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292 - Information & Privacy, Freedom of Information

Last updated on April 18, 2024

Records relating to the management of access to government information as stipulated in the Freedom of Information and Protection of Privacy Act (FOIPPA) (RSBC 1996, c. 165, part two), and subject to federal and other provincial freedom of information (FOI) legislation for responding to requests for consultation. This primary includes the review by the Office of the Information and Privacy Commissioner (OIPC) of a public body’s decision regarding a request for records as regulated by FOIPPA (part five), as well as the identification of categories of records available to the public without application under FOIPPA.

Records types include correspondence; written requests for information and request forms; copies of retrieved records; staff time logs; notices of transfer, fees or extension of time; file lists, indexes or finding aids; reports; and other types of records as indicated under relevant secondaries.

For accounts payable, see primary 925.
For agreements, see primary 146.
For routine inquiries regarding services provided by a ministry or agency, see primary 320.

The ministry or agency OPR is the information access office unless otherwise specified below.

non-OPR NOTE: Offices will retain non-OPR copies of records for SO nil DE

Primary-
Secondary		 Records Series OPR  
  A SA FD  
292-00 Policy and procedures
(may include copies of OIPC orders)		 SO nil DE  
292-01 General CY+2y nil DE  
292-02 Request tracking CY+1y nil DE  
292-05 Public Record Index CY+1y nil DE  
292-20 Public use records case files
SO = when not required for reference
NOTE: This secondary is intended for documentation about public use records. Public use records are those created or organized specifically with the expectation of public access.		 SO+1y nil DE  
292-25 Public Record Index case files
SO = upon publication of the Index
NOTE: This secondary is used to collect information about categories of records available to the public without submitting a request for access as prescribed under FOIPPA (s. 71). The information in these files is used to update and maintain the Public Record Index.		 SO+1y nil DE  
292-27 Routine release review files
(covers “reactive” and “proactive” release of information)
SO = when records reviewed for routine release are no longer created and have been disposed of in accordance with the approved records retention and disposition schedule
NOTE: Routine release means the disclosure of certain types of information as a matter of course without the necessity of a formal Freedom of Information (FOI) request. Routine release includes (but is not limited to) the release of records that have been designated as available without a formal request under FOIPPA (s. 71). Routine release may be reactive (responding to requests for information when received) or proactive (systematically disseminating information in advance of requests using mechanisms such as the Internet or libraries).		 SO+1y nil DE  
292-30 FOI requests and related complaints
(includes letter of acknowledgement, notice of extension, working notes, news clippings, summary of analysis, request response package including cover letter and copies of severed documents, mediation materials, and related commissioner and judicial recommendations and orders)
SO = when file is closed, all avenues of appeal are exhausted, and the information is no longer needed for reference
SR = The government archives will retain FOI requests and related complaint files that document OIPC inquiries or judicial reviews. These records provide evidence of the way in which FOI requests are responded to throughout government. Creating offices will identify all other files covered by this secondary as being eligible for destruction at the end of the semi-active period; for physical files, this requires boxing those files separately.		 SO 5y SR PIB
292-40 FOI requests for personal information
(includes letter of acknowledgement, notice of extension, working notes, news clippings, summary of analysis, request response package including cover letter and copies of severed documents, request to correct personal information, and commissioner and judicial recommendations and orders)
SO = when request is closed, all avenues of appeal are exhausted, and the information is no longer needed for reference
SR = The government archives will retain FOI requests for personal information that document OIPC inquiries or judicial reviews. These records provide evidence of the way in which FOI requests are responded to throughout government. Creating offices will identify all other files covered by this secondary as being eligible for destruction at the end of the semi-active period; for physical files, this requires boxing those files separately.		 SO 5y SR PIB
292-45 FOI consultation requests
(covers responses to requests for consultation from other public bodies and other jurisdictions within and outside of B.C.)
SO = when request is closed		 SO 5y DE  
292-50 Freedom of information issues
(covers documentation of exceptions to disclosure, release of information, and other issues)
SO = when issue has been resolved, the information is no longer current, and/or the information is no longer required for reference purposes
DE = Records classified under this secondary can be destroyed because freedom of information issues are sufficiently documented in executive records and policy documentation created by the Office of the Chief Information Officer (records under the Information and Privacy ORCS).		 SO 5y DE  

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OPR – office of primary responsibility

A – active
SA – semi-active
FD – final disposition

CY – calendar year
nil – no retention period
SO – superseded or obsolete
y – year
DE – destruction
SR – selective retention
PIB – personal information bank

Resources

Learn how government records are managed:

Contact information

For general inquires, contact the Government Information Management (GIM) branch at:

Office
250 387-3387
Email
GRS@gov.bc.ca