11 Office of the Saskatchewan Information and Privacy Commissioner. Sample Operational Policy Access to Information and Checklist. Updated 06 November. 2024. Days 3 to 10 Finalize which program area(s) might have responsive records. ☐ Y ☐ N ☐ N/A Advise program areas to search for responsive records and keep documentation of direction and responses received. Program areas retrieve records and forward originals to Head or delegate (Administrator or access and privacy coordinator). ☐ Y ☐ N ☐ N/A Keep accurate and complete notes of search on the Access Request file and keep copies of correspondence with all that were engaged. Consider need for time extension if circumstances in ss. 12(1) are present (e.g. large volume of records or requests, external consultations necessary or third party notice is required) and provide notice to applicant. ☐ Y ☐ N ☐ N/A Time extensions cannot exceed 30 days past the original 30-day deadline. Copy retrieved records and return originals to program area. ☐ Y ☐ N ☐ N/A See LA FOIP ss. 12(1). Consider fees and send estimate if applicable with request for deposit. Clock stops until applicant indicates they agree to proceed and fee deposit is received. ☐ Y ☐ N ☐ N/A A cost estimate must be provided if the fees will exceed $100. See LA FOIP Regulations s. 6 If a fee estimate will be provided, do not complete search; rather, estimate fees based on representative sample. See LA FOIP s. 9 and LA FOIP Regulations s. 5 A local authority can require a deposit of up to 50% of the estimated fees prior to proceeding with work on the access request. If a fee is going to be charged, no further work should be done until the 50% deposit is paid.
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