabenefit.
Iftherequestedcorrectionofpersonalinformationisnotmade,theindiv idualshouldbeinformedofthereasonsthe
correctionwasnotmadeandthathe/shehastherightto:
appealthedecisiontotheIPC
requirethatastatementofdisagreementbeattachedtotheinformationor
hav eany personorbody towhomthepersonalinformationwasdisclosedwithinthelasttwelv emonthsnotifiedof
thecorrectionorstatementofdisagreement.
Ifthecorrectionismade,therequestershouldbenotifiedwithacopy ofthecorrectedrecord.Therequestershould
alsobenotifiedoftherighttohav eany persontowhomthepersonalinformationwasdisclosedduringthepast12
monthsnotifiedofthecorrection.
TheActdoesnotspecify thetimeperiodwithinwhicharesponsemustbeprov idedtoarequestforcorrection.The

general30day periodisconsideredreasonable.
ChecklistforProcessingaRequest
ARequestisReceived
1.Istherequestinwriting,doesitmentionFIPPA/MFIPPAanddoesitincludethe$5.00applicationfee?
2.Doesitprov idesufficientdetailtoenableanexperiencedemploy eetoidentify therequestedrecord(s)?
i.Ifnot,assisttherequestertorewritetherequest.
3.Datestamptherequest,openafileandprepareatrackingandrecordingform.
DotheRequestedRecordsExist?
1.Dotherecordsexistorarethey capableofbeingreproducedfromamachinereadablerecord?
i.Ifnot,notify therequesterthattherecordsdonotexist.
Doesyourinstitutionhavecustodyorcontroloftherecords?
1.Ifnot,makereasonableinquiriestodeterminewheretoforwardtherequest,andforwardtherequestwithin15day s
ofreceipt.Notify therequesteriftherequestisforwarded.
2.Ify oudonotknowwheretoforwardtherequest,notify therequesterthattherecordsdonotexistandthatthe
requestercanappealtotheIPC.
3.Ify ourinstitutionandanotherinstitutionhav ecopiesoftherecords,determinewhichinstitutionhasagreater
interestintherecordandifappropriate,transfertherequesttotheotherinstitutionwithin15day sofreceiv ingthe
request.Notify therequesterofthetransfer.
LocatingandReviewingtheRecords
1.Gathertherecordsorasampleoftherecordsandrev iewthem.
2.Willsomeoftheexemptionsapply ?
3.Doy ouneedmoretimetoprocesstherequest?
4.Dotherecordsaffecttheinterestsofthirdparties?
5.Willtherebeacostforprocessingtherequest?
6.Isatimeextensionrequired?Ifso,notify therequester.
7 .Doesitappearthaty ouwillbegrantingaccesstorecordsthataffecttheinterestsofathirdparty ?Ifso,sendnotices
andgiv eaffectedthirdpartiesanopportunity tomakerepresentationsaboutthedisclosureofrecordsthataffect
them.Thiswillaffectthedeadlineforrespondingtotherequest.
8.Ifthefeewillbeov er$25.00,therequestermustbegiv enafeeestimate.Ifov er$100.00a50%depositmay be
requested.
ProcessingtheRequest
1.Retriev etherecords.
2.Determinewhatexemptionsapply .
3.Determineiftheov errideprov isionsapply .
4.Ifrequired,sev erexemptmaterialfromtherecords.
5.Determinewhatthefinalfeewillbeandifthefeeswillbewaiv ed.
GrantingorDenyingAccesstotheRecords
1.Ifaccesstoarecordorpartofarecordisgranted,determinethemethodofaccess(copy ororiginal).
2.Ifaccessisgranted,giv etherequesternoticeregardingaccess.
3.Ifanaffectedthirdparty isinv olv ed,giv enoticeregardingaccesstothirdparty andrequester
i.Notethattheaffectedthirdparty has30day sinwhichtoappealy ouraccessdecisiontotheIPC.Accessisnot
grantedtotherecorduntilthe30day shav eexpiredandanappealhasnotbeenfiled.
4.Collectfeewhereapplicable,andprov iderecord.
Or
Givetherequesteranoticeofrefusalif:
therecorddoesnotexist
allorpartoftherecordisexemptfromdisclosureor
theinstitutionisrefusingtoconfirmordeny theexistenceofcertainrecords.
CorrectingPersonalInformation
1.Ifanindiv idualrequeststhecorrectionofpersonalinformation,v erify theinformationtobecorrected,correctthe
personalinformationorpermitastatementofdisagreementtobefiled.
2.Ifrequested,notify recentusersofthepersonalinformationofthecorrectionorstatementofdisagreement.
CompletetheFile
1.Documenttherequestandallactionstaken.
2.Closethefile,unlessanappealiscommenced.
Exemptions
DraftByLaws,RecordsofClosedMeetings(s.6MFIPPA)
Section6oftheMunicipalFreedomofInformationandProtectionofPrivacyAct(MFIPPA)isadiscretionary
exemption.ThereisnocomparablesectioninFreedomofInformationandProtectionofPrivacyAct(FIPPA).Itis
intendedtoprotectthefreediscussionofsensitiv esubjectswherelegislationallowsamunicipality orlocalboardto
discussthosesubjectsincamera.Thisexemptioncannotbereliedoniftherecordsareov er20y earsold.The
compellingpublicinterestov errideins.16doesnotapply tothisexemption.
DraftBylaws
s.6(1)(a)
Thisexemptionpermitstheheadtodeny accesstoadraftby laworpriv atebill,unlessthedrafthasbeenconsideredin

anopenmeeting.Theterm"considered"inv olv esexaminationordeliberation.Only thedraftby lawitselfwouldbe
exemptasthisprov isiondoesnotexemptfromdisclosurerecordsthatwouldrev ealthecontentsofdrafts.
Forexample:Disclosingbackgroundrecordsusedinpreparingthedraftby lawmay allowanaccurateinferencetobe

drawnaboutthenatureofthedraftby lawbutthisexemptioncannotbeappliedtoprev enttheirrelease.
ClosedMeetings
s.6(1)(b)
Thissubsectionpermitstheheadtoprev entdisclosureofarecordwhichrev ealsthesubstanceofdeliberationsofa
closedmeetingofacouncil,board,commissionorotherbody oracommitteeofoneofthem.Inordertoqualify forthis
exemption,theinstitutionmustestablish:
a.thatameetingwasheldintheabsenceofthepublic,and
b.thatastatuteauthorizestheholdingofthemeetingintheabsenceofthepublic,and
c.thatdisclosingtherecordwouldrev ealtheactualsubstanceofdeliberationsofthemeeting.
Theterm"substanceofdeliberations"hasbeeninterpretedtomeanthethemeorsubjectmatterthathasbeen
consideredthroughdiscussion.Ifthesubjectmatterofthedeliberationsislaterconsideredinanopenmeeting,this
exemptionnolongerappliestotherecord.Howev er,adistinctionhastobemadebetweentheresultsofthe
deliberationsandthesubjectmatter.Ameredisclosureorreportingofadecisionmadeatanincamerameetingcannot
becharacterizedasa"consideration"ofthesubjectmatteroftheincameradeliberations.Aswell,adiscussionofthe
productorresultsofdeliberationsdoesnotnecessarily rev ealdetailsaboutsubjectmatterdiscussedincamera.
Forexample:Aconsolidatedbudgetwhichwasdeliberatedinanincamerameetingwasformally adoptedatapublic
meeting.Becausethelineitemsofthatbudgetwerenotdiscussedatthepublicmeeting,theirsubstancewouldnothav e
beenrev ealed.
CabinetRecords(s.12FIPPA)
Section12ofFreedomofInformationandProtectionofPrivacyAct(FIPPA)isamandatory exemption.Thereisno
comparablesectioninMunicipalFreedomofInformationandProtectionofPrivacyAct(MFIPPA).Itspurposeisto
prohibitdisclosureofrecordswheredisclosure"wouldrev ealthesubstanceofdeliberationsofanExecutiv eCouncilor
itscommittees".Therighttoclaimthisexemptionisnotrestrictedwhentherecordhasbeendisclosedwithoutthe
knowledgeoftheinstitution.
"Executiv eCouncil"meansCabinet.
Theexemptionappliesto:
CabinetandcommitteesofCabinetincluding:Policy andPrioritiesBoard,ManagementBoard,Legislationand
Regulations,andCabinetcommitteesestablishedforv ariouspolicy areasorthatareconstitutedfromtimeto
time.
RecordsnotsenttoCabinetoritscommittees,ifdisclosureoftherecordwouldpermitanaccurateinference
concerningthesubstanceofdeliberationsofCabinetoritscommittees.
Theexemptiondoesnotapply to:
RecordssenttoCabinetinamannerthatisoutsidethenormalCabinetsubmissionprocess.Forexample,the
exemptiondoesnotapply whereanongov ernmentalthirdparty sendsaproposaldirectly toCabinet.
Itisnotnecessary toshowthatany injury wouldresultfromdisclosureinordertoclaimtheexemption.
Thecompellingpublicinterestov errideins.23doesnotapply tothisexemption.
SubstanceofDeliberations
s.12(1)Aheadshallrefusetodisclosearecordwherethedisclosurewouldrev ealthesubstanceofdeliberationof
Cabinetoritscommittees,includingcertainrecordsreferredtoinclauses(a)through(f).Theuseoftheword"including"
indicatesanexpandeddefinitionofthety pesofrecordswhicharedeemedtoqualify assubjecttotheexemption,
regardlessofwhethertheirdisclosurewouldrev ealthesubstanceofdeliberationsofCabinet.Atthesametime,the
ty pesofrecordslistedinclauses(a)through(f)arenottheonly oneseligiblefortheexemption.Any recordwhose
disclosurewouldrev ealthesubstanceofdeliberationsofCabinetoritscommitteesqualifiesfortheexemptionin
s.12(1).Only inrarecircumstanceswouldarecordwhichhasnev erbeenplacedbeforeCabinetrev ealthe"substanceof
deliberations"ofCabinet.
AgendasandMinutes
s.12(1)(a)
Anagenda,minuteorotherrecordofthedeliberationsordecisionsoftheCabinetoritscommitteesisexempt."Other
records"hav etobeofthesamenatureasanagendaorminute.
PolicyOptionsandRecommendations
s.12(1)(b)
Arecordcontainingpolicy optionsorrecommendationssubmittedorpreparedforsubmission,toCabinetorits
committeesisexempt.ThisincludesaCabinetsubmission(orpolicy submission)thatproposesalternativ ecoursesof
actiontoresolv eaproblem,prov idesdiscussionofthemeritsofthealternativ esandmakesrecommendations.
Theremustbeev idencethattherecordeitherwassenttoCabinetforconsiderationorwaspreparedwiththespecific
intentionofpresentingittoCabinet.
BackgroundExplanationsandAnalyses
s.12(1)(c)
Thissubsectionprov idesanexemptionforrecordsthatdonotcontainpolicy optionsorrecommendationsreferredto

ins.12(1)(b),butthatdocontainbackgroundexplanationsoranaly sesofproblemssubmittedorpreparedfor
submissiontoCabinetoritscommitteesforconsiderationinmakingdecisionsbeforethosedecisionsareimplemented.
Forthisexemptiontoapply ,itisnotenoughfortheissuestohav ebeenconsidered,butrathertherecorditselfmust
hav ebeensubmittedorpreparedforsubmissiontoCabinetforitsconsideration.
ACabinetsubmissionissometimesaccompaniedby arecordwhichprov idesabackgroundexplanationoranaly sisof

theproblemwhichtheCabinetsubmissionisintendedtoaddress.Suchaccompany ingmaterialisonly exemptfrom
disclosureunderthissubsectionuntilCabinethasdecidedthecourseofactionitwilltakeinrelationtotheissueandthe
decisionhasbeenimplemented.Adecisionhasbeenimplementedwhenstepshav ebeentakentogiv eeffecttothe
decision.
Forexample:Cabinetmay decidetointroducelegislation,butthedecisionisnotimplementeduntilthelegislationis
tabledintheLegislativ eAssembly .
Ev enthoughnotexemptunderthissubsection,backgroundexplanationsandanaly sesmay beexemptiftheserecords

wouldrev ealthe"substanceofdeliberations"ofCabinet.
ConsultationAmongMinisters
s.12(1)(d)
Thissubsectionprov idesanexemptionforrecordsusedfororreflectingconsultationamongCabinetMinisterson
mattersrelatingtomakinggov ernmentdecisionsorformulatinggov ernmentpolicy .Suchrecordswouldusually be
memorandatoandfromministersandminutesofmeetingsofministers.Recordsnotexemptwouldincludethoseused
forconsultationsamongpublicserv ants.
BriefingtoMinister
s.12(1)(e)
Thissubsectionprov idesanexemptionforarecordtobriefaCabinetMinisteronmattersthatcurrently are,orare

proposedtobe,broughtbeforeCabinetoritscommittees,orthatarethesubjectofconsultationamongministers
relatingtogov ernmentdecisionsorformulatinggov ernmentpolicy .Suchrecordsareordinarily preparedby the
institution'sstaffortheminister'spoliticaladv isorsandwouldty pically containinformationthatwouldinformthe
ministeroftheessentialfactsandcircumstancesrespectingamatter.Anindexorlistoftopicsorbriefingsconsidered
by aministerwouldnotcontainsufficientinformationtofallwithinthesubsection.
Briefingnotesshouldincludeinformationonwhy thenotewasprepared.Thisisparticularly importantiftheissueis

beforeCabinetoritscommittees(e.g.ManagementBoardofCabinet)andaclaimismadethattherecordshouldbe
exemptunders.12.
DraftLegislation
s.12(1)(f)
Draftlegislation(includingregulations)isexemptfromdisclosure.Howev er,thissubsectiononly applieswhere

disclosureoftherecordwouldrev ealthesubstanceofdeliberationsofCabinet.Theexemptiondoesnot,therefore,
inhibitthepracticefollowedby many ministriesofdistributinglegislationforcommenttointerestedpartieswhenthe
draftlegislationisunderdev elopmentby aministry buthasnoty etbeensubmittedtoCabinet.Wherethedrafthasbeen
consideredby Cabinet,Cabinetmay consenttodistributionofthedraftforcomment.
ExceptionstoExemptionforCabinetRecords
DocumentsMoreThanTwenty(20)YearsOld
s.12(2)(a)
Aheadshallnotrefusetodisclosearecordunders.12(1)wheretherecordismorethan20y earsold.Thissubsection
doesnotplaceanobligationonaninstitutiontoretainarecordfor20y ears.Recordretentionscheduleswillbe
followedindeterminingtheappropriatedispositionofCabinetrecords.
ConsentofCabinet
s.12(2)(b)
TheCabinetforwhich,orinrespectofwhich,therecordhasbeenpreparedcanconsenttoaccessbeinggiv entoa
Cabinetrecordbeforethe20y earperiodhasexpired.Consentwillnormally bereflectedinaCabinetminute.
Thisexceptiontotheexemptiononly appliestotheCabinetforwhichtherecordwasprepared.OneCabinetcannot
consenttothereleaseofanother'srecords.ACabinetisconsideredtohav echangedwheretherehasbeen,forexample,
anelectionorachangeofgov ernment.
Subsection12(2)(b)doesnotimposeamandatory requirementbutratherprov idestheheadwithdiscretiontoseek

Cabinetconsentwherehe/shefeelsarecordcouldbereleasedandwhereareasonableexpectationmay existthat
Cabinetwillnotwithholditsconsent.
ThefollowingarefactorsthattheheadmightconsiderindecidingwhethertoseektheconsentofCabinettothe
disclosureofarecord:
thesubjectmatter
whetherornotthegov ernmentpolicy containedintherecordhasbeenannouncedorimplemented
whethertherecordwouldrev ealthenatureofCabinetdiscussiononthepositionoftheinstitution
whethertherecordhas,infactbeenconsideredby Cabinet.
Theheadhasaduty inev ery casetoconsiderwhethertoseekCabinetconsent.Onanappeal,theinstitutionmustbe

abletopresentev idencethattheheadhasconsideredtheseekingofconsent.Generally ,howev er,whereabody suchas
theCabinetofaprev iousgov ernmentnolongerexistsitwillnotbepracticaltoseekitsconsenttodisclosure.
AdviceorRecommendations(s.13FIPPA/s.7MFIPPA)
Subsection13(1)FreedomofInformationandProtectionofPrivacyAct(FIPPA)/s.7 (1)MunicipalFreedomof
InformationandProtectionofPrivacyAct(MFIPPA)prov idesadiscretionary exemptionforrecordswheredisclosure
wouldrev ealtheadv iceorrecommendationsofofficersoremploy eesofinstitutionsorofconsultantsretainedby an
institution.Officersoremploy eesincludethosepersonswhoworkforaninstitutionorwhoperformdutiesundera
contractofemploy ment.Theadv iceofanofficeroremploy eeofanotherinstitutioncannotbeexemptedunderthis
section,norcanadv iceofav olunteer.
FIPPA/MFIPPAappliestothisexemption,exceptfortherecordsov er20y earoldthatwouldqualify forthesubsection

3exception.
AdviceandRecommendations
s.13(1)FIPPA/s.7 (1)MFIPPA
Pleasenote:thewordingofFIPPA/MFIPPAdifferssomewhatforthissection
Theexemptionisforadv iceorrecommendations.Thereissomeov erlapbetweenthetermsadv iceand

recommendations.Recommendationsreferstoformalrecommendationsaboutcoursesofactiontobefollowedwhich
areusually specificinnatureandareproposedmainly inconnectionwithaparticulardecision.Adv icereferstoless
formalsuggestionsaboutparticularapproachestotakeorcoursesofactiontofollow.Theadv iceorrecommendations
mustbecommunicatedbetweenindiv idualsemploy edby orintheserv iceoftheinstitution,andmustbemadeinthe
courseofthedeliberativ eprocessofdecisionmakingandpolicy making.Ifanaccurateinferenceconcerningtheadv ice
giv enmay bedrawnfromarecord,itwouldbeexempt.Anemploy ee'smemotofileontheotherhand,hasnotbeen
communicatedandwouldthereforenotbeincludedinthisexemption.
Forexample:Adraftlettercontainingadv icewhichiscommunicatedtoanotherpersonmay beadv isory ,butwhere

thereisnocommunicationofthedraftletter(suchaswithaletternev ersentbutsimply filed),itdoesnotfallunderthe
exemption.
Adv icemustcontainmorethanmereinformation.Adv iceandrecommendations,howev er,donotcov erthewhole

rangeofactiv itiescarriedoutby employ eesofinstitutionsinthecourseofpolicy dev elopment,administrationof
programs,operationoffacilitiesandadjudication.Adv icepertainstothesubmissionofasuggestedcourseofaction
whichwillbeacceptedorrejectedduringthedeliberativ eprocess.
Forexample:DraftreportsorbriefingmaterialsnotintendedforCabinetornotqualify ingfortheclosedmeeting
exemptionav ailabletolocalinstitutions,wouldnormally fallwithinthisexemption.
Thisexemptionisnottimelimited.Arecordmay continuetobeexemptunderthisexemption,ev enthoughan

institutionmay hav ecompleteditsdecisionmakingonamatter.Howev er,thefactthatadecisiononthesubjectmatter
oftheadv icehasbeenmadeisoneofthefactorsthattheheadshouldconsiderinexercisinghis/herdiscretionto
disclosetherecord.
TheExceptions
Section13(2)FIPPA/s.7 (2)MFIPPArequiresthattheheadshallnotrefuse,unders.13(1)FIPPA/s.7 (1)MFIPPA,to
disclosespecifiedty pesofrecordsandinformationdespitetheexemptioncontainedins.13(1)FIPPA/s.7 (1)MFIPPA.
These"exceptions"areintendedtoinsurethatfactualorstatisticalinformationispublicly av ailable.Wherefactualor
statisticalinformationandadv iceandrecommendationsarecontainedinthesamerecord,theadv iceand
recommendationsmay besev eredandwithheld.Howev er,sev eringmay notbepossibleandthedocumentwithheldin
whole,wherethefactualinformationissointertwinedwiththeadv iceandrecommendationsthatitisnotpossibleto
disclosefactualinformationwithoutdisclosingexemptinformation.
Inaddition,subsection13(2)FIPPA/s.7 (2)MFIPPArequiresthatcertainreports,studies,plansandreasonsforfinal
decisionsbereleased,ev enthoughthey may containadv iceorrecommendations.
Itshouldbenotedthatsubsection13(2)FIPPA/s.7 (2)MFIPPAisanexceptiononly tos.13(1)FIPPA/s.7 (1)MFIPPA.

Therefore,arecordsuchasanenv ironmentalimpactstatementwhichcontainsadv iceorrecommendationscannotbe
exemptundersubsections.13(1)FIPPA/s.7 (1)MFIPPA.Itmay ,howev er,becov eredby otherexemptions.
A"report"or"study "withinsubsection13(2)FIPPA/s.7 (2)MFIPPAmeansacompleteddocumentready for

presentationandwouldnotincludeworkingpapersusedinpreparationsuchasnotesandpreliminary drafts.
FactualMaterial
s.13(2)(a)FIPPA/s.7 (2)(a)MFIPPA
Recordsorpartsofrecordscontainingfactualmaterialmustbedisclosed.
"Factualmaterial"meansacoherentbody offactswhichcanbeseparatedfromtherestoftheadv iceor

recommendations,forexample,anappendixoffactualinformationsupportingapolicy document.Wherefactual
materialandadv iceorrecommendationsarecontainedinthesamerecord,theadv iceorrecommendationsmay be
sev eredandwithheld.Howev er,itmay notbepossibletosev eradv iceandrecommendationsandstillleav emeaningful
factualinformation.Inthiscircumstance,sev eringmay notbeappropriate,andtheinformationshouldnotbe
disclosed.
StatisticalSurvey
s.13(2)(b)FIPPA/s.7 (2)(b)MFIPPA
Astatisticalsurv ey mustbedisclosedunlessanotherexemptionapplies.
Astatisticalsurv ey isarecordshowingthecollection,analy sis,interpretationandpresentationofaggregatedatain

relationtoatopicorissuewhichistheobjectofstudy ,forexample,apoll.Any informationidentify ingindiv idualsmust
beremov edbeforetherecordisdisclosed.
Valuator'sReport
s.13(2)(c)FIPPA/s.7 (2)(c)MFIPPA
Av aluatorissomeonewithspecificexpertiseappointedtodetermineorestimatethev alue,priceormeritofanarticle.
Heorsheneednotbeanofficeroftheinstitution.Av aluator'sreportwouldincludeanappraisalofthev alueofreal
property .
EnvironmentalImpactStatement
s.13(2)(d)FIPPA/s.7 (2)(d)MFIPPA
Anenv ironmentalimpactstatementorsimilarrecordmustbedisclosed.
Anenv ironmentalimpactstatementisarecordcontainingatechnicalassessment,includingfindingsandconclusions
respectingthesocial,cultural,economicandenv ironmentalconsequencesofprojectssuchasbuildingsandhighway s.
TestReport
s.13(2)(e)FIPPA
Aninstitutioncannotundersubsection13(1)refusetodiscloseareportofatestcarriedoutonaproductforthe
purposeofgov ernmentequipmenttestingoraconsumertestreport.
Inthissubsection,"gov ernment"includesministriesandalltheagenciesandotherbodiesdesignatedasinstitutions.
Productandenv ironmentaltestingisdiscussedundersubsection18(2)FIPPA.
ReportonPerformance
s.13(2)(f)FIPPA/s.7 (2)(e)MFIPPA
Areportorstudy ontheperformanceorefficiency ofaninstitutionisnotexemptunders.13(1)FIPPA/s.7 (1)MFIPPA.

Thereportorstudy may beofageneralnatureoraboutaparticularprogramorpolicy .
Forexample:afinalauditreport,includingitsfindingsandconclusionswouldnotbeexempt.
FeasibilityStudy
s.13(2)(g)FIPPA/s.7 (2)(f)MFIPPA
Afeasibility orothertechnicalstudy ,includingacostestimate,relatingtoaninstitution'spolicy orprojectmustbe

disclosedunlessanotherexemptionapplies.
Afeasibility orothertechnicalstudy ispreparedby expertsintherelev antdisciplinetodeterminewhetheraproposed

policy orprojectcanbeaccomplishedwithincertaingiv enassumptionsandconstraints.Ifthestudy isclassifiedasa
feasibility study ,therecordwillbefully disclosed,includingcostestimateinformation.
Forexample:afeasibility study foramicrographicsprogramwouldnotbeexemptfromdisclosureunderthis

subsection.
FieldResearchReport
s.13(2)(h)FIPPA/s.7 (2)(g)MFIPPA
Theexemptionins13(1)FIPPA/s.7 (1)MFIPPAdoesnotapply toareportsettingoutthefindingsandconclusionsof

fieldresearchonanissueorproblemwhichisundertakenbeforetheformulationofapolicy proposal.
ProposaltoChangeorEstablishaProgram
s.13(2)(i)FIPPA/s.7 (2)(h)MFIPPA
Thissubsectionrequiresdisclosureofafinalplanorproposaltochangeorestablishaprogram,includingabudgetary
estimate,or,inthecaseofFIPPA,whetherornottheplanorproposalissubjecttoapprov al.
Thissectionmustbeconsideredinrelationtotheexemptionins.18(1)(f)FIPPA/s.11(f)MFIPPA,andreferstoafinal
planorproposaltoalterorestablishaprogramwhichprov idesaserv icetothepublicandwhichisdev elopedor
implementedtocarry outtheinstitution'sresponsibilities.Subsection18(1)(f)FIPPA/s.11(f)MFIPPAcov ersinternal
administrativ earrangementsrelatingtopersonnelwhichdonotfundamentally alterthenatureandcontentofthe
programsbeingdeliv eredtothepublic.
IftheplanorproposalisonethatistobepresentedtoCabinetoritscommittees,thissectiondoesnotapply ands.12
FIPPAmustbeconsidered.
InterdepartmentalTaskForceReport(FIPPA)/CommitteeReport(MFIPPA)
s.13(2)(j)FIPPA/s.7 (2)(i)MFIPPA
Areportofacommitteewithinaninstitutionmustbedisclosedunlessanotherexemptionappliestotherecord.
Unlessanotherexemptionapplies,thissubsectionrequiresdisclosureofareportofaninterdepartmentaltaskforceor
similarbody ,orofacommitteewithinaninstitutionthathasbeenestablishedforthepurposeofpreparingareport.The
word"interdepartmental"inthissubsectionmeans"interinstitutional"inthesenseofinv olv ingrepresentativ esofmore
thanoneinstitutiondesignatedundertheAct.
Forexample:AreportofataskforcethatincludedmembersfromtheMinistry oftheEnv ironmentandOntarioHy drois

subjecttothissubsection.
ReportofaBodyAttachedtoInstitution
s.13(2)(k)FIPPA/s.7 (2)(j)MFIPPA
Thety peofbody referredtointhissubsectionisonethatconsistsprimarily ofrepresentativ esfromoutsidethe

institution,andthatundertakesinquiriesandmakereportsorrecommendationstotheinstitution.Thephrase"attached
toaninstitution"indicatesthatthebody hasbeenappointedorinv itedtomeetanddeliberateby someoneinan
institutionwithappropriateauthority .Alocalgrantscommitteeestablishedtomakerecommendationsregardingthe
awardingofgrantsisanexampleofonesuchbody .
ReasonsForaFinalDecision
s.13(2)(l)FIPPA/s.7 (2)(k)MFIPPA
Unlessanotherexemptionapplies,thisexceptionrequiresdisclosureofthereasonsforafinaldecision,orderorruling
ofanofficeroftheinstitutionmadeduringorattheconclusionoftheexerciseofadiscretionary powerunderan
enactmentorschemeadministeredby theinstitution.
Thisexceptioncov ersawiderangeofdecisionsmadewithinaninstitution.Itappliesregardlessofappealrightsand
whetherthereasonsarerecordedininternalmemoranda,externalcorrespondence,orgiv enby thedecidingofficeror
subsequently incorporatedinadecision,orderorruling.Namesandotherfeaturesidentify ingindiv idualsmentionedin
therecordmay besubjecttothepersonalinformationexemption.
RecordMoreThan20YearsOld
s.13(3)FIPPA/s.7 (3)MFIPPA
Unlessanotherexemptionapplies,aninstitutionmustreleasearecordthatismorethan20y earsold.Thissubsection
doesnotplaceanobligationonaninstitutiontoretainarecordfor20y ears.Retentionscheduleswillbefollowedin
determiningthedispositionofrecords.
BasisforDecisionorPolicy(FIPPA)
s.13(3)FIPPA
UnderFIPPAaheadshallnotrefusetodisclosearecordundersubsection13(1)wherehe/shehaspublicly citedthe
recordasthebasisformakingadecisionorformulatingapolicy .
Forexample:Thissubsectionapplieswhereportionsofarecordhav ebeendisclosedtothemediatoexplainadecision.
LawEnforcement(s.14FIPPA/s.8MFIPPA)
Thissectionprov idesadiscretionary exemptionforrecordsrelatingtopoliceandby lawenforcementinv estigations
andcertainotherinv estigativ e,adjudicativ eandprotectiv efunctions.
Subsection(1)prov idesanexemptionwheredisclosurecouldreasonably beexpectedtointerferewithlaw
enforcementandcertainotheractiv ities.
Subsection(2)exemptscertainty pesoflawenforcementrecords.
Subsection(3)prov idesthataheadmay refusetoconfirmordeny theexistenceofrecordsinsubsections(1)and
(2).
Subsections(4)and(5)setoutexceptionstotheexemption.
Lawenforcementisdefinedins.2(1)oftheAct.Thephrasenotonly includespolicingactiv itiesandprosecutions,but

alsoinv estigations,orinspectionsthatleadorcouldleadtoproceedingsinacourtortribunalifapenalty orsanction
couldbeimposed.Thisdefinitionencompassestheenforcementoffederalandprov incialstatutesandmunicipalby
laws.Lawenforcementinv estigationsdonotincludeinternalemploy mentrelatedinv estigationsforotherthan
v iolationsofthelaw.
Forexample:Theenforcementofproperty standardsby lawsby amunicipality ortheenforcementofanosmokingby

lawby atransitauthority wouldconstitutealawenforcementactiv ity .
Theterm"couldreasonably beexpectedto"asusedinthissectionrequiresthattheexpectationoftheharmcomingto
passshouldtherecordbedisclosed,notbefanciful,imaginary orcontriv ed,butbasedonreason.Aninstitutionmust
establishaclearlinkagebetweenthedisclosureoftheinformationandtheharmalleged.
Thecompellingpublicinterestov errideins.23FreedomofInformationandProtectionofPrivacyAct(FIPPA)/s.16
MunicipalFreedomofInformationandProtectionofPrivacyAct(MFIPPA)doesnotapply tothisexemption.
LawEnforcementMatter
s.14(1)(a)FIPPA/s.8(1)(a)MFIPPA
Thisexemptionappliesifdisclosurecouldreasonably beexpectedtointerferewithalawenforcementmatter.To
interferewithalawenforcementmattermeansthatthedisclosurewouldhav etheeffectofhinderingorimpedingthe
conductofaproceedingorthecarry ingoutofalawenforcementactiv ity .
Lawenforcementmatterreferstoaproceedingoranactiv ity thatiswithinthescopeoflawenforcementasdefinedin

s.2(1)oftheAct.
LawEnforcementInvestigation
s.14(1)(b)FIPPA/s.8(1)(b)MFIPPA
Aninstitutionmay refusetodisclosearecordwherethedisclosurecouldreasonably beexpectedtointerferewithan

inv estigationundertakenwithav iewtoalawenforcementproceedingorfromwhichalawenforcementproceedingis
likely toresult.An"inv estigation"isthemethodicaldeterminationoffactsandgatheringofev idence.Insomecases,the
ev idencegatheredinaninv estigationwillbeinsufficienttosupportthecommencementofaproceedinginacourtor
tribunal.Arecordoftheinv estigationcouldstillbeexempt,howev er,sinceitisundertakenwithav iewtoalaw
enforcementproceeding.
To"interfere"withaninv estigationdoesnotmeanthatdisclosurewouldaltogetherprev entalawenforcement

inv estigationfromtakingplace,butratherthatdisclosurewouldfrustrateorimpedethecarry ingoutofan
inv estigation.
Forexample:Disclosuretoanindiv idualthathe/sheisthesubjectofacurrentlawenforcementinv estigationwould

probably notprev enttheinv estigationfromcontinuing,butinmany caseswouldhamperorimpedeit.Inthese
circumstances,recordsrelatingtotheinv estigationwouldbeexempt.
"InOntario(MinisterofLabour),theCourtofAppealforOntariodrewadistinctionbetweentherequirementsfor
establishing"healthorsafety "harmsundersections14(1)(e)and20,andharmsunderotherexemptions.Thecourt
stated(atp.6):Theexpectationofharmmustbereasonable,butitneednotbeprobable.Section14(1)(e)requiresa
determinationofwhetherthereisareasonablebasisforconcludingthatdisclosurecouldbeexpectedtoendangerthe
lifeorphy sicalsafety ofaperson.Inotherwords,theparty resistingdisclosuremustdemonstratethatthereasonsfor
resistingdisclosureisnotafriv olousorexaggeratedexpectationofendangermenttosafety .Similarly [section]20calls
forademonstrationthatdisclosurecouldreasonably beexpectedtoseriously threatenthesafety orhealthofan
indiv idual,asopposedtotherebeingagroundlessorexaggeratedexpectationofathreattosafety .Introducingthe
elementofprobability inthisassessmentisnotappropriateconsideringtheintereststhatareatstake,particularly the
v ery significantinterestofbodily integrity .Itisdifficult,ifnotimpossible,toestablishasamatterofprobabilitiesthata
person'slifeorsafety willbeendangeredby thereleaseofapotentially inflammatory record.Wherethereisa
reasonablebasisforbeliev ingthataperson'ssafety willbeendangeredby disclosingarecord,theholderofthatrecord
properly inv okes[sections]14(1)(e)or20torefusedisclosure.
RevealInvestigativeTechniques
s.14(1)(c)FIPPA/s.8(1)(c)MFIPPA
Thissubsectionapplieswheredisclosurecouldreasonably beexpectedtorev ealinv estigativ etechniquesand

proceduresinuseorlikely tobeusedinlawenforcement.TheIPChasfoundthatsuccessfulapplicationofthis
exemptionrequirestheinstitutiontodemonstratethatdisclosureofthetechniqueorproceduretothepublicwould
hinderorcompromiseitseffectiv eutilization.Ifthetechniqueorprocedureisgenerally known,orsuchthatalay
personwouldexpect,relianceonthisexemptionwouldnotbesuccessful.
Forexample:Thisexemptionappliedtorecordscontainingstrategies,proceduresandspecificdrugindustry
inv estigationtargets,aswellasothercoursesofactioncurrently inuseorlikely tobeusedinlawenforcement.
RevealaConfidentialSource
s.14(1)(d)FIPPA/s.8(1)(d)MFIPPA
Disclosuremay berefusedwhereitwouldrev ealtheidentity ofaconfidentialsourceofinformationinrespectofalaw

enforcementmatter,ordiscloseinformationfurnishedonly by theconfidentialsource.
Forexample:Apersonwhocomplainsagainsthis/herneighbourinrespectofamunicipalby lawinfractionisasource
protectedundertheexemption.Apoliceinformantisasourceprotectedundertheexemption.Afamily memberwho
prov idesinformationinconfidenceaboutav iolationoflawby anotherfamily memberwouldalsobeprotected.
SafetyofaLawEnforcementOfficer
s.14(1)(e)FIPPA/s.8(1)(e)MFIPPA
Disclosuremay berefusedwhereitwouldendangerthesafety ofalawenforcementofficerorany otherperson.Section

