Corporate Records Management Branch

292 - INFORMATION AND PRIVACY - FREEDOM OF INFORMATION

•Records relating to the management of access to government information as stipulated in the Freedom of Information and Protection of Privacy Act (FOIPPA) (RSBC 1996, c. 165, part two).  This primary also relates to the review, investigation and inquiry by the Information and Privacy Commissioner of a public body’s decision regarding a request for records as regulated by part five of the Act.  In addition, this primary documents the identification of categories of records available to the public without application under FOIPPA.

•Record types include:  written requests for information and request forms; copies of retrieved records; staff time logs; notices of transfer, fees or extension of time; file lists, indices or finding aids; reports, correspondence and memoranda; and other records as indicated under relevant secondaries.

For accounts payable, see primary 925.
For routine inquiries regarding services provided by a ministry or agency, see primary 320.

non-OPR NOTE: Offices will retain non-OPR copies of records for: SO nil DE  

Primary- Secondary	Records Series		OPR				PIB/PUR
			A	SA	FD
292-00	Policy and procedures		SO	5y	SR
292-01	General		CY+1y	nil	DE
292-02	Request tracking		CY+1y	nil	DE
292-03	Release of information		CY+1y	nil	DE
292-04	Exceptions to disclosure		CY+1y	nil	DE
292-05	Public Record Index		CY+1y	nil	DE
292-20	Public use records SO =  upon publication of the directory of records NOTE:  This case file secondary is intended for documentation about public use records.  Public use records are those created or organized specifically with the expectation of public access.		SO+1y	nil	DE
292-25	Public Record Index case files SO =  upon publication of the Index NOTE:  This case file secondary is used to collect information about categories of records available to the public without submitting a request for access as prescribed under section 71 of the Act.  The information in these files is used to maintain and update the Public Record Index.		SO+1y	nil	DE
•292-27	Routine release review files SO =  when records reviewed for routine release are no longer created and have been disposed of in accordance with the approved records retention and disposition schedule NOTE:  Routine release means the disclosure of certain types of information as a matter of course without the necessity of a formal Freedom of Information (FOI) request.  Routine release includes (but is not limited to) the release of records that have been designated as available without a formal request under section 71 of the Act.  Routine release may be reactive (responding to requests for information when received) or proactive (systematically disseminating information in advance of requests using mechanisms such as the Internet or libraries).		SO+1y	nil	DE

Primary- Secondary	Records Series		OPR				PIB/PUR
			A	SA	FD
292-30	FOI requests for general information (includes letter of acknowledgement, notice of extension, working notes, news clippings, summary of analysis, request response package including cover letter and copies of severed documents, request to correct personal information, and Commissioner and judicial recommendations and orders) (arrange by request tracking code) SO =  when request is closed, all avenues of appeal are exhausted, and the information is no longer needed for reference SR =  The government archives will retain significant FOI request case files.  These records provide evidence of the way in which FOI requests are responded to throughout government. A selection of significant files will be retained, and boxed separately from other files covered by this secondary.  Each time files covered by this secondary are being boxed to send off-site, the relevant Director/Manager of Information and Privacy (DMIP) will identify significant files.  Significant files include all files that document Commissioner's inquiries or judicial reviews. All files covered by this secondary that are not selected will be destroyed.		SO+1y	5y	SR		PIB
292-40	FOI requests for personal information (includes letter of acknowledgement, notice of extension, working notes, news clippings, summary of analysis, request response package including cover letter and copies of severed documents, request to correct personal information; and recommendations and orders of the Information and Privacy Commissioner) (arrange by request tracking code) SO =  when request is closed, all avenues of appeal are exhausted, and information is no longer required for reference SR =  The government archives will retain significant FOI request case files.  These records provide evidence of the way in which FOI requests are responded to throughout government. A selection of significant files will be retained, and boxed separately from other files covered by this secondary.  Each time files covered by this secondary are being boxed to send off-site, the relevant Director/Manager of Information and Privacy (DMIP) will identify significant files.  Significant files include all files that document Commissioner's inquiries or judicial reviews. All files covered by this secondary that are not selected will be destroyed.		SO+1y	2y	SR		PIB
292-45	FOI consultation requests (arrange by request tracking code) SO =  when request is closed, all avenues of appeal are exhausted, and the information is no longer needed for reference SR =  The government archives will selectively retain FOI consultation request case files because they document the manner in which the Act and related legislation and policies are applied to records held by other jurisdictions. All files covered by this secondary that are not selected will be destroyed. NOTE:  This case file secondary is used for records relating to responses to requests for consultation from other public bodies and other jurisdictions.		SO+1y	5y	SR

Primary- Secondary	Records Series		OPR				PIB/PUR
			A	SA	FD
292-50	Freedom of information issues (arrange alphabetically by issue) SO =  when issue has been resolved, the information is no longer current, and/or the information is no longer required for reference purposes SR =  The government archives will retain freedom of information issue case files that document the identification and resolution of significant issues over time.  Files kept purely for reference purposes (that is, convenience copies of issues dealt with by other jurisdictions) should be removed and destroyed, upon authorization of the Records Officer, when files are being boxed for transfer to off-site storage.		SO+1y	2y	SR