Information and Privacy Request Process

Public may request access to information that is in the custody or control of a public body. In many cases this information will be released on a routine basis.

In some cases, however, the information requested cannot be released routinely and the person seeking the information must go through a more formal FOIP or HIA request process.

	Write a request for information or fill out the Request for Access form. Be sure to include as much detail about the records you are requesting as possible. You may request a copy of the actual information or record or to examine the record. In cases where a copy cannot be reasonably reproduced, it may be necessary for the applicant to examine the record only.
Fees: There may be an administrative fee for handling all information requests, including requests for personal health information. In cases where large volumes of records are being released, you are required to pay for reproduction of those records. If this is the case, you will be provided with a fee estimate before records are reproduced. The applicant has up to 20 days to indicate if he/she is willing to pay the costs required to proceed with the request.
	Receipt of request and location of records. Once your request is received by the Information and Privacy Office, an Analyst will begin locating the records relevant to your request and will notify you of the progress of your request should any concerns or issues arise.
Release of information. In many cases information may be released in full, with no information removed. However, there are some mandatory and discretionary exceptions under the Acts that may prevent the release of the complete record. In these cases, portions of the record containing sensitive material must be ‘severed’ or removed from the record prior to allowing the applicant to have access.
	Some common examples of information severed under FOIP or HIA are: Standardized testing information Third Party Business Information Information about another person's health (without their consent)
The Release of Information Officer assigned to your file will quote the sections of the FOIP or HIA Act that apply to the information excepted from your records in the response letter. You may also ask the Access and Privacy Analyst if they predict that the information you are requesting may be subject to severing under the Acts.
Third Party Information: If a decision is made to allow an applicant access to information that contains third party information, rather than severing out the third party information, the third parties involved must be notified prior to the release of the information whenever possible. The third parties are then allowed time to respond to the planned release of information.
Refusal: If an access to information request is refused, the applicant must be told that he/she may request a review of the decision by the Information and Privacy Commissioner. If the request for information goes on to an independent review by the Information and Privacy Commissioner, his decision on the matter is binding.
	Time limits. A request must be responded to within 30 calendar days unless the time limit has been formally extended under the appropriate sections of the act or the request has been transferred to another public body. You have 60 days to respond to a request if you are not satisfied with the information released to you.
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