20FIPPA/s.13MFIPPAalsoapply wheredisclosureofarecordcouldreasonably beexpectedtoseriously threatenan
indiv idual'shealthorsafety .
FairTrialorImpartialAdjudication
s.14(1)(f)FIPPA/s.8(1)(f)MFIPPA
Thisexemptionprev entsprematuredisclosureofinformationthatcoulddepriv eapersonofafairtrialorimpartial

adjudication.Oncetheproceedinghasbeencompletely disposedof(includingappeals),theexemptionnolonger
applies.Inordertodemonstrateunfairnessunderthissubsection,theinstitutionmustproducemoreev idencethanthe
merecommencementofalegalaction.Theinstitutionmustpresentspecificargumentsastohoworwhy disclosureof
specificpartsoftherecordcouldreasonably beexpectedtodepriv eapersonofafairtrial.
Thissubsectiondoesnotcontainareferencetolawenforcementand,accordingly ,theexemptionappliestoproceedings
thatdonotfallwithinthedefinitionoflawenforcementsuchastribunalsestablishedby lawtoadjudicateindiv idualor
collectiv erights.AnexampleofsuchatribunalwouldbetheSocialAssistanceRev iewBoard.Torely onthisexemption,
howev er,theremustbeev idencethatthedisclosureoftherecordswouldresultinunfairness.
IntelligenceInformation
s.14(1)(g)FIPPA/s.8(1)(g)MFIPPA
Thissubsectionexemptsfromdisclosurerecordswherethedisclosurecouldreasonably beexpectedtointerferewith
thegatheringoforrev eallawenforcementintelligenceinformationrespectingorganizationsorpersons.
"Intelligenceinformation"isgatheredbecauseitmay beusefulforfutureinv estigations.Itmay alsobeusedforactiv ities

aimedatprev entingthecommissionofanoffenceandforthepurposeofensuringthesecurity ofindiv idualsor
organizationsincludinginstitutionscov eredby theAct.Intelligenceinformationmay bederiv edfromprev ious
inv estigationswhichmay ormay nothav eresultedinthecommencementofproceedingsagainstapersonor
organization.Itmay alsobegatheredthroughobserv ingtheconductofassociatesofknowncriminalsandthroughother
activ ities.
ConfiscatedRecords
s.14(1)(h)FIPPA/s.8(1)(h)MFIPPA
Thisexemptionapplieswheredisclosurecouldreasonably beexpectedtorev ealrecordsconfiscatedby apeaceofficer

inaccordancewithanactorregulation.
EndangertheSecurity
s.14(1)(i)FIPPA/s.8(1)(i)MFIPPA
Disclosuremay berefusedwhereitcouldreasonably beexpectedtoendangerthesecurity ofabuildingorthesecurity

ofav ehiclecarry ingitems(e.g.,thingsorarticles),orofasy stemorprocedureestablishedfortheprotectionofitems,
forwhichprotectionisreasonably required.Theexemptionisqualifiedby therequirementsthattheprotectionbe
reasonably required.
Forexample:Asecurity auditwasfoundtobearecordwhichifdisclosedwouldendangerthesecurity ofasy stemor

procedureestablishedfortheprotectionofitems.
FacilitateEscape
s.14(1)(j)FIPPA/s.8(1)(j)MFIPPA
Recordsareexemptwherethedisclosurecouldreasonably beexpectedtofacilitateescapefromcustody ofaperson

whoisunderlawfuldetention.Custody indicatesthatanindiv idualisnotfreetoleav eaplaceofconfinementwithout
restriction.Ingeneral,any personheldincustody pursuanttoav alidwarrantorotherauthorizedorderisunderlawful
detention.
Theterm"facilitate"meansmakeeasierorlessdifficult.Theexemptionappliestoconstructionplansandspecifications
regardingamaximumsecurity facility .Itisnotnecessary thattheplansbeextremely detailed.
Thefactthattheplansforthesecuredfacility wereav ailabletothepublicinthepastdoesnotmeanthatthissection

requiresthatthey continuetobeav ailable.Itisappropriatetolimitaccesstorecordsforsecurity reasons.
CentreforLawfulDetention
s.14(1)(k)FIPPA/s.8(1)(k)MFIPPA
Thisprov isionexemptsrecordswheredisclosurecouldreasonably beexpectedtojeopardizethesecurity ofacentrefor

lawfuldetention.Thisincludesrecordscontainingdetailsofprev iousinv estigationsofescapeattemptsanddetailsof
security measuresinplace.
UnlawfulAct
s.14(1)(l)FIPPA/s.8(1)(l)MFIPPA
Recordsareexemptwherethedisclosurecouldreasonably beexpectedtofacilitatetheplanningorcommittingofan
unlawfulactorhamperthecontrolofacrime."Unlawfulact"meansacontrav entionofastatuteorregulationorofa
municipalby law.
OtherLawEnforcementExemptions
Subsection(2)specifiescertainrecordsthattheinstitutionmay refusetodiscloseinresponsetoarequest.These
recordsaredescribedimmediately below.Thissubsectiondealswiththeconfidentiality thatnecessarily surroundslaw
enforcementinv estigationsinorderthatinstitutionschargedwithexternalregulatory activ itiescancarry outtheir
duties.
LawEnforcementReport
s.14(2)(a)and14(4)FIPPA/s.8(2)(a)and8(4)MFIPPA
Thissubsectionexemptsfromdisclosureareportpreparedinthecourseoflawenforcementinspectionsor
inv estigationsby anagency responsibleforenforcingandregulatingcompliancewithalaw.A"report"mustconsistofa
formalstatementoraccountoftheresultsofthecollationandconsiderationofinformation.Generally speaking,reports
wouldnotincludemereobserv ationsorrecordingsoffact."Agency "includesorganizationsactingonbehalfoforas

agentsforlawenforcementagencies.
Theexemptionins.14(2)(a)FIPPA/s.8(2)(a)MFIPPAismodifiedby subsection4.
Subsection14(4)FIPPA/s.8(4)MFIPPAdoesnotallowtheheadtoexemptfromdisclosureareportcontainingthe
resultsofaroutineinspectionby anagency withstatutory authority toenforceandregulatecompliancewithstandards
(e.g.,theenforcementorcompliancebranchofaninstitution)."Routineinspections"areinspectionsthatarecarriedout
wheretherearenospecificallegationsthatstandardshav ebeenbreached.
Materialrelatingtoroutineinspectionsinareassuchashealthandsafety legislation,fairtradepracticeslaws,
env ironmentalprotectionschemesandmany otherregulatory schemesadministeredby gov ernmentaretobeopento
publicscrutiny .
Forexample:TheFireMarshalsActauthorizestheFireChieftoenforcecompliancewithfiresafety standardsthrough
routineinspections.ThesestandardsaresetoutintheFireMarshalsActandtheOntarioFireCode.Theseinspections
neednottakeplaceasaresultofacomplaint.Therecordsoftheseroutineinspectionswouldnotbeexemptunder
s.14(2)(a)FIPPA/s.8(2)(a)MFIPPA.
ActofParliament
ThissubsectionexemptsalawenforcementrecordwheredisclosurewouldbeanoffenceunderanActofParliament.
Forexample:Section46oftheY oungOffendersActmakesitanoffencetoknowingly disclosecertaincourt,policeand

gov ernmentrecordsrelatingtoy oungoffenders,exceptasauthorizedby thatAct.
CivilLiability
Thissubsectionexemptsalawenforcementrecordwheredisclosurecouldreasonably beexpectedtoexposetheauthor
oftherecord,orany personwhohadbeenquotedorparaphrasedintherecord,tociv illiability .
Thepurposeofthisexemptionistoprov ideprotectionforlawenforcementofficialsandwitnesses/informantswho
mightbesuedfordefamationasaresultofdisclosureofrecordsmadewhilecarry ingouttheirduties.
CorrectionalAuthority
Thissubsectionexemptsrecordsthatcontaininformationrelatingtoanindiv idual'scorrectionalhistory whilethe

indiv idualisunderthecontrolorsuperv isionofacorrectionalauthority .
Thisexemptionappliestoindiv idualsonparole,probation,atemporary absencepermit,underbailsuperv isionor

performingcommunity serv icework.
RefusaltoConfirmorDenytheExistenceofaRecord
Subsection(3)prov idesthataheadmay refusetoconfirmordeny theexistenceofarecordtowhichsubsections(1)or
(2)apply .Situationsmay ariseinwhichmerely disclosingtheexistenceofaninv estigationorintelligencefilewill
communicateinformationtotherequesterwhichmay impedeongoinginv estigationorintelligencegathering.
ExceptionstoExemptionforLawEnforcement
RoutineInspections
Thissubsectionrequiresaninstitutiontodisclosearecordthatisareportpreparedinthecourseofroutineinspections
by anagency thatisauthorizedtoenforceandregulatecompliancewithaparticularstatuteofOntario.
Forfurtherdiscussiononroutineinspections,seethesectionabov epertainingtolawenforcementreports.(s.14(2)(a)
FIPPA/s.8(2)(a)MFIPPA).
DegreeofSuccessinaLawEnforcementProgram
Thissubsectionprov idesthattheexemptionsinsubsections(1)and(2)donotapply toarecordregardingthedegreeof

successachiev edinalawenforcementprogram,unlessthedisclosureofsucharecordwouldprejudice,interferewith,
oradv ersely affectany ofthemattersreferredtoin(1)or(2).
RelationswithOtherGovernments(s.15FIPPA/s.9MFIPPA)
Thissectionprov idesadiscretionary exemptionwheredisclosureofarecordcouldreasonably beexpectedto
prejudicetheconductofintergov ernmentalrelationsorrev ealinformationreceiv edinconfidencefromanother
gov ernment.
"Othergov ernments"includethe:
Gov ernmentofCanada
Gov ernmentofOntario(forMFIPPAinstitutions)
Anotherprov incialorterritorialgov ernment
Agov ernmentofaforeigncountry orstateor
Aninternationalorganizationofstates(e.g.UnitedNations).
Thissectionalsoappliestorecordsreceiv edinconfidencefromagenciesorboardsofthesegov ernments.Forexample,

theRoy alCanadianMountedPoliceisanagency ofthefederalgov ernment.Municipalandregionalpoliceserv icesare
lawenforcementagenciesoftheGov ernmentofOntario,becausethePoliceServicesAct(PSA)isthegov erning
legislationwithrespecttopoliceserv icesinOntarioandthePSAisadministeredby theSolicitorGeneralofOntario.
Further,thissubsectionrequirestherelationsinquestiontobeintergov ernmentalratherthanrelationsamongagencies
ofthesamegov ernment.Forthisexemptiontoapply ,athreeparttestmustbemet:1)therecordsmustrev eal
informationreceiv edfromanothergov ernmentoritsagencies2)theinformationmusthav ebeenreceiv edby an
institutionand3)theinformationmusthav ebeenreceiv edinconfidence.Thisexemptionrequiresthattherebea
reasonableexpectationofharmandtheinstitutionisexpectedtoestablishaclearanddirectlinkagebetweenthe
disclosureoftheinformationandtheharmalleged.Theexpectationthatdisclosureofarecordcouldprejudicethe
conductofintergov ernmentalrelationsorrev ealinformationreceiv edinconfidenceby theinstitutionfromanother
gov ernmentoritsagencies,mustnotbefanciful,imaginary orcontriv ed,butratheronethatisbasedonreason.The
compellingpublicinterestprov isionins.23FIPPA/s.16MFIPPAappliestothisexemption.Howev er,FIPPA
institutionsmustobtaintheapprov aloftheExecutiv eCouncil(Cabinet)beforedisclosingany informationtowhichthis
exemptionapplies.
DifferencesBetweenFIPPAandMFIPPA
Therearesomedifferencesinthewordingandprov isionsofthisexemptionbetweentheFreedomofInformationand
ProtectionofPriv acy Act(FIPPA)andtheMunicipalFreedomofInformationandProtectionofPriv acy Act(MFIPPA).
Forexample:Section9(2)MFIPPAexplicitly statesthatlocalinstitutionsshalldisclosearecordtowhichthe
exemptionappliesifthegov ernment,agency ororganizationfromwhichtherecordwasreceiv edconsentstothe
disclosure.Thereisnosimilarexpressedprov isionins.15FIPPA.
Thisexemptiondoesnotapply torecordsreceiv edinconfidenceby onemunicipality /localboardfromanother

municipality /localboard.TheActprov idesthatanaccessrequestcanbetransferredtotheoriginatingmunicipality or
localboardifthatinstitutionhasagreaterinterestintherecordsChapter3(AccessProcedures)foradiscussiononthis
transferprov ision.
PrejudicetoIntergovernmentalRelations
s.15(a)FIPPA
Thisexemptionappliesifthereisareasonableexpectationofprejudicetotheconductofintergov ernmentalrelations.
"Intergov ernmental"extendstotherelationshipthattheGov ernmentofOntariooraninstitutionhaswithother
gov ernments.Theterm"relations"includesnotonly currentnegotiations,butgeneralandongoingexchangeswithother
gov ernments.
ConfidentialInformation
s.15(b)and(c)FIPPA/s.9(1)MFIPPA
Thepurposeofthisexemptionistoensurethatgov ernmentsunderMFIPPA/FIPPAwillcontinuetoobtainaccessto
recordswhichothergov ernmentscouldotherwisebeunwillingtosupply withouthav ingthisprotectionfrom
disclosure.Inorderforthisprov isiontoapply ,thecaseforconfidentiality mustbemadeby thesupply inggov ernment,
notthereceiv inggov ernment.
Defence(s.16FIPPA)
Thissectionprov idesadiscretionary exemptionforarecordwheredisclosurecouldreasonably beexpectedto
prejudice(orinjure)thedefenceofCanadaorany foreignstatealliedorassociatedwithCanada.
The"defenceofCanadaorany foreignstatealliedorassociatedwithCanada"includestheprev entionofattackandother

actsofaggression.
An"alliedstate"isonewithwhichCanadahasconcludedformalalliancesortreaties.An"associatedstate"isastatewith
whichCanadamay belinkedfortradeorotherpurposesoutsidethescopeofaformalalliance.
Thesectionalsoexemptsrecordswhosedisclosurecouldreasonably beexpectedtobeinjurioustothedetection,
prev entionorsuppressionofespionage,sabotageorterrorism.
Iftheheadproposestodisclosetheinformationdespitetheexemption,priorapprov alofCabinetisrequired.The
compellingpublicinterestov errideins.23FreedomofInformationandProtectionofPrivacyAct(FIPPA)doesnot
apply tothisexemption.
ThirdPartyInformation(s.17FIPPA/s.10MFIPPA)
InstitutionssubjecttotheFreedomofInformationandProtectionofPrivacyAct(FIPPA)/MunicipalFreedomof
InformationandProtectionofPrivacyAct(MFIPPA)oftenacquireinformationabouttheactiv itiesofpriv atesector
organizations.Someofthisinformationmay constituteav aluableassettotheorganization,anddisclosurewouldimpair
itsability tocompeteeffectiv ely .s.17 (1)FIPPA/s.10(1)MFIPPAprov idesamandatory exemptionfromdisclosurefor
certainthirdparty informationwheredisclosurecouldreasonably beexpectedtocausecertainharms.Thisexemption

isnotlimitedtocommercialthirdparties,butmay alsoapply toany supplierofinformationwhichmeetsthetests
specifiedbelow,includinganotherinstitution.
Section28FIPPA/s.21MFIPPAprov idesthatbeforeaccessisgrantedtoarecordthatmightcontaininformation
referredtoins.17 (1)FIPPA/s.10(1)MFIPPAaffectingtheinterestsofathirdparty ,thatparty mustbenotifiedand
giv entheopportunity tomakerepresentationsbeforeafinalaccessdecisionismade.Ifathirdparty claimsinits
representationsthattherecordisexempt,theburdenofestablishingthattherecordfallswithinthissectionrestswith
thatthirdparty .Similarly ,whereaninstitutionassertsthatthisprov isionapplies,theburdenofproofisonthe
institution.NotificationproceduresarediscussedinChapter3(AccessProcedures).
Thecompellingpublicinterestprov isionins.23FIPPA/s.16MFIPPAappliestothisexemption.
ThresholdTests
Beforethisexemptioncanbeapplied,allofthefollowingthreetestsmustbemet:
theinformationmustfitwithinoneofthespecifiedcategoriesofthirdparty information
theinformationmusthav ebeen"supplied"by thethirdparty "inconfidence",implicitly orexplicitly and
thedisclosureoftheinformationcouldreasonably beexpectedtocausecertainharmsspecifiedinthissection.
Thethreetestsarediscussedinmoredetailimmediately below.
Test#1:CategoriesofThirdPartyInformation
Inorderforthisexemptionapply ,therecordinquestionmustcontainoneormoreofthefollowingty pesof
information:
T radesecret:Meansinformationincluding,butnotlimitedto,aformula,pattern,compilation,program,method,
technique,orprocessorinformationcontainedorembodiedinaproduct,dev iceormechanismwhich(i)is,ormay be
usedinatradeorbusiness,(ii)isnotgenerally knowninthattradeorbusiness,(iii)haseconomicv aluefromnotbeing
generally known,and(iv )isthesubjectofeffortsthatarereasonableunderthecircumstancestomaintainitssecrecy .
Scientificinform ation:Meansinformationbelongingtoanorganizedfieldofknowledgeineitherthenatural,
biologicalorsocialsciencesormathematics.Itmustalsorelatetoobserv ingandtestingspecifichy pothesesor
conclusionsandbeundertakenby anexpertinthefield.Finally ,scientificinformationmustbegiv enameaningseparate
from"technical"informationinthisprov ision.
T echnicalinform ation:Meansinformationbelongingtoanorganizedfieldofknowledgethatwouldfallunderthe
generalcategoriesofappliedsciencesormechanicalarts.Examplesofthesefieldswouldincludearchitecture,
engineeringorelectronics.Itwillusually inv olv einformationpreparedby aprofessionalinthefieldanddescribethe
construction,operationormaintenanceorastructure,process,equipmentorthing."Technical"informationisdistinct
from"scientific"information.
Com m ercialinform ation:Meansinformationthatrelatessolely tothebuy ing,sellingorexchangeofmerchandise

orserv ices.Theterm"commercial"informationcanapply tobothprofitmakingandnonprofitorganizations,andhas
equalapplicationtobothlargeandsmallenterprises.Commercial"informationisdistinctfrom"financial"information
Financialinform ation:Referstospecificdataandisinformationthatrelatestofinanceormoney matters.For

example,theIPChasfoundthatthepricepaidforland,taxinformation,conv ersionrates,defaultconsequencesand
interestincentiv esregardingloansqualifiesasfinancialinformation.
Labourrelations:Meansinformationconcerningthecollectiv erelationshipbetweenanemploy eranditsemploy ees.

Thisincludesinformationcompiledinthecourseofnegotiatingpay equity planswhich,whenimplemented,wouldeffect
thecollectiv erelationshipbetweentheemploy eranditsemploy ees.
Test#2:SuppliedinConfidence
Thesecondtestforthisexemptionisthattheinformationmusthav ebeensuppliedinconfidencetotheinstitutionby a
thirdparty .TheIPC'sfindingsonthistestincludethefollowing:
Informationthatiscreatedorgatheredby theinstitutionisnot"supplied"by athirdparty .Forexample,
informationderiv ingfromaninstitutions'negotiationswithathirdparty isnot"supplied"by thethirdparty .
Howev er,theexemptionisapplicabletorecordsdev elopedby theinstitutionwheredisclosureofthoserecords
wouldpermitthedrawingofaccurateinferencewithrespecttosuppliedby thethirdparty andmeetingotherparts
ofthetest.
Theintentiontomaintainconfidentiality may beexpressedormay beimpliedfromthecircumstances(orconduct
oftheparties).Forexample,confidentiality may beimpliedwherethereisev idencethattheinformationwas
consistently treatedinconfidence.
Theexpectationofconfidencemustbereasonableandhav eanobjectiv ebasis.Thefollowingfactorsmay be
considered:1.wasitcommunicatedthattheinformationwastobekeptconfidential2.wasittreatedconsistently
inamannerthatshowsconcernforitsprotectionpriortobeingcommunicatedtotheinstitution3.isitotherwise
av ailabletothepublicand4.wastherecordpreparedforapurposethatwouldnotentaildisclosure.
Test#3:HarmsTest
Forthisexemptiontoapply ,itmustbedemonstratedthatdisclosureoftherecordcouldreasonably beexpectedto
y ieldoneofthethreeresultsdiscussedbelow.
CompetitivePositionorNegotiations
s.17 (1)(a)FIPPA/s.10(1)(a)MFIPPA
Thesubsectionapplieswherethedisclosurecouldreasonably beexpectedtoprejudicesignificantly thecompetitiv e

positionorinterferesignificantly withthecontractualorothernegotiationsofaperson,groupofpersonsor
organization.
Thisinv olv essignificantinjury tocompetitiv eposition,orsignificantinterferencewithcontractualorother

negotiations.Itrequiressomemeasureoftheinjury .Theparticularcircumstancesmustbeev aluatedineachcase.The
institutionorthirdparty mustpresentev idencethatisdetailedandconv incingandmustdescribeasetoffactsand
circumstancesthatwouldleadtoareasonableexpectationthatharmwouldoccurittheinformationwerereleased.
Generalizedassertionsoffactwithoutsufficientev idencedonotmeetthetest.
Wherethisexemptionisconsideredconcerningcontracts,itisunlikely thattheharmstestwillbemetby disclosureof

standardclausesfoundinallormostcontractsofasimilarnature.Ittheexemptionisappliedtothecontract,such
clausesmay bedisclosedby releaseofasev eredcopy .
The"competitiv eposition"couldbeprejudicedwithoutresultinginany immediateordirectloss.Theremustbea

competitiv ecommunity whereanother'sknowledgeoftherelev antinformationcouldaffectthecompetitiv eposition.
The"negotiations"forwhichtheexemptionmay beclaimedarecontractualnegotiationsorsomesimilarty pe,suchas

negotiationsrelating,tothesettlementofalawsuitornegotiationsregardingthefundingofanonprofitagency .
Theinjury contemplatedmay beeithertothethirdparty submittingtheinformation,ortoany person.orgroupof

persons,ortoanorganizationotherthananinstitution.
ImpedeSupplyofSimilarInformation
s.17 (1)(b)FIPPA/s.10(1)(b)MFIPPA
Thissubsectionapplieswheredisclosurecouldreasonably beexpectedtoresultinsimilarinformationnolongerbeing
suppliedtoaninstitutionwhereitisinthepublicinterestthatsimilarinformationcontinuetobesupplied.
Releaseoftheinformationwoulddeterthev oluntary supply ofsimilarinformationfromthesameoranothersource.

