Records Management and Freedom of Information

Records Management

The City of Orillia is responsible under Section 240 of the Municipal Act, 2001 to "retain and preserve the records of a municipality and its local boards in a secure and accessible manner."

The City's Records Management Policy outlines the guidelines to manage the creation, security, use, receipt, maintenance, retention, and disposition of records.

Many records are public documents; however, some records are subject to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). The City's Freedom of Information Co-ordinator can help determine if a formal request should be submitted.

Freedom of Information

The MFIPPA establishes a process for you to access most records and personal information about yourself that is in the care and control of the Corporation of the City of Orillia. The Act also protects your personal information that may be held by the City. Individuals wishing routine access to municipal government records should begin by contacting the City of Orillia department that would have the record. They will determine whether routine access can be given or if an access request will be required.

To access municipal records through the MFIPPA, please contact Shawn Crawford, Manager of Legislative Services/FOI Coordinator.

Description of Records or Correction Request

When making a request for information, provide as much detail as possible about the requested general records including specific timelines. If you are requesting access to, or a correction of your own personal information, please include with your completed application form, a photocopy of a piece of identification (e.g. driver's licence) with your signature. This will allow City staff to verify your identity so that your personal information is not disclosed to someone other than yourself.

Payment and Fees

A $5.00 application fee must accompany your request. Cash payments must be made in person. Make your cheque payable to the City of Orillia. Additional fees may apply:

• The fee for requested documents is $7.50 per quarter hour of time used for research and preparation.
• The fee for document copies is $0.20 per page
• The fee for computer programming, if needed to develop and retrieve information, is $16.00 per quarter hour.
• The fee for a computer disc is $10.00.
• There is a fee for shipping costs, if required.

Appeal

The MFIPPA allows individuals the right to appeal any decision made by the City relating to access of records or personal information. Appeals are filed (fee applicable) with the Information and Privacy Commissioner (IPC) of Ontario who is an officer of the Ontario legislature and is independent of the government or any institution. For more information, visit the IPC website.