Subject Index SUBJECT INDEX. FOIP Guidelines and Practices (2009) Page 473

Transcription

1 SUBJECT INDEX FOIP Guidelines and Practices (2009) Page 473

2 Page 474 FOIP Guidelines and Practices (2009)

3 SUBJECT INDEX A Abandonment of Request (Model Letter F)...81, Appendix 3 Aboriginal Relations, see Alberta Aboriginal Relations aboriginal organizations intergovernmental relations , 162, 163 aboriginal people claims, disputes or grievances , 132, 248 negotiations absenteeism reports academic councils... 15, 173 Access and Privacy adjudication and adjudicators consultation... 21, 357 Directory of Public Bodies FOIP request coordination responsibilities tracking system... 30, 61 training Access Request Processing Summary Form...82, Appendix 5 Access Request Recommendation Form...Appendix 5 Detailed Review of Records Form...Appendix 5 access requests adequacy of search 50-51, 52, 69-70, , 360 consultations third parties correction of personal information disregarding... 58, 354 time limits documenting duty to assist , 350, 356, 362 evading failing in duties forms...appendix 5 notices personal information... 51, 267 processing prosecutions records excluded from FOIP Act records issues refusal of access... 1, 86, 88, 91 refusal to confirm or deny existence of records responding to , severing access rights...1, 95, 98, 234 abuse defined limitations on access to information existing procedures... 5, 58 methods service in electronic form Access to Information Act (Canada)... 5, 21 accountability... 1, 130 accuracy, see personal information, accuracy Acknowledge of Receipt of Correction Request (Model Letter S)...258, Appendix 3 Acknowledgement of Request (Model Letter A)...53, 54, 55, 60, 63, Appendix 3 active dissemination , communications copies of records delegation of authority Internet records management activities, see public events Acts of Alberta collecting personal information disclosing personal information...115, 270, 272 disclosing third party information prohibiting disclosure restrictions routine disclosure Acts of Canada collecting personal information disclosing personal information...115, 270, 272 restrictions disclosing third party information offences prohibiting disclosure routine disclosure addresses personal information... 6 adequate search for records...51, 52-53, 69-70, , 360 adjudication and adjudicators Access and Privacy FOIP Act impartiality judgments reasons for decision routine disclosure FOIP Guidelines and Practices (2009) Page 475

4 administration public bodies plans of personnel , 286 administrative investigations , Administrative Procedures Act... 9 administrative proceedings law enforcement administrative records... 8, 11 Administrative Records Disposition Authority... 94, 308 admissions nursing homes Adult Guardianship and Trusteeship Act adult interdependent partner , 290, 355 defined Advanced Education and Technology, see Alberta Advanced Education and Technology advertising advice defined , 179 Executive Council Information and Privacy Commissioner , 352 legal matters , 202, 274 officials records 15 years old Affidavit for Witness Form...Appendix 5 age personal information... 6 agencies... 2, 25 agenda or minutes intergovernmental relations agenda consultations or deliberations Executive Council , 168 in camera meetings public bodies , 182 Agenda and Priorities Committee agents collection of personal information Personal Directives Act Agreement for Access to Personal Information for Research or Statistical Purposes Form...Appendix 5 agreements disclosing personal information , 296 contents of , research expert consultations law enforcement use of alumni records Agriculture and Rural Development, see Alberta Agriculture and Rural Development air quality testing Alberta Aboriginal Relations... 30, 161, 163 Alberta Advanced Education and Technology.. 30 Alberta Agriculture and Rural Development Alberta Alcohol and Drug Abuse Commission... 3 Alberta (Attorney General) v. Krushell... 9 Alberta Corporate Human Resources , 172, 247, 286, 336 Alberta Culture and Community Spirit... 30, 206 Alberta Education Alberta Environment Alberta Evidence Act section section Alberta Finance and Enterprise Alberta Health and Wellness... 30, 56, 329 publications...56, 57, 331, 336, 344 Alberta Health Services... 3, 18, 56 Alberta Housing Act... 4 Alberta Infrastructure Alberta International and Intergovernmental Relations , 163 Alberta Justice and Attorney General , 277, 285, 286 adjudication and adjudicators prosecutions protocols disclosure of personal information Alberta Labour Relations Board... 10, 109, 153, 283, 285 Alberta (Minister of Justice) v. Roy Alberta Municipal Affairs disclosure harmful to intergovernmental relations Alberta Records Centre... 8, 252, 315 Alberta Records Management Committee... 94, 253, 310 Alberta Records Management Committee Circulars Alberta Rules of Court Alberta Seniors Benefit , 272 Alberta Solicitor General and Public Security... 30, 282, 289 Alberta Transportation , 293 Alberta Transportation Safety Board Alberta Treasury Branch alliances allocations (permits and licences) Page 476 FOIP Guidelines and Practices (2009)

