9 TABLE OF CONTENTS - Gov

MANITOBA FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY RESOURCE MANUAL

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TABLE OF CONTENTS

TABLE OF CONTENTS ..................................................................................................................... 1

REPORTING ....................................................................................................................................... 2

Overview......................................................................................................................................... 2

Introduction ................................................................................................................................... 3

Departments and Government Agencies .................................................................................... 3 Reporting Access Requests – Government Departments ................................................... 3 Quarterly Report – Government Departments and Agencies .............................................. 4

Instructions for Completing the Quarterly Report Form ........................................................... 5 Section 1 – Number of New Applications, Type of Applicants and Source ............................. 5 Section 2 – Applications Processed ......................................................................................... 6

Personal and General Information ....................................................................................... 6 Withdrawn Requests ............................................................................................................ 6 Abandoned Requests ........................................................................................................... 6 Out of Scope Requests ........................................................................................................ 7 Requests for Publicly Available Information ......................................................................... 7

Section 3 – Access Decisions .................................................................................................. 8 Section 4 – Use of Exceptions ............................................................................................... 10 Section 5 – Response Time ................................................................................................... 11 Section 6 – Fees Collected .................................................................................................... 13 Section 7 – Fee Waivers ........................................................................................................ 13 Section 8 – Public Body’s Total Time Spent .......................................................................... 14 Section 9 – Public Body’s Associated Costs ......................................................................... 16 Section 10 – Number of Corrections of Personal Information ............................................... 17

Local Public Bodies .................................................................................................................... 18 Annual Report – Local Public Bodies ................................................................................. 18 Instructions for Completing the Local Public Body Annual Report Form ........................... 18

Section 1 – Applications Processed ....................................................................................... 18 Withdrawn Requests .......................................................................................................... 18 Abandoned Requests ......................................................................................................... 19 Out of Scope Requests ...................................................................................................... 19 Requests for Publicly Available Information ....................................................................... 19

Section 2 – Access Decisions ................................................................................................ 20 Section 3 – Use of Exceptions ............................................................................................... 21 Section 4 – Response Time ................................................................................................... 22 Section 5 – Fees Collected .................................................................................................... 24 Section 6 – Correction of Personal Information ..................................................................... 25

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REPORTING

OVERVIEW This Chapter provides explanations and guidance on the reporting requirements of public bodies, which in turn allow for the legislated reporting of activities under The Freedom of Information and Protection of Privacy Act (FIPPA) to be prepared for the Legislative Assembly by the Minister of Sport, Culture and Heritage. This Chapter covers:

the process of reporting access requests received by departments

quarterly reporting requirements and instructions for departments and government agencies

annual reporting requirements and instructions for local public bodies

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INTRODUCTION The Minister of Sport, Culture and Heritage is the Minister responsible for the administration of FIPPA. In order to fulfill the Minister’s central administrative role of the Manitoba government under FIPPA and the requirement to prepare the Annual Report to the Legislature (required under section 83 of FIPPA), the Information and Privacy Policy Secretariat (IPPS) requires information from departments, government agencies and local public bodies about the processing of requests for access. Since reporting requirements are different for departments and government agencies as compared to other public bodies, the information that follows is in two parts: “Departments and Government Agencies” and “Local Public Bodies”.

DEPARTMENTS AND GOVERNMENT AGENCIES

Reporting Access Requests – Government Departments IPPS generally monitors activity under FIPPA in order to provide services including but not limited to the following:

preparation of a weekly FIPPA Departmental Access Request List that is distributed by email to Coordinators, Legal Services and Executive Council. The weekly listing is also available on the FIPPA website at http://www.gov.mb.ca/chc/fippa/routine_disclosure.html;

coordination of departmental “blanket” requests as needed. (Blanket requests are requests for the same records submitted to multiple departments.)

