What is A Record
A record means any record of information however recorded, whether in printed form, on film, by electronic means or otherwise, and includes correspondence, a memorandum, a book, a plan, a map, a drawing, a diagram, a pictorial or graphic work, a photograph, a film, a microfilm, a sound recording, a videotape, a machine readable record, any other documentary material, regardless of physical form or characteristics, and any copy thereof. This also includes any record that is capable of being produced from a machine readable record under the control of an institution by means of computer hardware and software or any other information storage equipment and technical expertise normally used by the institution.
General Records
Those seeking access to Town records need to contact the Department holding the records that you are looking for. Records are generally available unless there are specific reasons why the information cannot be provided. Where the records are not publicly available, a formal access request is required.
Personal Information
Every person has the right to access personal information about them that the Town has. A request may be made to see the records and have the information changed if a person thinks the information contains errors or omissions. To access personal information or request a change to personal information, a formal access request is required.
For information on on how to file a formal access request under MFIPPA please refer to the tab How to Access Records
MFIPPA Exemptions
Not all records, or portions of records, are readily accessible as some records may fall into one of the exemptions listed in the Municipal Freedom of Information and Protection of Privacy Act. In some cases, it is necessary to protect the confidentiality of a record(s) of interest to the Town or third parties. Some records will not be released in order to protect the personal information contained in the records that the Town holds.
Mandatory Exemptions
Mandatory exemptions require that the Town deny access to a record. The list includes:
- Information received in confidence from another government;
- Financial or commercial information supplied in confidence where providing the information could harm the interests of another party;
- Personal information about individuals other than yourself, if the disclosure; would constitute an unjustified invasion of personal privacy.
Discretionary Exemptions
Discretionary exemptions provide the Town with discretion when deciding whether access should be denied. They include:
- Draft by-laws and records of closed meetings of Council or its committees;\
- Advice or recommendations of an employee or consultant;
- Law enforcement matters;
- Release of the information could harm the financial or other interests of the City;
- Information under solicitor-client privilege, such as legal advice;
- Information which could endanger the health and safety of an individual
- Information already available to the public through other means, or information soon to be published.
Certain records are not available through the Access to Information process, including:
- Records placed in the City Archives by a private individual or organization;
- Employment related matters.