Theconsiderationhereiswhetherathirdparty requiresassuranceofconfidentiality priortov oluntarily supply ing
information.Thetestiswhetherthethirdparty oranothersourcewouldentrustsimilarinformationtotheinstitutionin
thefutureiftheinformationweredisclosed.Ifnot,thissubsectionapplies.
Afurthernecessary testisthatitisinthepublicinterestthattheinstitutioncontinuetoreceiv etheinformation.At

issueisthepublicinterest,notnecessarily theinstitution'sinterest.
UndueLossorGain
s.17 (1)(c)FIPPA/s.10(1)(c)MFIPPA
Thissubsectionapplieswhenthedisclosurecouldreasonably beexpectedtoresultinunduelossorgaintoany person,

group,committeeorfinancialinstitutionoragency .
Thelossorgainreferredtointhissubsectioncouldbeofany character,butmustbe"undue"."Undue"meansmorethan
necessary ,improper,orunwarranted.Thelossorgainneednotbeattributabletothethirdparty submittingthe
information,butto"any person,group,committeeorfinancialinstitutionoragency ".
LabourRelationsInformation
s.17 (1)(d)FIPPA/s.10(1)(d)MFIPPA
Thissubsectionapplieswheredisclosurecouldreasonably beexpectedtorev ealareportorinformationsuppliedtoa

conciliationofficer,mediator,labourrelationsofficerorotherpersonappointedtoresolv elabourrelationsdispute.
TaxInformation
s.17 (2)FIPPA
Thissubsectionalsoprov idesamandatory exemptionforrecordswhichrev ealinformationobtainedonataxreturnfor

recordswhicharegatheredtocollectataxordeterminetaxliability .Theinjury testsinsubsection17 (1)donotapply to
subsection17 (2).
ExceptiontoExemptionforThirdPartyInformation
s.17 (3)FIPPA/s.10(2)MFIPPA
Thissubsectiongiv estheheaddiscretiontoreleaseinformationdescribedins.17 FIPPA/s.10MFIPPAifthepersonto

whomtheinformationrelatesconsents.Thepersontowhomtheinformationrelatescouldbethethirdparty who
submittedit,orany otherpersonwhoisasubjectoftheinformation.
Forexample:Whereacontractorsuppliesinformationaboutitselfandaboutthesubtradesonaparticularproject,
boththecontractorandthesubtradescouldbepersons"towhomtheinformationrelates",andeachwouldhav etogiv e
consenttodisclosure.
EconomicandOtherInterests
s.18FIPPA/s.11MFIPPA)
Thissectionprov idesadiscretionary exemptionforcertainproprietary informationofinstitutionsandthepremature

disclosureofcertainplansornegotiatingstrategies.Informationaffectingtheinterestsofthirdpartiesiscov eredby
s.17 FreedomofInformationandProtectionofPrivacyAct(FIPPA)/s.10MunicipalFreedomofInformationand
ProtectionofPrivacyAct(MFIPPA).
Subsections18(1)(a)through(g)FIPPA/s.11(a)through(g)MFIPPAsetoutthety pesofinformationandcircumstances
cov eredby thisexemption.Subsection18(2)FIPPAcontainsanexceptiontotheexemption.
Thecompellingpublicinterestprov isionins.23FIPPA/s.16MFIPPAappliestothisexemption.Wherethehead
exerciseshis/herdiscretiontowithholdtherecord,theheadmustconsiderwhetherthepublicinterestindisclosure
outweighstheneedforconfidentiality .
CommercialInformation
s.18(1)(a)FIPPA/s.11(a)MFIPPA
Thissubsectionallowstheinstitutiontorefuseaccesstotradesecrets,orfinancial,commercial,scientificortechnical
informationbelongingtoaninstitutionthathasmonetary v alueorpotentialmonetary v alue.Thetermstradesecrets,
orfinancial,commercial,scientificortechnicalinformationhav ethesamemeaningasins.17 FIPPA/s.10MFIPPA.
Hav ingmonetary v alueorpotentialmonetary v aluemeansthatthetradesecretorinformationisorispotentially
marketable.Theinformationmay belongtotheinstitutionwithcustody oftherecordoranotherinstitution.This
exemptionmay notapply wheretheinformationintherecordisinthepublicdomainthroughabonafidepublicationor
courtrecord.
EmployeeResearch
s.18(1)(b)FIPPA/s.11(b)MFIPPA
Thissubsectionexemptsinformationobtainedthroughresearchby anemploy eeofaninstitutionwherethedisclosure

couldreasonably beexpectedtodepriv etheemploy eeofpriority ofpublication.Theemploy eemustbeableto
establishhis/herintentiontopublishtheinformation.
EconomicInterests
s.18(1)(c)FIPPA/s.11(c)MFIPPA
Thissubsectionexemptsinformationwherethedisclosurecouldreasonably beexpectedtoprejudicetheeconomic
interestsorcompetitiv epositionofaninstitution.
"Economicinterests"concerntheproduction,distributionandconsumptionofgoodsandserv ices.Ifitcanbe
reasonably expected,forinstance,thatdisclosureofcertaininformationwouldcauseaninstitutiontopay ahigherprice
forgoodsandserv ices,thatinformationmay beexemptunderthisprov ision.
"Competitiv eposition"appliesonly tothoseinstitutionsengagedinthesupply ofgoodsandserv icesonacompetitiv e

basis.
Inapply ingthisexemption,theinstitutionmustpresentev idencethatisdetailedandconv incingandmustdescribea

setoffactsandcircumstancesthatwouldleadtoareasonableexpectationthatharmwouldoccuriftheinformation
werereleased.Generalizedassertionsoffactwithoutsufficientev idencedonotmeetthetest.
FinancialInterests
s.18(1)(d)FIPPA/s.11(d)MFIPPA
Thissubsectionexemptsinformationwherethedisclosurecouldreasonably beexpectedtobeinjurioustoan
institution'sfinancialinterests(MFIPPA)ortheOntarioGov ernment'sability tomanagetheeconomy ofOntario.
Financialinterestsreferstoaninstitution'sfinancialposition,itsability tocollecttaxesandgeneraterev enues,andits
ability toprotectitsowninterestsinfinancialtransactionswiththirdparties,includingothergov ernments.
Aninstitution'sbeliefthatitmay besuedifrecordsaredisclosedisnotsufficienttoinv okethisexemption.The

exemptionisbasedonreasonableexpectationsofinjury andev idenceisrequiredtosubstantiatetheassertionofinjury .
NegotiatingStrategy
s.18(1)(e)FIPPA/s.11(e)MFIPPA
Aninstitutionmay refusetodisclosepositions,plans,procedures,criteria,orinstructionstobeappliedtoany
negotiationscarriedon,ortobecarriedon,by oronbehalfofaninstitution.Thisexemptionisintendedtoprotectan
institution'sability tonegotiateeffectiv ely withotherparties.Itextendstooptions,fallbackpositionsandtactics
dev elopedaspartofthenegotiatingprocess.Italsoappliestoongoingorfuturenegotiations.
"Negotiations"inthiscontextmeansdiscussionsandcommunicationswheretheintentistoarriv eatasettlementor
agreement.
PersonnelorAdministrationPlans
s.18(1)(f)FIPPA/s.11(f)MFIPPA
Aheadmay refusetodisclosearecordthatcontainsplansrelatingtomanagingpersonnelortheadministrationofan
institutionthathav enoty etbeenputintooperationorbeenmadepublic.Thisexemptiondoesnotapply onceaplan
hasbeenputintoeffectorpublicly disclosed.Theexemptionisintendedtocov eraninstitution'sinternalmanagement
planssuchasareorganization,relocation,orcreationofanagency priortoimplementation.Ty pically ,thisexemption
wouldapply torecordscontainingdetailedmethods,schemesordesignsthatarecharacteristicofaplan,ratherthan
recordswithadv icefordev elopingaplan,toresolv eissues.
Seealsos.13(2)(i)ands.65(6)(3)FIPPA/s.7 (2)(h)ands.52(3)(3)MFIPPAconcerningproposalstochangeorestablisha
publicprogram.
PolicyDecisions/UnfairAdvantage
s.18(1)(g)FIPPA/s.11(g)MFIPPA
Thissubsectionexemptsinformationsuchasproposedplans,policiesorprojectswheredisclosurecouldreasonably be
expectedtoresultin:
prematuredisclosureofapendingpolicy decision,or
unduefinancialbenefitorlosstoaperson.
"Undue"meansmorethannecessary ,improperorunwarranted.
Thisisatimelimitedexemptioninthatitcov ersonly proposedplans,policiesorprojects.Itapplieswhenoneofthe

twospecifiedresultscanreasonably beexpectedtooccurduetothedisclosure.Theremustbeev idencetosubstantiate
theassertionthatoneoftheresultswouldoccur.
ExaminationorTestQuestions
s.18(1)(h)FIPPA/s.11(h)MFIPPA
Aninstitutionmay refusetodisclosequestionsthataretobeusedinanexaminationortestforaneducationalpurpose.
Oncethequestionisnolongertobeusedinanexamortest,theexemptiondoesnotapply .
Questionsforajobcompetitionarenotincludedinthisexemption.
SubmissionsUndertheMunicipalBoundaryNegotiationsAct
s.18(1)(i)FIPPA/s.11(i)MFIPPA
ThissubsectionexemptsrecordscontainingsubmissionsmadeundertheMunicipalBoundaryNegotiationsAct,by a
party municipality orotherbody .Thisexemptionistimelimitedandmay beonly beinv okeduntilthematter,towhich
thesesubmissionsrelatehasbeenresolv edundertheAct.
ExceptiontoExemptionforEconomicandOtherInterests
s.18(2)FIPPA
Thissubsectionisanexceptiontothesubsection18(1)exemption.Itrequiresthedisclosureofarecordthatcontains
theresultsofcertainproductorenv ironmentaltesting.Thetestingcanbecarriedouteitherby orfortheinstitution(by
anotherinstitutionorperson).Thetwocircumstanceswhentheheadisnotrequiredtodisclosearewhen:
thetestingwasdoneasaserv icetoaperson,agroupofpersonsoranorganizationotherthananinstitutionfora
fee(e.g.,acommercialproducttest)or
thetestingwaspreliminary orexperimentalforthepurposeofdev elopingmethodsoftesting.
Disclosureofareportofatestcarriedoutonaproductforthepurposeofthegov ernmentequipmenttestingor
consumertestreportisdiscussedundersubsection13(2)(e).
SolicitorClientPrivilege(s.19FIPPA/s.12MFIPPA)
Thisdiscretionary exemptioncov ersrecordssubjecttothecommonlawsolicitorclientpriv ilege(Branch1)orthose
recordspreparedby orforCrowncounselorcounselemploy edorretainedby aninstitution,foruseingiv inglegal
adv iceorincontemplationoforforuseinlitigation(Branch2).Branch2canapply regardlessofwhetherthecommon
lawpriv ilegeapplies.
UnderFIPPA,"Crowncounsel"includesany personactinginthecapacity oflegaladv isortoaninstitution.
"Legaladv ice"includesalegalopinionaboutalegalissueandarecommendedcourseofactionbasedonlegal
considerations.Itdoesnotincludeinformationwhichwasprov idedaboutamatterhav inglegalimplicationswhereno
legalopinionwasexpressedorwherenocourseofactionbasedonlegalconsiderationswasrecommended.Thefactthat
alawy errev iewedarecorddoesnotofitselfmeanthattherecordfallswithintheexemption.
Theopinionofaninstitution'slegaladv isorsshouldalway sbesoughtbeforethisexemptionisused.Institutionsmust

takecaretoensurethatthatlegalopinionsarenotreleasedtoanotherparty asthesolicitorclientpriv ilegemightbe
jeopardized.
Thepublicinterestov errideins.23FreedomofInformationandProtectionofPrivacyAct(FIPPA)/s.16Municipal
FreedomofInformationandProtectionofPrivacyAct(MFIPPA)doesnotapply .
ApplicationtoLegalAdvice(Branch1)
Thecommonlawpriv ilege(Branch1)appliesto:1)allcommunications,v erbalorwritten,ofaconfidentialcharacter,

betweenaclient,orhisorheragent,andalegaladv isordirectly relatedtoseeking,formulatingorgiv ingoflegaladv ice
orlegalassistance(includingthelegaladv isor'sworkingpapersdirectly relatedthereto)and2)papersandmaterials
createdorobtainedespecially foralawy er'sbriefforlitigation,whetherexistingorcontemplated.
Forsolicitorclientpriv ilegetoapply ,fourcriteriamustbemet:

theremustbeawrittenororalcommunication
thecommunicationmustbeofaconfidentialnature
thecommunicationmustbebetweenaninstitutionandalegaladv isorand
thecommunicationmustbedirectly relatedtoseeking,formulatingorgiv inglegaladv ice.
ApplicationtoLitigationRecords(Branch2)
Branch2ofthesectionprov idesanexemptionforallmaterialspreparedforthepurposeofobtaininglegaladv ice
whetherincontemplationorlitigationornot,aswellasforalldocumentspreparedincontemplationoforforusein
litigation.Thismeansthatany communication,ev enofanonconfidentialnature,betweenalawy erandclientor
betweenalawy erandthirdpartieswhichisconductedforthepurposeoflitigationispriv ileged.
Foradocumenttobe"prepared...incontemplationoflitigation",twocriteriamustbemet:
a.contemplatedlitigationmustbethedominantpurposeforpreparingtherecord,and
b.theremustbeareasonableprospectofsuchlitigationatthetimethedocumentwaspreparedthelitigationmustbe
morethanjustav agueortheoreticalpossibility .
Waiver
Only theclientisentitledtowaiv ethesolicitorclientpriv ilegeandthereby authorizingdisclosureoftherecord.For
suchawaiv ertobeeffectiv e,theremustbespecificev idenceoftheclient'swaiv erofthepriv ilege.Theclient'swaiv er
willnotbeimpliedfromthefactthatindiv idualsorinstitutionsotherthanthesolicitororclienthav epossessionofthe
record.Howev er,theIPChasfoundinstanceswheretherewasanimpliedwaiv erofpriv ilegeandtherecordwas
ordereddisclosed.Inoneinstance,aclientdisclosedanopiniontoaspecificparty ,intentionally andwithoutany
restrictionsonitsuse,andtheIPCfoundthatthisreleaseconstitutedawaiv erofthesolicitorclientpriv ilege.In
anotherinstance,aninstitutionwasfoundtohav eimplicitly waiv edsolicitorclientpriv ilegewithrespecttoaletterthat
waslocatedinalanddev elopmentfile.Thefilewasav ailableforrev iewby thepublicandhadbeenseenby therequester
inthatway .Twoadditionalfactswereimportanttotheoutcomeofthecase:theinstitutiondidnotremov etherecord
fromthefileonceitwasawareoftheproblemanditdidnotmakeany representationsontheissueofwaiv erduringthe
appealprocess.
Institutionsmusttakecaretoensurethatlegalopinionsarenotreleasedtoaspecificparty asthesolicitorclient
priv ilegemay bejeopardized.Ifaninstitutionwishestoreleasepriv ilegedinformationtoaspecificparty ,itshouldplace
restrictionsonitsuseifitwishestoretainthesolicitorclientpriv ilege.
DangertoSafetyorHealth(s.20FIPPA/s.13MFIPPA)
ThissectionoftheFreedomofInformationandProtectionofPrivacyAct(FIPPA)/MunicipalFreedomofInformation
andProtectionofPrivacyAct(MFIPPA)prov idesadiscretionary exemptionrelatingtorecords,thedisclosureofwhich
couldreasonably beexpectedtoseriously threatenthesafety orhealthofany indiv idual.Thewording"reasonable
expectationofharm"requiresaninstitutiontoestablishaclearanddirectlinkagebetweendisclosureofinformationand
theharmalleged.
Thisexemptionisnotintendedtorestrictanindiv idual'srightofaccesstohis/herownpersonalinformation,except
wheredisclosurecouldthreatenthesafety orhealthofanotherindiv idual.Wherethereisanexemptionandthehead
hasexercisedhis/herdiscretionagainstdisclosure,theheadshouldalsoconsiderwhetherdisclosureoftherecord
couldreasonably beexpectedtoendangerthelifeorphy sicalsafety ofalawenforcementofficerorany otherperson
unders.14(1)(e)FIPPA/s.8(1)(e)MFIPPA.
Thepublicinterestov errideins.23FIPPA/s.16MFIPPAappliestothisexemptionbutnottotheexemptionprov ided

by s.14(1)(e)FIPPA/s.8(1)(e)MFIPPA.
"InOntario(MinisterofLabour),theCourtofAppealforOntariodrewadistinctionbetweentherequirementsfor
establishing"healthorsafety "harmsundersections14(1)(e)and20,andharmsunderotherexemptions.Thecourt
stated(atp.6):Theexpectationofharmmustbereasonable,butitneednotbeprobable.Section14(1)(e)requiresa
determinationofwhetherthereisareasonablebasisforconcludingthatdisclosurecouldbeexpectedtoendangerthe
lifeorphy sicalsafety ofaperson.Inotherwords,theparty resistingdisclosuremustdemonstratethatthereasonsfor
resistingdisclosureisnotafriv olousorexaggeratedexpectationofendangermenttosafety .Similarly [section]20calls
forademonstrationthatdisclosurecouldreasonably beexpectedtoseriously threatenthesafety orhealthofan
indiv idual,asopposedtotherebeingagroundlessorexaggeratedexpectationofathreattosafety .Introducingthe
elementofprobability inthisassessmentisnotappropriateconsideringtheintereststhatareatstake,particularly the
v ery significantinterestofbodily integrity .Itisdifficult,ifnotimpossible,toestablishasamatterofprobabilitiesthata
person'slifeorsafety willbeendangeredby thereleaseofapotentially inflammatory record.Wherethereisa
reasonablebasisforbeliev ingthataperson'ssafety willbeendangeredby disclosingarecord,theholderofthatrecord
properly inv okes[sections]14(1)(e)or20torefusedisclosure.[D]espitethisdistinction,theparty withtheburdenof
proofundersection20stillmustprov ide'detailedandconv incingev idence'ofareasonableexpectationofharmto
dischargeitsburden.Thisev idencemustdemonstratethatthereisareasonablebasisforbeliev ingthatendangerment
willresultfromdisclosureor,inotherwords,thatthereasonsforresistingdisclosurearenotfriv olousorexaggerated."
(Order#sMO1262,PO17 47 andPO1861)
PersonalPrivacy
(s.21FIPPA/s.14MFIPPA)
Section21FIPPA/s.14MFIPPA
ThissectionoftheFreedomofInformationandProtectionofPrivacyAct(FIPPA)/MunicipalFreedomofInformation
andProtectionofPrivacyAct(MFIPPA):
prov idesamandatory exemptionrelatingtothedisclosureofpersonalinformationtoanindiv idualotherthanthe
indiv idualtowhomtheinformationrelates,exceptinthecircumstancesspecifiedinthissection.Itprov idesan
exemptionfromthedisclosureofpersonalinformationinresponsetoaformalrequestundertheAct.
isoneofthekey stoneprov isionsoftheAct.Itbalancesthepublic'srightofaccesstorecordsandtheindiv idual's
rightofpriv acy respectingpersonalinformation.
requirestheinstitutiontorefusetodisclosepersonalinformation,unlessoneofthecircumstanceslistedin21(1)
(a)through(f)FIPPA/s.14(1)(a)through(f)MFIPPAapply .
Subsections21(2)(a)through(i)FIPPA/s.14(2)(a)through(i)MFIPPA:
listscircumstanceswhichshouldbeconsideredindeterminingwhetheradisclosureofpersonalinformation
constitutesanunjustifiedinv asionofpersonalpriv acy .
Subsection21(3)FIPPA/s.14(3)MFIPPA:
setsoutcircumstanceswheredisclosureispresumedtobeanunjustifiedinv asionofpersonalpriv acy .
listswhendisclosuredoesnotconstituteanunjustifiedinv asionofpersonalpriv acy .
permitsaninstitutiontorefusetoconfirmordeny theexistenceofarecordifitsdisclosurewouldconstitutean
unjustifiedinv asionofpriv acy .
Whereaninstitutionhasreasontobeliev ethatadisclosuremightconstituteanunjustifiedinv asionofpersonalpriv acy ,

s.21FIPPA/s.14MFIPPAdirectsaninstitutiontogiv enoticetothepersontowhomthepersonalinformationrelates
disclosingtherecord.Thispersonmustbegiv entheopportunity tomakerepresentationsaboutthedisclosure.See
NoticestoAffectedThirdPartiesinChapter3(AccessProcedures).
Thisexemptionissubjecttothepublicinterestov errideins.23FIPPA/s.16MFIPPA.Wherethisexemptionapplies,the
headmustconsiderwhetherornotthepublicinterestoutweighstheinterestinpriv acy .Priortoreleasinginformation
inthepublicinterest,theheadmustfollowthenotificationrequirementsins.28FIPPA/s.21MFIPPA.
Section49FIPPA/s.38MFIPPAistherelev antsectionwhendecidingthedisclosureofpersonalinformationtothe
persontowhomitpertains.
Notethatcertainrecordscontaininglabourrelationsandemploy mentrelatedinformationareexcludedfrom
FIPPA/MFIPPA.(SeeExclusionary Prov isionsinChapter3ofthisManual)
PersonalPrivacy
Thissubsectionrequirestheinstitutiontorefusetodisclosepersonalinformationtosomeoneotherthanthepersonto
whomtheinformationrelates,unlessoneofthecircumstancesorexceptionslistedin21(1)(a)through(f)FIPPA/
s.14(1)(a)through(f)MFIPPAapplies.
Consent
Personalinformationmay bedisclosedtosomeoneotherthantheindiv idualtowhomtheinformationrelateswiththe

priorrequestorconsentoftheindiv idual.Therecordmustbeonetowhichtheindiv idualisentitledtohav eaccess.
Therequestorconsentshouldbeinwritingandbereceiv edbeforethepersonalinformationisdisclosed.Itisgood
practicetoconfirmtheidentity ofthepersongiv ingconsent.
CompellingCircumstances
Personalinformationmay bedisclosedtosomeoneotherthantheindiv idualtowhomtheinformationrelatesin

compellingcircumstancesaffectingthehealthorsafety ofanindiv idual,notnecessarily theindiv idualtowhomthe
informationrelates.
Circumstancesare"compelling"wheneitherthereisnootherway toobtainpersonalinformationaffectinghealthor
safety ,orthereisanemergency situationwherethedelay inobtainingtheinformationwouldbeinjurioustosomeone's
healthorsafety .Thedeterminationofwhencompellingcircumstancesexistislefttothediscretionofthehead.
Wherepersonalinformationisreleasedunderthissubsection,upondisclosure,notificationmustbemailedtothelast
knownaddressoftheindiv idualtowhomtheinformationrelates.Iftheinstitutiondoesnothav etheaddress,itshould
attempttofindouttheaddressoftheindiv idualfromthepersonwhomadetherequest.
PublicRecords
Personalinformationmay bedisclosedtosomeoneotherthantheindiv idualtowhomtheinformationrelatesifthe

personalinformationiscollectedandmaintainedspecifically forthepurposeofcreatingarecordav ailabletothe
generalpublic.
Apublicrecordreferstoacollectionofpersonalinformationtowhichallmembersofthepublichav eequalaccess.In
ordertosatisfy thisexception,itmustbeshownthatthepersonalinformationwascollectedandmaintained
"specifically "forthepurposeofmakingitav ailabletothegeneralpublic.SeeChapter5(Priv acy Protection)forfurther
discussionofpublicrecords.
Publicrecordsarecreatedtoallowthepublic,inspecificcircumstances,accesstopersonalinformationwhichwould
notnormally beav ailable.Thepublic's"needtoknow"mustoutweighthepriv acy protectionrightsoftheindiv idualsto
whomtheinformationrelates.
Personalinformationisusually maintainedinpublicrecordsforthefollowingreasons:
Toallowfortheproperadministrationofprograms,activ itiesandserv ices,(e.g.listofelectors,assessmentroll).
Topromotegov ernmentaccountability ,by prov idinginformationrelatingtotheissuanceoflicences,permits,
gov ernmentcontracts,etc.
Topromoteinformedchoiceandconsumerprotection,(e.g.by makingav ailablerecordssuchaslandregistry
records,assessmentrolls,billsofsalesregistration,personalproperty security registrationsy stem,recordsof
holdersofspecificlicencesandpermitsetc.).
Toallowforthefairdeterminationofrights.
KeyFeaturesofPublicRecords
a.Therecordmustbeequally av ailabletoallmembersofthepublic.Acollectionofpersonalinformationtowhichonly
somepeoplehav eaccesswhileothersdonot,wouldnotqualify asapublicrecordascontemplatedintheAct.
b.Publicav ailability doesnotmeantheinformationisnecessarily accessiblefreeofcharge.Thereareanumberof
existingpublicrecordswhichrequirethepay mentoffeesforaccess.
c.Whenapublicrecordofpersonalinformationiscreatedormaintained,publicav ailability doesnothav etobethe
only purposeforcollectingandmaintainingtheinformation.Forexample,thelandtaxregisterisusedforthe
administrationoftheproperty taxingprogram,buttheinformationcontainedintheserecordsisalsoneededby
indiv idualsforanumberofbusinessrelatedpurposes.
d.Accesstoapublicrecorddoesnotnecessarily meanitisreadily av ailablewithoutsomeidentify inginformation.
Therearesituationswhereanindiv idualmustprov idetheinstitutionwithspecificdetailsoridentifierstoallowthe
institutiontoretriev etherecord.Thefactthatexistingsy stemsforaccessarenotasconv enientorascosteffectiv eto
arequesterdoesnotmeanthattherecordsarenotpublicly av ailable.
e.Personalinformationappearinginapublicrecordinonecontextdoesnotnecessarily rendertheinformationpublic
inanothercontext.Forexample,personalinformationrelatingtocriminalconv ictionsmay bepublicly av ailable
throughcourtrecords,butarecordofcriminalconv ictionsinapersonnelorsecurity filewouldnotthereby bea
publicrecord.
f.Therecanbeinstanceswhereonly certainelementsofacollectionofpersonalinformationaremaintainedasapublic
record,whileotherpartsarenotav ailabletothepublic.
HowPublicRecordsAreCreated
Inmany jurisdictions,publicrecordsofpersonalinformationarecreatedandmaintainedthroughspecificstatutesor
regulations.Howev er,inOntario,publicrecordscanbecreatedeitherby :
a.Statuteor
b.Policy Decisionsby Institutions.
a.Statute
Statutes,regulationsorby lawsdesignatingpublicrecordsgenerally containtermsandconditionsregardingthe
administrationoftheinformation.Often,theauthority tochargefees,timesandlocationofaccess,areprescribedin
thelegislation.
b.Policy Decisionsby Institution

Therearesituationswherepublicrecordsexistwithoutalegislativ ebasis.Theinstitution,throughitsdealingswith
thepublic,may determinethatthereisalegitimate"publicneedtoknow"whichoutweighsthepriv acy rightsofthe
indiv idualstowhomtheinformationrelates.Insuchcases,theinstitutionmay establishapolicy designatingthe
recordpublic.Themajorfactorsinthisdecisionwouldbethepriv acy protectionrightsofindiv idualsandwhetheror
notreleaseoftheinformationcanbetreatedasa"justified"inv asionofpersonalpriv acy .
FactorstoConsider
Thefollowingaresomeofthefactorstoconsiderinthecreationandmaintenanceofpublicrecords:
Doesthepublic"needtoknow"outweighthepriv acy rightsoftheindiv idualsconcerned?
Willthereleaseoftheinformationfosterinformedchoice?
Willtheinformationbeaccessibletoev ery one?
Doesthepublicneedtheinformationtoassistintheconductofbusiness?
Wouldthepublicav ailability oftheinformationconstituteanunjustifiedinv asionofpersonalpriv acy ?
Isthepersonalinformationparticularly sensitiv e?
Istheinformationrelev anttothefairdeterminationofarequester'srights?
WhiletheActissilentonstatutory requirementsgov erningthecreationandmaintenanceofpublicrecords,thebalance

betweentheneedfordisclosureandtherightofindiv idualstopriv acy mustbecarefully weighed.Insuchcircumstance
thebalancingtest(seepersonalpriv acy sectionoftheAct)outliningthecriteriaindeterminingwhetheradisclosureof
personalinformationconstitutesanunjustifiedinv asionofpersonalpriv acy ,canplay animportantroleinhelpingan
institutiondecideifacollectionofpersonalinformationwill,orwillnot,beav ailableasapublicrecord.
DisclosureExpresslyAuthorizedbyStatute
Personalinformationmay bedisclosedtoapersonotherthantheindiv idualtowhomitrelateswhereastatuteof

OntarioorCanadaexpressly authorizesthedisclosure.
Theauthority todisclosemustbestatedinthestatuteandnotsimply beanadministrativ epolicy oftheinstitution.
Forexample:Section14oftheBusinessPracticeActpermitsinformationgainedduringaninspectionorinv estigationto
bedisclosedtoinformaconsumerofanunfairbusinesspracticeandany informationrelev anttotheconsumer'srights.
ResearchAgreements
Whencertainconditionsaremet,personalinformationmay bedisclosedtosomeoneotherthantheindiv idualtowhom

theinformationrelatesifthedisclosureisforaresearchpurpose."Researchpurposes"aredistinctfromadministrativ e,
operationalorregulatory usesofpersonalinformationinthatresearchusesdonotdirectly affecttheindiv idualto
whomtheinformationrelatesanddonotrelatetotheusualadministrationofaprogram.Programaudits,ev aluations
andoperationalrev iewsarenotresearchforthepurposesofthissection."Research"meansasy stematicinv estigation
intoandstudy ofmaterialsandsourcesinordertoestablishfactsandreachnewconclusionsandanendeav ourto
discov ernewortocollateoldfactsby thescientificstudy orby acourseofcriticalinv estigation.
Thisprov isioncov ersdisclosuresinresponsetoaccessrequestsfromresearchersreceiv inggrants,consultants

conductingcontractualresearchandindependentresearchers.Accesstopersonalinformationby researcherswhoare
employ eesofaninstitutionisnotcov eredby thissubsectionbutratherby s.41FIPPA/s.31MFIPPAands.42(d)FIPPA
/s.32(d)MFIPPA.
Theinstitutionmustdeterminethatconditionsareappropriateforthedisclosureofpersonalinformationforaresearch
purpose.Thefollowingconditionsmustbemet:
thedisclosuremustbeconsistentwiththeconditionsorreasonableexpectationsofdisclosureunderwhichthe
personalinformationwasprov ided,collectedorobtained.Iftheinformationwasprov idedwithareasonable
expectationofconfidentiality ,accessshouldnotbegrantedwithouttheconsentoftheindiv idual
theresearchpurposeforwhichthedisclosureistobemadecannotbereasonably achiev edunlesstheinformation
isprov idedinaformwhichallowsindiv idualstobeidentified.Theheadmustbesatisfiedthattheobjectiv e
necessitatesindiv idualidentification
theresearchermustcomply withconditionsrelatingtosecurity andconfidentiality prescribedby regulation.
SeeAppendixVIIIforasampleresearchagreement.
UnjustifiedInvasionofPersonalPrivacy
Personalinformationmay bedisclosedtosomeoneotherthantheindiv idualtowhomtheinformationrelateswherethe

disclosuredoesnotconstituteanunjustifiedinv asionofpersonalpriv acy .Thisprov isionisanexceptiontothe
mandatory exemption.Sections21(2)(3)and(4)FIPPA/s.14(2)(3)and(4)MFIPPAprov ideguidanceindetermining
whetherdisclosureofpersonalinformationwouldconstituteanunjustifiedinv asionofpersonalpriv acy .Whereoneof
thepresumptionsins.21(3)FIPPA/s.14(3)MFIPPAappliestothepersonalinformationfoundinarecord,theonly way
suchapresumptionagainstdisclosurecanbeov ercomeisifthepersonalinformationfallsunders.21(4)FIPPA/s.14(4)
MFIPPAorwhereafindingismadethats.23FIPPA/s.16MFIPPAappliestothepersonalinformation.
Ifnoneofthepresumptionsins.21(3)FIPPA/s.14(3)MFIPPAapply ,theheadmustconsidertheapplicationofthe
factorslistedins.21(2)FIPPA/s.14(2)MFIPPA,aswellasallotherrelev antcircumstancesinthecase.
FactorstobeConsidered
Ifnoneofthepresumptionsins.21(3)FIPPA/s.14(3)MFIPPAapply ,theheadmustconsiderthefactorslistedins.21(2)
FIPPA/s.14(2)MFIPPA.Thislistoffactorsisnotexhaustiv e.Any otherrelev antcircumstancesshouldbeconsidered
by theinstitutionbeforeadecisionondisclosureismade.Forexample,oneunlistedfactorfav ouringdisclosureof
personalinformationmay beensuringorrestoringpublicconfidenceinaninstitution.
PublicScrutiny
Onefactorindeterminingwhetherdisclosureofpersonalinformationconstitutesanunjustifiedinv asionofpriv acy is

whetherdisclosureisdesirableforsubjectingtheactiv itiesofgov ernmentinstitutionstopublicscrutiny .Insuchcases,
accesstoinformationandinternalscrutiny oftheinternalworkingsofgov ernmentwillprev ailov ertheprotectionof
indiv idualpriv acy .Wheninv okingthisprov ision,institutionsshouldconsiderthebroaderinterestsofpublic
accountability .Theremustbeapublicdemandforscrutiny oftheinstitution,notoneperson'spersonalv ieworopinion.
Therequestermustdemonstratethattheactiv itiesoftheinstitutiontowhichtherecordrelateshav ebeenpublicly
calledintoquestion.
PublicHealthandSafety
Indeterminingwhetherdisclosureconstitutesanunjustifiedinv asionofpersonalpriv acy ,theheadmustconsider

whetheraccesstothepersonalinformationmay promotepublichealthandsafety .
Forexample:Theidentificationofthelocationofadischargeoremissionorsomeotherpotentialdangertothe
env ironmentmay necessitatethedisclosureofpersonalinformation.
InformedChoice
Indeterminingwhetherdisclosureofthepersonalinformationconstitutesanunjustifiedinv asionofpersonalpriv acy ,

theheadmustconsiderwhetherthedisclosurewillpromoteinformedchoiceinthepurchaseofgoodsandserv ices.
Forexample:Disclosureofanev aluationofasupplier'sorconsultant'sperformancecoulddisclosepersonal
information.
FairDeterminationofRights
s.21(2)(d)FIPPA/s.14(2)(d)MFIPPAIndeterminingwhetherthedisclosureconstitutesanunjustifiedinv asionof
personalpriv acy ,theheadmustconsiderwhetherthepersonalinformationisrelev anttoafairdeterminationofrights
affectingtherequester.Theremay beinstanceswheretherequesterrequiresaccesstopersonalinformationabouthis/
herownrights.
Inorderforthissectiontoberelev ant,thefollowingfactorsmustbeestablished:1.therightinquestionisalegalright,
whichisbasedincommonlaworstatute2.therightisrelatedtoaproceedingwhichiseitherexistingorcontemplated
3.thepersonalinformationwhichtheappellantisseekingaccesstohassomebearingonorissignificanttothe
determinationoftherightinquestionand4.thepersonalinformationisrequiredinordertopreparefortheproceeding
ortoensureanimpartialhearing.
UnfairExposuretoHarm
Theheadmustconsiderwhethertheindiv idualtowhomtheinformationrelateswillbeexposedunfairly topecuniary or

otherharm.Otherprov isionsoftheActexemptrecordsonthebasisthatdisclosuremay threatensomeone'slife,health
orsafety (s.14(1)(e)FIPPA/s.8(1)(e)MFIPPA).Thewords"otherharm"shouldthereforebeinterpretednarrowly to
meaninjury ofasimilarnaturetopecuniary harm,suchasharmtobusinessinterest.
Thisconsiderationisrelev antonly wherethereisev idencethatunfairpecuniary orotherharmwillresultfromthe

disclosure.
HighlySensitiveInformation
Theheadmustconsiderwhetherthepersonalinformationishighly sensitiv etotheindiv idualtowhomitrelates.In

orderforinformationtobe"highly sensitiv e",theinstitutionmustestablishthatreleaseoftheinformationwouldcause
excessiv epersonaldistresstopersonsotherthantherequester,thisincludesthev iolationofpersonalsecurity .Thefact
thatanindiv idualmay beembarrassedby adisclosureofpersonalinformationisnotsufficienttomakethisfactora
relev antconsideration.
InformationInaccurateorUnreliable
Inthiscircumstance,theheadmustconsiderwhetherthepersonalinformationisunlikely tobeaccurateorreliable.
Thisfactorweighsagainstdisclosureofpersonalinformation.Wherethereissufficientreasontoquestiontheaccuracy
orreliability oftherecords,itmay beanunjustifiedinv asionofpersonalpriv acy toreleaseit.Forthisfactortobe
relev ant,itmustbeshowninspecificway sthattheinformationreceiv edisinaccurateorunreliable.
Subsection40(2)FIPPA/s.30(2)MFIPPArequiresinstitutionstotakereasonablestepstoensurethatpersonal
informationisnotusedunlessitisaccurateanduptodate.
InformationSuppliedinConfidence
s.21(2)(h)FIPPA/s.14(2)(h)MFIPPATheheadmustconsiderwhetherthepersonalinformationhasbeensupplied
totheinstitutioninconfidenceby thepersontowhomitrelates.Thissectiondoesnotapply topersonalinformation
suppliedinconfidenceby oneindiv idualaboutanother.
Forexample:Complaintinformationwassentby concernedcitizensregardinganallegedtrespasstoproperty was

expectedtobekeptconfidentialandasaresult,thisprov isionwasarelev antfactor.
DamagetoReputation
s.21(2)(i)FIPPA/s.14(2)(i)MFIPPA
Theheadmustconsiderwhetherdisclosureofthepersonalinformationmay unfairly damagethereputationofany

personreferredtointherecord.Damagetoareputationmay notalway sbeconsideredunfair.
Forexample:TheIPCfoundthatreleasinganinv estigationwhichprobedtheappropriatenessofaseniorofficial's
foreigncurrency tradingactiv ities,wouldnot"unfairly "damagetheofficial'sreputation.
PresumedInvasionofPrivacy
Subsection21(3)FIPPA/s.14(3)MFIPPAprov idesthatdisclosureofcertainty pesofpersonalinformationispresumed
tobeanunjustifiedinv asionofpersonalpriv acy .Themaincharacteristicsofthesety pesorclassesofpersonal
informationarethatthey concernintimate,sensitiv edetailsofpersonallifeorthey giv erisetoastrongexpectationthat
priv acy willbeprotected.Whereoneofthepresumptionsinthissubsectionappliestothepersonalinformationfoundin
arecord,theonly way thepresumptionagainstdisclosurecanbeov ercomeisifthepersonalinformationfallsunder
s.21(4)FIPPA/s.14(4)MFIPPAorwhereafindingismadethats.23FIPPA/s.16MFIPPAappliestothepersonal
information.
HealthRecord
Disclosureofinformationthatrelatestoamedical,psy chiatricorpsy chologicalhistory ,diagnosis,condition,treatment

orev aluationispresumedtoconstituteanunjustifiedinv asionofpersonalpriv acy .
ViolationofLaw
Disclosureofpersonalinformationcompiledaspartofaninv estigationintoapossiblev iolationoflawispresumedto

constituteanunjustifiedinv asionofpersonalpriv acy .Thephrase"v iolationoflaw"includesoffencesunderfederalor
prov incialstatutesandregulationsandmunicipalby laws.
Forexample:Personalinformationrelatingtodiscriminationinv estigationscompiledby ,oronbehalfof,theOntario