5 alumni records fund-raising , 293, 325 post-secondary educational bodies , 293 analyses advice and recommendations , Annotation to Personal Information Form , 257, 258, Appendix 5 anonymizing (personal information) appeal body Executive Council applicants assisting...24, 49-53, 83-84, 88-89, 350 burden of proof... 78, harm to health or safety , 285 identities... 69, 214, 219 notices , 221 proof of identity... 35, 37, 38, 89 refusal to disclose own personal information responding to...53, 88-92, 100, rights , 88-89, 95 determination of rights fee waivers reviews sophisticated appointment books elected officials arbitrators , 109 reports , 109 archaeological resources archives church records disclosing business information disclosing personal information to disclosure of personal information information 25 years old labour union records member of Executive Council records policies and procedures post-secondary educational bodies private records records 75 years old records excluded from the Act... 5, 12 transfer of records to...71, 282, 303, 310, 315 unrestricted records ARDA, see administrative records, Administrative Records Disposition Authority ARMA arrangements disclosing personal information law enforcement assessment, see property assessment information Assessment Review Boards reasons for decision assets public bodies verification of assistance, see duty to assist associations personal information... 6, , 233 atmosphere harm to Attorney General, see Minister of Justice and Attorney General audio tapes audio visual recordings... 6 Auditor General disclosing personal information to office... 2 records... 8 records excluded from FOIP Act reports Auditor General of Canada audits Chief Internal Auditor, by... 19, 96, 186 confidentiality disclosure of personal information for electronic records , 335 for accuracy (personal information) harm to health and safety incomplete reports Information and Privacy Commissioner, see Information and Privacy Commissioner, audits methods and procedures personnel management , 266 privacy , 364 review routine disclosure tax Authorization of Representative Form...Appendix 5 authorized representatives disclosing personal information to written...39, Appendix 5 awards receipt of suitability for B background facts defined Executive Council or Treasury Board , FOIP Guidelines and Practices (2009) Page 477

6 not advice reports to be published records prepared for other uses scientific technical bad faith bail...154, 155, 156, 245, 289 bailiffs Banff Centre... 3 bank account , 127 banking records... 17, 127 bankruptcy bargaining agents disclosing personal information to , 281 bargaining positions benefits confidential evaluations continuing eligibility for denying , 295, 346 eligibility , 286, 343 bills, drafts of biometric information... 7 collection... 7 use... 7 disclosure... 7 blood type... 7 Board of Reference boards... 2, 17 agenda or minutes appointees , 289 boards of governors... 15, 173 bombs technical information threats , 228 bonding books... 6 briefing materials or notes briefing books or binder Executive Council or Treasury Board lawyer Minister, for brochures collection of personal information , 335 budgets pending decisions , personnel preparation documents third parties buildings, see property burden of proof confidential information , 164 disclosing personal information exclusions from Act third parties , 361 waiver of privilege bursaries business contact information business plans , , 191 Business Watch International Inc. v. Alberta (Information and Privacy Commissioner) , 365 businesses budgets client records contracts financial gain financial loss GST number harm , information 50 years old company history revealed licences and permits , 268 personnel management records tax information bylaws considered enactments drafts , information readily available to public law enforcement personal information , 236 local public bodies... 6, 172, municipal...125, 172, 236 C Cabinet confidences records 15 years old years old Cabinet ministers, see ministers Cabinet documents Cabinet Policy Committees... 17, 166, 180 calendars elected officials governing bodies post-secondary educational bodies campaign records see records, election campaign Canada Revenue Agency verification of income , 270 Canadian General Standards Board Canadian Security Intelligence Service Canadian Security Intelligence Services Act (Canada) case-by-case privilege Page 478 FOIP Guidelines and Practices (2009)

