BC Freedom of Information and Privacy Association
Your Data Your Rights
2024 BC Broader Public Sector Requests
Request item 1
Current organizational charts that indicate freedom of information personnel and information management personnel.
Summary
Charts that outline where freedom of information personnel and information management personnel exist within an organization.
Rational
Organizational charts help identify who is responsible for fulfilling certain obligations.
Request item 2
Delegation of authority charts for the Freedom of Information and Protection of Privacy Act.
Summary
Charts that outline who has certain powers under the Freedom of Information and Protection of Privacy Act.
Rational
Delegation of authority charts are standard instruments across the implementation of any law with delegable and discretionary powers.
Request item 3
Policies or procedures regarding freedom of information (not privacy), including policies and procedures regarding the routine release of information and proactive disclosure.
Summary
Freedom of information policies.
Rational
Policies are the core of implementing any new public initiative.
Request item 4
Final reports regarding the public body’s performance reporting, program evaluations, or project implementation plans or proposals with respect to freedom of information.
Summary
Internal reports about freedom of information.
Rational
How public bodies monitor their performance matters.
Request item 5
Delegation of authority charts for the Information Management Act, as applicable.
Summary
Charts that outline who has certain powers under the Information Management Act.
Rational
Delegation of authority charts are standard instruments across the implementation of any law with delegable and discretionary powers.
Request item 6
Interoffice memoranda about freedom of information and records/information management.
Summary
Memos about freedom of information and records/information management.
Rational
Internal communications can structure organizational activity.
Request item 7
Metadata Application Profiles and records disposition models, as well associated policies and procedures and implementation plans and reports.
Summary
Metadata schemas for records management systems.
Rational
Metadata is an essential part of establishing control over records.
Request item 8
Office of primary responsibility designations/matrices.
Summary
Lists of offices responsible for certain organizational records.
Rational
Lists like this are often a reflection of the classification logics used to manage records.
Request item 9
Technical manuals for records management systems.
Summary
User manuals for records management software.
Rational
Manuals contribute to how staff interact with technology.
Request item 10
Acceptable use of technology policy instruments (where “instrument” has the same meaning as in Treasury Board Directive 1/23 and onboarding manuals.
Summary
Acceptable use of technology policies.
Rational
Acceptable Use Policies govern how employees may appropriately interact with technology over the course of their job.
Request item 11
File plans/lists/indexes and/or records management ontologies/thesauri.
Summary
Lists of regularly created files.
Rational
File lists are a prerequisite to an up-to-date file classification plan.
Request item 12
Public body self-assessments and audits/evaluations of records/information management.
Summary
Self-assessments conducted according to an internal government standard.
Rational
Regular reviews of records management is best practice in information governance.
Request item 13
Policy instruments regarding records or information management.
Summary
Records management policies.
Rational
Policies are the core of implementing any new public initiative.
Request item 14
Copies of record retention schedules.
Summary
Record retention schemas.
Rational
Retention schedules are the key instrument in asserting control over records classification and retention.
Request item 15
The public body’s information resources/information asset plans/records management plans, as applicable.
Summary
Records management plans.
Rational
Records management is something that must be planned out carefully.
Request item 16
Licenses, contracts, or agreements between the public body and recordkeeping system service providers or contractors.
Summary
Contracts for recordkeeping systems.
Rational
Contracts detail roles and responsibilities with respect to system implementation and maintenance.
Request item 17
Final jobs description files for any employee who regularly performs a role or responsibility (1) in responding to a freedom of information request or (2) fulfilling public body’s records/information management needs, including if those job descriptions do not explicitly mention FOI requests or records/information management.
Summary
Job descriptions for records management and freedom of information staff.
Rational
Job descriptions articulate the necessary skills and anticipated responsibilities of people charged with doing FOI or RM work.
