Freedom of Information

Step 1: Identify the Information/Records You Want.

If you need help, the Directory of Records describes what kinds of information are held by provincial ministries and agencies covered by FIPPA.

Step 2: Identify the Relevant Organization(s) that has the Information You Want.

If you need help identifying an organization, use the Directory of Institutions (a list of all public-sector organizations covered under the Freedom of Information laws).

Step 3: If you Need Assistance, Call the Freedom of Information and Privacy (FOI) Coordinator at the Organization You Want Information From.

The FOIP coordinator:

• deals with FOI requests made to their organization.
• can tell you what information is held by their organization
• can let you know if you can get the information, without making a formal FOI request

Step 4: Make an Official FOI Request (if needed).

• Complete an Access or Correction Request Form, or prepare a written letter that includes enough detail to identify the records you are requesting.
  This applies only to Ontario government ministries or institutions covered under the Freedom of Information and Protection of Privacy Act (FIPPA).
• Submit your letter or completed form to the relevant organization

FOI requests may be submitted electronically or by mail; however, they will not be processed until the applicable fee has been paid. Please refer to the Fees section below for more details.

Processing Time

You will get a written response to confirm that your request has been received. Organizations have 30 calendar days to process FOI requests except in specific circumstances. They will notify you if a time extension is required.

Not all information is available through Freedom of Information (FOI) requests. Some records cannot be released under Freedom of Information laws.

• Cabinet records
• Court records
• Records containing certain law enforcement information
• Records that could be prejudice intergovernmental relations
• Personal information that could invade the privacy of an individual
• Certain records supplied in confidence by a third party
• Most labour relations records

You can make a request for information from:

• Ontario government ministries
• Most public agencies, boards, commissions and advisory boards
• School boards, colleges and universities
• Public hospitals
• Police
• Municipalities
• Some publicly funded organizations

View the full list of public-sector organizations covered by Freedom of Information laws.

Information available under FIPPA from ministries and covered provincial agencies is listed in a Directory of Records.

This directory divides government record holdings into four categories:

The Personal Information Bank

Personal information organized by an individual's name or other personal identifiers.

Public Records

Personal information available to all members of the public.

General Records

General information that is not considered a Personal Information Bank or Public Records.

Common Record

A personal information bank that is common to more than one organization.

Application Fee

A fee of $5.00 applies to each Freedom of Information request. There is no application fee for correction requests related to your own personal information.

The $5.00 fee can be paid by cash, cheque or debit in person at the Township Office, 20 Third Street, Keene, ON, K0L 2G0.

Processing Fees

Additional fees apply to process a request.

The process fees depend on the nature of the request, including:

• The type of information you requested
• The format you wish to receive the information
• the total cost incurred by the organization to produce or copy the information

You will receive a fee estimate if your processing fees will be more than $25. When processing fees are over $100, a deposit is required.

You have the right to appeal any decision made by organizations covered under Freedom of Information laws, including if your request for information is denied.

To appeal, you can file with the Office of the Information and Privacy Commissioner of Ontario.

Steps to appeal:

• Download and complete an Appeal form or write a letter.

• Submit it to the Information and Privacy Commissioner Registrar within 30 calendar days of receiving the organization’s decision.

More information on the appeals process

If you need assistance, please call the Freedom of Information and Privacy (FOIP) coordinator at the organization you want information from.

For more information on Freedom of Information requests, please visit the Government of Ontario website.