To assist IPPS with these responsibilities, Access and Privacy Coordinators for departments are requested to advise IPPS of each request within 24 hours of receiving it. This is done by completing a FIPPA Application Reporting Form and e-mailing it to IPPS. Before sending this form to IPPS, all personal information which could reasonably be expected to identify any individual must be removed prior to reporting the access request information to IPPS. The weekly FIPPA Departmental Access Request List is distributed every Thursday. If Coordinators have reported information about an access request to IPPS which is subsequently withdrawn or transferred to another public body before the Thursday report, IPPS should be notified. This will assist with posting the most up-to-date weekly list information.

If you have any questions regarding the reporting of access requests, please email IPPS at [email protected].

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Quarterly Report – Government Departments and Agencies The Quarterly Report is used to collect statistical information about activity under FIPPA for corporate administrative purposes of the Manitoba Government. The Quarterly Report is also used to provide information for the Annual Report of the Minister of Sport, Culture and Heritage under FIPPA, as required by section 83 of the Act. The Access and Privacy Officer of each department and government agency is responsible for ensuring that the Quarterly Report is prepared accurately and in a timely manner. It is recommended that the Access and Privacy Coordinator prepare the Report and have it signed by the Access and Privacy Officer. At the end of each quarter, IPPS will distribute by email a Quarterly Report Form to the Access and Privacy Coordinator for each department and government agency. The reports for each quarter are due January 31, April 30, July 31 and October 31. The completed reports should be returned by fax or by email to IPPS as indicated on the reporting form. To ensure accuracy, departments and government agencies are asked to confirm annual statistics before the Annual Report is finalized. The pages that follow contain general instructions for how to complete each section of the Quarterly Report Form.

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INSTRUCTIONS FOR COMPLETING THE QUARTERLY REPORT FORM Begin completing the Quarterly Report Form by populating the “Name of Public Body”, “Year”, and “Quarter” fields.

Section 1 – Number of New Applications, Type of Applicants and Source Record the total number of new FIPPA applications received during the quarter. The table then breaks down this total number by “Type of Applicant” and “Source”. Applications transferred to another public body should only be reported by the public body to which they were transferred, that is, the public body which ultimately processed them. This form is used to report requests for access under FIPPA only. Therefore, information or records that were requested under other legislation, such as The Personal Health Information Act or The Child and Family Services Act, would not be included in this report. Similarly, requests for information or records to which FIPPA does not apply, such as records of officers of the Legislative Assembly or of court proceedings would not be included.

1. NUMBER OF NEW APPLICATIONS RECEIVED THIS QUARTER:* _______________

Type of Applicant Number Source Number

Private Citizens Winnipeg

Organizations & Businesses

Outside Winnipeg

Media Outside Manitoba

Political Parties

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Section 2 – Applications Processed

Calculate how many applications for general and personal information were processed by the department or government agency during the quarter. This should include any applications which were brought forward from the previous quarter. Subtract the number of applications that have not been fully processed and are being carried forward into the next quarter, as well as the number of requests that have been withdrawn, abandoned, out of scope, or for information that is publicly available. Personal and General Information

For these reporting purposes, requests for “personal” information would consist of requests for an applicant’s own information (including those applicants that have exercised the rights of another individual as per section 79 of FIPPA). If an applicant requests the personal information of a third party, this would be considered a request for “general” information. For these reporting purposes, requests for “general” information consist of requests for the personal information of a third party, as well as all other types of information.

Withdrawn Requests

Requests that are “withdrawn” include: requests on which the applicant indicates that the application for access

submitted does not need to be processed;

requests that were initially made under FIPPA but subsequently, after discussion with the applicant, access was requested under other legislation (for example, The Personal Health Information Act or The Child and Family Services Act);

requests that were initially made under FIPPA but subsequently, after discussion with the applicant, it was determined that FIPPA did not apply (for example, records officers of the Legislative Assembly or of court proceedings).

Abandoned Requests

With respect to requests that should be reported as “abandoned”, please refer to the Chapter 4 “Access to Records” discussion on Fee Estimates. This discussion includes the grounds on which an application for access can be considered abandoned under subsection 82(3) of FIPPA.