Request item 18
Records confirming the appointment and responsibilities of subdivisional freedom of information (not privacy) or records management ‘champions,’ (i.e. an ambassador for records management or FOI within a particular unit, such as FOI Oversight Liaison Officers or Duty to Document Champions), if any. (If applicable roles exist, kindly include memorandums, plans, or reports issued by those persons).
Summary
Records concerning the appointment of employees responsible for promoting freedom of information and records management.
Rational
Internal promotion of FOI and RM contributes to effective implementation.
Request item 19
Organizational charts that include records/information management personnel (or the relevant organizational charts if your public body does not have dedicated RM/IM personal).
Summary
Charts that outline where freedom of information personnel and information management personnel exist within an organization.
Rational
Organizational charts help identify who is responsible for fulfilling certain obligations.
Request item 20
Final training packages (i.e. presentation slides, etc.) and training implementation history files (e.g. reports of completion, etc.) for freedom of information and records/information management, including initial training specific to FOI analysts/coordinators.
Summary
Training materials for freedom of information and records management.
Rational
Training is necessary for the successful implementation of FOIPPA and IMA.
Request item 21
internal surveys and the results of surveys concerning records/information management of freedom of information.
Summary
Surveys about records management and freedom of information.
Rational
Surveys of staff provide insight into the state of records management and freedom of information.
Request item 22
“Documenting government decisions” policy instruments (where “instrument” has the same meaning as in Treasury Board Directive 1/23).
Summary
Duty to document policies.
Rational
The Chief Records Officer has developed directives instructing public bodies to develop organization-specific policies for documenting government decisions.
Request item 23
Final Requests for Proposals concerning records management/freedom of information (not privacy).
Summary
Requests for proposals for freedom of information and records management projects.
Rational
RFPs document a public body’s needs in order to identify the solutions they are seeking proposals to address.
Request item 24
Copies of checklists, forms, templates, guides and other tools used in relation to processing freedom of information requests.
Summary
–
Rational
Workflow materials for freedom of information processing.
Request item 25
Contracts and statements of work for consultant services for freedom of information/records management work.
Summary
Contracts and statements of work for consultants’ work related to freedom of information and records management.
Rational
Contracts and statements of work define the boundaries of what work the public body performs and what work it relies on others’ to perform.
Request item 26
Case management procedures (i.e. how analysts are assigned, what data is to be logged, how to notify program areas, etc.) for freedom of information requests.
Summary
Procedures for managing request workflows.
Rational
Case management software helps public bodies keep track of requests and organize their responses.
Request item 27
Copies of any plans or assessments done in preparation for the application of the Information Management Act (e.g. Readiness Assessments for the provision relating to document government decisions).
Summary
Reports produced to prepare to implement duty to document.
Rational
These reports established the baseline position from which duty to document was purportedly implemented.
Request item 28
Any previously unrequested/undisclosed records that assist in understanding how (1) records management is practiced in your public body, or (2) how decisions about freedom of information requests are made and how they are processed (e.g. any document, including an intranet file or records of another public body, that an employee references in the course of processing a request or describes how to apply exceptions, search for records, etc.).
Summary
–
Rational
–
These requests were sent to the following public bodies in FOI requests.
