Office of the Saskatchewan Information and Privacy Commissioner. Guide to FOIP, Chapter 3, Access to Records. Updated 5 May 2023. 76 Preparation time does not include: • Deciding whether to claim an exemption. • Identifying records requiring severing. • Identifying and preparing records requiring third party notice. • Packaging records for shipment. • Transporting records to the mailroom or arranging for courier service. • Time spent by a computer compiling and printing information. • Assembling information and proofing data. • Photocopying. • Preparing an index of records. The test related to reasonable time spent on preparation is generally, it should take an experienced employee 2 minutes per page to physically sever only. In instances where the above test does not accurately reflect the circumstances (i.e., a complex record), the government institution should test the time it takes to sever on a representative sample of records. The time can then be applied to the responsive records as a whole. Where the preparation of responsive records exceeds two hours, the government institution can charge $15.00 for every half hour in excess of two hours for search or preparation (as per subsection 6(2) of The Freedom of Information and Protection of Privacy Regulations). 3. Fees for Reproduction Fees for the reproduction of records are pursuant to subsection 6(1) of The Freedom of Information and Protection of Privacy Regulations (FOIP Regulations). FOIP prescribes $0.25 per page for photocopying or computer printouts. Applicants sometimes want records provided to them in electronic format. Government institutions should not charge fees for records provided electronically. However, if the applicant requests the record on a portable storage device, FOIP provides that for reproduction of electronic copies for an applicant, the government institution can charge the actual cost of any portable storage device that is used to provide the records. Examples include USB flash drives and memory cards (see subsection 6(1)(b.1) of The Freedom of Information and Protection of Privacy Regulations). For records that are in other forms besides paper or electronic, the government institution can charge the actual cost of copying the record (see subsection 6(1)(l) of The Freedom of Information and Protection of Privacy Regulations).
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