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Out of Scope Requests

Requests that are “out of scope” would consist of those that request access to records in the custody or control of the public body but FIPPA does not apply to them. Please refer to Chapter 2: “Scope of FIPPA – Who and What Falls under FIPPA” for a discussion of the scope of FIPPA.

Requests for Publicly Available Information

Requests for information that is publicly available include those that request access to information that is available to the public free of charge or for purchase. As described in subsection 6(2) of FIPPA, the Access to Information part of FIPPA does not apply to publicly available information of this type.

Ensure that the carried forward / brought forward statistics match from quarter to quarter. Refer back to the previous Quarterly Report to make sure that the number shown as “carried forward to next quarter” is the same as that shown as “brought forward to this quarter” in the current report. If there is a discrepancy between the current report and the report that was submitted for the previous quarter, the discrepancy must be resolved. It may be necessary to submit a revised report for the previous quarter.

2. APPLICATIONS PROCESSED*

Personal

Information (one’s own)

General Information

Total

2.1 Received this Quarter

2.2 Brought Forward to this Quarter

2.3 Subtotal (Add 2.1 and 2.2)

2.4 Carried Forward to Next Quarter

2.5 Withdrawn / Abandoned / Out of Scope / Publicly Available


2.7 Total Processed This Quarter (Subtract 2.6 from 2.3)

*Applications transferred to another public body should not be included, to avoid double counting.

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Section 3 – Access Decisions

For requests processed in the quarter, record the total number of those for which:

the access decision was: access granted (3.1), access partly granted (3.2) or access denied (3.3);

the requested record did not exist or could not be located (3.4);

the decision was given to neither confirm nor deny the existence of a requested record (3.5);

the requests were disregarded because they were incomprehensible, frivolous or vexatious, repetitive or systematic, would cause unreasonable interference with the public body or would amount to an abuse of the right to make requests due to their repetitious or systematic nature, or were for information that has already been provided (3.6).

Each request processed must only be reflected in one of the outcomes. If the outcome was a combination of the access decisions for any one access request, select the most prominent decision to report. Ensure that the totals in line 3.7 (Total access decisions) equal those in line 2.7 (Total applications processed this quarter).

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3. ACCESS DECISIONS

Personal Info (one’s own)

General Info Total

3.1 Access Granted

3.2 Access Partly Granted

3.3 Access Denied

3.4 Record Does Not Exist or could not be located

3.5 Refused to Confirm or Deny Existence of a Record

3.6

Incomprehensible, frivolous or vexatious, repetitive, systematic, unreasonable interference, abuse of right, already provided

3.7 Total (Should equal totals in 2.7)

REPORTING


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Section 4 – Use of Exceptions

Record the number of applications in which each exception to disclosure was used. Whether an exception is used only once or many times in responding to an application for access, it should be counted as being used only once in any one response.

4. USE OF EXCEPTIONS

FIPPA

Mandatory Exceptions

Number of Applications in which Exception was used

s. 17 Disclosure harmful to a third party’s privacy

s. 18 Disclosure harmful to business interests of a third party

s. 19 Cabinet confidences

s. 20 Information provided by another government

Discretionary Exceptions

s. 21 Disclosure harmful to relations between Manitoba and other governments

s. 22 Local public body confidences

s. 23 Advice to a public body

s. 24 Disclosure harmful to individuals or public safety

s. 25 Disclosure harmful to law enforcement or legal proceedings

s. 26 Disclosure harmful to security of property

s. 27 Solicitor-client privilege

s. 28 Disclosure harmful to economic and other interests of a public body

s. 29 Testing procedures, tests and audits

s. 30 Disclosure harmful to confidential evaluations

s. 31 Disclosure harmful to conservation of heritage resources & life forms

s. 32 Information that will be available to the public

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Section 5 – Response Time

“Response Time” means the total length of time that a department or government agency takes to respond to a request. As explained in Chapter 4: “Access to Records”, there is a 30-day time limit for responding to requests for access, unless the time limit is extended under section 15 of FIPPA. The reporting of Response Time in this section is broken down into the following three categories:

Line 5.1 – Within 30 days Report requests that were processed within the 30-day time limit on this line. (In other words, the requests that were responded to “on time”.)