Broader Public Sector
- 2024 BC Broader Public Sector Requests
- Provincial Agricultural Land Commission
- Board of Examiners (Local Government Act)
- British Columbia Arts Council
- British Columbia Emergency Health Services Authority
- British Columbia Housing Management Commission
- Innovate BC
- British Columbia Lottery Corporation
- British Columbia Pavilion Corporation
- British Columbia Securities Commission
- British Columbia Transit Corporation
- British Columbia Transportation Financing Authority
- Building Code Appeal Board
- Columbia Power Corporation
- Community Care and Assisted Living Appeal Board
- Community Living British Columbia
- Credit Union Deposit Insurance Corporation of British Columbia
- Destination British Columbia
- Environmental Appeal Board
- British Columbia Financial Services Authority
- Financial Services Tribunal
- First Peoples’ Heritage, Language and Culture Council
- Forensic Psychiatric Services Commission
- Forest Appeals Commission
- Forest Practices Board
- Health Professions Review Board
- Hospital Appeal Board
- Independent Investigations Office
- Justice Institute of British Columbia
- Knowledge Network Corporation
- Medical Services Commission
- Oil and Gas Appeal Tribunal (Energy Resource Appeal Tribunal)
- Oil and Gas Commission
- PCQRB Secretary
- Patient Care and Quality Review Board (Vancouver Coastal)
- Patient Care and Quality Review Board (Fraser Valley)
- Patient Care and Quality Review Board (Island)
- Patient Care and Quality Review Board (Northern)
- Patient Care and Quality Review Board (Interior)
- Patient Care and Quality Review Board (PHSA)
- Provincial Health Services Authority
- Royal British Columbia Museum
- Skilled Trades BC Appeal Board
- Transportation Investment Corporation
Similar requests were sent to the following public bodies in FOI requests.
Core Government
- 2024 BC Core Government Requests
- Ministry of Agriculture and Food
- Ministry of Attorney General
- Ministry of Children and Family Development
- Ministry of Citizens’ Services
- Ministry of Education and Child Care
- Ministry of Emergency Management and Climate Readiness
- Ministry of Energy, Mines and Low Carbon Innovation
- Ministry of Environment and Climate Change Strategy
- Ministry of Finance
- Ministry of Forests
- Ministry of Health
- Ministry of Housing
- Ministry of Indigenous Relations & Reconciliation
- Ministry of Jobs, Economic Development and Innovation
- Ministry of Labour
- Ministry of Mental Health and Addictions
- Ministry of Municipal Affairs
- Ministry of Office of the Premier
- Ministry of Post-Secondary Education and Future Skills
- Ministry of Public Safety and Solicitor General
- Ministry of Social Development and Poverty Reduction
- Ministry of Tourism, Arts, Culture and Sport
- Ministry of Transportation and Infrastructure
- Ministry of Water, Land and Resource Stewardship
Tags
Request item 1
Current organizational charts that indicate freedom of information personnel and information management personnel.
Summary
Charts that outline where freedom of information personnel and information management personnel exist within an organization.
Rational
Organizational charts help identify who is responsible for fulfilling certain obligations.
Request item 2
Delegation of authority charts for the Freedom of Information and Protection of Privacy Act.
Summary
Charts that outline who has certain powers under the Freedom of Information and Protection of Privacy Act.
Rational
Delegation of authority charts are standard instruments across the implementation of any law with delegable and discretionary powers.
Request item 3
Policies or procedures regarding freedom of information (not privacy), including policies and procedures regarding the routine release of information and proactive disclosure.
Summary
Freedom of information policies.
Rational
Policies are the core of implementing any new public initiative.
Request item 4
Final reports regarding the public body’s performance reporting, program evaluations, or project implementation plans or proposals with respect to freedom of information.
Summary
Internal reports about freedom of information.
Rational
How public bodies monitor their performance matters.
Request item 5
Delegation of authority charts for the Information Management Act, as applicable.
Summary
Charts that outline who has certain powers under the Information Management Act.
Rational
Delegation of authority charts are standard instruments across the implementation of any law with delegable and discretionary powers.
Request item 6
Interoffice memoranda about freedom of information and records/information management.
Summary
Memos about freedom of information and records/information management.
Rational
Internal communications can structure organizational activity.
Request item 7
Metadata Application Profiles and records disposition models, as well associated policies and procedures and implementation plans and reports.
Summary
Metadata schemas for records management systems.
Rational
Metadata is an essential part of establishing control over records.
Request item 8
Office of primary responsibility designations/matrices.
Summary
Lists of offices responsible for certain organizational records.
Rational
Lists like this are often a reflection of the classification logics used to manage records.
Request item 9
Technical manuals for records management systems.
Summary
User manuals for records management software.
Rational
Manuals contribute to how staff interact with technology.
