Office of the Saskatchewan Information and Privacy Commissioner. Guide to LA FOIP, Chapter3, Access to Records. Updated 5 May 2023. 6 2. Assess if fees are required. 3. Search and gather responsive records. 4. Review and prepare the records for disclosure. 5. Provide a response to the applicant. The Ministry of Justice and Attorney General developed a checklist titled, Help with FOIP - Access Request Checklist. Although geared towards The Freedom of Information and Protection of Privacy Act, it may still be helpful as it provides the steps to take when receiving an access to information request, which are similar in both Acts. It can be modified to suit the needs of the organization and the circumstances of the access to information request. In addition, see FOIP/LAFOIP Flow Chart. The Ministry of Justice and Attorney General has also developed a resource titled, In the Door, Out the Door: A User’s Guide to Processing Access to Information Requests under FOIP and LA FOIP. It provides guidance on processing access to information requests from the time they are received, to sending the section 7 decision to the applicant. Name of Applicant is Personal Information Local authorities should be careful when sharing the name of an applicant who has submitted an access to information request. When handling an access to information request, the local authority must protect the identity of the applicant, along with the applicant’s contact information that appears on the access to information request. As the name and contact information of the applicant, in most cases, is their personal information pursuant to subsection 23(1) of LA FOIP, it is subject to the privacy protections in Part IV of LA FOIP. This includes restrictions on the collection, use, and disclosure of that personal information. For more on the obligations on local authorities to protect personal information, see the Guide to LA FOIP, Chapter 6, “Protection of Privacy”. The data minimization and need-to-know principles should be abided by when deciding who to share the applicant’s personal information with. The key question to ask is, does the person I am sharing this with need to know the identity of the applicant or their contact information to process the request or can it be done without sharing it? If the request can still be processed without sharing it, then it should not be shared. When considering sharing this personal information internally, section 27 of LA FOIP should be abided by. If considering
RkJQdWJsaXNoZXIy MTgwMjYzOA==