Line 5.2 – Within 31 to 60 days Report requests that were processed after the 30-day time limit but before the end of the 60th day on line 5.2.1, 5.2.2 or 5.2.3.

o Line 5.2.1 – On this line reflect requests for which the 30-day time limit

was extended in accordance with section 15 of FIPPA and the response was completed before the end of the extension date. (In other words, the requests that were responded to “on time”.)

o Line 5.2.2 – On this line reflect requests for which the 30-day time limit was extended in accordance with section 15 of FIPPA but the response was not completed before the end of the extension date.

o Line 5.2.3 - On this line reflect requests for which the 30-day time limit

was not extended in accordance with section 15 of FIPPA but the response was completed before the end of the 60th day.

Line 5.3 – More than 60 days Report requests that were processed after 60 days on line 5.3.1, 5.3.2 or 5.3.3.

o Line 5.3.1 – On this line reflect requests for which the response time limit was extended with Ombudsman’s Office agreement in accordance with section 15 of FIPPA and the response was completed before the end of the extension date. (In other words, the requests that were responded to “on time”.)

o Line 5.3.2 - On this line reflect requests for which the response time limit was extended with Ombudsman’s Office agreement in accordance with section 15 of FIPPA but the response was not completed before the end of the extension date.

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o Line 5.3.3 - On this line reflect requests for which the response time limit was not extended with the Ombudsman’s Office agreement in accordance with section 15 of FIPPA.

In line 5.4, record the total number of requests that were “on time” (the total of 5.1 + 5.2.1 + 5.3.1). Finally, reflect overall totals on line 5.5. Ensure that the total of line 5.5 equals the total of line 2.7 and the total of line 3.7.

5. RESPONSE TIME

Personal Information (one’s own)

General Information

Total

5.1 Within 30 days

5.2 Within 31 - 60 days:

5.2.1 Met an extension taken under s.15

5.2.2 Did not meet an extension taken under s. 15

5.2.3 Did not take an extension under s. 15

5.3 More than 60 days:

5.3.1 Met an extension authorized by the Ombudsman’s Office

5.3.2 Did not meet an extension authorized by the Ombudsman’s Office

5.3.3 Did not take an extension authorized by the Ombudsman’s Office

5.4 Number of responses that were “on time” (5.1+5.2.1+5.3.1)

5.5 Total (5.1+all 5.2+all 5.3) Should equal totals in 2.7 and 3.7

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Section 6 – Fees Collected Record all fees collected from applicants for access to information under Part 2 of FIPPA.

6. FEES COLLECTED

Personal Information

General Information

Total

6.1 Search and Preparation Fees $ $ $

6.2 Computer Programming and Data Processing Fees $ $ $

6.3 Copying Fees $ $ $

Section 7 – Fee Waivers

Record the number of applications in which fee waivers were granted according to the applicable provision in the Access and Privacy Regulation and the total amount of fees that were waived under each provision.

7. FEE WAIVERS

Regulation Subsection

Provision Number of Applications

in which Fees Waived

Amount of Fees Waived

s. 9(1)(a) Unreasonable financial hardship $

s. 9(1)(b) Request for applicant’s personal information and reasonable and fair to waive

$

s. 9(1)(c) Record relates to a matter of public interest concerning public health or safety or environment

$

Total $

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Section 8 – Public Body’s Total Time Spent

This section reflects an estimate of the total number of hours spent on FIPPA-related activities during the quarter. In table 8.1, record the total number of hours spent processing all requests during the quarter for general and personal information (according to type of applicant) by all employees of the department or government agency. Include time spent searching for records, reviewing records, consulting, deciding what records will be released, severing, copying, coordinating blanket requests with other departments or agencies, and any other activities related to the processing of FIPPA requests. In table 8.2, record the total number of hours spent by all employees of the department or government agency on investigations, appeals and reviews during the quarter for access, privacy or other FIPPA-related matters. (Please note: In this table, the hours spent should be reflected regardless of whether the outcome of the process is complete or not.)