HumanRightsCommissionarerecordscompiledaspartofaninv estigationintoapossiblev iolationoflaw.
Thepresumptionappliestoinv estigationsintopossiblev iolationsoflawasaresult,thereisnoneedforcriminal

chargestobelaidorforproceedingstohav ebeencommencedforthepresumptiontoapply .Thisexemptiondoesnot
apply wheredisclosureisnecessary toprosecutethev iolationortocontinuetheinv estigation.Disclosureofpersonal
informationqualify ingforthisexemptionmay takeplaceintheabsenceofanaccessrequestundertheconditionsfound
ins.42(f)&(g)FIPPA/s.32(f)&(g)MFIPPA.
Section14FIPPA/s.8MFIPPAprov idesanexemptionforrecordsrelatingtolawenforcementactiv ities.Thatsectionis

complementedby thissubsection,whichprotectsthepriv acy ofanindiv idualwhohasbeeninv estigatedforapossible
v iolationoflawbutwhosecasehasnoty etbeendisposedofby acourt.Thissectionmay alsoprotectthepriv acy of
indiv idualsinterv iewedwithrespecttoaninv estigation.
EligibilityforSocialPrograms
Disclosureofinformationthatrelatestoeligibility forsocialserv iceorwelfarebenefitsispresumedtoconstitutean

unjustifiedinv asionofpersonalpriv acy .
EmploymentorEducationalHistory
Disclosureofinformationthatrelatestoanindiv idual'semploy mentoreducationalhistory ispresumedtoconstitutean

unjustifiedinv asionofpersonalpriv acy .Thispresumptiondoesnotapply toemploy eeexpenseclaims.Seealsos.65(6)
FIPPA/s.52(3)MFIPPA.
TaxReturn
Disclosureofpersonalinformationobtainedonataxreturnorgatheredforthepurposeofcollectingataxispresumed
toconstituteanunjustifiedinv asionofpersonalpriv acy .
FinancialHistory
Disclosureofmostty pesofpersonalinformationdescribinganindiv idual'sfinances,income,assets,liabilities,net

worth,bankbalances,financialhistory orcreditworthinessispresumedtoconstituteanunjustifiedinv asionofpersonal
priv acy .
PersonalRecommendationsandEvaluations
Disclosureofpersonalinformationconsistingofpersonalrecommendationsorev aluations,characterreferences,
personnelev aluationsispresumedtoconstituteanunjustifiedinv asionofpersonalpriv acy .
Race,EthnicOrigin,ReligionorSexualOrientation
Disclosureofpersonalinformationwhichrev ealsanindiv idual'sracialorethnicorigin,sexualorientation,religiousor

politicalbeliefsorispresumedtoconstituteanunjustifiedinv asionofpersonalpriv acy .
ExceptionstotheExemption
Section21(4)FIPPA/s.14(4)MFIPPAplacescertainlimitsonthepresumptionofinv asionofpersonalpriv acy created
by s.21(3)FIPPA/s.14(3)MFIPPA.Disclosureofthety pesofpersonalinformationmentionedins.21(4)(a)through(c)
FIPPA/s.14(4)(a)and(b)MFIPPAdoesnotconstituteanunjustifiedinv asionofpersonalpriv acy .Therefore,arecord
thatfitswithinthosesubsectionsmustbedisclosedunders.21(1)(f)FIPPA/s.14(1)(f)MFIPPA.
SalaryRangeandBenefitsofEmployees
Disclosureoftheclassification,salary rangeandbenefits,oremploy mentresponsibilitiesofanofficeroremploy eeofan

institution,oramemberoftheMinister'sstaff,isnotanunjustifiedinv asionofpersonalpriv acy .Notethattheprov ision
refersto"salary range",notspecificsalary .
Officeroremploy eeincludesappointedofficialsandthosepersonswhoworkforaninstitution,orwhoperformtheir
dutiesunderacontractofemploy ment.
NotethatthePublicSectorSalaryDisclosureActprov idesforpublicdisclosureofsalariesandbenefitsofemploy ees

whoearnasalary of$100,000ormore.Sees.21(4)(b)FIPPA/s.14(4)(b)MFIPPAbelowforfactorstoconsiderwhen
determiningifanindiv idualisanemploy eeorindependentcontractor.
PersonalServiceContracts
Disclosureofthefinancialorotherdetailsofacontractforpersonalserv icesbetweenanindiv idualandaninstitutionis

notanunjustifiedinv asionofpriv acy .Acontractinwhichanindiv idual,notacompany ,ishiredtoperform
professionalserv icesinrespectofaparticularproblemorprojectwouldbeincluded.
Forexample:Acontractinwhichanindiv idualishiredtoperformprofessionalserv icesforaninstitutioninrespectofa

particularproblemorprojectwouldbeincluded.
Usually ,themorecontrolaninstitutionexercisesov eranindiv idualwithrespecttosuchmattersasplaceofwork,

hoursofworkandv acationentitlements,themorelikely arelationshipisoneofemploy erandemploy ee.Inorderto
determinewhetheracontractisacontractforpersonalserv icesasopposedtoanemploy mentcontract,thefollowing
factorsmustbeconsidered:
1.thelev elofcontrolandsuperv isionexercisedby theemploy erwithrespecttoa)howtheworkisperformed,b)where
theworkisperformed,c)thehoursofworkandd)whatisproduced
2.theownershipandprov isionoftheequipmentusedforthejob
3.theeconomicdependenceoftheworkerontheemploy er
4.whethertheworkerisentitledtoundertakealternativ eworkwhileengagedby theemploy er
5.whethertheworkerisobligedtofollowtheemploy er'sorganizationalpolicies
6.whethertheworkerbearsany riskoflossby enteringintotheagreement
7 .whethertheworkwhichtheindiv idualperformsisanecessary andintegralcomponentoftheemploy er'soperations.
LicencesorPermits
s.21(4)(c)FIPPA
Disclosureofdetailsofalicenceorpermitorasimilardiscretionary financialbenefitconferredonanindiv idualby an

institutionoraheadisnotanunjustifiedinv asionofpriv acy undercertaincircumstances.
Thepurposeofthislimitationonthepresumedinv asionofpriv acy istoensurethatthepublichasaccesstoinformation
aboutlicensingorthegrantingofbenefitswherethelicenseeorrecipientofthebenefitrepresentsasignificant
proportionofthetotalnumberofpersonsinOntariowhoaresimilarly licensedorwhohav ereceiv edasimilarbenefit
Thegrantingofalicenceorpermitorafinancialbenefit,ataninstitution'sdiscretion,may giv easignificanteconomic

adv antagetooneindiv idualov erotherswhoareinthesamebusinessorotheractiv ity .
Whereanindiv idualrepresentsonepercentormoreofallpersonsandorganizationswhohav ereceiv edthisty peof
economicadv antage,andifthev alueofthebenefittoanindiv idualisonepercentormoreofthetotalv alueofsimilar
benefitstootherpersonsandorganizations,disclosureofdetailsofthebenefitisnotaninv asionoftheindiv idual's
priv acy .
The"v alueofthebenefit"andthe"totalv alueofsimilarbenefits"wouldbedeterminedby dollarv aluewherefeasible.
RefusaltoConfirmorDeny
Wheretheheadrefusestogiv eaccesstoarecordonthegroundsofanunjustifiedinv asionofpriv acy ,theheadmay also

refusetoconfirmordeny theexistenceoftherecord.Wheretheheadrefusestoconfirmordeny theexistenceofa
recordinresponsetoarequest,notificationtotherequesterunders.29(2)FIPPA/s.22(2)MFIPPAisrequired.
Forexample:Confirmationthataninstitutionwasinpossessionofarecordrelatingtothetreatmentofanindiv idualfor
anillnesscouldbeanunjustifiedinv asionofpriv acy ,ev enifaccesstotherecorditselfwasrefused.
Inordertousethisprov ision,aninstitutionmustprov idedetailedandconv incingev idencethatdisclosureofthemere

existenceoftherequestedrecordswouldconv ey informationtotherequester,andthatthedisclosureofthis
informationwouldconstituteanunjustifiedinv asionofpersonalpriv acy .
Thissubsectionissimilartos.14(3)FIPPA/s.8(3)MFIPPArelatingtolawenforcementrecords.Notificationtothe
requesterunders.29(2)FIPPA/s.22(2)MFIPPAwouldberequired.
PublicAppointments
TheIPChasfoundthatmembersofthepublicoftenwishtoknowsomeinformationaboutelectedofficialsand
appointeestopublicpositionsonboardsandcommittees.Thus,institutionsareencouragedtopreparebrief
biographiesandmakethemav ailabletothepublicuponrequest.Institutionsshouldalerttheelectedofficialor
appointeeconcernedbeforepublishingthebiography .PleaseseeAppendixVforasamplebiography .
PublishedInformation(s.22FIPPA/s.15MFIPPA)
IntheFreedomofInformationandProtectionofPrivacyAct(FIPPA)/MunicipalFreedomofInformationand
ProtectionofPrivacyAct(MFIPPA)thisdiscretionary exemptionallowsaninstitutiontorefusedisclosureofarecord
where:
therecordortheinformationcontainedintherecordhasbeenpublishedoriscurrently av ailabletothepublicor
therearereasonablegroundstobeliev ethattherecordorinformationwillbepublishedby theinstitutionwithin
90day softherequest,orwithinafurtherperiodoftimeneededforprintingthematerialorfortranslatingit
beforeprinting.
Thisexemptionisnotlimitedtoinformationpublishedonly by theinstitution.Aninstitutionhasaduty toinforma

requesterwheretherecordorinformationinquestionisav ailable.Whereaninstitutioninv okesthisexemption,itmust
considertheconv enienceoftherequestercomparedtotheconv enienceoftheinstitution.
Whereaninstitutionisdealingwithanissue,whichisthesubjectofnumerousrequestsov eralongperiodoftime,and
theinstitutionwillgrantaccesstotheserecords,itmay beadv antageousfortheinstitutiontoputtogetherapackageof
informationandhav eitpublished.Theinstitutioncouldsetareasonablefeeforthepackage.
Thecompellingpublicinterestexemptionins.23FIPPA/s.16MFIPPAdoesnotapply tothisexemption.
LimitationsonAccesstoOne'sOwnPersonalInformation(s.49FIPPA/s.38
MFIPPA)
Section49FreedomofInformationandProtectionofPriv acy Act(FIPPA)/s.38MunicipalFreedomofInformation
andProtectionofPriv acy Act(MFIPPA)setoutthegroundsforrefusingtodisclosepersonalinformationtothe
indiv idualtowhomitpertains.Thegroundsareenumeratedinsubsections49(a)through(f)FIPPA/38(a)through(f)
MFIPPA.Whenanindiv idualseeksaccesstohis/herpersonalinformationthissectionoftheActapplies,notthepartof
theActdealingwithgeneralexemptionsorarequestby athirdparty foraccesstoanotherperson'sinformation.
Thedecisiontorefusetodisclosepersonalinformationtotheindiv idualtowhomitrelatesisadiscretionary exemption.

Wherethissectionapplies,itistherecordasawholethatisconsiderednotonly thosepartscontainingtheindiv idual's
owninformation.Indiv idualshav egreateraccesstotheirownpersonalinformationthandothirdpartiesunders.21
FIPPA/s.14MFIPPA.
Theprincipleofsev erability appliestodisclosureofpersonalinformation,asitdoestogeneralinformation.Subsection

48(2)FIPPA/37 (2)MFIPPAallowstheinformationwhichisnotbedisclosedtobesev eredpursuanttosubsection
10(2)FIPPA/4(2)MFIPPA.
GeneralExemptions
s.49(a)FIPPA/s.38(a)MFIPPA
Anindiv idual'srightofaccesstohis/herownpersonalinformationissubjecttoalltheexemptionsapply ingtogeneral

recordsfoundinPartIIofFIPPA/PartIMIPPA,exceptforthepersonalinformationexemption(s.21FIPPA/s.14
MFIPPA).Thatexemptionappliestothedisclosureofanindiv idual'spersonalinformationtoathirdparty .
UnjustifiedInvasionofAnother'sPersonalPrivacy
s.49(b)FIPPA/s.38(b)MFIPPA
Anindiv idualmay berefusedaccesstohis/herownpersonalinformationifdisclosurewouldconstituteanunjustified

inv asionofanotherindiv idual'spersonalpriv acy .Subsections21(2)and(3)FIPPA/s.14(2)and(3)MFIPPAprov idethe
testfordetermininganunjustifiedinv asionofpersonalpriv acy andguidanceininterpretingthissubsection.
Theremay bepersonalinformationaboutmorethanoneindiv idualinthesamerecordandsev eringmay notbefeasible

becausetheinformationissointertwined.Forexample,sev eringmay notbefeasiblebecauseclosefamily orbusiness
tieswouldallowindiv idualsotherthantherequestertobeidentifieddespitethesev ering.Insuchacase,disclosure
wouldnotbepossiblebecauseitwouldinv adethepriv acy ofindiv idualsotherthantherequester.
Thisisadiscretionary exemptionandev enifdisclosureofpersonalinformationwouldbeanunjustifiedinv asionof

anotherperson'spriv acy ,discretioncanbeexercisedinfav ourofdisclosure.Section28FIPPA/s.21MFIPPArequires
theheadtonotify theindiv idualwhosepersonalpriv acy may beinv adedasaresultofdisclosureoftherecords.(See
NoticestoAffectedThirdPartiesinChapter3(AccessProcedures)).
RevealingaConfidentialSource
s.49(c)FIPPA/s.38(c)MFIPPA
Anindiv idualmay berefusedaccesstohis/herownpersonalinformationwhen:

1.thepersonalinformationisev aluativ eoropinionmaterial
2.thepersonalinformationwascompiledsolely forthepurposeofdeterminingsuitability ,eligibility orqualifications
foremploy mentorfortheawardingofgov ernmentcontractsandotherbenefits
3.theinformationwassuppliedtotheinstitutionincircumstanceswhereitmay reasonably hav ebeenassumedthatthe
identity ofthesourcewouldbeheldinconfidence
4.thedisclosureoftherecordwouldrev ealtheidentity ofthesourceoftheinformation.
Eachelementofthefourparttestmustbesatisfiedinorderfortheexemptiontoapply .Further,theexemptiononly
appliestoinformationthatwouldrev ealtheidentity ofthesource.
"Ev aluativ e"and"opinion"meansapersonalorsubjectiv einterpretationofobjectiv efacts(e.g.testscores,ratingsand

grades).Thephrase"informationfurnishedtotheinstitution"may indicateasourcewithinaswellasoutsidethe
institution."Otherbenefits"includestheconferringofawards,grantsorsimilarbenefits.
MedicalInformation
s.49(d)FIPPA/s.38(d)MFIPPA
Theinstitutionmay refusetodisclosetoanindiv idualhis/herownpersonalinformationwherethedisclosurecould

reasonably beexpectedtoprejudicetheindiv idual'smentalorphy sicalhealth.Itisintendedthatthisprov isiononly be
appliedincircumstanceswhendisclosurecouldcauseinjury orprov edetrimentaltotheindiv idual'smentalorphy sical
health.Itisnotintendedasageneralprov isionforwithholdingaccesstomedicalinformation.Wherev erpossible,an
indiv idualshouldbegrantedaccesstohis/hermedicalinformation.
Consultationwithanappropriatehealthcareprofessionalmay beadv isedtodeterminewhetherthereisareasonable

expectationofprejudicetotheindiv idual'smentalorphy sicalhealth.Whentheinformationisdisclosedtothe
requester,theinstitutionmay alsowishtohav ethehealthcareprofessionalpresenttoprov ideexplanationsandanswer
questions.
CorrectionalRecord(FIPPA)
s.49(e)FIPPA
Theheadmay refusetodisclosepersonalinformationinacorrectionalrecordtotheindiv idualwheredisclosurecould

reasonably beexpectedtorev ealinformationreceiv edinconfidence.
Correctionalrecords,suchasthoseofinmatesincorrectionalfacilities,may containpersonalinformationthatidentifies
informantsormay containinformationrelatedtoactiv elawenforcementinv estigations.Theheadmay refuseto
disclosetheindiv idual'spersonalinformationifitwouldrev ealtheidentity ofasourceorrev ealinv estigativ eorother
informationsuppliedinconfidence.
Subsection14(1)(d)FIPPAprov idesasimilarexemptionforlawenforcementrecords.Subsection14(2)(d)prov idesan

exemptionforrecordscontaininginformationaboutpersonsunderthecontrolorsuperv isionofacorrectional
authority .
ResearchorStatisticalRecord
s.49(f)FIPPA/s.38(e)MFIPPA
Anindiv idualmay berefusedaccesstohis/herownpersonalinformationiftheinformationwascollectedandused

exclusiv ely foraresearchorstatisticalpurposenotdirectly affectingtheindiv idual.Iftheinformationisusedor
disclosedforany otherpurpose,thisexemptioncannotbereliedontowithholditfromthepersontowhomitpertains.
Privacyprotection
Introduction
Theprotectionofpersonalpriv acy isoneofthekey principlesoftheFreedomofInformationandProtectionofPrivacy
Act(FIPPA)/MunicipalFreedomofInformationandProtectionofPrivacyAct(MFIPPA).Thepersonalpriv acy
requirements,setoutinPartIIIFIPPA/PartIIMFIPPA,dealwithpriv acy protectionintheday today operationsof
institutions.Thesepartsreflectinternationally acceptedprinciplesoffairinformationpractices,andarebasedontwo
key principles:
thatanindiv idualhastherighttocontrolhisorherownpersonalinformationand
thatthepriv acy rulesgov erningthecollection,use,disclosure,retentionanddisposalofpersonalinformationare
necessary .
Thesepriv acy rulesapply toallpersonalinformationinthecustody orcontrolofinstitutions,withtheexceptionof

publicrecordsandcertainemploy mentrelatedandlabourrelationsrecords.
PublicRecords
s.37 FIPPA/s.27 MFIPPA
Thepriv acy requirementsdonotapply topersonalinformationmaintainedforthepurposeofcreatingarecordthatis

av ailabletothegeneralpublic.
Publicrecordsofpersonalinformationarerecordstowhichallmembersofthepublichav eequalaccess.Personal
informationtowhichsomemembersofthepublichav eaccess,whileothersdonot,isnotapublicrecord.
Forexample:Apublicrecordisalistofelectorsasrequiredby theMunicipalElectionsAct.Assessmentrolls,as
requiredby s.39oftheAssessmentAct,arepublicrecords.Recordsofcourtproceedingsthatarepublicly av ailableby
v irtueoftheCourtsofJusticeActarenotsubjecttothepriv acy rules.
TheInformationandPriv acy Commissionerhasstatedinanumberofpriv acy inv estigationreportsthatthepublic

recordsexceptionapplies"only iftheinformationinquestionisheldby theinstitutionmaintainingitfortheexpress
purposeofcreatingarecordav ailabletothegeneralpublic.Otherinstitutionscannotclaimthebenefitofthepublic
recordsexceptionforthesamepersonalinformationunlessthey ,too,maintainthepersonalinformationforthe
purposeofmakingitav ailabletothegeneralpublic"(e.g.(Priv acy Inv estigationReport#I94011P).
Asaresult,institutionsshouldconsiderthepriv acy implicationsoftheirbusinesspracticesev enwhenthey are

handlingotherwise"public"information.Forexample,itisnotappropriateforinstitutionstomaintainprofilesor
dossiersonindiv idualsev enwhenthepersonalinformationhasbeengatheredfrompublicsourcessuchasnewspaper
clippings.(Thiswouldnotapply whenthepersonalinformationinquestionrelatestoinformationaboutindiv iduals
actinginarepresentativ eorprofessionalcapacity suchaspoliticians,lobby istsorrepresentativ esofgroupsor
organizations).
LabourRelationsandEmploymentRelatedRecords
s.65(6),(7 )FIPPA/s.52(3),(4)MFIPPA
FIPPA/MFIPPAdoesnotapply tomostemploy mentrelatedandlabourrelationsinformationinwhichaninstitution

hasaninterest.Nonetheless,certainrecordssuchasemploy eeexpenseaccounts,andagreementsarisingoutof
negotiationsaboutemploy mentrelatedmattersbetweenaninstitutionandanemploy ee(s)continuetobecov eredby
FIPPA/MFIPPA.Forfurtherdiscussionregardingthiscategory ofexcludedrecordsrefertoChapter3(Access
Procedures)ortheAnnotationofCommissioner'sOrders.
CollectionofPersonalInformation
s.38,39FIPPA/s.28,29MFIPPA
ExpandedDefinitionofPersonalInformation
Thepriv acy prov isionsdealingwiththecollectionofpersonalinformationapply tobothrecordedandnonrecorded

personalinformationthatis,topersonalinformationwhichiscollectedv erbally .
Allotherpriv acy prov isionsintheAct,dealingwithuse,disclosure,retention,disposalandaccesstopersonal

informationapply only torecordedpersonalinformationaboutanindiv idual.
AuthoritytoCollect
Thissectionsetsouttheconditionsunderwhichpersonalinformationmay becollected.Personalinformationis
collectedwhentheinstitutionactiv ely acquirestheinformationorinv itesanindiv idualorotherstosendpersonal
informationtotheinstitution.Anindiv idualmay submitpersonalinformationonhis/herowninitiativ ewithoutthe
informationbeingrequestedby theinstitution.Receiptofthisinformationisnotconsideredacollectionunlessthe
institutionkeepsorusestheinformation.
Oneofthreeconditionsmustexistinorderforpersonalinformationtobecollected:
thecollectionofpersonalinformationisexpressly authorizedby astatute.Theauthority tocollectmustbeina
statuteratherthaninaregulationor
theinformationcollectedisusedforthepurposesoflawenforcementor
thecollectionisnecessary fortheproperadministrationofalawfully authorizedactiv ity (prov incialinstitutions
may hav ethisactiv ity authorizedby statute,regulationororderincouncillocalgov ernmentsby statute,
regulationorby law).
By implication,thisauthority tocollectpersonalinformationislimitedtothecollectionofnecessary information.
Forexample:Itwasnecessary totheproperadministrationofalawfully authorizedactiv ity fortheFamily SupportPlan

tocollecthealthplannumbersandphotographsofindiv idualswhohav esupportorcustody ordersexistingagainst
them.Thisinformationwasnecessary inordertotraceindiv iduals,assistinenforcingordersandserv edocuments
personally .(Priv acy Inv estigationReport#I9238P)
Further,thephrase"expressly authorizedby statute"requireseitherthatthespecificty pesofpersonalinformation

collectedbeexpressly describedinthestatuteorageneralreferencetotheactiv ity besetoutinthestatute,together
withaspecificreferencetothepersonalinformationtobecollectedinaregulationmadeunderthestatute,i.e.,inthe
formorinthetextoftheregulation.
MannerofCollection
s.39(1)FIPPA/s.29(1)MFIPPAThissectionrequiresthatpersonalinformationbecollecteddirectly fromthe
indiv idualtowhomitrelates,unlesscertaincircumstancesdescribedinsubsections(a)through(h)permitanindirect
collection,thatis,fromasourceotherthantheindiv idualtowhomtheinformationrelates.
IndividualAuthorization
s.39(1)(a)FIPPA/s.29(1)(a)MFIPPAAnindiv idualmay authorizeanindirectcollectionofhis/herownpersonal
information.Suchauthorizationshouldgenerally include:
theidentificationofthepersonalinformationtobecollected
thesourcefromwhichthepersonalinformationmay becollectedand
thenameoftheinstitutionthatistocollectthepersonalinformation.
Arecordshouldbekeptwiththedateandthedetailsoftheauthorization.
DisclosureUnderSection42FIPPA/Section32MFIPPA
Personalinformationmay becollectedby oneinstitutionfromanotherinstitutionwherethedisclosinginstitutionhas

authority todiscloseunders.42FIPPA/s.32MFIPPA.
Forexample:Whenawelfarerecipientmov estoanothermunicipality ,themunicipality originally prov idingbenefits

may disclosecertainpersonalinformationabouttherecipienttothesecondmunicipality ,sothattheclient'seligibility
forwelfaremay bedetermined.
Thedisclosureisauthorizedby s.32(c)ofMFIPPA,asthedisclosuretothesecondmunicipality isforthesameor

similarpurposeforwhichtheinformationwasoriginally collected,namely ,determiningeligibility forwelfarebenefits.
Thesecondmunicipality ,therefore,may collecttheinformationsinceithasbeenproperly disclosedtoitunders.32(c)
ofMFIPPA.
AuthorityoftheCommissioner
s.39(1)(a),39(1)(c),59(c)FIPPA/s.29(1)(a),29(1)(c),46(c)MFIPPA
TheCommissionermay authorizeacollectionfromasourceotherthantheindiv idual.TheCommissioner's

authorizationmay besoughtbecausetheindirectcollectionisnotspecifically allowedunderthissectionorwherethe
institutionbeliev esitisnotpossibleorpracticaltocollectthepersonalinformationdirectly ortoobtainauthorization
directly fromtheindiv idualconcerned.
TheInformationandPriv acy Commissionerhaspreparedguidelinestoassistinstitutionsinmakinganapplicationfor

makinganindirectcollectionauthority .SeeAppendixX(Guidelinesonapplicationsforauthorizationofindirect
collection).
ConsumerReportingAct
Thissubsectionauthorizesaninstitutiontocollectpersonalinformationcontainedinaconsumerreportthatis
preparedinaccordancewiththeConsumerReportingAct.Acompletelistofinformationwhichmay beincludedinsuch
areportiscontainedins.8(1)(d)oftheConsumerReportingAct.
HonourorAward
Thissubsectionauthorizesaninstitutiontocollectpersonalinformationindirectly forthepurposeofdetermining
suitability foranhonourorawardtorecognizeoutstandingachiev ementordistinguishedserv ice.
Forexample:Personalinformationcanbecollectedtodeterminewhichofanumberofcandidatesshouldreceiv ea
CitizenoftheY earaward.
CourtsandTribunals
Thissubsectionauthorizesaninstitutiontocollectpersonalinformationindirectly fortheconductofaproceedingora
possibleproceedingbeforeacourtorjudicialorquasijudicialtribunal.
Ajudicialorquasijudicialtribunalisabody constitutedunderastatutewithpowertodecidethelegalrightsofaperson
ortheeligibility ofapersonforabenefitorlicence.Suchtribunalsarerequiredtoadheretostandardsofprocedural
fairnesssimilartotheproceduresofcourts.
Examplesofthisty peoftribunalincludetheOntarioMunicipalBoard,Property StandardsCommittee,Assessment