7 catalogues cc -ing, see copying (on letters) Charitable Fund-raising Act charter schools... 3, 121 Checkstop programs Chief Electoral Officer disclosing personal information to office... 2 records excluded from FOIP Act Chief Internal Auditor disclosure of audit information... 19, 96, 186 time limits... 19, 186 Chief Justice of Alberta Child and Family Service Authorities children, see minors children s services Child, Youth and Family Enhancement Act... 21, 111 churches archival records membership civil actions, see legal matters, civil legal cases civil liability discretionary exceptions class photographs , 249 class reunions client records businesses economic interests of public bodies routine disclosure... 32, 33, 35 clients surveys collection agencies collection of personal information , agreements between public bodies best practices collecting fines or debts compliance reviews consent to indirect collection contracts and contractors correctional authorities or institutions direct , emergencies employees forms , from Internet from other public bodies fund-raising , 325 honours or awards , 343 indirect , , 335, 345, 350 interviews , 249 investigations , 350, law enforcement , , 345 legal matters legal proceedings limitations on maintenance enforcement means of collecting methods , notices , , 334 exceptions personnel management programs and services provision of legal services purposes , , , registries review of practices surveys...236, 334, 363 unauthorized , 353 verifying eligibility for programs or services web sites collective agreements College of Alberta Psychologists regulated member colleges... 3, 126 enrolment governing body reunions colour personal information... 6 commercial activity commercial information , 104, Commissioner, see Information and Privacy Commissioner commissions... 2 agenda or minutes , 182 police commissions committees appointees Cabinet governing bodies interdepartmental common interest privilege common programs or services, see programs and services, common programs communications Cabinet decisions information dissemination solicitor client strategies communications systems security community health councils... 3 community library boards... 5 FOIP Guidelines and Practices (2009) Page 479

8 community service work , 245, 289 competitive position harm public bodies complaints , 350, duty to assist , 356, 362 extension of time limits , 350, 356, 362 fees , 356, 362 investigations law enforcement , 148 investigations , 145 personal information correction , 356, 362 personal information banks public interest disclosure requesting a review school board time extensions... 67, time limits Computers for Schools computers security , , Conducting Surveys: A Guide to Privacy Protection confidential information Cabinet and Treasury Board Chief Internal Auditor audit information... 19, 96, 186 complaints law enforcement confidential sources , correctional records employment evidence of Executive Council explicit home address identity of source health or safety threats law enforcement , implicit intergovernmental relations law enforcement local public bodies records 15 years old solicitor client communications test for third parties private records third party business... 40, unreasonable invasion of privacy confidential sources, see confidential information, confidential sources confidentiality clauses conflicts of interest Ethics Commissioner Information and Privacy Commissioner Conflicts of Interests Act conflicts of laws consent absence of collecting personal information , 245 disclosing confidential information intergovernmental relations disclosing personal information , , 281 disclosing third party information , 220 disclosure harmful to intergovernmental relations exercise by other persons forms , 325, Appendix 5 using personal information written conservation endangered forms of life historic resources conservation officers consistent purpose, see personal information, consistent use consistent use, see personal information, consistent use constituency records consultants, see contracts and contractors consultations economic interests of public bodies FOIP requests...62, 63, 71, 214 historic resources intergovernmental relations officials privileged information public bodies stakeholder third parties... 65, public interest contaminants contempt of court Information and Privacy Commissioner , 359 continuing FOIP requests fee estimates... 54, 75 fees... 54, 74 tracking contracts and contractors administrative records... 8 advice and recommendations audits collecting personal information commercial information Page 480 FOIP Guidelines and Practices (2009)