Request item 10
Acceptable use of technology policy instruments (where “instrument” has the same meaning as in Treasury Board Directive 1/23 and onboarding manuals.
Summary
Acceptable use of technology policies.
Rational
Acceptable Use Policies govern how employees may appropriately interact with technology over the course of their job.
Request item 11
File plans/lists/indexes and/or records management ontologies/thesauri.
Summary
Lists of regularly created files.
Rational
File lists are a prerequisite to an up-to-date file classification plan.
Request item 12
Public body self-assessments and audits/evaluations of records/information management.
Summary
Self-assessments conducted according to an internal government standard.
Rational
Regular reviews of records management is best practice in information governance.
Request item 13
Policy instruments regarding records or information management.
Summary
Records management policies.
Rational
Policies are the core of implementing any new public initiative.
Request item 14
Copies of record retention schedules.
Summary
Record retention schemas.
Rational
Retention schedules are the key instrument in asserting control over records classification and retention.
Request item 15
The public body’s information resources/information asset plans/records management plans, as applicable.
Summary
Records management plans.
Rational
Records management is something that must be planned out carefully.
Request item 16
Licenses, contracts, or agreements between the public body and recordkeeping system service providers or contractors.
Summary
Contracts for recordkeeping systems.
Rational
Contracts detail roles and responsibilities with respect to system implementation and maintenance.
Request item 17
Final jobs description files for any employee who regularly performs a role or responsibility (1) in responding to a freedom of information request or (2) fulfilling public body’s records/information management needs, including if those job descriptions do not explicitly mention FOI requests or records/information management.
Summary
Job descriptions for records management and freedom of information staff.
Rational
Job descriptions articulate the necessary skills and anticipated responsibilities of people charged with doing FOI or RM work.
Request item 18
Records confirming the appointment and responsibilities of subdivisional freedom of information (not privacy) or records management ‘champions,’ (i.e. an ambassador for records management or FOI within a particular unit, such as FOI Oversight Liaison Officers or Duty to Document Champions), if any. (If applicable roles exist, kindly include memorandums, plans, or reports issued by those persons).
Summary
Records concerning the appointment of employees responsible for promoting freedom of information and records management.
Rational
Internal promotion of FOI and RM contributes to effective implementation.
Request item 19
Organizational charts that include records/information management personnel (or the relevant organizational charts if your public body does not have dedicated RM/IM personal).
Summary
Charts that outline where freedom of information personnel and information management personnel exist within an organization.
Rational
Organizational charts help identify who is responsible for fulfilling certain obligations.
Request item 20
Final training packages (i.e. presentation slides, etc.) and training implementation history files (e.g. reports of completion, etc.) for freedom of information and records/information management, including initial training specific to FOI analysts/coordinators.
Summary
Training materials for freedom of information and records management.
Rational
Training is necessary for the successful implementation of FOIPPA and IMA.
Request item 21
internal surveys and the results of surveys concerning records/information management of freedom of information.
Summary
Surveys about records management and freedom of information.
Rational
Surveys of staff provide insight into the state of records management and freedom of information.
Request item 22
“Documenting government decisions” policy instruments (where “instrument” has the same meaning as in Treasury Board Directive 1/23).
Summary
Duty to document policies.
Rational
The Chief Records Officer has developed directives instructing public bodies to develop organization-specific policies for documenting government decisions.
Request item 23
Final Requests for Proposals concerning records management/freedom of information (not privacy).
Summary
Requests for proposals for freedom of information and records management projects.
Rational
RFPs document a public body’s needs in order to identify the solutions they are seeking proposals to address.
Request item 24
Copies of checklists, forms, templates, guides and other tools used in relation to processing freedom of information requests.
Summary
–
Rational
Workflow materials for freedom of information processing.
Request item 25
Contracts and statements of work for consultant services for freedom of information/records management work.
Summary
Contracts and statements of work for consultants’ work related to freedom of information and records management.