Rev iewCourt,SocialAssistanceRev iewBoard,CourtsofRev ision,andCommitteesofAdjustment.
Insomecases,afterpersonalinformationhasbeencollected,noproceedingtakesplacebecause,forexample,thereis
insufficientev idence.Ev enthoughthetribunalmay nev erhearthematter,thissubsectionappliesaslongasthe
purposeofthecollectionistodeterminewhetheraproceedingcanbecommencedbeforeacourtortribunal.
LawEnforcement
Personalinformationwhichiscollectedforthepurposeoflawenforcementmay becollectedfromasourceotherthan
theindiv idualaboutwhomtheinformationrelates.
TheIPChasfoundthatcollectionauthorizedby thissubsectionmustbedirectly relev anttothelawenforcement

activ ity .Only theminimalamountofpersonalinformationthatisnecessary shouldbecollected.
LawenforcementisdefinedinChapter1(IntroductiontotheAct)ofthismanual.
StatutoryAuthority
Astatute,regulationorby lawmay authorizeacollectionofpersonalinformationfromasourceotherthanthe

indiv idual.
Forexample:Unders.6(4)oftheMunicipalHealthServicesAct,amunicipalassessmentcommissionermay requireany
employ ertofurnishalistofemploy eesresidinginthemunicipality ,andthedatesuponwhichtheemploy eesarepaid
theirsalary orwages.
Subsection10(1)oftheAssessmentActauthorizesanassessortoindirectly collectspecificpersonalinformationabout
anindiv idualfromany person"presentonland"v isitedby anassessorundertheAct.
Subsection61(3)oftheFamily Responsibility andSupportArrearsEnforcementActauthorizedindirectcollectionof

specificty pesofpersonalinformation.
NotificationRequirements
Whenpersonalinformationiscollectedonbehalfofaninstitution,eitherdirectly fromthepersonaboutwhomthe
informationrelatesorindirectly fromanothersource,theinstitutionmustinformtheindiv idualthatthecollectionhas
occurred.
Thenoticetotheindiv idualmuststate:
thelegalauthority forthecollection
theprincipalpurpose(s)forwhichthepersonalinformationwillbeused
thetitle,businessaddressandtelephonenumberofanofficialoftheinstitutionwhocananswertheindiv idual's
questionsaboutthecollection.
Thenoticeoflegalauthority shouldincludeareferencetothespecificact(orregulation)andsection,orby lawwhich

authorizedthecollection.Whereanactorby lawdoesnotspecifically refertothecollection,thenthenoticeshould
refertothespecificsectionoftheactorby lawwhichestablishestheactiv ity orprogramunderwhichtheinformationis
collected.
Forexample:Subsection58(2)oftheEducationActprov idesfortheestablishmentofBoardsofEducation.Ev enthough

theEducationActmay notspecifically authorizeeachcollectionofpersonalinformationundertakenby aBoardof
Education,nonethelesss.58(2)oftheEducationActwouldprov idesufficientstatutory authority toundertake
collectionsofpersonalinformationthatarenecessary tothefunctioningofaboard.
Thestatementregardingtheprincipalpurpose(s)forwhichtheinformationwillbeusedshouldbeconsistentwiththe
allowableusesofpersonalinformation.Theprincipalpurpose(s)forwhichtheinformationwillbeusedshouldalsobe
consistentwiththestatementintheindexofpersonalinformationbankswhichdescribestheuseanddisclosureof
personalinformationineachbank.
TheIPChasfoundthatanoticeofcollectionshouldcontaineachofthethreeelementsdescribedinthesubsection.
Discussionofmattersotherthancollection(e.g.,anticipateddisclosureoftheinformation)shouldbeincludedina
separateparagraphfromthenotice.
Wherethepersonalinformationiscollecteddirectly fromtheindiv idual,noticeshouldbegiv entotheindiv idualatthe

timeofthecollection.Wherethepersonalinformationiscollectedonaform,thenoticemay beprov idedontheform
itself.
Anotificationshouldbeincludedonaformwheretheprincipalpurposeoftheformistocollectpersonalinformation
andtheinformationisusedforthepurposeofmakingadecisionaffectingtheindiv idual.
Further,whereav ariety ofpersonalinformationdatahasbeencollected,thenoticeofcollectionmustrelatetoallofthe

datathathasbeencollected.Wheredifferentpersonalinformationdataontheformisusedfordifferentpurposes,oris
collectedunderdifferentlegalauthority ,thev ariouspurposesandauthority mustbeincludedinthenotice.
Forexample:Whereaparticularuseofthesocialinsurancenumberwasnotindicatedinthenotice,thenoticeof
collectionwasfoundinadequateby theIPC.
Formswhichareprescribedby aprov incialregulationarenotcontrolledby amunicipality orlocalboard.Incases

wherepersonalinformationiscollectedonaprescribedform,itistheresponsibility oftheprov incialministry
controllingtheformtoincludeanoticeontheform.
Alternativ eway sofprov idingcollectionnoticescouldinclude:

notify ingthepublicthroughadv ertisementsinthepress(e.g.,whereapublicadv ertisementsolicitsthe
collection)
rally informingtheindiv idualinthecourseofaninpersonortelephoneinterv iew(andnotingthisinthe
indiv idual'sfile)or
includingthenoticeincorrespondenceorasaninsertwithothermailedmaterial.
Wherepersonalinformationiscollectedandwillbeusedby ordisclosedtoanotherinstitution,theindiv idualshouldbe

giv ennoticeof:
thelegalauthority thatthefirstinstitutionhasforcollectingtheinformation
theprincipalpurposesforwhichthepersonalinformationwillbeusedby thatinstitution
theaddressandtelephonenumberofanofficialinthatinstitutionwhocananswerquestionsand
thefactthattheinformationwillbeusedby asecondinstitutionandthenameofthatinstitution.
Iftheindiv idualisnotinformedatthetimeofcollectionthattheinformationwillbeusedby anotherinstitution,then

thesecondinstitutionmustprov idenoticetotheindiv idual.
Noticemustbeprov idedeachtimepersonalinformationiscollected.Anoticeofcollectionmay notify ofspecific

collectionsoccurringinthefuturewhenthiscanbepredictedwithcertainty .Whenev erthereisambiguity regardingthe
sufficiency ofthenotice,anewnoticeofcollectionshouldbeprov ided.(Priv acy Inv estigationReport#I95030P)
Whereindirectcollectionispermittedundersubsection1,noticetotheindiv idualisstillrequired.
ExceptiontoNoticeRequirements
Minister'sWaiver
s.39(2)FIPPA/s.29(3)(b)MFIPPA
Therequirementtoprov ideanoticeofcollectionmay bewaiv edby theMinisterresponsibleforFIPPA/MFIPPA.Each

requestforwaiv erisconsideredonitsmerits.Waiv erswillnormally berequestedforaclassorgroupofindiv iduals
ratherthanoneindiv idual.
Forexample:TheChairofManagementBoardhasgrantedwaiv ersofnoticeunders.29(3)(b)MFIPPAinrespectof
indirectcollectionofpersonalinformationonAlzheimerpatientsforthecreationofWanderingPatientRegistriesby
v ariousPoliceServ icesintheprov ince.
Someofthecriteriaforconsiderationindeterminingwhethertograntawaiv erofnoticeareasfollows:
NoticeFrustratesPurposeofIndirectCollection:Insomecases,togiv enoticetotheindiv idualwhere
informationiscollectedindirectly forcertainprograms,orofinv estigationswhichdonotqualify aslaw
enforcement,wouldunderminetheobjectiv esorfrustratethepurposeofthoseprogramsandinv estigations.The

circumstanceswhichnecessitateindirectcollectionmay beconsideredindeterminingwhetherawaiv erwillbe
granted.
Statutory Authority forIndirectCollection:Wherethereisstatutory authority forindirectcollection,the
circumstancesthatmakeindirectcollectionnecessary may beconsideredindeterminingwhetherthenotice
requirementswillbewaiv ed.
Adm inistrativ eBurdenandCost:Aheav y administrativ eburdencoupledwithhighcostsmay justify a
waiv erincertaincircumstances.Theadministrativ eburdenandthecostswouldbeexcessiv ewhenweighed
againsttherequirementorneedfornoticeintheparticularcase.Analternativ e,howev er,suchaspostinganotice
orpublishinganoticeinthenewspaper,mightbeappropriateinthesecircumstances.
Im possibility /Difficulty :Therecanbecircumstanceswhereitisimpossibleorv ery difficulttoprov idenotice.
Thosecircumstancesmay beconsideredindeterminingwhetherthenoticerequirementswillbewaiv ed.
AuthorizationofInform ationanPriv acy Com m issioner:WheretheCommissionerhasauthorized
collectionofpersonalinformationotherthandirectly fromtheindiv idual,thecircumstanceswhichthe
Commissionerconsideredinauthorizingindirectcollectionmay beconsideredindeterminingwhetherawaiv erof
noticewillbegranted.
SubsequentCollectionby AnotherInstitution:Wherepersonalinformationiscollectedandwillbe
disclosedtoanotherinstitutioninaccordancewiths.42FIPPA/s.32MFIPPA,theindiv idualistobegiv enthe
requirednoticeby thefirstinstitutionandastatementtheinformationwillbedisclosedtothesecondinstitution.
Nowaiv erisrequiredinthesecircumstancessincethefirstinstitutionhascompliedwiths.39(2)FIPPA/s.29(2)
MFIPPAforbothinstitutions.
Wherethefirstinstitutiondoesnotadv isetheindiv idualofthedisclosuretothesecondinstitution,noticewillusually

berequired.Theremay ,howev er,becircumstanceswheretoprov idenoticewouldbeinconsistentwiththedisclosure
ins.42FIPPA/s.32MFIPPA.Insuchcircumstances,waiv ermay beappropriate.
Therefore,whenainstitutionobtainstheinformation,andtheindiv idualwasalready notifiedinrespecttothefirst

collection,itmay beappropriatetowaiv efurthernotificationrequirements.
Thislistisnotexhaustiv eandothercriteriamay beconsideredindeterminingwhetherawaiv erofnoticewillbe

granted.Torequestawaiv erofnotification,completetheRequestforWaiv erofNoticetheIndiv idualofCollectionof
PersonalInformation(seeAppendixIX).
FurtherinformationontheprocedurecanbeobtainedfromtheCorporateFreedomofAccessandPriv acy Office,

Ministry ofGov ernmentServ ices.
OtherExceptionstoNotice
Noticeofcollectionofpersonalinformationisnotrequiredif:
thety peofinformationbeingcollectedwouldbeexemptfromaccessunders.14(1)or14(2)FIPPA/s.8(1)or8(2)
MFIPPA(lawenforcement)
theMinister(ChairoftheManagementBoardofCabinet)waiv esthenotice.Eachrequestforawaiv erisconsidered
onitsownmerits.Waiv erswillnormally berequestedforaclassorgroupofindiv idualsratherthanone
indiv idualor
theregulationsprov idethatthenoticeisnotrequired.
ForMFIPPAinstitutions,O.Reg.823s.4outlinescircumstanceswherenoticeofcollectionisnotrequired.Thefollowing
circumstancesapply only toinstitutionsgov ernedby MFIPPA:
NoticeFrustratesPurposeoftheCollection:Prov idingnoticetotheindiv idualwhenpersonalinformation
iscollectedmay underminethepurposeforwhichthepersonalinformationiscollected.Aninstitutionmight
collectpersonalinformationtodeterminethewhereaboutsofsomeonewhoisindebtedtotheinstitutionandwho
hasabscondedtoav oidpay ingthedebt.Insuchcircumstances,prov idingnoticewouldfrustratethepurposeof
collectingthepersonalinformation,sincenotify ingthedebtorcouldresultinthedebtortakingfurtherstepsto
av oidpay ment.
UnjustifiedInv asionofAnotherIndiv idual'sPersonalPriv acy :UndertheActanoticeofcollectionof
personalinformationmustdescribehowtheinformationwillbeused.Whentheusetouchesuponsensitiv e
personalmattersinv olv inganotherperson,thenoticemay rev ealpersonalinformationaboutanotherindiv idual.
Forexample:Anindiv idualwhoappliesforsocialassistancebenefitsfromamunicipality may berequiredtofurnishthe

namesandroutinebiographicaldetailsoftheapplicant'sdependentsorcohabitors.Prov idingnoticetothedependents
orcohabitorthatpersonalinformationaboutthemhasbeencollectedforthepurposeofassessingtheapplicant's
applicationwouldrev ealsensitiv epersonalinformation,namely thattheindiv idualhasappliedforassistance.
Suitability orEligibility forAwardorHonour:Aninstitutionmay collectthenamesandbiographicaldetailsof
personswhoarebeingconsideredforanawardorhonour.Wherepersonalinformationiscollectedforthis
purpose,anoticeofcollectionisnotrequired.
Theheadoftheinstitutionmustmakeav ailabletothepublic,astatementdescribingthepurposeofthecollectionof
personalinformationandthereasonthatnoticehasnotbeengiv en.Thestatementshould:
identify theprogramoractiv ity forwhichthepersonalinformationiscollected
describeingeneraltermsthety peofpersonalinformationcollected,andhowtheinformationwillbeused
statethetimeperiodduringwhichthenoticewouldnotbegiv en,forexample,whetherthenoticeisbeing
dispensedwithforaonetimeonly collectionorforcollectionsoccurringregularly ov eranindefinitetimeperiod
explainunderwhichofthecircumstancesprov idedforby theregulationsthenoticehasbeendispensedwithand
adv isethatany concernsregardingthedispensingofnoticemay bebroughttotheattentionoftheIPC.
Thepublicstatementshouldnotdiscloseany personalinformationaboutanidentifiableindiv idual.
RetentionofRecords
TheActincludesthepowertomakeregulationsrelatingtotheretentionperiodforpersonalinformation.
Theregulationsprescribeaminimumoney earretentionperiodforpersonalinformationfollowingthelastdateofuseof
theinformation.Thisisaminimumperiod,andotheroperationalorlegalconsiderationsmay requirealongerretention
period.
Thepurposeoftheminimumretentionperiodistoensurethattheindiv idualtowhomtheinformationrelateshasa
reasonableopportunity toobtainaccesstothepersonalinformation(s.40(1)FIPPA/s.30(1)MFIPPA).
Wheninformationisupdatedtheoutdatedinformationmustberetainedinsomeformsothattheitisav ailableforthe
prescribedretentionperiodofoney ear.Thebackupdocumentationdoesnotnecessarily needtobestoredinthesame
locationasthecurrentinformation.
Provincialinstitutions
TheManagementBoardDirectiv eonRecordedInformationManagementprov idesministriesandcertainagencieswith
policiesandproceduresforschedulingtheretentionanddisposalofrecords.
LocalInstitutions
Theoney earminimumretentionperiodcanbeshortenedintwocircumstances:first,wheretheindiv idualtowhomthe
informationrelatesconsentstoanearlierdisposal,therecordsneednotbekeptforoney ear.Indiv iduals,howev er,
cannotcompelthedestructionofrecords.Second,whereaby laworresolutionstipulatesaretentionperiodforthe
personalinformation,shorterthanthestatutory oney earperiod.Thisisaminimumretentionperiod,andother
operationalandlegalconsiderationsmay requirealongerretentionperiod.
AccuracyofRecords
s.40(2)FIPPA/s.30(2)MFIPPASubsection40(2)FIPPA/s.30(2)MFIPPArequiresthatreasonablestepsbetaken
toensurethatpersonalinformationisnotusedunlessitisaccurateanduptodate.
Reasonablestepsincludecheckingforaccuracy ,includingerrorsoromissions,atthetimethepersonalinformationis
collected.Any v erificationofinformationshouldbedocumented.Althoughpersonalinformationmay beaccurateand
uptodatewhencollected,itmay becomeoutdatedand,therefore,inaccurate.Beforepersonalinformationisused,the
followingquestionsmay beusefulinassessingitsaccuracy :
Whenwastheinformationcollected?
Wastheinformationcollecteddirectly fromtheindiv idualtowhomitrelates?
Wastheaccuracy oftheinformationv erifiedatthetimeitwascollected?(e.g.,Wasabirthcertificatev iewedto
v erify age?)
Istheproposeduseoftheinformationconsistentwiththepurposeforwhichitwascollected?Information
collectedforonepurposemay bemisleadingwhenusedforadifferentpurpose.
Howrelev antisthepersonalinformationtothecurrentuse?(e.g.,Iftheinformationisusedtodetermine
eligibility forbenefitsbasedonage,thedateofbirthmay bethemostrelev antpieceofinformation.)
Istheinformationlikely tobeoutdated?
ExceptiontoAccuracyRequirement
Thesesubsectionsdonotapply toinformationcollectedforlawenforcementpurposes.
DisposalofRecords
ForFIPPAinstitutions,O.Reg.459gov ernsthedisposalofpersonalinformation.Thereisnocomparableregulationfor
MFIPPAinstitutions.
Regulation459establishescertainrequirementsthatmustbefollowedby prov incialinstitutionswhendisposingof

personalinformation.Theserequirementscanbesummarizedasfollows:
T ransfertotheArchiv esofOntarioordestruction:Aninstitutionmay disposeofpersonalinformation
only by (1)transferringittotheArchiv esofOntarioor(2)by destroy ingitinsuchamannerthattheinformation
cannotbereconstructedorretriev ed.
RecordsfromministriesandcertainagenciesaretransferredtotheArchiv esofOntarioforpermanentretentionifthe
Archiv istdeterminesthattherecordshav elongterm,historicalv alue.Wheretheserecordscontainpersonal
information,theheaddisposesofthepersonalinformationby transferringittothecustody oftheArchiv esofOntario.
Wherethepersonalinformationdoesnothav earchiv alv alue,orwherethepersonalinformationisinthecustody or

controlofaninstitutionwhichdoesnottransferrecordstotheArchiv esofOntario,thepersonalinformationisdisposed
ofby destruction.
Transferringpersonalinformationtoaninternalarchiv esotherthantheArchiv esofOntarioisnota"disposal"forthe

purposesoftheregulation.
Personalinformationthatisdisposedofby destructionshouldbedestroy edinsuchaway thatitcannotbe

reconstructedorretriev ed.Paperandotherhardcopy recordssuchasmicroficheforinstance,shouldbeburned,
pulped,orshreddedratherthandiscardedordisposedofasgarbage.
Personalinformationonmagneticmediasuchastapeordiskshouldbedisposedofby magneticerasureorby
destructionofthemedium,whenthemediumisreleasedfromtheprocessingenv ironment.Wherethemediumis
retainedandreusedwithinasecureprocessingenv ironment,howev er,personalinformationmay bedisposedofby
writingov erduringreuse.
Authorizationofhead:Wherepersonalinformationisinthecustody orunderthecontrolofaninstitution,no
personshalldestroy itwithouttheauthorizationofthehead.Theheadmay delegatethisresponsibility .The
authorizationmay apply tospecificdataortogeneralclassesorcategoriesofrecords,andmustbeconsistentwith
any retentionorothermanagementrequirementwhichmay apply totherecordofpersonalinformationthrough
legislationorpolicy .
Protectingsecurity andconfidentiality :Theheadshallensurethatallreasonablestepsaretakentoprotect
thesecurity andconfidentiality ofpersonalinformationthatistobedisposedof,includingprotectingitssecurity
andconfidentiality duringitsstorage,transportation,handlinganddestructionortransfertotheArchiv esof
Ontario.Indeterminingwhetherallreasonablestepsaretaken,theheadshallconsiderthenatureofthepersonal
informationtobedisposedof.
Measureswhichmay beconsideredinclude:
ensuringthatpersonalinformationisnotleftunattendedoroutsideofsecureareasduringinterimstorage
ensuringthatstorageroomsarelockedandsecure,withcontrolleddistributionofkey sorlockcombinations
ensuringthataccesstoinformationduringtemporary storageislimitedtoauthorizedpersonnelandthatsuch
accessisdocumented
labellingrecordstoragecontainersinsuchamannerthatthenatureofthecontentsisnotrev ealed
requiringoutsidesuppliersoftransportationanddisposalserv icestobebonded,withsecurity prov isionincluded
intheserv icecontract.
Thenatureofthesemeasuresshouldbeconsistentwiththesensitiv ity ofthepersonalinformationinv olv ed.Inallcases,

howev er,theminimumrequirementisthattheconfidentiality ofthepersonalinformationbemaintainedduring
disposal.
Recordofdisposal:Eachinstitutionshallmaintainadisposalrecordsettingoutwhatpersonalinformationhasbeen
destroy edortransferredtotheArchiv esofOntarioandthedateofthatdestructionortransfer.Thisdisposalrecord
mustnotcontainpersonalinformation.Therecordofdisposalwoulddescribethe"class"ofrecordinv olv ed(e.g.,
"LicenceApplicationForms","ABCProgramClosedCaseFiles")ratherthancontaininginformationaboutanidentifiable
indiv idual,andwouldincludethedateordaterangeoftherecords,andthedisposaldate.Theauthority forthedisposal
andthemeansofthedisposalmay alsobeincluded.Wherethedisposalisundertakenby anoutsidesupplier,the

institutionmay requirethesuppliertoprov idea"certificationofdestruction"signedby anofficerofthecompany .This
certificatewouldthenbelinkedtothedisposalrecordmaintainedby theinstitution.
UseofPersonalInformation
s.41FIPPA/s.31MFIPPAThissectionestablishesgeneralrulesgov erningtheuseofpersonalinformationinthe
custody orunderthecontrolofinstitutions.Itrecognizesthatanindiv idual'srighttopriv acy includestherighttoknow
howhis/herpersonalinformationisbeingused.Personalinformationmay beusedwithintheinstitutionwhereany one
ofthefollowingcircumstancesexists.
IndividualConsent
s.41(a)FIPPA/s.31(a)MFIPPAAninstitutionmay usepersonalinformationwheretheindiv idualtowhomthe
informationrelateshasconsentedtotheuseproposedby theinstitution.
Thisconsentshouldbeinwritingandindicate:
theparticularpersonalinformationtobeused
theuseforwhichconsentisgiv en
thedateoftheconsentand
theinstitutiontowhichconsentisgiv en.
Consentoftheindiv idualisrequiredwherenoneoftheothercircumstancesdescribedbelowexists.
PurposeforWhichInformationCollected
s.41(b)FIPPA/s.31(b)MFIPPATheinstitutionmay usepersonalinformationforthepurposeforwhichthe
informationwasoriginally obtainedorcompiled,orforaconsistentpurpose.
Usually ,aninstitutionmay usepersonalinformationunderitscustody orcontrolforthepurposesindicatedinthe

collectionnoticeandinthepersonalinformationbankdescriptionsitprov idesinitsdirectory ofrecords.
Theinstitutionmay alsousepersonalinformationforapurposewhichisconsistentwiththepurpose(s)listedinthe
collectionnotice.Foranexplanationofaconsistentpurpose,seethediscussionofs.43FIPPA/s.33MFIPPAlaterin
thischapter.
ForthePurposeDisclosed
s.41(c)FIPPA/s.31(c)MFIPPAAninstitutionmay hav epersonalinformationdisclosedtoitby anotherinstitution
unders.42FIPPA/s.32MFIPPA.Thereceiv inginstitutionmay usethispersonalinformationonly forthepurposefor
whichitwasdisclosedby thefirstinstitution.
Forexample:Ifpersonalinformationisdisclosedfromoneinstitutiontoanotherincompassionatecircumstancesto
assistinlocatingafamily member,thatinformationistobeusedby thereceiv inginstitutiononly tolocatethefamily
memberandfornootherpurpose.
DisclosureofPersonalInformation
s.42FIPPA/s.32MFIPPAInstitutionscov eredby FIPPA/MFIPPAhav erulesgov erningthetwoseparatesetsof
circumstancesunderwhichpersonalinformationmay bedisclosedtoanotherparty :
PartII/I.Thefirstsetofrulesappearunders.21FIPPA/s.14MFIPPA.Thesemandatory rulesapply whenev er

any onemakesanaccessrequestforanother'spersonalinformation.Detaileddiscussionoftheserulescanbefound
intheChapter4(Exemptions).
PartIII/II.Thesecondsetofrulesappearunders.42FIPPA/s.32MFIPPA.Theserulesgov ernaninstitution's
disclosureofpersonalinformationduringtheconductofitsday today activ ities.Aninstitutionmay disclose
personalinformationintheabsenceofaformalaccessrequestifthedisclosureispermittedunderpartIII/II.
DisclosureinAccordancewithPartII/I
s.42(a)FIPPA/s.32(a)MFIPPASubsection42(a)FIPPA/s.32(a)MFIPPApermitsaninstitutiontodisclose
personalinformationincircumstanceswheresuchdisclosurewouldhav ebeenpermittedunders.21FIPPA/s.14
MFIPPA,ev enthoughtheinstitutionhasnotreceiv edanaccessrequest.Thissubsectionshouldbereadinconjunction
withs.63(1)FIPPA/s.50(1)MFIPPAwhichpermitsaheadtodiscloseinformationev enthoughanaccessrequesthas
notbeenreceiv ed.
ConsenttoDisclosure
s.42(b)FIPPA/s.32(b)MFIPPA
Personalinformationmay bedisclosedwheretheindiv idualhasconsentedtothedisclosure.Whereconsenttodisclose

personalinformationhasbeengiv enby anindiv idual,thespecificinformationforwhichconsenthasbeengiv enmustbe
identified.Wherethisconsentisnotobtainedinwritingitshouldbedocumentedandshouldindicate:
theparticularpersonalinformationtobedisclosed
towhomtheinformationmay bedisclosedandforwhatpurposeitistobeusedand
thedateoftheconsentandtheinstitutiontowhichconsentisgiv en.
Whereanindiv idualpurportstoactasanagent,theinstitutionhasanobligationunders.3(3)ofRegulation460FIPPA/
s.2(3)Regulation823MFIPPAtov erify theidentity ofanindiv idualseekingaccesstohis/herpersonalinformationand
whetherornottheagentisproperly authorizedtoobtainsuchinformation.Ifproperauthorizationcannotbeobtained,
theinstitutionmay eithernotify theindiv idualwhosepersonalinformationisatissueandprov idehim/herwithan
opportunity toprov iderepresentationspriortoany decisionregardingdisclosureoftherecordsormay dealwiththe
v alidity oftheauthorizationsasapreliminary matter.Thefollowingfactorsarerelev antfortheinstitutionin
determiningreasonably whethertorefuseoracceptcertainauthorizations:
whetherthepersonalinformationisv ery sensitiv e,
whethertheauthorizationsprecludetheinstitutionfromv erify ingtheconsent,and
whetherornottheindiv idualswhohav eallegedly consentedhav erespondedtotherequestforv erificationmade
by theinstitution.
Specialcareshouldbetakenwherepersonalinformationisbeingrequestedaboutthetreatmentofv ulnerable
indiv iduals.Institutionsshouldnotassumethatrequestsforpersonalinformationby agentsareinv alidrather,they
shoulddiscussthematterwiththeindiv idualsinv olv edbeforedeterminingwhetherornottoaccepttheauthorizations.
ConsistentPurpose
s.42(c),43FIPPA/s.32(c),33MFIPPAPersonalinformationmay bedisclosedforthepurpose(s)forwhichitwas
originally collected,orforaconsistentpurpose.Apurposeisaconsistentpurposeonly iftheindiv idualfromwhomthe
informationwasdirectly collectedmightreasonably hav eexpectedsuchadisclosureoftheinformation.
Forexample:Apublicutility commissionmay disclosepersonalinformationtoadebtcollectionagency torecov er

moniesowedtothecommissionforutility billsinarrears.Suchdisclosureswouldreasonably beexpectedby persons
whohav enotdischargedtheirdebtstothecommission.
TheIPChasfoundthatwherepersonalinformationhasbeencollectedindirectly ,aconsistentpurposeisoneinwhich
theuseordisclosureis"reasonably compatible"withthepurposeforwhichitwascollected.
Aninstitutionmay alsodisclosepersonalinformationforapurposewhichisconsistentwiththepurpose(s)listedinthe
collectionnotice.
Forexample:Disclosureofpersonalinformationsuchaspay mentsreceiv ed,socialinsurancenumber,dateofbirthand

addressregardinganapplicationforagov ernmentloantocreditreportingagencieswasincompliancewiththis
prov ision.Thispersonalinformationwasdisclosedforthepurposesofupdatingormakingthenecessary credit
inv estigationsorcreditreportingasstatedinthenoticeofcollectionofpersonalinformation.
Whereanadministrativ eorpolicy manualprov idedguidelinesforthesubsequentuseordisclosureofpersonal

informationby aninstitution,disclosureinaccordancewiththeguidelineswasfoundtohav ebeenforaconsistent
purpose.
InPerformanceofDuties
s.42(d)FIPPA/s.32(d)MFIPPA
Personalinformationmay bedisclosedtoanemploy eeorofficeroftheinstitutionwhoneedstherecordinthe

performanceofhis/herduties,andwheredisclosureisnecessary andproperinthedischargeoftheinstitution's
functions.Beforeanofficeroremploy eeofaninstitutionisgrantedaccesstopersonalinformationunderthisprov ision,
bothofthefollowingconditionsmustbesatisfied:
theemploy eeorofficermustneedthepersonalinformationfortheperformanceofhis/herdutiesand
disclosureofthepersonalinformationmustbenecessary andproperindischargingtheinstitution'sfunctions.
Forexample:Amunicipalcouncilresolutionthatauthorizedthedisclosureofalistofwelfarerecipientsfromthe
WelfareAdministratortothecounciltoaddressthecouncillors'"prev iously expressedinterestandconcern"regarding
socialassistanceexpenditureswasinsufficienttosatisfy therequirementsofthissubsection.Thisprov isionrequired
thatthesharingofpersonalinformationwithinaninstitutionbebasedonmorethananinterestorconcernitrequired
ev idencethatthedisclosurewasneededandnecessary .Sinceitfailedtocomply withthisprov ision,thecouncil's
resolutionwasillegalandneednotbeobey ed.(H.(J)v .Hastings(County ),(1993)12M.P.L.R.(2d)40
(Ont.Ct.Gen.Div .)
Disclosuresthataremerely conv enientordesirablearenotallowedunderthissection.
Itisimportanttonotethattheidentity ofanaccessrequestershouldnotbedisclosedwithinaninstitutionunlesssuch
disclosureisnecessary inordertorespondtotherequest.Further,namesandaddressesofindiv idualswhohav emade
requestsforgeneralrecordsundertheActshouldnotbecommunicatedwithinaninstitutionotherthantostaffofthe
FreedomofInformationandPriv acy office.
Aninstitution'sfunctionswouldincludetheadministrationofby laws,statutory programs,andactiv itiesnecessary to

theov eralloperationoftheinstitution.
ActofLegislatureorParliament
s.42(e)FIPPA/s.32(e)MFIPPA
Thissubsectionpermitsdisclosureofpersonalinformationforthepurposeofcomply ingwithanactoftheLegislatureor
ofParliament,oranagreementorarrangementthereunder,oratreaty .Theagreementorarrangementmustresultfrom
orbesanctionedby afederalorOntariostatute.Disclosureofpersonalinformationforthepurposesofcomply ingwitha
regulationoraby lawwouldbeincluded.
Forexample:Section14oftheImmunizationofSchoolPupilsActrequiresamedicalofficerofhealthtotransferachild's
immunizationrecordstoanothermedicalofficerofhealthwhenthatchildmov estoaschoolunderthejurisdictionof
thelatterhealthunit.Subsection7 2(3)oftheChildandFamilyServicesActrequiresaperson(forexample,aschool
teacherorprincipal,socialworker,family counsellor)toreportsuspicionsofchildabuseandtoreporttheinformation
onwhichthesuspicionisbased.Subsection199(3)oftheHighwayTrafficActrequiresapoliceofficertoforward
accidentreportstotheMinistry ofTransportation.
TheOmbudsmanActprov idesauthority forthedisclosureofpersonalinformationtotheOfficeoftheOmbudsmanfrom

