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Freedom of Information and Protection of Privacy Manual

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Freedom of Information and Protection of Privacy Manual Ministry of Government and Consumer Services Freedom of Information and Protection of Privacy Manual Information, Privacy and Archives Division Ministry of Government and Consumer Services © Queen’s Printer for Ontario, 2018 Freedom of Information and Protection of Privacy Manual Page i Acknowledgement The Information, Privacy and Archives Division wishes to thank all those who provided feedback on draft versions of this manual. In particular, we wish to thank Coordinators and staff at the Ministry of Community and Social Services, Ministry of Economic Development and Growth; Ministry of Government and Consumer Services, Ministry of Municipal Affairs, Ministry of Transportation, Cabinet Office, and Metrolinx. Freedom of Information and Protection of Privacy Manual Page ii Table of Contents About this Manual .................................................................................................................. 1 Purpose ................................................................................................................................ 1 Audience .............................................................................................................................. 1 Use of the Manual ................................................................................................................ 1 Whom to Contact ................................................................................................................. 2 Related Resources ............................................................................................................... 2 Glossary ................................................................................................................................. 3 Part I: The Legislation, Roles and Responsibilities ............................................................ 5 Chapter 1: The Legislation .................................................................................................... 6 Introduction .......................................................................................................................... 6 History .................................................................................................................................. 6 Policy Goals ......................................................................................................................... 6 Ontario Access and Privacy Laws ........................................................................................ 7 Purpose of Legislation .......................................................................................................... 8 Access and Privacy Principles ............................................................................................. 8 Organization of Legislation ................................................................................................... 9 Interactions with Other Laws ................................................................................................ 9 Prevailing Legislation ......................................................................................................... 10 Copyright Act ...................................................................................................................... 10 Litigation ............................................................................................................................. 11 Resources .......................................................................................................................... 11 Chapter 2: Government Roles and Responsibilities......................................................... 12 Introduction ........................................................................................................................ 12 Responsible Minister .......................................................................................................... 12 Policy and Legal Support ................................................................................................... 13 Information and Privacy Commissioner of Ontario ............................................................. 14 Coverage under the Legislation ......................................................................................... 14 Listing of Institutions and Regulation Updates ................................................................... 16 Exceptions to Coverage ..................................................................................................... 17 Head of an Institution ......................................................................................................... 18 Delegation of Authority ....................................................................................................... 19 Offences and Liability ......................................................................................................... 20 Recordkeeping ................................................................................................................... 21 Resources .......................................................................................................................... 21 Chapter 3: Coordinator Roles and Responsibilities ......................................................... 22 Introduction ........................................................................................................................ 22 Overview of Roles and Responsibilities ............................................................................. 22 Administration .................................................................................................................... 23 Freedom of Information and Protection of Privacy Manual Page iii Policies and Procedures ..................................................................................................... 23 Processing Requests ......................................................................................................... 23 Case File Management and Reporting ............................................................................... 24 Research ............................................................................................................................ 24 Mediation and Appeals ....................................................................................................... 25 Issues Management ........................................................................................................... 25 Publications ........................................................................................................................ 26 Resources .......................................................................................................................... 26 Part II: Freedom of Information .......................................................................................... 27 Chapter 4: Access Fundamentals ...................................................................................... 28 Introduction ........................................................................................................................ 28 Applying the Legislation ..................................................................................................... 28 Understanding Records ...................................................................................................... 28 Creating Records ............................................................................................................... 29 Custody or Control ............................................................................................................. 30 Records of Third Parties ..................................................................................................... 31 Notice to Affected Persons ................................................................................................. 32 Applying Relevant Sections ................................................................................................ 33 Exclusions .......................................................................................................................... 33 Mandatory Exemptions ....................................................................................................... 36 Discretionary Exemptions ................................................................................................... 36 Exceptions .......................................................................................................................... 38 Exercise of Discretion ......................................................................................................... 38 Harms Test ......................................................................................................................... 39 Public Interest Override ...................................................................................................... 39 Available for Public Review ................................................................................................ 40 Institution Records.............................................................................................................. 41 Directory of Institutions ....................................................................................................... 41 Directory of Records ..........................................................................................................
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