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8. PUBLIC BODY’S TOTAL TIME SPENT 8.1 Total Time Spent Processing Requests (hours spent by all staff during the quarter)

Type of Information Total Hours

Personal Information (one’s own)

General Information

Private Citizens

Organizations & Businesses

Media

Political Parties

8.2. Total Time Spent Responding to Ombudsman’s Investigations, Court Appeals and Adjudicator’s Reviews

(hours spent by all staff during the quarter)

Type Access Protection of Privacy

Other

Ombudsman’s Office Investigations

Queen’s Bench Appeals

Adjudicator’s Reviews

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Section 9 – Public Body’s Associated Costs This section reflects costs incurred by the department or government agency for activities associated with FIPPA-related activities during the quarter. In table 9.1, record the amount of legal Costs charged by the Legal Services branch or an external lawyer. Because of the billing process of Legal Services, this figure may not be available when each quarterly report is due. In this case, simply record the amount that is available each quarter with the exception of the last quarter (the one due January 31) when all such costs will need to have been reflected. In table 9.2, record the amount charged by an external agency that performed the work for the department or government agency. In table 9.3, record the actual cost of making photocopies in order to process FIPPA requests. This can include making working copies for the FIPPA file, making copies of the accessible records for the applicant, and in a few cases involves copying from microfilm or making photographic copies. Note: Costs included in a Fee Estimate should be reflected in Section 6 of the Quarterly Reporting form.

9. PUBLIC BODY’S ASSOCIATED COSTS 9.1 Total Legal Fees

Total Legal Fees (include fees for all matters such as processing requests, dealing with access or privacy complaints, investigations or court appeals)

$

9.2 Total External Computer Programming/Data Processing Fees to Process Access Requests

External Computer Programming/Data Processing Fees $

9.3 Total Cost of Copying Records to Process Access Requests

Cost of Copying Records $

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Section 10 – Number of Corrections of Personal Information Section 39 of FIPPA allows applicants who have been given access to records containing their own personal information who believe there is an error or omission in the information, to request that their personal information be corrected. In this section of the Quarterly Report, provide the total number of requests for correction of personal information received by the department or government agency under FIPPA during the quarter. Also record the number of instances in which the public body agreed to make the requested correction, as well as the number of cases where the public body refused to make the correction but added the request for correction to the record. For a discussion of section 39, and the right of an applicant to request correction of personal information about himself or herself under FIPPA, see Chapter 6: “Protection of Privacy”. Record a correction request only after it has been decided how to respond to it.

10. NUMBER OF CORRECTIONS OF PERSONAL INFORMATION

Number of Requests Number of Corrections Made Number of Correction Requests Added to the Record

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LOCAL PUBLIC BODIES

Annual Report – Local Public Bodies Local public bodies are asked to complete an Annual Report form that collects statistical information about their activity under FIPPA. The information is used by the IPPS to assist the Minister of Sport, Culture and Heritage with the preparation of the Annual Report as required by section 83 of FIPPA. The Access and Privacy Officer of each local public body is responsible for ensuring that the Local Public Body Annual Report form is prepared accurately and in a timely manner. IPPS will distribute a copy of the form by email to each Local Public Body. The reporting form is due on January 31st of each year. The completed reports should be returned by fax or by email to IPPS as indicated on the annual report form. The pages that follow contain general instructions for how to complete each section of the Local Public Body Annual Report Form.

Instructions for Completing the Local Public Body Annual Report Form

Section 1 – Applications Processed Record the number of new FIPPA applications processed during the calendar year. This should include any applications which were brought forward from the previous year. Subtract the number of applications that have not been fully processed and are being carried forward into the next year, as well as the number of withdrawn or abandoned requests. Withdrawn Requests

Requests that are “withdrawn” include: requests on which the applicant indicates that the application for access

submitted does not need to be processed;

requests that were initially made under FIPPA but subsequently, after discussion with the applicant, access was requested under other legislation (for example, The Personal Health Information Act or The Child and Family Services Act);

requests that were initially made under FIPPA but subsequently, after discussion with the applicant, it was determined that FIPPA did not apply (for example, records officers of the Legislative Assembly or of court proceedings).