Rational
Contracts and statements of work define the boundaries of what work the public body performs and what work it relies on others’ to perform.
Request item 26
Case management procedures (i.e. how analysts are assigned, what data is to be logged, how to notify program areas, etc.) for freedom of information requests.
Summary
Procedures for managing request workflows.
Rational
Case management software helps public bodies keep track of requests and organize their responses.
Request item 27
Copies of any plans or assessments done in preparation for the application of the Information Management Act (e.g. Readiness Assessments for the provision relating to document government decisions).
Summary
Reports produced to prepare to implement duty to document.
Rational
These reports established the baseline position from which duty to document was purportedly implemented.
Request item 28
Any previously unrequested/undisclosed records that assist in understanding how (1) records management is practiced in your public body, or (2) how decisions about freedom of information requests are made and how they are processed (e.g. any document, including an intranet file or records of another public body, that an employee references in the course of processing a request or describes how to apply exceptions, search for records, etc.).
Summary
–
Rational
–
These requests were sent to the following public bodies in FOI requests.
Broader Public Sector
- 2024 BC Broader Public Sector Requests
- Provincial Agricultural Land Commission
- Board of Examiners (Local Government Act)
- British Columbia Arts Council
- British Columbia Emergency Health Services Authority
- British Columbia Housing Management Commission
- Innovate BC
- British Columbia Lottery Corporation
- British Columbia Pavilion Corporation
- British Columbia Securities Commission
- British Columbia Transit Corporation
- British Columbia Transportation Financing Authority
- Building Code Appeal Board
- Columbia Power Corporation
- Community Care and Assisted Living Appeal Board
- Community Living British Columbia
- Credit Union Deposit Insurance Corporation of British Columbia
- Destination British Columbia
- Environmental Appeal Board
- British Columbia Financial Services Authority
- Financial Services Tribunal
- First Peoples’ Heritage, Language and Culture Council
- Forensic Psychiatric Services Commission
- Forest Appeals Commission
- Forest Practices Board
- Health Professions Review Board
- Hospital Appeal Board
- Independent Investigations Office
- Justice Institute of British Columbia
- Knowledge Network Corporation
- Medical Services Commission
- Oil and Gas Appeal Tribunal (Energy Resource Appeal Tribunal)
- Oil and Gas Commission
- PCQRB Secretary
- Patient Care and Quality Review Board (Vancouver Coastal)
- Patient Care and Quality Review Board (Fraser Valley)
- Patient Care and Quality Review Board (Island)
- Patient Care and Quality Review Board (Northern)
- Patient Care and Quality Review Board (Interior)
- Patient Care and Quality Review Board (PHSA)
- Provincial Health Services Authority
- Royal British Columbia Museum
- Skilled Trades BC Appeal Board
- Transportation Investment Corporation
Similar requests were sent to the following public bodies in FOI requests.
Core Government
- 2024 BC Core Government Requests
- Ministry of Agriculture and Food
- Ministry of Attorney General
- Ministry of Children and Family Development
- Ministry of Citizens’ Services
- Ministry of Education and Child Care
- Ministry of Emergency Management and Climate Readiness
- Ministry of Energy, Mines and Low Carbon Innovation
- Ministry of Environment and Climate Change Strategy
- Ministry of Finance
- Ministry of Forests
- Ministry of Health
- Ministry of Housing
- Ministry of Indigenous Relations & Reconciliation
- Ministry of Jobs, Economic Development and Innovation
- Ministry of Labour
- Ministry of Mental Health and Addictions
- Ministry of Municipal Affairs
- Ministry of Office of the Premier
- Ministry of Post-Secondary Education and Future Skills
- Ministry of Public Safety and Solicitor General
- Ministry of Social Development and Poverty Reduction
- Ministry of Tourism, Arts, Culture and Sport
- Ministry of Transportation and Infrastructure
- Ministry of Water, Land and Resource Stewardship
Tags