Access Requests Under FIPPA A Practical Guide For College FOI & Privacy Coordinators  January 28, 2009
<ul><li>DANIEL J. MICHALUK [email_address] 416.864.7253 </li></ul>
Some empathy to start <ul><li>We understand </li></ul><ul><ul><li>… this is technical </li></ul></ul><ul><ul><li>… this is...
Some empathy to start <ul><li>On the positive side … </li></ul><ul><ul><li>… this is important </li></ul></ul><ul><ul><li>...
Issues <ul><li>Threshold issues </li></ul><ul><li>Scope and clarity issues </li></ul><ul><li>Fees, fee estimates and waive...
Threshold issues <ul><li>A proper request is generally… </li></ul><ul><ul><li>In writing and paid-up </li></ul></ul><ul><u...
Scope and clarity issues <ul><li>You can try to alter the request </li></ul><ul><ul><li>Duty to clarify before unilaterall...
Time limits <ul><li>30 days to answer </li></ul><ul><li>Extension that is “reasonable in circumstances” based on specified...
Fees, fee estimates and waivers <ul><li>Fees – required to charge a fee unless waived </li></ul><ul><ul><li>$0.20 per copy...
Fees, fee estimates and waivers <ul><li>Fee estimates  </li></ul><ul><ul><li>To charge a fee of more than $25 you need to ...
Fees, fee estimates and waivers <ul><li>Fee waiver  </li></ul><ul><ul><li>Must waive if “fair and equitable” considering a...
The search for records <ul><li>Search tips </li></ul><ul><ul><li>Understand your records management system </li></ul></ul>...
Affected persons <ul><li>Two types </li></ul><ul><ul><li>Third-party information (section 17) </li></ul></ul><ul><ul><li>P...
Decision letters <ul><li>Letter to contain </li></ul><ul><ul><li>The fact that a record does not exist (if applicable) </l...
How to provide access <ul><li>Must provide a copy unless not “reasonably practicable” because of length or nature </li></u...
The mediation and appeal process <ul><li>Notice of appeal </li></ul><ul><ul><li>Late raising of exemptions – 35 day limit ...
How we can help <ul><li>Educate and advise on administration of requests </li></ul><ul><li>Educate and advise on appeals <...
<ul><li>Scott Williams Chair, Information and Privacy Practice Group [email_address] 416.864.7325 </li></ul>
<ul><li>Paul Broad paul-broad @hicksmorley.com 519-433-7515 </li></ul>
<ul><li>Elisha Jamieson elisha-jamieson @hicksmorley.com 416-864-7344 </li></ul>
<ul><li>Michelle Alton [email_address] 416-864-7238 </li></ul>
<ul><li>Mireille Khoraych mireille-khoraych @hicksmorley.com 416-864-7356 </li></ul>
Questions & Answers Daniel Michaluk
Access Requests Under FIPPA A Practical Guide For College FOI & Privacy Coordinators  January 28, 2009
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Transcript of "Access Requests Under Fippa - Jan 28/2009"

  1. 1. Access Requests Under FIPPA A Practical Guide For College FOI & Privacy Coordinators January 28, 2009
  2. 2. <ul><li>DANIEL J. MICHALUK [email_address] 416.864.7253 </li></ul>
  3. 3. Some empathy to start <ul><li>We understand </li></ul><ul><ul><li>… this is technical </li></ul></ul><ul><ul><li>… this is not your full time job </li></ul></ul><ul><ul><li>… colleges get some very challenging requests </li></ul></ul><ul><ul><li>… your role may put you in conflict with colleagues </li></ul></ul><ul><ul><li>… requests can be very time consuming </li></ul></ul>
  4. 4. Some empathy to start <ul><li>On the positive side … </li></ul><ul><ul><li>… this is important </li></ul></ul><ul><ul><li>… your institutional knowledge will grow </li></ul></ul><ul><ul><li>… people issues can be at the heart of FOI requests </li></ul></ul>
  5. 5. Issues <ul><li>Threshold issues </li></ul><ul><li>Scope and clarity issues </li></ul><ul><li>Fees, fee estimates and waivers </li></ul><ul><li>Time limits </li></ul><ul><li>The search for records </li></ul><ul><li>Affected persons </li></ul><ul><li>Decision letters </li></ul><ul><li>How to provide access </li></ul><ul><li>The mediation and appeal process </li></ul>
  6. 6. Threshold issues <ul><li>A proper request is generally… </li></ul><ul><ul><li>In writing and paid-up </li></ul></ul><ul><ul><li>For information in “custody or control” </li></ul></ul><ul><ul><li>For information in a “record” </li></ul></ul><ul><ul><li>For non-excluded records </li></ul></ul><ul><ul><li>Not “frivolous” or “vexatious” </li></ul></ul>
  7. 7. Scope and clarity issues <ul><li>You can try to alter the request </li></ul><ul><ul><li>Duty to clarify before unilaterally narrowing </li></ul></ul><ul><ul><li>Can you reach agreement to exclude what the requester already has? </li></ul></ul><ul><ul><li>Can you reach agreement to exclude what might be costly to provide? </li></ul></ul>