gov ernmentalinstitutionsinaccordancewiththisprov ision.
DisclosuretoLawEnforcementAgency
s.42(f)FIPPA/s.32(f)MFIPPA
Alawenforcementinstitutionmay disclosepersonalinformationtoalawenforcementagency inCanada,ortoalaw

enforcementagency inaforeigncountry underanarrangement,awrittenagreementortreaty ,orunderlegislativ e
authority .Underthissection,disclosuremay only bemadeby a"lawenforcementinstitution".Aninstitutionengagedin
"lawenforcement"isdiscussedintheDefinitionssectioninChapter1(IntroductiontotheAct).
Forexample:TheMinistry oftheSolicitorGeneralandCorrectionalServ icesisalawenforcementinstitutionwhichis

engagedthroughtheOntarioProv incialPoliceandotherprograms.Itisalsoresponsiblefortheenforcementof
probationandparoleorders,anotherlawenforcementactiv ity .TheMinistry ofCommunity andSocialServ icesandthe
Ministry ofConsumerandCommercialRelationsarealsoinstitutionsengagedinlawenforcementthroughtheir
departmentswhichareresponsibleforcompliancewithstatutes.Similarly ,municipalitiesarelawenforcement
institutionsthroughtheirenforcementofby laws.
Disclosuremay only bemadetoalawenforcementagency .A"lawenforcementagency "includesanational,state,or

localpoliceforce,oramunicipalorprov incialpoliceforceinCanada,theRCMPandsomespecialpoliceforces.
Forexample:TheIPChasdeterminedthattheCanadianNationalRailway s(CNR)policeisa"lawenforcementagency "

forthepurposeofthissection.TheOntarioProv incialPolicewereauthorizedtodisclosetoCNRpolicepersonal
informationconcerningacriminaloffencethathadbeenlaidagainstaCNRemploy ee.
Inexchangesofpersonalinformationwithforeigncountries,writtenagreementsortreatiesshouldbeestablished.
Wherethisisnotpossibleorpractical,anarrangementmay bemade.An"arrangement"isanunwrittenagreementfor
theexchangeofpersonalinformation.Whenalawenforcementinstitutiondisclosespersonalinformationtoapolice
agency orotherlawenforcementagenciesinCanada,anagreementorarrangementisnotrequired.Itisunderstoodthat
thepurposeofthedisclosureislawenforcement.
AidinLawEnforcement
s.42(g)FIPPA/s.32(g)MFIPPA
Aninstitutionmay disclosepersonalinformationtoanotherinstitutioncov eredby FIPPA/MFIPPAortoalaw

enforcementagency inCanadatoaidaninv estigationleadingorlikely toleadtoalawenforcementproceeding.Forthis
sectiontoapply ,thedisclosuremustbeinaidoftheinv estigationundertaken.
Forexample:Disclosureofpersonalinformationtoaneligibility rev iewofficerisforalawenforcementpurposeifitisto

aidinaninv estigationintosocialserv icesbenefitseligibility whereapersonhasreceiv edbenefits.Suchaninv estigation
couldleadtosanctionssuchasanassessmentofov erpay mentorwithholdingofbenefits.
Althoughthissubsectionpermitsaninstitutiontoreleasepersonalinformation,theinstitutionmay choosetorequirea
searchwarrantbeforeaccesstopersonalinformationisgranted.
Forexample:TheEducationActstatesthattheOntarioStudentRecordispriv ilegedfortheinformationanduseof
superv isory officersandtheprincipalandteachersoftheschool.Aschoolmay requireapoliceagency toprov idea
searchwarrantbeforedisclosingsucharecord.
CompellingCircumstances
s.42(h)FIPPA/s.32(h)MFIPPA
Aninstitutionmay disclosepersonalinformationincompellingcircumstancesaffectingthehealthorsafety ofan

indiv idual.Incompellingcircumstances,theremay benootherway toobtainthepersonalinformation,ortheremay be
anemergency wherethedelay inobtainingtheinformationwouldbeinjurioustosomeone'shealthorsafety .Before
personalinformationisreleasedunderthissubsection,bothofthefollowingconditionsmustbesatisfied:
thecircumstancesinwhichthereleaseofpersonalinformationiscontemplatedmustbecompellingand
thecompellingcircumstancesmustaffectthehealthorsafety ofanindiv idual.
Forexample:Amentally unstablesocialserv icesbenefitsclientconv inceshiscaseworkerthatheisgoingtokillhis

roommate.
Wherepersonalinformationisdisclosedunderthissubsection,notificationofthedisclosuremustbemailedtothelast
knownaddressoftheindiv idualtowhomtheinformationrelates.Thismeansthemostrecentaddressknowntothe
institutionwhichdisclosedthepersonalinformation.Ifnoaddressisknown,theinstitutionshouldattempttoobtainit
fromthepersonwhomadetherequestfortheinformation.
CompassionateCircumstances
s.42(i)FIPPA/s.32(i)MFIPPA
Aninstitutionmay disclosepersonalinformationincompassionatecircumstancestofacilitatecontactwiththenextof
kin,orafriendofanindiv idualwhoisinjured,illordeceased."Compassionatecircumstances"arethosewherethereisa
needtomakecontactwithafriendornextofkintoinformthemofanindiv idual'sinjury ,illness,ordeath.Thepersonal
informationtobedisclosedmay relateeithertotheinjuredordeceasedperson,ortotherelativ eorfriendwhoistobe
contacted.Only thepersonalinformationnecessary tofacilitatecontactshouldbedisclosed.Thisprov isionisnot
relev antindecidingwhetherpersonalinformationmay bedisclosedasaresultofanaccessrequest.
ToaMemberoftheLegislature
s.42(j)FIPPA
DisclosureispermittedtoamemberoftheLegislativ eAssembly (MLA)whohasbeenauthorizedby aconstituentto

whomtheinformationrelatestomakeanenquiry onhis/herbehalf.Wheretheconstituentisincapacitated,themember
may beauthorizedby thenextofkinorlegalrepresentativ eoftheconstituent.Thissubsectionappliestosituationsin
whichtheassistanceofaMLAissoughtinresolv ingaproblem,andtheindiv idualorhis/herrepresentativ ehas
consentedtothedisclosureofpersonalinformationtothememberinthecourseofhis/herenquiry .Whetherthe
memberismakingawrittenororalinquiry ,themembermustindicatethathe/sheisactingwiththeconstituent's
authority .Thisdisclosurewillberecordedinorlinkedtotheindiv idual/srecord.Wherethepersonalinformationis
particularly sensitiv e(e.g.,medicalrecords),theinstitutionmay hav eadditionalconsentrequirementsspecifictothe
situation,suchaswrittenauthorization.
ToaMemberoftheBargainingAgent
s.42(k)FIPPA
Disclosureispermittedtoamemberofthebargainingagentwhohasbeenauthorizedby anemploy eetowhomthe

informationrelatestomakeanenquiry ontheemploy ee'sbehalf.Wheretheemploy eeisincapacitated,thebargaining
agentmay beauthorizedby thenextofkinorlegalrepresentativ eoftheemploy ee.Asins.42(j),reasonablesteps
shouldbetakentoensuretheauthority exists.
DisclosuretoResponsibleMinister
s.42(l)FIPPA/s.32(j)MFIPPA
Personalinformationmay bedisclosedtotheChairofManagementBoardofCabinetasministerresponsiblefortheAct.
Forexample:Arequestforwaiv erofnotificationofpersonalinformationmay requirethedisclosureofpersonal

informationtotheMinister.
DisclosuretoInformationandPrivacyCommissioner
s.42(m )FIPPA/s.32(k)MFIPPA
Personalinformationmay bedisclosedtotheIPC.ThissubsectionisintendedtofacilitatetheIPC'saccesstorecordsin
ordertocarry outitsdecisionmakingandinv estigationresponsibilities.Unders.52(4)FIPPA/s.41(4)MFIPPA,the
Commissionerhastheauthority toexamineany recordinthecustody orcontrolofaninstitutionduringthecourseof
aninquiry regardinganappealofanaccessdecisionmadeby aninstitution.
GovernmentofCanadaorGovernmentofOntario
s.42(n)FIPPA/s.32(l)MFIPPADisclosureofpersonalinformationispermittedtotheGov ernmentofCanadaorto
theGov ernmentofOntarioinordertofacilitatetheauditingofsharedcostprograms.
Forexample:PersonalinformationcontainedingeneralwelfarecasefilesestablishedundertheGeneralWelfare
AssistanceActmay beauditedby theProv inceofOntario.
ConsistentPurpose
s.43FIPPA/s.33MFIPPAThissectionprov idesthatwhenpersonalinformationiscollecteddirectly fromthe
indiv idualtowhomitrelates,thepurposeofitsuse/disclosureisaconsistentpurposeonly iftheindiv idualmight
reasonably hav eexpectedsuchause/disclosure.
Subsection41(b)FIPPA/s.31(b)MFIPPApermitstheuseofpersonalinformationforthepurposeforwhichitwas
obtainedorforaconsistentpurpose.Section42(c)FIPPA/s.32(c)MFIPPApermitsdisclosureofpersonalinformation
forthepurposeforwhichitwascollectedorforaconsistentpurpose.Aconsistentpurposemustbecompatiblewiththe
purposestatedtotheindiv idualatthetimetheinformationwascollected.Theindiv idualcouldthereforereasonably
expectthisuse/disclosureofhis/herpersonalinformation.Wherepersonaliscollectedotherthandirectly fromthe
indiv idual,thequestionofwhetheruse/disclosureisforaconsistentpurposeisnotdeterminedby consideringthe
indiv idual'sreasonableexpectations.Itisdeterminedby consideringwhethertheinstitution'sproposeduse/disclosure
ofinformationisreasonably compatiblewiththepurposeforwhichitwascollected.
NewUse/DisclosureofPersonalInformation
s.46(1)(a)and(b)FIPPA/s.35(1)(a)and(b)MFIPPA
Thepersonalinformationbanksmaintainedby institutionsincludeastatementoftheregularusesofthepersonal
informationandtheregularuserstowhomtheinformationisdisclosed.
Theremay beinstanceswheretheinstitutionusesordisclosespersonalinformationforapurposeallowedby theAct,

butwherethatuse/purposehasnotbeenlistedinthepersonalinformationbankdescriptions.Wheresuchanewuseor
disclosurehasoccurred,theinstitutionisrequiredto:
makearecordofthatnewuseordisclosureand
attachorlinktherecordofuse/disclosuretothepersonalinformation,sothatwhenthepersonalinformationis
accessed,therecordofuse/disclosureisaccessedaswell.Inotherwords,therecordofthenewuse/disclosureof
thepersonalinformationbecomespartofthepersonalinformationitself(s.46(2)FIPPA/s.35(2)MFIPPA).
Ifthenewuseordisclosurebecomesaregularoccurrence,theinstitutionshouldupdateitspersonalinformationbank
descriptiontoincludethenewregularuse/disclosure.Oncethedescriptionhasbeenupdated,s.46FIPPA/s.35
MFIPPAceasestoapply .
Therequirementtocreateandattacharecordofuse/disclosureonly appliestopersonalinformationwhichispartofa
personalinformationbank.Itdoesnotapply topersonalinformationcontainedwithinageneralrecord.
RoleofInformationandPrivacyCommissioner
s.59FIPPA/s.46MFIPPAThissectionestablishesthepowersoftheCommissionerrelatingtotheprotectionof
personalpriv acy .
Subsection(a)ofFIPPA/MFIPPApermitstheCommissionertooffercommentonthepriv acy protectionimplicationsof

proposedprogramsofinstitutions.
Subsection(b)enablestheCommissionerto,afterhearingrepresentationsfromahead,orderaninstitutiontoceasea
collectionpracticeandtodestroy collectionsofpersonalinformationthatcontrav enethisAct.
Subsection(c)empowerstheCommissionertoauthorizethecollectionofpersonalinformationotherwisethandirectly
fromtheindiv idualtowhomtheinformationrelates.(Seethediscussionunders.39(1)(c)FIPPA/s.29(1)(c)MFIPPA).
Subsections(d),(e)and(f)respectiv ely permittheCommissionertoengageinresearchintomattersaffectingthe

carry ingoutofthepurposesoftheAct,conductpubliceducationprogramsabouttheActandtheCommissioner'srole
andactiv itiesandtoreceiv erepresentationsfromthepublicconcerningtheoperationofthisAct.
Fees
Introduction
s.24,48,50,57,60FIPPA/s.17,37,39,45,47MFIPPAs.5,5.2,5.3,6,6.1,7,8,9,O.Reg.460/s.5,5.2,5.3,6,6.1,7,8,9,
O.Reg.823
TheFreedomofInformationandProtectionofPrivacyAct(FIPPA)/MunicipalFreedomofInformationand
ProtectionofPrivacyAct(MFIPPA)adoptauserpay principal.
Unders.57 (1)FIPPA/s.45(1)MFIPPA,apersonmakinganaccessrequestmustpay someofthecoststheinstitution

incursprocessingtherequest.Thefeescheduleiscontainedintheregulations.Differencesinthefeesapply depending
onwhethertherequestisforgeneralrecordsortherequester'sownpersonalinformation.Thefeesmustbecharged
unlessthey arewaiv edby theinstitution,orunlessaprov isionismadeforchargingfeesunderanotherstatute.The
MunicipalActdoesnotgiv elocalinstitutionsthepowertosetnewfeesforrecordsthatwouldnormally beav ailable
throughMFIPPA.Thefollowingareexampleswherefeescanbechargedforrecordsthatareav ailabletothepublic
withouthav ingtomakeanaccessrequestundertheFIPPA/MFIPPA.
Forexample:UndertheMunicipalAct,thecouncilcanpassaby lawtosetfeesforcopiesofrecords,booksand
documentsrequestedfromtheclerk'soffice.Thosefeeswouldtakeprecedenceov erthefeeprov isionsinMFIPPA.
UnderthePublicLibrariesActalibrary boardcanchargefeesfor,amongotherthings,serv icesotherthanfor

admission,useoflibrary materialsandreferenceandinformationserv ices.
UndertheHighwayTrafficAct,theMinistry ofTransportationsetsthefeefordriv erabstracts.
TypesofCosts
Taxes
TheGoodsandServ icesTaxandTheProv incialSalesTaxarenotapplicabletofeeschargedunderFIPPA/MFIPPA.
MandatoryApplicationFee
A$5.00mandatory applicationfeemustaccompany arequestforeitherpersonalinformationorgeneralrecordsunder
FIPPA/MFIPPA.
Oncetheapplicationfeeisreceiv ed,s.26FIPPA/s.19MFIPPArequiresaheadtoprov idearequesterwithaccessto

recordsand/oradecisionletterwithin30day s.Thisrequirementdoesnotapply ifthemandatory applicationfeehas
notbeenreceiv edby theinstitution.Howev er,theonusisontheinstitutiontocollectthisapplicationfeebefore
processingtherequestifitdecidestoproceed.Failuretocollectthefeeapplicationwillnotprev enttheInformationand
Priv acy Commission(IPC)fromhearinganappealaboutarequestthathasbeencompleted.
FeesforPersonalInformationRequests
Arequestforpersonalinformationisarequestmadeby anindiv idual(oranotherpersonactingonhis/herbehalf)for
theindiv idual'sowninformation.
Forexample:Ifalawy erhasaclient'swrittenconsent,his/herrequestfortheclient'spersonalinformationisapersonal
informationrequest.Likewise,custodialparents'requestsforthepersonalinformationoftheiry oungchildren(i.e.
childrenundertheageof16)arepersonalinformationrequests.
Nofeesarechargedforsearchorpreparationtime,buttherearefeesforphotocopy ing($0.20perpage)andcomputer
costsasspecifiedintheregulations.
FeesforGeneralRecordsRequests
Allcostsincurredthatarespecifiedintheregulationsmay becharged.Thesecostswhicharedescribedbelow,are
calculatedfromthetimearequestisreceiv ed.
CostsforPhotocopying,ComputerPrintoutsandComputerDisks
Aninstitutioncancharge$0.20perpageforphotocopiesandcomputerprintoutsregardlessofwhethertherequestis
forpersonalorgeneralinformation.Thisperpagechargeincludesthecostofstafftimetofeeddocumentsintoa
photocopy machine.Aninstitutioncanalsochargeafeeof$10.00forfloppy disks.
SearchTime
Achargecanbemadefortheamountoftimerequiredtosearchfortherecords.Thisincludespersonneltimeinv olv ed
insearchingfortherecords,examiningfileindices,fileplansorlistingsofrecords,eitheronpaperorinacomputer.
Aninstitutioncancharge$7 .50foreach15minutesspentby any personintheinstitutionsearchingfortherecord.If

morethanonepersonisconductingthesearch,eachperson'stimecanbecharged.
Searchtimedoesnotinclude:
timespentphotocopy ingtherecords
thetimeittakesanemploy eetowalkfromoneareaintheinstitutiontoanothertolocateresponsiv erecords
thetimetodriv etoanoffsitestoragetoretriev erecords(unlesscostsareinv oicedby anoutsidefirm).
Searchtimeincludes:
examiningledgersizedbindersofcomputersheetstodeterminewhetherparticularsheetsareresponsiv e.
RecordPreparationCharges
Personneltimeinv olv edinphy sically preparingtherecordfordisclosurecanbecharged.
Thisincludesthetimeinv olv edinsev eringexemptinformationpriortodisclosure.Sev eringarecordincludesphy sical

handling,forinstance,puttingremov abletapeov erexemptportionsoftherecordbeforeitisphotocopied.An
institutioncancharge$7 .50foreach15minutesspentby anpersonforpreparingarecordfordisclosure.
Aninstitutioncannotchargepersonneltimeinv olv edinrev iewingtherecordstodetermineifanexemptionapplies.
Note:Preparationtimedoesnotincludethetimetakentoactually photocopy arecord.Twenty centsperpageisthe

maximumamountthatmay bechargedforphotocopy ingandthisincludesthecostofanindiv idual'feedingthe
machine.'Inaddition,preparationinthissectionshouldbereadnarrowly anditshouldnotincluderemov ingstaples
andpaperclips,copy ingtherelev antpagesandputtingthembacktothebookswherethey originated.Howev er,where
specialpreparationisnecessary ,suchaswheremapshav etobetapedtogetherorwhererecordshav etoberemov ed
fromcerloxboundv olumes,feesforpreparationmay beappropriate.(Seeforexample:Orders#M301,P490,P608,
M360,M37 2)
ComputerCosts
Aninstitutioncancharge$15.00foreach15minutesspentby any persondev elopingacomputerprogramorother
methodofproducingarecordfrommachinereadablerecord.
Insomeinstancesproducingarecordfromamachinereadablerecordwillrequirethemanipulationofinformation
storedinacomputerdatabase.Itmay benecessary towriteacomputerprogramsothattheparticularinformation
requestedcanberetriev ed.
CostsforServicesOutsidetheInstitution
Aninstitutionmay requireoutsideserv icestoassistinlocating,retriev ing,processingorcopy ingpaperorelectronic
records.
Thecostsoftheseserv icescanbepassedontotherequesteriftwoconditionsaremet:
theinstitutionreceiv esaninv oiceforthecostofoutsideserv ices
thecostscov erserv icesthatcouldnothav ebeenprov idedby theinstitution'sstaff.
Forexample:Arequestmightbeforacopy ofarecordinaformatotherthanaphotocopy ,computerprintoutora

computerdisc.Ifaninstitutiondoesnothav ethecapability todospecializedcopies,suchasmicrofilmorfiche,the
institutioncansendthematerialtooutsidefacilitiesforcopy ingandinv oicetherequester.
Thecosts,ev enifinv oiced,cannotbechargedifthey wouldnothav ebeenincurredhadtherequestbeenprocessedby

theinstitution'sstaff.(Order#P1536)
ShippingCosts
Shippingchargesincurredby theinstitution,suchaspostageorcouriercosts,canbecharged.
AdditionalFees
Regulationscanbecreatedtoallowchargingofadditionalfees.
FeeEstimatesandDeposits
SeeChapter3(AccessProcedures)fortheprocedureforcalculatingfeeestimates.
Under$25.00
Ifitcostslessthat$25.00toprocessarequest,itisnotnecessary togiv etherequesterafeeestimate.Rather,the

requestercanbeinformedoftheamounttobepaidinthedecisionletter.
$25.00upto$100.00
Theinstitutionshall,beforegiv ingaccesstoarecord,giv etherequesterareasonableestimateofany amountthatwill

berequiredtobepaid.Ifthatamountisov er$25.00andunder$100.00,theinstitutionisnotrequiredtocollecta50%
deposit.
$100.00ormore
s.7O.Reg.460/s.7O.Reg.823
Afeeestimatemustbegiv enifcostswillequal$100.00ormore.Aninstitutionmay requireadepositof50%ofthe

estimatedfee.Onceafeedepositisrequested,aninstitutionisnotrequiredtotakeany furtherstepstorespondtothe
requestuntilthedepositispaid.
Aninstitutionisnotrequiredtoreleaserecordstoarequesteruntilthefeehasbeenpaid,ortheissueoffeeshasbeen
resolv edafteranappealtotheIPC.
OtherImportantConsiderations
Afeeshouldbe"fairandequitable".
TheCommissionerhasruledthatinordertodeterminewhetherafeeestimateisfairandequitablethefollowingfactors
arerelev ant:1.themannerinwhichtheinstitutionattemptedtorespondtotheappellant'srequest2.whetherthe
institutionworkedwiththeappellanttonarrowand/orclarify therequest3.whethertheinstitutionprov idedany
documentationtotheappellantfreeofcharge4.whethertheappellantworkedconstructiv ely withtheinstitutionto
narrowthescopeoftherequest5.whethertherequestinv olv esalargenumberofrecords6.whetherornotthe
appellanthasadv ancedacompromisesolutionwhichwouldreducecosts,and7 .whetherthewaiv erofthefeewould
shiftanunreasonableburdenofthecostfromtheappellanttotheinstitution,suchthattherewouldbesignificant
interferencewiththeoperationsoftheinstitution.(Seeforexample:Orders#P7 41,M408,M417 )
Whereaninstitutionisprov idingaspecificfeefor"reproduction,"itmustsubstantiatethatfee.Ifitisforcopies,then
theinstitutionmustindicatethenumberofestimatedpages,ortherateatwhichthefeeiscalculated.Sufficientfactsand
ev idencemustbeprov idedtoenabletherequestertorev iewthecosts.(Seeforexample:Orders#M103,M163)
WaivingFees
Itistherequester'sresponsibility toasktheinstitutionforafeewaiv er.Howev er,arequestforawaiv erneednotbe
explicit,itmay beimplied.Theparty seekingafeewaiv eralsobearstheresponsibility ofestablishinghis/hercase.
Forexample:Iftherequesterdoesnotsupply sufficientinformationtoconv incetheinstitutionthatafeewaiv eris

justified,theinstitutionisnotrequiredtograntthewaiv er.Whataninstitutionconsiderssufficientinformationwill
likely beinfluencedby thespecificfactsoftherequest.
Aheadshallwaiv eallorpartofthefeesifinthehead'sopinionitisfairandequitabletodosoafterconsidering:
theextenttowhichtheactualcostofprocessing,collectingandcopy ingtherecordv ariesfromtheamountof
pay mentrequiredby thesection
whetherthepay mentwillcauseafinancialhardshiptothepersonrequestingtherecord
whetherdisseminationoftherecordwillbenefitpublichealthorsafety
whetherthepersonrequestingaccesstotherecordisgiv enaccesstoitand
iftheamountofapay mentwouldbe$5.00orless,whethertheamountofthepay mentistoosmalltojustify
requiringpay ment.
Ahead'sdecisionnottowaiv eafeemay beappealedtotheIPC.
Note:theapplicationfeecannotbewaiv ed.
AppealFees
Therearemandatory feesforarequesterappealingdecisionstotheIPC.A$10.00feeappliestopersonalinformation
requestappealsanda$25.00feeappliesforgeneralrecordsrequestappeals.Nofeeisrequiredforathirdparty to
appealaninstitution'sdecisiontodiscloseinformation.
Appealsandcompliance
Introduction
Ontario'sFreedomofInformationandProtectionofPrivacyAct(FIPPA)/MunicipalFreedomofInformationand
ProtectionofPrivacyAct(MFIPPA)establishesarighttoappealdecisionsaboutaccesstorecordsthataremadeby
institutionscov eredby theAct.AppealsarefiledwiththeInformationandPriv acy Commissioner.
ThischapteroutlinesthepowersoftheCommissionerandtheappealprocess.Many oftheprocedureshav ebeen

dev elopedby theIPCandaresubjecttochange.Whereclarificationisneededduringanappeal,aninstitutionshould
contacttheAppealsOfficerassignedtotheappeal.
TheInformationandPrivacyCommissioner
TheAppointmentoftheCommissioner
s.4FIPPA
TheCommissionerisappointedby theLieutenantGov ernorinCouncilwiththeapprov aloftheLegislativ eAssembly .

ThismeansthattheCommissionerisanofficerofthelegislatureandisindependentofthegov ernmentoftheday .
TheCommissionerisappointedforatermoffiv ey earsandmay bereappointedforafurthertermorterms.The

Commissionerisremov ableatany timeforcauseby theLieutenantGov ernorinCouncilwiththeapprov alofthe
Legislativ eAssembly .
ThePowersoftheCommissionertoHearAppeals
Decisionsinstitutionsmakeinresponsetoaccessrequestsmay beappealedtotheCommissioner.TheCommissioner
decidesmattersunderappealby issuinganorder.SubjecttotheAct,theordermay containany conditionsthe
Commissionerconsidersappropriate.Commissioner'sordersarebindingonallpartiestotheappeal.TheCommissioner
mustnotify theappellant,theinstitutionandany persongiv ennoticeoftheappealasanaffectedpersonthatanorder
hasbeenissuedthisisdoneby sendingacopy oftheordertotheparties.
Thebroadordermakingpowerincludesthatrighttoorderaninstitutiontosearchitsfilesinthepresenceofa
Commissionstaffiftheoriginalsearchisdeemedby theCommissionertobeinadequate.Howev er,theCommissioner
doesnothav ethepowertoorderaninstitutiontocreatearecord,unlessarequestisforcertainmachinereadable
records.
TheCommissionermay alsoissueaninterimdecisionandmay deferadecisionuntilfurthersubmissionsareprov ided.
Itisanoffencetowillfully failtocomply withanorderoftheCommissioner(s.61(1)(f)FIPPA/s.48(1)(f)MFIPPA).
ThePoweroftheCommissionertoReviewtheExerciseofDiscretion
UnderFIPPA/MFIPPAmostoftheexemptionsthatallowaheadofaninstitutiontowithholdarecordarediscretionary ,
whichmeansthataheadcanchoosewhetherornottoapply theexemptionandwithholdtherecord.Whiles.54(2)
FIPPA/s.43(2)MFIPPAstatesthattheCommissionercannotsubstitutehis/herdiscretionforthatofahead,the
Commissionermay rev iewtheway thediscretionwasexercised,toensurethatitwasexercisedproperly .
TheCommissionermay examinetherecordtodeterminewhetheradiscretionary exemptioninfactapplies.Inits

appealsubmissions,theinstitutionwillbeexpectedtofully explainitsreasonsfornotdisclosingarecord.Ifthe
rationaleforahead'sdecisionisnotclear,theCommissionermay orderaheadtoreconsiderhis/herdecisionto
withholdarecordandtosupply furtherwrittensubmissions.
TheIPChaspreparedalistoffactorswhichmay assistinstitutionsinexercisingtheirdiscretion.Thesefactorsarenot
meanttobeallinclusiv e.They are:
thegeneralpurposeoftheAct,whichisthatinstitutionsshouldmakeinformationav ailabletothepublicandthat
indiv idualsshouldhav eaccesstopersonalinformationaboutthemselv es,
theactualwordingofthediscretionary exemptionandtheintereststhattheexemptionattemptstobalance,
thefactsandcircumstancesofeachspecificcase,
whethertheindiv idual'srequestcouldbesatisfiedby sev eringtherecordandby prov idingtherequesterwithas
muchinformationasisreasonably practicable,
whetherthepastpracticeoftheinstitutionhasbeentoreleasesimilarty pesofrecords,
thenatureoftherecord,itsimportancetotherequesterandwhethertherecordisparticularly sensitiv eor
significant,
whetherdisclosureoftheinformationwouldincreasepublicconfidenceintheoperationsoftheinstitution,
theageoftherecord,
theimportanceoftherecordtotherequesterandwhetherthereisasy mpatheticorcompellingreasontorelease
therecord,
whetherprev iousordersoftheCommissionerhav eruledthatsimilarty pesofrecordsorinformationshouldor
shouldnotbesubjecttodisclosure,
whentheadv icetogov ernmentexemptionisclaimed,whetherthedecisiontowhichadv iceorrecommendations
pertainshasalready beenmade.
TheAppealProcess
WhatCanBeAppealed?
Generally ,any decisionthataheadmakesundertheActmay beappealedtotheCommissioner,including:

adecisiontoextendthetimelimitforrespondingtoarequest,
refusaltograntaccesstoarecordonthegroundthattherecorddoesnotexist,
refusaltograntaccesstoarecordonthegroundthattherecordisexcludedfromtheAct,
refusaltograntaccesstoarecordonthegroundthattherecordisexempt,
grantingaccesstoonly partoftherecord,
grantingarequestforaccesstoarecordorpartthatmay containthirdparty commercialinformationorthat
containspersonalinformationwherethedisclosuremay beanunjustifiedinv asionofpersonalpriv acy ,
refusaltoconfirmordeny theexistenceofarecordthatdealswithlawenforcementorwould,ifdisclosed,bean
unjustifiedinv asionofpersonalpriv acy ,
adeemedrefusaltograntaccesstorecords,
arefusaltomakeacorrectiontopersonalinformationrequested,
theamountofafeecharged,
arefusaltowaiv eafeecharged,
arefusaltoallowarequestertoexaminetheoriginalrecord.
WhoCanAppeal?
ThefollowingpersonscanappealtotheCommissioner:
apersonwhohasmadearequestforaccesstoarecordunders.24(1)FIPPA/s.17 (1)MFIPPA,
apersonwhohasmadearequestforaccesstohis/herownpersonalinformationunders.48(1)FIPPA/s.37 (1)
MFIPPA,
apersonwhohasrequestedcorrectionofhis/herownpersonalinformationunders.47 (2)FIPPA/s.36(2)
MFIPPA,
anaffectedthirdparty whohasreceiv edanoticeunders.28(1)FIPPA/s.21(1)MFIPPAthattheheadintendsto
disclosearecordthatmay affecttheinterestsofthethirdparty .
NoticeofAppealbyaRequester
Apersonwhohasbeennotifiedofadecisionby aninstitutionhas30calendarday stoappealthedecisiontothe