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Abandoned Requests

With respect to requests that should be reported as “abandoned”, please refer to the Chapter 4 “Access to Records” discussion on Fee Estimates. This discussion includes the grounds for which an application for access can be considered abandoned under subsection 82(3) of FIPPA.

Out of Scope Requests

Requests that are “out of scope” would consist of those that request access to records in the custody or control of the public body but FIPPA does not apply to them. Please refer to Chapter 2: “Scope of FIPPA – Who and What Falls under FIPPA” for a discussion of the scope of FIPPA.

Requests for Publicly Available Information

Requests for information that is publicly available would consist of those that request access to information that is available to the public free of charge or for purchase. As described in subsection 6(2) of FIPPA, the Access to Information part of FIPPA does not apply to publicly available information of this type.

Ensure that the carried forward / brought forward statistics match from year to year. Refer back to the previous reports to make sure that the number shown as “carried forward to next year” is the same as that shown as “brought forward to this year” in the current report.

1. APPLICATIONS PROCESSED

1.1 Received *

1.2 Brought Forward to this Year


1.4 Carried Forward to Next Year

1.5 Withdrawn / Abandoned / Out of Scope / Publicly Available


1.7 Total Processed This Year (Subtract 1.6 from 1.3)

* Applications which you transfer to another public body should not

be included, to avoid double counting.

REPORTING


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Section 2 – Access Decisions

For requests processed in the year, record the total number of those for which:

the access decision was access granted (2.1), access partly granted (2.2) or access denied (2.3);

the requested record did not exist or could not be located (2.4);

the decision was given to neither confirm nor deny the existence of a requested record (2.5);

the requests were disregarded for reason that they were incomprehensible, frivolous or vexatious, repetitive or systematic, would cause unreasonable interference with the public body or would amount to an abuse of the right to make requests due to their repetitious or systematic nature, or were for information that has already been provided (2.6).

Each request processed must only be reflected in one of the outcomes. If the outcome was a combination of the access decisions for any one access request, select the most prominent decision to report. Ensure that the totals in line 2.7 (Total access decisions) equal those in line 1.7 (Total applications processed).

2. ACCESS DECISIONS

2.1 Access Granted

2.2 Access Partly Granted

2.3 Access Denied

2.4 Record Does Not Exist or could not be located

2.5 Refused to Confirm or Deny Existence of a Record

2.6 Incomprehensible, frivolous or vexatious, repetitive, systematic, unreasonable interference, abuse of right, already provided

2.7 Total (Should equal totals in 1.7)

REPORTING


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Section 3 – Use of Exceptions Record the number of applications in which each exception to disclosure was used. Whether an exception is used only once or many times in responding to an application for access, it should be counted as being used only once in any one application.

3. USE OF EXCEPTIONS

FIPPA Mandatory Exceptions Number of

Applications in which Exception was used

s. 17 Disclosure harmful to a third party’s privacy

s. 18 Disclosure harmful to business interests of a third party

s. 19 Cabinet confidences

s. 20 Information provided by another government

Discretionary Exceptions

s. 21 Disclosure harmful to relations between Manitoba and other governments

s. 22 Local public body confidences

s. 23 Advice to a public body

s. 24 Disclosure harmful to individuals or public safety

s. 25 Disclosure harmful to law enforcement or legal proceedings

s. 26 Disclosure harmful to security of property

s. 27 Solicitor-client privilege

s. 28 Disclosure harmful to economic and other interests of a public body

s. 29 Testing procedures, tests and audits

s. 30 Disclosure harmful to confidential evaluations

s. 31 Disclosure harmful to conservation of heritage resources and life forms

s. 32 Information that is or will be public

REPORTING


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Section 4 – Response Time Response Time includes the total length of time it takes to respond to a request. As explained in Chapter 4: “Access to Records”, there is a 30-day time limit for responding to requests for access unless the time limit is extended under section 15 of FIPPA. The reporting of Response Time in this section is broken down into the following three categories:

Line 4.1 – Within 30 days Reflect requests that were processed within the 30-day time limit on this line. (In other words, the requests that were responded to “on time”.) Line 4.2 – Within 31 to 60 days Reflect requests that were processed after the 30-day time limit but before the end of the 60th day on line 4.2.1, 4.2.2 or 4.2.3.

o Line 4.2.1 – On this line reflect requests for which the 30-day time limit was extended in accordance with section 15 of FIPPA and the response was completed before the end of the extension date. (In other words, the requests that were responded to “on time”.)

o Line 4.2.2 – On this line reflect requests for which the 30-day time limit was extended in accordance with section 15 of FIPPA but the response was not completed before the end of the extension date.

o Line 4.2.3 - On this line reflect requests for which the 30-day time limit was not extended in accordance with section 15 of FIPPA but the response was completed before the end of the 60th day.

Line 4.3 – More than 60 days Reflect requests that were processed after 60 days on line 4.3.1, 4.3.2 or 4.3.3.

o Line 4.3.1 – On this line reflect requests for which the response time limit was extended with Ombudsman’s Office agreement in accordance with section 15 of FIPPA and the response was completed before the end of the extension date. (In other words, the requests that were responded to “on time”.)

o Line 4.3.2 - On this line reflect requests for which the response time limit was extended with Ombudsman’s Office agreement in accordance with section 15 of FIPPA but the response was not completed before the end of the extension date.

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o Line 4.3.3 - On this line reflect requests for which the response time limit was not extended with the Ombudsman’s Office agreement in accordance with section 15 of FIPPA.

In line 4.4, record the total number of requests that were “on time” (the total of 4.1 + 4.2.1 + 4.3.1). Finally, reflect overall totals on line 4.5. Ensure that the total of line 4.5 equals the total of line 1.7 and the total of line 2.7. 4. RESPONSE TIME

Total

4.1 Within 30 days

4.2 Within 31 - 60 days:

4.2.1 Met an extension taken under s.15

4.2.2 Did not meet an extension taken under s. 15

4.2.3 Did not take an extension under s. 15

4.3 More than 60 days:

4.3.1 Met an extension authorized by the Ombudsman’s Office

4.3.2 Did not meet an extension authorized by the Ombudsman’s Office

4.3.3 Did not take an extension authorized by the Ombudsman’s Office

4.4 Number of responses that were “on time” (4.1+4.2.1+4.3.1)

4.5 Total (4.1+all 4.2+all 4.3) Should equal totals in 1.7 and 2.7

REPORTING


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Section 5 – Fees Collected Record all fees collected from applicants for access to information under Part 2 of FIPPA.

5. FEES COLLECTED

5.1 Search and Preparation Fees $

5.2 Computer Programming and Data Processing Fees

$

5.3 Copying Fees $

REPORTING


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Section 6 – Correction of Personal Information

Section 39 of FIPPA allows applicants who have been given access to records containing their own personal information who believe there is an error or omission in the information, to request that their personal information be corrected. In this section of the Local Public Body Annual Report, provide the total number of requests for correction of personal information received by the local public body under FIPPA during the year. Also record the number of instances in which the public body agreed to make the requested correction, as well as the number of cases where the public body refused to make the correction but added the request for correction to the record. For a discussion of section 39, and the right of an applicant to request correction of personal information about himself or herself under FIPPA, see Chapter 6: “Protection of Privacy”. Record a correction request only after it has been decided how to respond to it.

6. CORRECTION OF PERSONAL INFORMATION

Number of Requests Number of Corrections Made

Number of Correction Requests Added to

the Record

Documents

9 TABLE OF CONTENTS - Gov