Application Process: Submitting an Application for Records

In order to obtain records, the following steps are required:

• The request must be made in writing, either on a Form 1 - Application for Access to Records, or a written letter. The letter must state the application is pursuant to FOIPOP, be specific and contain all the necessary information. The form contains the section, "Request to Waive Fees," where applicants can state why they should receive the information without cost.
• The application must be specific, so that someone familiar with the subject matter can find the information. Requests may be made for one’s own personal information, for non-identifiable information about other individuals (third parties), or for general information in records held by a public body. An access request can involve all three types of information.
• The application must contain payment of a mandatory application fee of $25.00, unless the records sought are for the applicant’s own information.

Requests for Access to Personal Information About an Applicant

In situations where an applicant is seeking their own personal information, and where the request does not involve third party records, the FOIPOP process generally provides access to records about the individual, subject to specific and limited exemptions, e.g., health and safety concerns.

Requests for Records Containing Third Party Information

Applications which deal with third party information can come from either of two situations.

The first situation involves applications from individuals seeking records containing their own information. Upon review of the records, it may be apparent that there are records that contain both information about the applicant, as well as information about other individuals (referred to as third parties) or third party business interests.

The second situation is where an applicant is seeking information about another person, or a third party’s business interests. In situations where the records sought contain information about other individuals, these other individuals have third party notice rights, as provided under Section 22 of the Freedom of Information and Protection of Privacy Act.

Third parties may be contacted as part of the FOIPOP process to determine their views on disclosure. Their views on disclosure will be one of the factors considered in the decision on disclosure of information.