Commissioner.TheCommissionermay nonethelesshearanappealthatisfiledafterthe30day timelimit,unlessthe
institutioncanshowthatitwouldbeprejudicedby thedelay .Forexample,prejudicemay beestablishedwhererecords
thatarerelev anttotheappealhav ebeendestroy ed.
Theappellant(thepersonwhoisappealing)beginsanappealby submittingarequestforanappeal(noticeofappeal)in
writingtotheCommissioner.Appellantsdonothav etouseaprescribedformandgenerally donotunderstandthe
appealprocess.Asaresult,appealrequestsoftendonotcontainenoughinformationfortheCommissionerto
understandwhatisbeingappealed.Institutionsshouldthereforeincludeaparagraphintheirdecisionlettersinforming
arequesterorthirdparty thathe/shecanappealthedecisiontotheIPCwithin30day s,andthattheirnoticeofappeal
shouldbeaccompaniedby :
thefilenumberassignedtotherequestby theinstitution
acopy ofthedecisionletterand
acopy oftheoriginalrequestforinformation.
Ifanappellantisappealingadecisionby aninstitutionthattherequestedrecordsdonotexist,theCommissionermay
dismisstheappealifthenoticeofappealsubmittedby theappellantdoesnotpresentareasonablebasisforconcluding
thattherecordoughttoexist(s.50(2.1)FIPPA/s.39(2.1)MFIPPA).
Uponreceiv inganoticeofappeal,theCommissionernotifiestheinstitution'sFreedomofInformationandPriv acy

Coordinatorthatanappealhasbeenfiled.TheCommissionermustalsonotify any otherpersonwho,inthe
Commissioner'sopinion,is"affected"by theappeal.
Ifaninstitutionhasany informationaboutaffectedpersonswhoshouldbenotifiedofanappeal,itshouldconv ey this

informationtotheAppealsOfficerassignedtothecase.BecausetheCommissionercannotdisclosethecontentsofthe
recordstoanaffectedparty ,theseindiv idualsshouldcontacttheinstitution'sCoordinatorifthey requirefurther
information.TheCommissionerdoesnotdisclosetheidentity oftheappellanttoaffectedpartiesiftheappellantisan
indiv idual.
ConfirmationofAppealbytheInformationandPrivacyCommissioner
TheIPCnotifiesaninstitutionthatanappealhasbeenfiledby sendingouta"ConfirmationofAppeal"letter.Itadv ises
theinstitutionofthenameoftherequester,theIPC'sappealnumberandthenameoftheAppealsOfficerassignedtothe
case.Italsoadv isestheCoordinatortonotify theAppealsOfficeriftheresponsiv erecordsarev oluminous(500pages
ormoreand3exemptionsormore).
TheConfirmationofAppealalsoaskstheinstitutiontoprov idethefollowinginformationwithin8workingday swhere

applicable:
acopy oftheoriginalrequestanditsfilenumber,
acopy ofthehead'sdecisionletter,
any correspondencerelatedtotherequestorthedecisionmakingprocess,
anindexoftherecordsunderappealandtheexemptionsappliedtotherecords(theindexmay besharedwiththe
appellantsocareshouldbetakenthatnoexemptinformationappearsintheindex),
asev eredcopy oftherecordsunderappealwheresev eranceshav ebeenmade
unsev eredcopy oftherecords.
Theinstitutionisfurthernotifiedthatifitwantstoclaimany discretionary exemptionsadditionaltothoseappearingin

itsdecisionletter,itmustdosowithin35day s.Wheretheappealrelatestoeitheratimeextensionorthepay mentofa
fee,therequestforthelasttwoitemsontheabov elistwillbeomitted.Reasonsforlaunchinganappealarenotalway s
prov idedby anappellant.Institutionsmay findithelpfultocontacttheAppealsOfficertoseewhethergroundsfor
appealhav ebeenidentified.TheIPCmay alsobeabletoprov ideadditionalinformationthatwillhelptheinstitutionto
dealwiththeappealpromptly andefficiently .
Aninstitutionshouldprov idetheIPCwiththerecordsrelev anttoanappealwithin8day softhedateofthe

confirmationnotice.TheCommissionermay grantatimeextensionifaninstitutioncandemonstratethatitisnot
feasibletoprov idetherecordswithintwoweeks.
HowtoProvideRecordstotheCommissionerDuringanAppeal
TheIPChasissuedguidelinesonappealprocedures.Whilesubjecttochange,theofficerequestsinstitutionstodothe
following:
1.UponreceiptoftheConfirmationofAppeal,theinstitutionshouldprov idetheIPCwithacopy oftheoriginalrequest,
any relev antcorrespondencewiththerequester,andtherecordsatissueintheappeal.
2.Iftherecordshav ebeensev ered,theinstitutionshouldidentify thesev erancesontherecorditselfeitherby
highlightingthesev eredportionsonacopy oftherecord,orby prov idingcopiesofboththesev eredandunsev ered
recordstotheIPC.
WheremorethanonesectionoftheActisclaimedtojustify thesev erance,orwheremorethanoneexemptionapplies

totherecord,theinstitutionshould:
a.numberalldocuments,
b.numberallpageswithinadocument,
c.prepareanindexofrecordscontainingthefollowinginformation:
thedocumentnumber,
thepagenumber,
whetherornotanexemptionhasbeenclaimed,
thesection/subsectionoftheActjustify ingthesev erance,
thereasonforapply ingtheexemption.
Whendealingwithmorecomplexrequests,compilinganindexwiththefollowingheadingsshouldalsobeconsidered:
documentnumber,
pagenumber/paragraph,
sev erance(y es/no),
recordreleased(y es/no),
sectionoftheActapplied,
reasonsforsev erance.
Whendealingwithmorecomplexrequests,compilinganindexwiththefollowingheadingsshouldalsobeconsidered:
TheDutytoProvideRecordstotheInformationandPrivacyCommission
Ifaninstitutioncandemonstratethatitisnotfeasibletoprov idetherecordstotheIPCwithin8workingday s,the

Commissionermay grantatimeextension.
Ifaninstitutionfailstoprov idetherecordswithintherequiredperiod,theCommissionermay issueanorderrequiring

therecordstobeproduced.Failuretoprov idetherecordstotheCommissionermay resultinaprosecutionforwillful
obstructionoftheCommissioner(s.61(1)(d)FIPPA/s.48(1)(d)MFIPPA).
TheCommissionermay alsorequirethataninstitutionprepareanaffidav itdescribingthemeasurestakentosearchfora

recordiftheinstitutionclaimsthatrequestedrecordsdonotexist.
TheCommissionerisentitledtoexamineany recordunderappealev enifitishighly sensitiv eorconfidential.The

Commissioner'spowertorequirerecordstobeproducedmay bedelegatedtoanAppealsOfficerunlesstherecordisa
Cabinetrecordoralawenforcementrecord,inwhichcasethedelegationmay bemadeonly toanAssistant
Commissioner.Theonly exceptiontothisarerecordswhicharesubjecttofederallegislationsuchastheY oung
OffendersAct.Nooneisliabletoprosecutionforanoffenceunderany otheractbecausehe/shehasprov idedrecordsto
theIPC.
Whenmakingarrangementsforthetransferofsensitiv erecordstotheCommission,theheadshouldconsiderthenature
oftherecordandoptionsforthesecuredeliv ery oftherecordstotheIPC.Forexample,couriercompaniesthathav e
bondedemploy eesandsecuretransportandstoragemay beused.Alternativ ely ,anemploy eeoftheinstitutionmay
deliv ertherecordstotheCommission.
RecordsthatarekeptatIPCpremisesaresubjecttosignificantsecurity requirements.Therecordscannotberemov ed
fromtheIPCpremises,andmustbelockedaway whennotbeingused.Allentry tothepremisesiscontrolledby acard
accesssy stemandv isitorsareaccompaniedatalltimes.TheActprohibitsIPCstafffromdisclosingany information
acquiredduringtheperformanceoftheirduties.They alsocannotbecompelledtotestify aswitnessesinany proceeding
withrespecttotheinformation.
TheIPCdoesnotindefinitely retainrecordsitreceiv edduringanappeal.Whereanappealisdisposedofby order,the

recordsandany copiesareeitherreturnedtotheinstitutionordestroy edoney earaftertheday theorderisissued.If
anappealissettledby mediation,therecordsareretainedforninemonths.Originalrecordsprov idedtotheIPCare
returnedearlierifthey areneededby theinstitution.Institutionsreceiv enoticeofthesemattersfromtheCommission.
TheCommissionermay requirerecordstobeproducedandmay enterandinspectany premisesoccupiedby an

institutionforthepurposesofaninv estigation.Howev er,aheadmay require,inexceptionalcircumstances,thatIPC
staffexamineanoriginalrecordonsite.Thispoweroftheheadmay beinv oked,forexample,iftherecordisfragile,
uniqueorthereisalargev olumeofrecords.Beforeenteringany premises,theCommissionermustfirstnotify thehead
oftheinstitution.Institutionsarediscouragedfromrely ingontheprov isionforonsiteexaminationofrecordsbecause
itwouldplaceanundueadministrativ eburdenontheCommission.
Mediation
TheCommissionermay authorizeamediator(i.eanAppealsOfficer)toinv estigatethecircumstancesofany appealand
totry toeffectasettlementofthematterunderappeal(s.51FIPPA/s.40MFIPPA).TheAppealsOfficerwillrev iewthe
relev antrecordsorcircumstancesunderappealandv erify theinstitution'sposition.Actingasagobetween,he/shewill
alsotry tosettletheappealorsimplify theissues,basedondiscussionswiththeappellantandtheinstitution.Ina
mediatedsettlementallpartiesreachanagreementaboutthematterunderappeal.
TheCommissionerwillattempttosettletheissuesatappealbeforeresortingtoanorder.Thegeneraltimeperiod
allottedformediationistwomonths.Thistimeperiodmay beshortenedifitisapparentthatnoagreementcanbe
reached.Theappealwillthenproceedtoaninquiry .
TheInquiry
NoticeofInquiry andtheAppealsOfficer'sReport
Wheremediationisunsuccessful,theCommissionermay conductaninquiry torev iewthehead'sdecision(s.52(1)(b)

FIPPA/s.41(1)(b)MFIPPA).Atthisstage,theappellantandtheinstitutionreceiv ea"NoticeofInquiry "(NOI)letter
fromtheCommission.Thenoticeinformsthepartiestoanappealthatthey areentitledtomakerepresentations.The
NOIstatesthefactsoftheappealandposesquestionstothepartiesrelatingtotheprov isionsofFIPPA/MFIPPAthatare
relev anttotheissuesunderappeal.Howev er,thepartiesdonothav etolimittheirrepresentationstoonly those
questionsraisedintheNOI.AninstitutionisexpectedtorespondtotheNOIby submittingrepresentationswithinthree
weeksofthedateoftheNoticeofInquiry letterunlessanextensionisgranted.
ConsideringAdditionalExemptionsandFactsDuringtheInquiryProcess
TheCommissionermay allowaninstitutiontoclaimadditionalexemptionsortoraiseadditionalreasonsforan
exemptionattheinquiry stagethanwereclaimedoriginally attherequeststage.Aninstitutionmay only claim
additionaldiscretionary exemptionswithin35day saftertheappealhasbeenopened.Ifaninstitutionraises
discretionary exemptionsafterthe35day s,theIPCisnotobligedtoconsidertheexemptions,althoughitmay dosoin
uniquecircumstances.Theinstitutionmustsendanewdecisionlettersettingouttheadditionalexemptionwithinthe35
day periodsothattheappellantisgiv enanopportunity tocommentontheapplicability ofthenewexemptionclaim.
Theinitialnoticesentoutby theCommissionerwillspecify thedeadlineforclaimingany newdiscretionary exemptions.
Onceanappealhasbeenfiled,itisrecommendedthattheFreedomofInformationandPriv acy Coordinatormeetwith

theinstitution'slegaladv isortorev iewtheexemptionsoriginally claimedtodeterminewhetherthey shouldcontinueto
bereliedupon.
Themay alsobeoccasionswherefurtherrepresentationsoughttobesubmittedby theparties.Thismay occurwhere
theIPChas,intheinterim,issuedanorderrelev anttotheappeal.InthesesituationstheAppealsOfficermay adv isethe
partiesthatsuchanorderhasbeenissued,andallowforsupplementary representations.
TheBurdenofProof
Theparty claimingthatarecordisexemptfromaccesshastheburdenofprov ingthattheexemptionapplies.
Forexample,iftheheaddeniesaccesstoarecordorpartofarecord,he/shemustprov eonappealthatallorpartofa
recordfallswithinanexemptionundertheAct.Or,ifathirdparty whomay beaffectedby thedisclosureofarecord
doesnotwanttherecordtobereleased,thethirdparty hastoshowwhy therecordshouldnotbedisclosed.Ifan
appellantarguesthatthereisa"compellingpublicinterest"inthedisclosureofanotherwiseexemptrecord(s.23FIPPA
/s.16MFIPPA),theburdenofproofliesontheappellant.Theburdenisnotabsolute,howev er.Wheretheappellantis
notfamiliarwiththecontentoftherecords,theCommissionerwillrev iewthemtodeterminewhethertheprov ision
applies.
WrittenorOralSubmissions
Aninquiry mustbeconductedinamannerthatprotectstheconfidentiality oftherecordspendingtheCommissioner's
decision.Therefore,thenormalrulesgov erningtherightsofpartieswhoappearbeforetribunalsdonotapply (s.52(2)
FIPPA/s.41(2)MFIPPA).Theseinclude,forexample,therighttoapublichearingandtherighttocrossexamine
witnesses.
TheCommission'sgeneralpracticeistoconductinquiriesthroughwrittensubmissions.Itmay requireaninstitutionto
makecertainsubmissionsby affidav it.Any party totheappealmay requestanopportunity tomakeoralsubmissions,
andanoralhearingmay beheldiftheCommissionerbeliev esthatitwouldaidinanexplorationoftheissues.
Ifanoralhearingisheld,theCommissionerhasthepowertosummonandexaminewitnessesunderoath.Any thingsaid
orany documentorthingproducedduringaninquiry ,whetheroralorwritten,ispriv ilegedtothesameextentasit
wouldbebeforeacourt.Forexample,testimony prov idedduringahearingmay notbeusedinotherproceedings,
exceptincasesofaprosecutionforperjury .
AccesstoanInstitution'sorThirdParty'sSubmissionsbyanAppellant
Theinstitution,theappellantandany affectedparty may berepresentedby counseloranagentduringaninquiry .Allof
thesepartiesmustbegiv enanopportunity tomakesubmissionstotheCommissioner,but"nopersonisentitledtobe
presentduring,tohav eaccesstoortocommentonrepresentationsmadetotheCommissionerby anotherperson"
(s.52(13)FIPPA/s.41(13)MFIPPA).
Exceptiftheappealconcernsarequestforcorrection,theappellantmakeshis/hersubmissionswithouttheopportunity
torev iewtherecords.Asaresult,theappellantmay requestaccesstotheinstitution'sorathirdparty 'ssubmissions.
Thefactthataparty isnotentitledtoaccessanoppositeparty 'ssubmissionsdoesnotmeanthatthey areprohibited
fromseeingthem.Inrestrictedcircumstances,theCommissionermay permitaparty tohearorrev iewthesubmissions
ortheotherside,ifdoingsowouldnotrev ealthecontentsoftherecordsinquestion.
Aninstitutionmay alsorely ons.52(13)FIPPA/s.41(13)MFIPPAtorefusetoprov ideacopy ofitssubmissionstoa

party whorequeststhemdirectly fromtheinstitution.Otherexemptionsmay alsoapply toaninstitution'ssubmissions.
IfarequestunderFIPPA/MFIPPAismadeforaninstitution'ssubmissions,itistheCommission'spracticeto
amalgamateany appealswhichmay arisefromsuchrequestswiththesubstantiv eappealtowhichtherequestfor
representationsrelates.
AffidavitEvidence
Onoccasion,institutionsareaskedtoprov ideinformationtotheCommissionerinaffidav itformtoestablishthat
recordsdonotexistorthatanadequatesearchwasundertaken.Anaffidav itisawitnessstatementthatdeclaresunder
oaththatacertainsetoffactsaretrue.Thepersonswearingoraffirmingthestatementrev iewsandsignsitbefore
aCommissionerforOathsoralawy er.InappealinquiriesbeforetheIPC,anaffidav itisacceptableasev idenceinthe
sameway asoraltestimony giv enunderoath.ItisacriminaloffenceundertheCriminalCodetoswearafalseaffidav it.
TheEffectofaCommissioner'sOrder
Afterreceiv ingsubmissionsfromtheinterestedparties,theCommissionerwillissueabindingorderthatisnotsubject
toappeal.Anordermay concludewithastatementrequiringtheinstitutiontodisclosetherecordsreferredtointhe
orderwithin35day sfollowingthedateoftheorderandnotearlierthanthe30thday followingthedateoftheorder.
Day oneisthefirstday afterthedateoftheOrder.Therefore,iftheOrderwasdatedMay 1,thecountingstartsonMay 2
andthefirstreleasedatewouldbeMay 31.Theinstitutionmay releasethedocumentonany ofthe5day sfollowingMay
31st.
Wheretherearenoaffectedthirdparties,theOrderwillusually concludewithastatementrequiringtheinstitutionto
disclosetherecordswithin15day softhedateoftheorder.
ReconsiderationofCommissioner'sOrders
Thereisnoexpressstatutory prov isionintheActthatpermitstheCommissionertoreconsideranorder.A
reconsiderationofanorderisnotanappealoftheorderonitsmerits.Adecisionmakermay reconsideradecisionin
exceptionalcircumstanceswhereitisestablishedthat:
a.thereisafundamentaldefectintheadjudicationprocess
b.thereissomeotherjurisdictionaldefectinthedecisionor
c.thereisaclericalerror,accidentalerrororomissionorothersimilarerrorinthedecision.
Anorderwillnotbereconsideredsimply onthebasisthatnewev idenceisprov ided,whetherornotthatev idencewas

obtainableatthetimeoftheinquiry .
ArequestforreconsiderationshouldbemadeinwritingtotheoriginalDecisionMakerandshouldincludereasonswhy
theapplicationconformstothecriteriaforreconsiderationdescribedabov e.
Arequestforreconsiderationdoesnotstay (suspend)thedateofcomplianceforanorder.Aninstitutionmuststill
comply withthetermsofanorderunlessotherwisedirectedby theIPC.Itisimperativ etherefore,thatarequestfor
reconsiderationbefiledwiththeIPCRegistrarofAppealswithin21day softheorderdate.ThiswillallowtheIPC's
DecisionMakertobeinapositiontomakeadeterminationontherequestpriortothedateforcomplianceoftheorder.
Arequestforreconsiderationdoesnotprecludeaparty fromseekingotherlegalremediesthatmay beav ailable(e.g.

seeJudicialRev iewbelow).
JudicialReview
TheCommissionerhasthepowertoissueabindingorderthatisnotsubjecttoanappeal.Appealsaredistinctfrom
judicialrev iewproceedings.Judicialrev iewproceedingsaregov ernedby theJudicialReviewProcedureAct.
Applicationsforjudicialrev iewmay bebroughtbeforeDiv isionalCourtby aparty toanappealwhereitisallegedthat
theCommissioner'sdecisionwaspatently unreasonableorotherwiseoutsidetheCommissioner'sjurisdiction.
Intheorderissuedby theCommissioner,theparty againstwhomtheorderismadeisadv isedoftherighttoapply for

judicialrev iewandisgiv en30day stomaketheapplication.Wherenoapplicationforjudicialrev iewismadewithinthat
period,theparty mustcomply withtheorder.
ComplianceInvestigations
FIPPA/MFIPPArecognizethataninstitutionshouldhav ebasicstandardsforprotectingpersonalinformationinits
possession.Thepriv acy prov isionsofthelegislationrequireinstitutionstouseappropriatepracticesandprocedures
forcollecting,storing,using,disclosingandultimately disposingofpersonalinformation.
Section59FIPPA/s.46MFIPPAgiv estheCommissionstheauthority to:

a.offercommentonthepriv acy protectionimplicationsofproposedlegislativ eschemesorgov ernmentprograms,and
b.afterhearinganinstitution'shead,ordertheinstitutionto:
ceaseacollectionofpersonalinformationpractice,and
destroy acollectionofpersonalinformationthatcontrav eneFIPPA/MFIPPA.
Indiv idualscomplaintotheIPCwhenthey believ ethataninstitutionhasimproperly collected,used,disclosed,

retainedordisposedoftheirpersonalinformation.TheIPCisresponsibleforrev iewingpossiblebreachesofthepriv acy
prov isionsofthelegislation.
Sometimesthecomplaintisresolv edinformally througharesolutionthatismutually satisfactory tothecomplainant

andtheinstitution.Anexampleofthemediationav ailableatev ery stepoftheprocessmay beasimpleexplanationof
theprocedureorwhy theinformationwasusedintheway thatitwas.Inthesecases,theIPCmay confirmtheresolution
by writingalettertotheinstitutionratherthanpublishingaformalinv estigationreport.Ifthecomplaintisnotresolv ed
inthisway ,aformalinv estigationproceeds.
ThePrivacyInvestigationProcess
Therearefiv estepsinthePriv acy Inv estigationProcess:
NoticeandRequestforInformation
AletterfromtheCommission'sstaffnotifiestheinstitutionthatacomplainthasbeenreceiv edandrequestsinformation
relatingtotheinstitution'spositiononthematter.Italsocanincludespecificquestionsaboutissues,suchasthe
authority tocollect,useordisclosethecomplainant'spersonalinformation.
TheInvestigation
Theinstitutionisinformedthatev ery effortwillbemadetomediateandsettlethecomplaint.
Copiesofrelev antdocumentsmay berequired.Sometimestheinv estigationrequiresapersonalv isittotheinstitution

by theinv estigatorand/ormeetingswithkey programstaff.
DraftReport
Ifmediationisunsuccessfulandtheissuesarestraightforwardorroutine,theIPCmay concludethematterwithaletter.
Inothercasesthematterwillgotoadraftandfinalreport.
WhereaninstitutionhasbreachedtheAct,recommendationstoprev entfuturebreachesareincluded.Boththe
institutionandcomplainantareaskedtocommentonerrorsoromissionsinthedraftreport.
FinalReport
TheIPCprov idestheinstitutionandcomplainantwithafinalinv estigationreport.Whererecommendationshav ebeen
made,theIPCrequestsev idenceofimplementationwithinsixmonths.Ev idencecanbeintheformofaletterand
supportingdocumentation,suchasacopy ofanewpolicy ornoticeform.
FollowUp
Ifev idenceisnotreceiv edthattherecommendationshav ebeenimplementedwithinthesixmonthperiod,theIPC
contactstheinstitutiontofindoutifthey hav ebeenimplemented,andifnot,thereasonwhy .
Offencesandliability
Offences
Certainv iolationsoftheFreedomofInformationandProtectionofPrivacyAct(FIPPA)/MunicipalFreedomof
InformationandProtectionofPrivacyAct(MFIPPA)areconsideredtobeoffences.TheActsetsoutthepenaltiesfor
theseoffencesandstipulates,whentheconsentoftheAttorney Generalisrequiredforprosecutions.
Itisanoffencetointentionally andknowingly disclosepersonalinformationinamannerthatisnotauthorizedby

s.61(1)(a)FIPPA/s.48(1)(a)MFIPPA.
Itisalsoanoffencetomaintainasecretpersonalinformationbankthatisnotdescribedandmadepublicasrequired
unders.44FIPPA/s.34MFIPPA.Anemploy eeofaninstitutionwhodeliberately withholdsinformationaboutthe
existenceofapersonalinformationbankwiththeintentionthatthebank'sexistencenotbepublished,runstheriskof
beingprosecutedunders.61(1)(b)FIPPA/s.48(1)(b)MFIPPA.
Makingarequestforaccesstoorcorrectionofpersonalinformationunderfalsepretencesisalsoanoffenceunder
s.61(1)(c)FIPPA/s.48(1)(c)MFIPPA.
OtheroffencesrelatetoobstructingtheperformanceoftheCommissionerinhis/herduties,orwillfully misleadingthe
IPC,orwillfully failingtocomply withanorderoftheIPC(s.61(1)(d),(e)and(f)FIPPA/s.48(1)(d),(e)and(f)MFIPPA).
AprosecutioncannotbestartedunderthesesubsectionswithouttheconsentoftheAttorney General(s.61(3)FIPPA/
s.48(3)MFIPPA).
Apersonwhoisfoundguilty ofanoffenceisliabletoafinenotexceeding$5,000.
Liability
s.62(2),(3)and(4)FIPPA/s.49(2),(3)MFIPPA
Civ ilactionscannotbebroughtagainstanemploy eeofaninstitutionformonetary damagesresultingfromthe

disclosureornondisclosureofarecordundertheAct,iftheactionwasdoneingoodfaith.Nociv ilactioncanbe
broughtagainstanemploy eeforfailuretogiv earequirednoticeundertheActifreasonablecarewastakentogiv e
notice.Arecordshouldbekeptofthestepstakentoprov idethenotice.
Institutions,asopposedtoindiv idualemploy ees,arenonethelessliabletociv ilproceedingsfordamagesresultingfrom

v iolationsofthefreedomofinformationandpriv acy legislation(s.62(3),(4)FIPPA/s.49(3)MFIPPA).
AppendixI:Samplebylaw
TheCorporationofthe[insertnam e]
By lawNo.9800
BeingaBy lawtodesignateaheadoftheMunicipalCorporationforthepurposesoftheMunicipalFreedomof
InformationandProtectionofPrivacyAct.
Whereas,underSection3,subsection1oftheMunicipalFreedomofInformationandProtectionofPrivacyAct,R.S.O.
1990,c.M.56,thecouncilofamunicipalcorporationmay by by lawdesignatefromamongitsmembersanindiv idualor
acommitteeofthecounciltoactasheadofthemunicipalcorporationforthepurposesoftheAct:
And,whereasthecouncildeemsitnecessary andexpedienttodesignateaheadforthepurposesoftheAct:
Nowthereforethecouncilofthecorporationofthe[insertnam e]enactsasfollows:
Readafirstandsecondtimethis[]day of[],19[].
[Clerk][headofCouncil]
Readathirdtimeandpassedthis[]day of[],19[].
[Clerk][headofcouncil]
[sealofthemunicipalcorporation]
1.That[nam e/positionofm em berofcouncilorcom m itteeofcouncil]bedesignatedasheadforthepurposes

oftheMunicipalFreedomofInformationandProtectionofPrivacyAct.
2.Thatthisby lawcomeintoforceandeffecton[insertdatehere].
AppendixII:SampleResolution
Resolution
Foraboard,Commissionorotherbody
Mov edby :
Secondedby :
Whereas,underSection3,subsection(2)oftheMunicipalFreedomofInformationandProtectionofPrivacyAct,R.S.O.
1990c.M.56thememberselectedorappointedtoaboard,commissionorotherbody thatisaninstitutionunderthe
Actmay designateinwritingfromamongitsmembersanindiv idualorcommitteeofthebody toactasheadofthe
institutionforthepurposesoftheAct:
Andwhereasthe[board,commissionorotherbody ]deemsitnecessary andexpedienttodesignateaheadforthe
purposesoftheAct:
Now,therefore,the[board,commissionorotherbody ]resolv esasfollows:
1.Thatthe[board,commissionorotherbody ]hereby designates[name/positionofindiv idualorcommittee]ashead
forthepurposesoftheMunicipalFreedomofInformationandProtectionofPrivacyAct.
2.Thatthisresolutioncomeintoforceandeffecton[insertdatehere].
[SECRETARY ][CHAIRPERSON]
AppendixIII:Sampledelegationsofauthority
Sample1
I/we,[headoftheinstitutionforthepurposesoftheAct],delegatethefollowingpowersanddutiesunderthe
[Municipal]FreedomofInformationandProtectionofPriv acy Acttothepositionsindicatedbelow:
PowerorDut y Officer A B C
Sev eringrecords(s.1 0(2 )FIPPA/s.4 (2 )MFIPPA) n/a X n/a n/a
Obligationtodisclose(s.1 1 FIPPA/s.5MFIPPA) n/a n/a X n/a
Decidingifexem ptionsapply : n/a n/a n/a n/a
draftby laws,priv atebills,closedm eetings(s.6 MFIPPA) n/a n/a X n/a
adv iceorrecom m endations(s.1 3 FIPPA/s.7 MFIPPA) n/a n/a X n/a
lawenforcem ent(s.1 4 FIPPA/s.8MFIPPA) n/a n/a X n/a
relationswithgov ernm ents(s.1 5FIPPA/s.9 MFIPPA) n/a n/a X n/a
thirdparty inform ation(s.1 7 FIPPA/s.1 0MFIPPA) n/a &n/a X n/a
econom icandotherinterests(s.1 8FIPPA/s.1 1 MFIPPA) n/a n/a X n/a
solicitorclientpriv ilege(s.1 9 FIPPA/s.1 2 MFIPPA) n/a n/a X n/a
PowerorDut y Officer A B C
dangertosafety orhealth(s.2 0FIPPA/s.1 3 MFIPPA) n/a n/a X n/a
personalpriv acy (s.2 1 FIPPA/s.1 4 MFIPPA) n/a n/a X n/a
inform ationav ailableorsoontobepublished(s.2 2 FIPPA/s.1 5MFIPPA) n/a n/a X n/a
indiv idual'saccesstoownpersonalinform ation(s.4 9 FIPPA/s.3 8MFIPPA) n/a n/a X n/a
Determ iningcom pellingpublicinterest(s.2 3 FIPPA/s.1 6 MFIPPA) n/a n/a X n/a
Assistingrequesterclarify requests(s.2 4 (2 )FIPPA/s.1 7 (2 )MFIPPA) n/a n/a X n/a
Continuingaccessrequests(s.2 4 (3 ),(4 )FIPPA) n/a X n/a n/a
Forwardingandtransferringrequests(s.2 5FIPPA/s.1 8MFIPPA) n/a X n/a n/a
IssuingNotices: n/a n/a n/a n/a
forwardingortransferringrequests(s.2 5(2 ),(3 )FIPPA/s.1 8(2 ),(3 )MFIPPA) n/a X n/a n/a
regardingaccesstorecords(s.2 6 ,2 8,2 9 FIPPA/s.1 9 ,2 1 ,2 2 MFIPPA) n/a X n/a n/a
tim eextensions(s.2 7 FIPPA/s.2 0MFIPPA) n/a X n/a n/a
toaffectedparties(s.2 8FIPPA/s.2 1 MFIPPA) n/a n/a X n/a
Decisionsrem annerofthirdparty representations(s.2 8(6 )FIPPA/s.2 1 (6 )MFIPPA) n/a X n/a/ n/a
Grantingaccesstooriginalrecord(s.3 0FIPPA/s.2 3 MFIPPA) n/a X n/a n/a
Makingrecordsandrecordsdescriptionsav ailable(s.3 2 ,3 3 ,4 5FIPPA/s.2 5,3 4 MFIPPA) n/a X n/a n/a
Preparingannualreport(s.3 4 FIPPA/s.2 6 MFIPPA) n/a X n/a n/a
Noticeofcollectionofpersonalinform ation(s.3 9 (2 )FIPPA/s.2 9 (2 )MFIPPA) n/a X n/a n/a
Ensuringaccuracy ofpersonalinform ation(s.4 0(2 )FIPPA/s.3 0(2 )MFIPPA) n/a X n/a n/a
Disposalofpersonalinform ation(s.4 0(4 )FIPPA/s3 0(4 )MFIPPA) n/a X n/a n/a
Personalinform ationbanks(s.4 6 FIPPA/s.3 5MFIPPA) n/a X n/a n/a
Accesstopersonalinform ation(s.4 8(4 )FIPPA/s.3 7 (3 )MFIPPA) n/a X n/a n/a
Representinginstitutiononappeal(s.52 FIPPA/s.4 1 MFIPPA) n/a n/a n/a X
Requiringexam inationofrecordonsite(s.52 (6 )FIPPA/s.4 1 (6 )MFIPPA) n/a X n/a n/a
Fees(s.57 FIPPA/s.4 5MFIPPA) n/a X n/a n/a
Prov idingaccessoralrequests(s.6 3 FIPPA/s.50MFIPPA) n/a n/a X n/a
Date[]
Signature(s)[]
Sample2
I/we[headoftheinstitutionforthepurposesoftheAct],delegateallpowersanddutiesunderthe[Municipal]Freedom
ofInformationandProtectionofPriv acy Actto[positiontitle].
Date[]
Signature(s)[]
AppendixIV:Samplenotificationletters
#1NotificationtoRequester
[Date]RequestNum ber[#]
[Requester'snam eandaddress]
Dear[]:
Thanky oufory ouraccessrequestwhichwereceiv edon[insertdate]underthe[Municipal]FreedomofInformation

andProtectionofPriv acy Act.Wereceiv edy our$5.00applicationfeeandy ourrequestforaccesstothefollowing:
[insertdetailsofrecordsrequested]
Option:Furtherinformation/Clarificationrequired
Unfortunately ,therequestdoesnotprov idesufficientdetailtoidentify therecord(s).Pleasesupply thefollowing

informationsothatwemay begintoprocessy ourrequest:
[insertdetailsofinform ationneeded]
Wewouldbehappy toanswerany questionsorassisty ouinclarify ingorreformulatingy ourrequest.
Ifwedonothearfromy ouwithin30day softhisletter'sdate,wewillclosey ourfile.
Option:Transfer/Forward
[Nam eandaddressofotherinstitution]has(custody orcontrolof)or(agreaterinterestin)therecordsy ouseek.