9 confidential evaluations confidentiality clauses data matching disclosing business contact information disclosing personal information , 118, 126, disclosure of personal information to employees employment contracts , 126, 141, 268 FOIP Act... 8 goods and services , 268 health care Information and Privacy Commissioner management of personnel , 286 negotiations , 181, 191 personal information...114, 115, 116, 118, 268 personal information systems personal service contracts , 118, 181, 244, 268 price privacy protection records... 8, 314 retrieval routine disclosure sending out to avoid FOIP Act research reports security terms and conditions of contracts , 268 trade secrets , 190 control (of records) evidence for law enforcement law enforcement records coordinating committees information dissemination copying (on letters) Copyright Act (Canada) section Corporate Challenge Corporate Chief Information Officer (Government of Alberta) policies , 259, 311, 313 Corporate Human Resources, see Alberta Corporate Human Resources corporations... 2 agenda or minutes archival records banking records personal information, not , 233 registry records correction of personal information, see personal information, correction correctional authorities or institutions collecting personal information disclosing personal information to escape from individuals under the supervision of , 156 inmates legal representatives records correctional officers correspondence... 6 copying ( cc ) elected officials members of governing bodies Minister of Justice and Attorney General , ministers , 168 MLAs Officers of the Legislature Secretary to Cabinet cost benefit analysis data matching counseling records retention course evaluations post-secondary educational bodies Court of Appeal of Alberta excluded from FOIP Act... 4 records... 9 Court of Queen s Bench of Alberta excluded from FOIP Act... 4 judges judicial review records... 9 court administration records... 6 court records... 4, 9 credit card information Credit Union Act records section 120(3) Credit Union Central Alberta Limited Credit Union Deposit Guarantee Corporation credit unions records crime prevention , , 158 Crimestoppers programs criminal acts commission of , 154 disclosure contrary to public interest , 268 organized serious and repetitive Criminal Code (Canada)...125, 146, 152, 157 criminal history correctional records disclosure in public interest , FOIP Guidelines and Practices (2009) Page 481

10 personal information... 7 criminal intelligence , criminal records, see criminal history Crown Debt Collections Crown privilege CSIS, see Canadian Security Intelligence Service Culture and Community Spirit, see Alberta Culture and Community Spirit custodians data matching privacy impact assessments , 340, 344 security policy custody (of records)... 7 law enforcement records , 153, 155 customer records, see client records D damage, see harm data encryption , 339 databases information dissemination local public bodies matching , , , 352 routine access security sharing , 329, deaf, see hearing-impaired persons debts collection of personal information disclosure to collect securing deceased individuals disclosure not unreasonable invasion of privacy disclosure of personal information , 290 exercising rights of... 36, 356 more than 25 years deceased , 268, 301 privacy , 268 proof of death relatives , 291, 356 reputation deemed refusal defence Canada international relations degrees honorary , 242 delegation of authority routine disclosure... 27, 34-5 delegation instruments... 24, delegation tables...28, Appendix 2 deliberations officials substance of Cabinet and Treasury Board local public bodies , Department of National Defence dependent adults Dependent Adults Act deputy ministers disclosure statements design specifications detriment, see harm development permits diagnostic and treatment information, see health care, personal information Developing Records Retention and Disposition Schedules , 310 diaries direct collection, see personal information, direct collection; collection of personal information, direct digital signatures , 335 Director of Maintenance Enforcement , 273, 287 directories, see records, directories of holdings; personal information banks, directories; public bodies, directory of disabled persons FOIP requests disabilities personal information... 7 disasters, see emergency planning disclosure advice from officials audit by Chief Internal Auditor... 19, 96, 186 business contact information by Information and Privacy Commissioner communications strategies emergencies employee information , 126, 127, 130, 141 exposure to civil liability extent of disclosure harm to economic and other interests of public bodies harm to health or safety harm to historic resources harm to intergovernmental relations harm to law enforcement health or safety danger notices...appendix 3 Page 482 FOIP Guidelines and Practices (2009)

