"Can I give this out?" What Frontline Staff Need to Know About FOI and Privacy 2010 LGMA Administrative Professionals' Conference Paul Hancock, City of Vancouver October 28, 2010
Dec 24, 2015
"Can I give this out?"
What Frontline Staff Need to Know About FOI and Privacy
2010 LGMA Administrative Professionals' Conference
Paul Hancock, City of Vancouver
October 28, 2010
Learning Objectives
How to decide if information is releasable
Practice applying your knowledge to different types of records
DECIDING IF INFORMATION IS
RELEASABLE
Disclosure laws
Public sector Private sector
Federal• Access to
Information Act• Privacy Act
• PIPEDA
BC• FOIPPA
(FIPPA)
• Personal Information Protection Act (PIPA)
Two disclosure processes
Request for Information
Routine Disclosure Process
Formal (FOI) Request Process
How do you decide if information is routinely releasable?
Your options are: 1. Check your disclosure policies
2. Check online resources (LG Q&A)
3. Ask the FOI Guy
4. Analyze the info yourself
Info that must be routinely released
Most policies and procedures Some info relevant to public safety Some info required under other law
• eg. Rules of Court, Local Government Act, Workers Compensation Act, Income Tax Act
Info that may be routinely released
Info that is already publicly available Section 33 of FOIPPA. Examples:
• Info required by police for law enforcement investigation
• Info required by another public body for “common or integrated program or activity”
• Info required for research purposes
Info that cannot be routinely released
Info restricted under FOIPPA• 11 exceptions to disclosure
• personal information is radioactive!
Info restricted under another law• eg. voter’s lists - Local Government Act
Other sensitive info• eg. internal memo re: potential for lawsuit
What if it isn’t routinely releasable?
“Sorry, it’s not routinely releasable” Start the FOI process immediately Care and feeding of your “FOI Guy”
A whirlwind tour of FOI
Only “records” may be requested Request must be in writing Deadline for response All info must be released (subject to 11
exceptions to disclosure)
FOIPPA Exceptions to Disclosure (1)
1. Deliberations of a closed meeting
2. Advice or recommendations
3. Solicitor-client privilege
4. Harm to law enforcement
5. Harm to intergovernmental relations
6. Harm to City’s financial interests
FOIPPA Exceptions to Disclosure (2)
7. Harm to heritage conservation
8. Information that will be released within 60 days
9. Harm to individual or public safety
10. Harm to third party business interests
11. Harm to personal privacy
Timelines and Fees
Routine release• No deadline for response
• Can charge fees (with by-law authority)
FOI process • 30-day deadline for response
• Fee schedule in FOIPPA
Review
What are the 2 processes for releasing info?
How do you know if something is routinely releasable?
What do you say if something isn’t routinely releasable?
What kind of info is “radioactive”? Should you be nice to the FOI Guy?
APPLYING YOUR KNOWLEDGE
Building records
Letter of complaint about a property Report prepared by building inspector Photos of property Building plans Fire report Internal complaint investigation manual
Permit and license records
Electrical, plumbing and building permits Names and addresses of contractors Business licenses Dog licenses
Law enforcement records
Name of a witness to a violent incident Incident investigation procedure manual Plans of a Recreation Centre Surveillance camera footage First aid report Police report
Employment records
Employee name and work address Employee home address Employee salary Employee marital status Employee grievance file Confidential severance agreement
Legal records
Confidential email from a lawyer Legal invoice Internal memo about a potential lawsuit By-law prosecution records
Legal Professional Privilege
Litigation Privilege
Solicitor-Client Privilege
Procurement records
Proposal (RFP or Tender) Bid evaluation records Supply contract Consulting contract
Property tax and assessments
Property owner name and mailing address Last year’s assessed value for the property Taxes payable Taxes in arrears Home Owner Grant claimed for the property
For more information… Office of the Information & Privacy
Commissioner Ministry of Citizens’ Services, Office of the Chief
Information Officer Local Government Q&A
(http://www.cio.gov.bc.ca/local/cio/priv_leg/documents/foippa/local_govt_qa.pdf)
LGMA FOIPPA workshops Paul Hancock, City of Vancouver
• [email protected], (604) 873-7999