Undersection25/18oftheAct,we(forwarded)or(transferred)y ouraccessrequesttothem[encloses.25/18].Sincewe
arenotprocessingy ourrequestwearereturningy our$5.00applicationfeewiththisletter.Pleasesendanew
applicationfeetotheinstitutionlistedabov e.
Y oumay appealthisdecisiontotheInformationandPriv acy Commissioner.TheCommissioncanbereachedat:
SeealsoAdditionalInformation#11
Pleasecontact[nam e,titleandphonenum berofpersonresponsible]ify ouhav eany questions.Wewould

appreciatey ouusingtheRequestnumber[#]assignedtoy ourrequestinany furthercorrespondence.
Note:Asquickly aspossible,theheadordelegateshouldnotify theotherinstitutionthatarequestis

beingforwarded/transferred
Sincerely ,
[signedby headordelegate]
encl.
#2NoticetoInstitutionReceivingaTransferred/ForwardedRequest
[Nam eandaddressoftransfereeinstitution]
Dear[]:
Theenclosedrequestforaccesswasreceiv edon[date].
Thisrequestis[transferred/forwarded]toy ouundersection25/18ofthe[Municipal]
FreedomofInformationandProtectionofPriv acy Actaswebeliev ey ourinstitutionhas

[custody orcontrolof/greaterinterestin]therecord.
Wehav ereturnedtheapplicationfeetotherequesterandhav einstructedhim/hertosend

anapplicationfeetoy ou.
Sincerely ,
[signedby Freedom ofInform ationandPriv acy Coordinator]
FreedomofInformationandPrivacyManual
#3NoticeofT im eExtension
Dear[]:
Thanky oufory ouraccessrequestwhichwereceiv edon[insertdate]underthe[Municipal]FreedomofInformation

andProtectionofPriv acy Act.Wereceiv edy our$5.00applicationfeeandy ourrequestforaccesstothefollowing:
[insertdetailsofrecordsrequested]
ArequestundertheActusually mustbeansweredwithin30calendarday s,howev ersection27 /20(enclosed)allows

fortimeextensionsundercertaincircumstances.Thetimelimitforansweringy ourrequesthasbeenextendedforan
additional[insertnum ber]day sto[insertdate].
Thereasonforthetimeextensionis[insertreason]:
Y oumay requestthatourdecisiontoextendthetimelimitberev iewedby theInformationandPriv acy Commissioner.

TheCommissionercanbereachedat:
[insertaddress]
Pleasecontact[nam e,titleandphonenum berofpersonresponsible]ify ouhav eany questions.Wewould

appreciatey ouusingtheRequestnumber[#]assignedtoy ourrequestinany furthercorrespondence.
Sincerely ,
#4FeeEstim ate/Interim DecisionRegardingDisclosure
Dear[]:
Thanky oufory ourrequestwhichwereceiv edon[insertdate]underthe[Municipal]FreedomofInformationand

ProtectionofPriv acy Actforaccessto[describerecordsrequested].Aninitialrev iewoftherecordsindicatesthat
itwillcostanestimated[enteram ount]toprocessy ourrequest.Thefeeestimateisbasedon[explainfee
estim ate].
Aswehav enoty etrev iewedtherecordsindetail,nofinaldecisionhasbeenmaderegardingaccessbutthefollowing

exemptionswilllikely apply .[Generally describewhatexem ptionsm ightapply totherecords].
[And:Wherethefeeestim ateisov er$100.00]
Regulation460/823s.7 ,say sthatwherethefeeestimateisov er$100.00,aninstitutionmay requestadepositequalto

50%oftheestimatedfee.Wewillwaituntilwereceiv etheamountof[enteram ount]fromy oubeforeweresume
processingtherequest.
TheActprov idesthatallorpartofthefeecanbewaiv edifinouropinionitisfairandequitabletodoso,ifthefeewill

causey oufinancialhardshiporifdisseminationoftherecordwillbenefitpublichealthorsafety .Y oumay berequired
toprov ideprooftosupportany waiv erclaims.Pleasenotify [insertnam e,titleandphonenum ber]assoonas
possibleofy ourwishtoproceedwitharequestforafeewaiv er.
Ify oudisagreewithany aspectofthefees,orwishtorev isey ourrequest,pleasediscussthematterwithus.Afterward,

y oumay requestthatthisfeeestimateberev iewedby theInformationandPriv acy Commissioner.TheCommissioner
canbereachedat:
[insertaddress]
Pleasenotethaty ouhav e30day sfromthereceiptofthislettertorequestarev iewfromtheCommissioner.Ifwehav e

notheardfromy ouwithin30day swewillclosey ourfile.
Enclosedisacopy ofsection57 /45oftheActandtherelev antregulations[optional].Pleasecontact[nam e,title
andphonenum berofpersonresponsible]withany questions.Wewouldappreciatey ouusingtheRequest
number[#]assignedtoy ourrequestinany furthercorrespondence.
Sincerely ,
FreedomofInformationandPrivacyManual
#5NoticetoAffectedT hirdParty Section17 /10:T hirdParty Inform ation
[Affectedthirdparty 'snam eandaddress]
Dear[]:
The[nam eofinstitution]hasreceiv edarequestforaccesstorecordsunderthe[Municipal]FreedomofInformation

andProtectionofPriv acy Acttodisclose[describeindetailtherecordsasthey relatetothes.17 /10affected
thirdparty ].
Accordingtosection28/21oftheAct,athirdparty whoseinterestsmay beaffectedmustbegiv entheopportunity to

makerepresentationstotheheadofaninstitutionconcerningdisclosureoftherecords.
Tosuccessfully qualify forathirdparty exemption,allofthefollowingthreetestsmustbemet:

theinformationmustfitwithinoneofthespecifiedcategoriesofthirdparty information:tradesecretorscientific,
technical,commercial,financialorlabourrelationsinformation
theinformationmusthav ebeensuppliedby thethirdparty inconfidence,implicitly orexplicitly and
thedisclosureoftheinformationcouldreasonably beexpectedtocauseoneoftheharmsindicatedbelow:
prejudicey ourcompetitiv epositionorinterferewithany contractualrightsy oupossess,or
resultiny ounolongersupply ingthisorsimilarinformationto[nam eofinstitution],or
resultinunduelossorgaintoany person,business,ororganizationofwhichy ouareaware.
Undersection17 /10oftheAct,wemustreleasetheserecordsunlesstheabov econditionsaremet.Pleaserev iewthe

attachedrecords.
Ify ouhav econcernsaboutthereleaseoftherecordspleasecontactus,inwriting,nolaterthan[insert

date]outliningy ourconcerns.Inordertosupporty ourclaim sagainstthereleaseoftherecordsor
portionsoftherecords,y oum ustshowhowthoserecordsm eetthethirdparty criterialistedabov e.
Wewillnotify y ouinwritingby [insertdate]aboutourdecisionregardingthereleaseoftherecords.
Enclosedarecopiesofsections17 /10and28/21oftheActfory ourconv enienceandinform ation

[optional].Pleasecontact[name,titleandphonenumberofpersonresponsible]ify ouhav eany questions.We
wouldappreciatey ouusingtherequestnum ber[#]assignedtotherequestinany correspondence
Sincerely ,
#6NoticetoAffectedT hirdParty Section21FIPPA/14MFIPPA:PersonalInform ation
Dear[]:
The[nam eofinstitution]hasreceiv edarequestunderthe[Municipal]FreedomofInformationandProtectionof

Priv acy Acttodisclose[describeindetailtherecordsasthey relatetotheaffectedindiv idual].
Section28/21oftheActsay sindiv idualshav etheopportunity tomakerepresentationsaboutthereleaseoftheir

personalinformationtoathirdparty .
Y ourv iewsregardingdisclosureoftheserecordsisappreciated.Pleaseindicateinwritingwhetherornoty ouconsider

thatthedisclosureoftheenclosedrecordswouldbeaninv asionofy ourpersonalpriv acy .Section21/14oftheAct
outlinescircumstanceswherethedisclosureofpersonalinformationmay beanunjustifiedinv asionofpersonalpriv acy .
Y ourresponsemustbereceiv ednolaterthan[insertdate].Y ouwillbenotifiedinwritingby [insertdate]aboutour

decisionregardingthereleaseoftherecords.
Enclosedarecopiesofsections21/14and28/21oftheActfory ourconv enienceandinformation[optional].Please

contact[nam e,titleandphonenum berofpersonresponsible]ify ouhav eany furtherquestions.Wewould
appreciatey ouusingtheRequestnumber[#]assignedtotherequestinany correspondence.
Sincerely ,
#7 NoticetoRequesterWhereT hirdParty isAffected
Dear[]:
Thanky oufory ourrequestwhichwereceiv edon[insertdate]underthe[Municipal]FreedomofInformationand

ProtectionofPriv acy Actforaccessto[describerecordsrequested].
Thedisclosureoftherecordsmay affecttheinterestsofathirdparty .
Thethirdparty whoseinterestsmay beaffectedisbeinggiv entheopportunity tomakerepresentationsaboutthe

releaseoftherecord(s).
Adecisiononwhetherornottherecord(s)willbedisclosedwillbemadeby [insertdate],undersection28/21ofthe
Act.
Enclosedisacopy ofsection28/21oftheActfory ourconv enienceandinformation[optional].Pleasecontact

[nam e,titleandphonenum berofpersonresponsible]ify ouhav eany furtherquestions.Wewouldappreciate
y ouusingtheRequestnumber[#]assignedtotherequestinany correspondence.
Sincerely ,
#8NoticetoAffectedT hirdParty AfterRepresentationsWhereHeadIntendstoReleasetheRecord(s)
Dear[]:
Wehav ereceiv edandconsideredy ourrepresentationsconcerningdisclosureof[detailsoftherecord(s)].Our

decisionistograntaccess[orpartialaccess]totherecord(s).[Giv ereasonsforthedecision].
Undersection28/21ofthe[Municipal]FreedomofInformationandProtectionofPriv acy Act,y oumay requestthat

thisdecisionberev iewedby theInformationandPriv acy Commissioner.TheCommissionercanbereachedat:
[insertaddress]
Y ouhav euntil[insertdate]torequestarev iew,otherwisetherecordswillbereleasedtotherequester.
Pleasecontact[nam e,titleandphonenum berofpersonresponsible]ify ouhav eany furtherquestions.We

wouldappreciatey ouusingtheRequestnumber[#]assignedtotherequestinany furthercorrespondence
Sincerely ,
#9NoticetoRequesterRegardinganAccessDecision
Dear[]:
Inresponsetoy ourrequestunderthe[Municipal]FreedomofInformationandProtectionofPriv acy Actforaccessto

[describerecordsrequested].
Option:accessgranted
Iampleasedtoinformy ouaccessisgrantedto[insertdetails].
Option:subjecttocopy right
Pleasenotethaty ouareboundby any copy rightthatappliestotherecordsy oureceiv eunderthisAct.
Option:norecordsexist
Accesscannotbeprov idedto[insertdetailsofnonexistentrecords]astherecordsdonotexist.
Option:denialofaccess
Accessisdeniedto[insertdetailsofwithheldrecords]undersection(s)[insertsectionnum bers]oftheAct.
Theprov isionsapply totherecord(s)because[insertreasons].
Option:refusaltoconfirmexistence
Undersection[12(5)/14(5)]OR[14(3)/8(3)],wecannotconfirmordeny theexistenceoftherecord.
Option:summary ofrecordscategories
Duetothecomplexity ofy ourrequest,wehav esummarizedtherecordscategoriesinordertoprov idey ouwithan

ov erv iewoftheaccessdecisionmade.
Y oumay requestthatthisdecisionberev iewedby theInformationandPriv acy Commissioner.TheCommissionercan

bereachedat:
[insertaddress]
Pleasenotethaty ouhav e30day sfromthereceiptofthislettertorequestarev iew.
Enclosedisacopy ofsection[insertrelev antsectionnum ber]oftheActfory ourconv enienceandinformation

[optional].Pleasecontact[nam e,titleandphonenum berofpersonresponsible]ify ouhav eany questions.We
wouldappreciatey ouusingtheRequestnumber[#]assignedtoy ourrequestinany furthercorrespondence
Sincerely ,
[signedby headordesignate]
Note:Inthisnotice(ifpartialaccessisgranted),theinstitutionm ay wishto:
indicatethefeesforaccesstotherecords,ifany
giv etherequestertheoptiontov iewtherecordor
indicatethatidentificationwillberequiredifaccessisgiv entoanindiv idual'sownpersonal
inform ation
#10NoticetoRequesterCorrectionofPersonalInform ation
Dear[]:
Y ourrequestunderthe[Municipal]FreedomofInformationandProtectionofPriv acy Actforacorrectionofpersonal

informationwasreceiv edon[insertdate].
Thecorrectionwasmadeandacopy ofthecorrectedrecordisattached.Onrequest,y ouareentitledtohav ethe

correctionsenttothosepersonstowhomtheinformationwasdisclosedov erthepast12months.
Or
Thecorrectionwasnotmadetothepersonalinformation.Inreachingthisdecisionweconsideredthefollowing3
elements:1)whethertheinformationispersonalandpriv ate2)whethertheinformationisinexact,incompleteor
ambiguousand3)whetherthecorrectionwouldbeasubstitutionofopinionAnd/Or[insertreasonwhy the
requestwasrefused][optional].
Y ouareentitledtorequirethatastatementofdisagreementbeattachedtotherecordandthatthestatementof
disagreementbesenttoany persontowhomtherecordwasdisclosedov erthepast12months.
Y oumay appealthisdecisiontotheInformationandPriv acy Commissioner.TheCommissionercanbereachedat:
[insertaddress]
Pleasenotethaty ouhav e30day sfromthereceiptofthislettertorequestarev iew.
Sincerely ,
[signedby headordesignate]
Note:Withthisnotice,theinstitutionm ay wishtoincludealistingofthepersonstowhom thepersonal

inform ationwasdisclosedov erthepast12m onths(thislistingwillnotincludethosepersonslistedin
thepersonalinform ationbankindex)
#11AdditionalInform ationWhereAppeal'sareLikely :
Ify oudecidetoappealadecisiontotheInformationandPriv acy Commissioner,pleaseprov idetheCommissioner's

officewith:
1.Therequestnumberassignedtotherequest
2.Acopy ofthisdecisionletter,and
3.Acopy oftheoriginalrequesty ousenttothisinstitution.
AppealstotheCommissionermustalsobeaccompaniedby theappropriatefee.Feesv ary accordingtothenatureofthe

requestbeingappealedasfollows:
a.$25,ifthepersonappealinghasmadearequestforaccesstoageneralrecordundersubsection24(1)FIPPA/17 (1)
MFIPPA
b.$10,ifthepersonappealinghasmadearequestforaccesstopersonalinformationundersubsection48(1)FIPPA/
37 (1)MFIPPAand
c.$10,ifthepersonappealinghasmadearequestforcorrectionofpersonalinformationundersubsection47 (2)FIPPA
/36(2)MFIPPA.
Nofeeispay ableforappealingadecisionofaheadtotheCommissionerifthepersonappealingisathirdparty giv en

noticeofarequestundersubsection28(1)FIPPA/21(1)MFIPPAoftheAct.
AppendixIV:Samplenotificationletter
#12InternalMem oT oProgram AreaRegardingaFOIRequest
Memorandumto:[NameofContactandProgramArea]
Ourreference:Request[#]
Subject:FreedomofInformationRequest
Theattachedrequestwasmadeunder[Municipal]FreedomofInformationandProtectionofPriv acy Actandconcerns

recordswhichwebeliev etobeinthecustody ofy our[area].
Pleaserev iewtherequestandconductasearchfortherecords.
Y ourresponsetothisrequestshouldbeforwardedtothisoffice,tobereceiv edonorbefore[date],andshouldinclude:
1.copiesoftherecords(iftoov oluminoustocopy ,pleasecontactus)
2.anindicationofthenumberofphotocopiesmadeinresponsetothisrequestandatally ofthepersonhoursspent
searchingfortherecord(s)and
3.y ourwrittenrecommendationsregardingdisclosure.
Iftherecordsarenotinthecustody ofy ourareapleaseprov idea"nil"response.Itshouldbenotedthat"nil"responses

may requireanaffidav itatalaterdatetherefore,pleasenotethedate,timeandlocationofthesearchesconducted.
Uponreceiv ingy ourreply ,wewillrev iewy ourfindingsandtherequestedrecordsandifnecessary ,consultwithour

legalcounselbeforepreparingthenotificationtotherequester.
Any decisiontoapply anexemptionwillberev iewedwiththeheadbeforeitissenttotherequester.
Ify ouhav eany questionspleasecallmeat[telephone#]
FreedomofInformationandPriv acy Coordinator
Enclosure
cc.[any appropriatepersons]
AppendixV:Samplebiography
JaneCitizen
JaneCitizen,ofAny place,Ont.wasrecently appointedtotheAny placeAdv isory CommitteeforParksandRecreation.
Ms.Citizenhasliv edinAny placeforthepast10y ears.Shehasconsiderablev olunteerexperienceinthecommunity ,

hav ingserv edasaboardmemberforsev erallocalrecreationalassociations,asthepresidentoftheAny placeTennis
Club,andaspresidentoftheWestAny placeNeighbourhoodAssociation.SheisalsoaformermedalwinnerforCanada
inspeedskatingatthe1968Oly mpics.
Ms.CitizenisPresidentofJaneCitizenElectronicsinAny place.ShehasadegreeinengineeringfromtheUniv ersity of

Toronto.
AppendixVI:Affidavit
(Generalheading)
Affidav it
Of(Name)
I[fullnameofdeponent]ofthe[City ,Townetc.]of[]
Inthe[County ,RegionalMunicipality ,etc]of[]
(Wherethedeponentisapartorthesolicitor,officer,director,member,employ eeofaparty setoutofdeponent's

capacity ),
Makeoathandsay (orAffirm):
[Setoutthestatementsoffactinconsecutiv ely numberedparagraphs,witheachparagraphbeingconfinedasfaras

possibletoaparticularstatementoffact.]
Sworn[orAffirmed]beforemeatthe[City ,Townetc.]of[],on(date)[]
CommissionerforTakingAffidav its
[](orasmay be)
[][Signatureofdeponent]
AppendixVIII:Researchagreement
FreedomofInformationandProtectionofPriv acy Act
Thisagreementismadebetween:
Nameofresearcher(referredtohereinafterasthe"Researcher")and[]Nameofinstitution(referredtobelowasthe
"Institution")
TheresearcherhasrequestedaccesstothefollowingrecordscontainingpersonalCinformationinthecustody orthe
controloftheinstitution:
Theresearcherunderstandsandpromisestoabideby thefollowingtermsandconditions:
1.Theresearcherwillnotusetheinformationintherecordsforany purposeotherthanthefollowingresearchpurpose
unlesstheresearcherhastheinstitution'swrittenauthorizationtodoso:(Describetheresearchpurposebelow).
2.Theresearcherwillgiv eaccesstopersonalinformationinaforminwhichtheindiv idualtowhomitrelatescanbe
identifiedonly tothefollowingpersons:(Namethepersonsbelow)
3.Beforedisclosingpersonalinformationtopersonsmentionedabov e,theresearcherwillenterintoanagreementwith
thosepersonstoensurethatthey willnotdiscloseittoany otherperson.
4.Theresearcherwillkeeptheinformationinaphy sically securelocationtowhichaccessisgiv enonly tothe
researcherandtothepersonsmentionedabov e.
5.Theresearcherwilldestroy allindiv idualidentifiersintheinformationby [].(date)
6.Theresearcherwillnotcontactany indiv idualtowhompersonalinformationrelates,directly orindirectly without
thepriorwrittenauthority oftheinstitution.
7 .Theresearcherwillensurethatnopersonalinformationwillbeusedordisclosedinaforminwhichtheindiv idualto
whomitrelatescanbeidentifiedwithoutthewrittenauthority oftheinstitution.
8.Theresearcherwillnotify theinstitutioninwritingimmediately uponbecomingawarethatany oftheconditionsset
outinthisagreementhav ebeenbreached.
Signedat[],thisDay of20[]
Researcher'sSignature Representativ eofInstitution
Nam eofResearcher Nam eandPositionofRepresentativ e
Address Nam eofInstitution
n/a Address
Tel.no. Tel.no.
AppendixIX:Requestforwaiverofnoticetoindividualofcollectionofpersonalinformation
FreedomofInformationandProtectionofPriv acy Acts.39(2)
MunicipalFreedomofInformationandProtectionofPrivacyActs.29(2)
1.Institution
2.DescriptionofInformationtobeCollected:
3.Authority forCollection:
4.MannerofCollection:
i.directly fromtheindiv idualtowhomtheinformationrelates.
ii.indirectcollectionpursuanttos.39(1)FIPPA/s.29(1)MFIPPA
5.Anticipatednumberofindiv idualsinrespectofwhomWaiv erissought:

6.UseofPersonalInformationCollected:
i.DescribePurposeofCollection:
ii.s.41,42FIPPA/s.31,32MFIPPAAuthorizationforUse:(insertsectionandparagraphnumber)
iii.UselistedinDirectory
7 .ReasonforWaiv er:
NotificationFrustratesPurposeofIndirectCollection
Statutory Authority forIndirectCollection
Administrativ eBurden/CostofNotification
AuthorizationofCommissioner
ImpliedConsent
CollectionisfromanotherInstitutionwhichhasnotifiedIndiv idual
Other(explain)
i.Reason
ii.Explainwhy notificationcannotbegiv en.
8.Othermaterialattached
Date/HeadofInstitution
Q u een sPr in t er for O n t a r io, 2 0 1 2 1 7 (/pa g e/c opy r ig h t in for m a t ion c qu een spr in t er on t a r io)

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3/13/2017 Freedomofinformationandprivacymanual

TheManualprov idesanov erv iewofFIPPAandaccessandpriv acy relatedpracticesandprocedurestohelp

b.toprotectthepriv acy ofindiv idualswithrespecttopersonalinformationaboutthemselv esheldby institutionsand

FIPPAPartI:Administrationcov ersadministrativ ematterswithrespecttotheResponsibleMinisterandthe

FIPPAPartIII/MFIPPAPartII:ProtectionofIndiv idualPriv acy concernsthecollection,retention,use,disclosure

FIPPAcov ersallministriesoftheOntarioGov ernmentandany agency ,board,commission,corporationorotherbody

FIPPA/MFIPPAapply toany recordinthecustody orunderthecontrolofaninstitution,includingrecordscreated

FIPPA/MFIPPAdonotimposeany limitationontheinformationotherwiseav ailableby lawtoaparty tolitigation.

FIPPA/MFIPPAisacomprehensiv eaccessschemewhichmustbeimplementedby allinstitutions,including

Isacompilationlistingallinstitutionscov eredby theActs,includinginformationonwhererequestscanbemadeand

Isapublicationwhichlists,forinstitutionscov eredby FIPPA,

Mandatory exemptionsimposeaduty ontheheadofaninstitutiontorefusetodisclosearecord.Mandatory

exemptionsforMFIPPAare:s.9(relationswithothergov ernments),s.10(thirdparty information)ands.14(personal

Allotherexemptionsarediscretionary exemptions.They permittheheadtodisclosearecorddespitetheexistenceof

Aninstitutionisnotrequiredtoproceedwitharequestitv iewsasfriv olousorv exatious.Ifarequesterappealsthis

Undertheregulations,afriv olousorv exatiousrequestoccurswheretherequestispartofapatternofconductthat

Inaddition,theregulationsprov idethatarequestmeetsthedefinitionoffriv olousorv exatiousifitismadeinbadfaith.

a.inrespectofaninstitution,m eanstheindiv idualorbody determ inedtobeheadundersection3

Unders.66FIPPA/s.54MFIPPA,Any rightorpowerconferredonanindiv idualby thisActm ay be

Inclause(b),aguardianmay beappointedby acourtorderforapersonwhoisincapableofmanaginghis/herown

Inclause(c)theIPChasheldthattherightsunderFIPPA/MFIPPAofanindiv idualwithlawfulcustody ofachildarenot

Therightsorpowerswhichmay beexercisedonbehalfofanindiv idualincludetherighttomakearequestforaccessto

TheCommissionerisappointedby theLieutenantGov ernorinCouncil.TheCommissionerisanofficerofthe

TheIPChearsappealsofdecisionsmadeby headsofinstitutions,issuesbindingorders,conductspriv acy inv estigations,

Eachmunicipalcorporation(v illage,town,township,city ,county ,anddistrictandregionalmunicipality )isaseparate

Forexample:AboardofmanagementforaBusinessImprov ementAreawouldbecov eredaspartofthemunicipal

Whereonly someofthemembersofanagency orboardareappointedby themunicipalinstitution,thatagency orbody

Forexample:Amunicipality mighthav eacorporationestablishedunderapriv atestatutethatoperatesaconv ention

Therearethreepartstothedefinition.Part(a)encompassestheactiv itiesofpoliceforces.Theseactiv itiesincludethe

Part(b)ofthedefinitionincludesactiv itiesby aninstitutiontoenforcecompliancewithstandards,dutiesand

Inpart(b)thewords"leadorcouldlead"indicatethatinspectionsandinv estigationsmay bepartof"lawenforcement"

Personalinform ationm eansrecordedinform ationaboutanidentifiableindiv idual,including:

g.thev iewsoropinionsofanotherindiv idualabouttheindiv idualand

Personalinformationmustbeaboutanidentifiableindiv idual,howev eranindiv idual'snameneednotbeattachedtothe

Generally ,informationaboutaproperty oraspecificmunicipaladdress,suchasmarketv alueassessment,hy dro

Forexample:Anindiv idual'snamekeptby asocialserv icesdepartmentwouldbepersonalinformationbecausethefact

Theterm"person"whenusedinlegislationmay refertobothindiv idualsandtoorganizationssuchasbusinessentities

Forexample:Inasoleproprietorshiporfamily businessthefinancesoftheindiv idualmay bev irtually identicaltothe

Correspondencesubmittedtoaninstitutionby arepresentativ eofagrouporassociationisnotthepersonalinformation

Howev er,theinformationaboutindiv idualsactingintheirbusinessorofficialcapacitiesbecomespersonalinformation

Forexample:Thewitnessstatementsofby lawenforcementofficerswhowerephy sically assaultedwhileactingintheir

Personalinformationdoesnotincludeinformationaboutanindiv idualwhohasbeendeadformorethanthirty y ears

Usually apersonalinformationbankserv esanimportantadministrativ eoroperationalfunctionandisusedinreaching

Theinterestmay beapecuniary oneoroneby whichlegalrightsorliabilitiesareaffected.Itmay beaninterestinpublic

Forexample:Abreachofsecurity occurringwithinasensitiv egov ernmentfunction,mightraiseseriousquestions

Arecordisany recordofinform ationhowev errecorded,whetherinprintedform ,onfilm ,by electronic

Thedefinitionofrecordisv ery broadandincludesv irtually ev ery formofinformationheldinsomerecordedformby

Incaseswherearequestisforinformationthatcannotcurrently beextractedinaway thatisusefultoarequester,but

Thisisalettersignedby theMinisterresponsibleforFIPPA/MFIPPAthatallowsaninstitutiontoforegogiv inganotice

TheCorporateFreedomofAccessandPriv acy OfficeofManagementBoardSecretariatsupportstheChairof

Inaddition,ManagementBoardofCabinethasissuedtheFreedomofInformationandPriv acy Directiv ethatspecifies

Someadministrativ eresponsibilitiessuchaspublishingtheDirectory ofRecordsaresharedbetweenaninstitution's

Thischapterprov idesanov erv iewoftheadministrativ eresponsibilitiesoftheheadofaninstitution,theResponsible

TheheadofaninstitutionisresponsiblefordecisionsmadeunderFIPPA/MFIPPAby theinstitutionandforov erseeing

ForFIPPAinstitutions,theheadwilleitherbetheministerwhopresidesov eraministry orwhomev erisdesignatedby

MFIPPAstatesthatthemembersofacouncilofamunicipalcorporationmay designatefromamongthemselv esan

Thispowergiv esacouncilflexibility indesignatingwhowillbethehead.Thedesignatedheadcouldbeanindiv idual,

Torev okeadesignation,acouncilwouldhav etorev oketheby lawthatsetoutthedesignation.

Thehead,oncedetermined,may delegatesomeorallpowersanddutiesundertheAct.Howev er,ev enifthepowersor

Theheadmay alsoplacelimitations,restrictions,conditionsorrequirementsonthedelegation.Aheadmay wishto

Employ eeswhoissuenoticesrequiredby theAct(especially decisionletters)mustensurethey hav ethedelegated

Theheadmustalsoretainarecordofany useby theinstitutionofpersonalinformationinapersonalinformationbank

Forinstitutionscov eredby FIPPA,s.36requiresheadstoprov idetotheResponsibleMinister,uponrequest,the

TherecordsdescriptionsofMFIPPAinstitutionsshouldbemadeav ailableinapublicly accessibleplaceorav ariety of