  8. 8. Time limits <ul><li>30 days to answer </li></ul><ul><li>Extension that is “reasonable in circumstances” based on specified grounds </li></ul><ul><li>Must give notice of extension with reasons </li></ul><ul><li>Only one extension! </li></ul><ul><li>A special time line is engaged when third-party notice is given </li></ul>
  9. 9. Fees, fee estimates and waivers <ul><li>Fees – required to charge a fee unless waived </li></ul><ul><ul><li>$0.20 per copy, $10 per CD-ROM </li></ul></ul><ul><ul><li>$7.50 per 15 minutes of search time* </li></ul></ul><ul><ul><li>$7.50 per 15 minutes for preparing a record for disclosure </li></ul></ul><ul><ul><li>Invoiced costs </li></ul></ul><ul><ul><li>*not for requests for own personal information </li></ul></ul>
  10. 10. Fees, fee estimates and waivers <ul><li>Fee estimates </li></ul><ul><ul><li>To charge a fee of more than $25 you need to provide an estimate in an “interim notice” </li></ul></ul><ul><ul><li>Estimates should be done before you do the work </li></ul></ul><ul><ul><li>You can ask for a deposit of 50% for fee estimates of $100 or more </li></ul></ul><ul><ul><li>Estimates should be defensible (sample searches, consulting with knowledgeable individual) </li></ul></ul>
  11. 11. Fees, fee estimates and waivers <ul><li>Fee waiver </li></ul><ul><ul><li>Must waive if “fair and equitable” considering a variety of factors </li></ul></ul><ul><ul><ul><li>Actual cost versus cost allowed by regulation </li></ul></ul></ul><ul><ul><ul><li>Financial hardship to requester </li></ul></ul></ul><ul><ul><ul><li>Will disclosure will benefit public health and safety </li></ul></ul></ul><ul><ul><ul><li>Whether access is actually granted </li></ul></ul></ul><ul><ul><ul><li>And other relevant factors </li></ul></ul></ul>
  12. 12. The search for records <ul><li>Search tips </li></ul><ul><ul><li>Understand your records management system </li></ul></ul><ul><ul><li>Use request forms that are targeted at known custodians </li></ul></ul><ul><ul><li>Review the records provided closely and follow-up on loose ends </li></ul></ul><ul><ul><li>Keep all documentation </li></ul></ul><ul><ul><li>Help custodians help you (You have a very hard role!) </li></ul></ul><ul><ul><li>Yes this applies to e-mails! </li></ul></ul>
  13. 13. Affected persons <ul><li>Two types </li></ul><ul><ul><li>Third-party information (section 17) </li></ul></ul><ul><ul><li>Personal information (section 21) </li></ul></ul><ul><li>Right to notice before access is granted if record “might contain” information </li></ul><ul><li>No notice required if access will be denied </li></ul>
  14. 14. Decision letters <ul><li>Letter to contain </li></ul><ul><ul><li>The fact that a record does not exist (if applicable) </li></ul></ul><ul><ul><li>The specific provision relied upon to deny access (if applicable) </li></ul></ul><ul><ul><li>The reason the provision applies to the record </li></ul></ul><ul><ul><li>The name and position responsible for the decision </li></ul></ul><ul><ul><li>The right of appeal of the decision to the IPC </li></ul></ul>
  15. 15. How to provide access <ul><li>Must provide a copy unless not “reasonably practicable” because of length or nature </li></ul><ul><li>Copies are the norm </li></ul><ul><li>Must maintain security in giving access to original records </li></ul><ul><li>But examination is an alternative right, also subject to the “reasonable practicable” standard </li></ul>
  16. 16. The mediation and appeal process <ul><li>Notice of appeal </li></ul><ul><ul><li>Late raising of exemptions – 35 day limit </li></ul></ul><ul><li>Mediation </li></ul><ul><li>Notice of inquiry </li></ul>
  17. 17. How we can help <ul><li>Educate and advise on administration of requests </li></ul><ul><li>Educate and advise on appeals </li></ul><ul><li>Representation on certain appeals </li></ul><ul><li>And also </li></ul><ul><ul><li>Privacy advice (employees and students) </li></ul></ul><ul><ul><li>Legal advice related to records management </li></ul></ul>
  18. 18. <ul><li>Scott Williams Chair, Information and Privacy Practice Group [email_address] 416.864.7325 </li></ul>
  19. 19. <ul><li>Paul Broad paul-broad @hicksmorley.com 519-433-7515 </li></ul>
  20. 20. <ul><li>Elisha Jamieson elisha-jamieson @hicksmorley.com 416-864-7344 </li></ul>
  21. 21. <ul><li>Michelle Alton [email_address] 416-864-7238 </li></ul>
  22. 22. <ul><li>Mireille Khoraych mireille-khoraych @hicksmorley.com 416-864-7356 </li></ul>
  23. 23. Questions & Answers Daniel Michaluk
  24. 24. Access Requests Under FIPPA A Practical Guide For College FOI & Privacy Coordinators January 28, 2009

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