11 individual under supervision of correctional authority , 156 information 25 years old labour relations information licences and permits , 268 mandated by Act or bylaw negotiations not unreasonable invasion of privacy , , 251, 283 oral disclosure , 113 personal information , , 326 archival purposes , collecting fines or debts common programs and services compliance reviews compliance with enactments compliance with subpoena, warrant or order consent , , 280 consistent use constraints law enforcement constraints on , 276, contracts , 118 correctional authorities or institutions , court proceedings deceased individuals defined discretionary benefits , 117 emergencies , 284, 285 enforcing legal rights expert consultations foreign courts for investigations , forms...appendix 5 guardians Health Information Act, subject to Internet , 289 judicial tribunals labour unions law enforcement legal matters legal proceedings , maintenance enforcement , 287 making payments minors not contrary to public interest notice Officers of the Legislature oral disclosure original and consistent use personnel management proof of identity...35, 37, 38, 89 public events public health public information , 289 public interest public safety public scrutiny quasi-judicial proceedings quasi-judicial tribunals record of purposes records of refusal of consent research agreements contents of research purposes , , 326 restrictions on archives statistical purposes , 326 to avert imminent danger to health or safety to bargaining agents to custodians under the Health Information Act to Information and Privacy Commissioner , 288, to employees to ministers to MLAs to Ombudsman to Public Trustee to representatives unauthorized , 266 use after disclosure , 263 vehicle accidents verifying eligibility policies privileged information protection of environment , 227, 228 public interest , 204, 265 notices published information records excluded from FOIP Act research purposes , , 326 tax information , 127 third party business information consent third party personal information to Information and Privacy Commissioner unreasonable invasion of privacy determining without delay discovery, see examination for discovery discretion exercising fee waivers FOIP Guidelines and Practices (2009) Page 483

12 discretionary benefits disclosure not unreasonable invasion of privacy , , 267 employees , 120, 267 settlement agreement discretionary exceptions advice from officials civil liability confidential evaluations exercising of discretion advice from officials harm to economic and other interests of public bodies harm to historic resources harm to law enforcement , 302 harm to public or individual safety individual under supervision of correctional authority , 156 intergovernmental relations local public body confidences multiple notices...appendix 3 privileged information , 302 published information severing discretionary powers reasons for decision multiple reasons district registrars Divorce Act (Canada) DNA... 7 see also inheritable characteristics DNA Identification Act (Canada)... 7 documentation line-by-line review of records... 82, documents... 6 creation for ease of severing drafts transitory records Drainage boards... 4 Drainage Districts Act... 4 drawings... 6 drugs criminal acts duty to assist... 24, 32, 50-53, 84, 350, 356, 362 heads investigations E economic development agencies economic interests harms test public bodies Edmonton Police Service v. Alberta (Information and Privacy Commissioner) Education, see Alberta Education education personal information , 126 educational bodies see also post-secondary educational bodies head tax information testing procedures educational history... 7, 126 elected officials constituency records correspondence disclosing personal information about disclosing personal information to lawsuits meetings , personal records Election Act elections local public bodies electoral information electronic forms, see forms, electronic electronic mail, see records electronic records, see also records annotation audits , 335 back-up... 52, 315 correcting creating new records form defined destruction disposition documentation management matching retrieval... 52, records systems type of record... 6 electronic transactions (credit card) Electronic Transactions Act , see records embarrassing information emergencies collecting personal information contact persons disclosing personal information , 284 emergency planning emissions toxic Page 484 FOIP Guidelines and Practices (2009)

13 employees as confidential sources as third parties defined disclosing personal information to disclosure to the Information and Privacy Commissioner , 234, documenting record transactions emergency contacts grievances identities personal information disclosure , 103, , 126, 267, research information , 193 employee directories employment administrative investigations adverse actions confidential evaluations contracts , 126, 141, 268 discretionary benefits , 117, 268 duties , 119, 126 educational leave FOIP training history... 7, 126 interviews job classifications , 172, 247, 267, 279 job title , 129 job counseling job responsibilities , 126, 267 offences pay and benefit services peer evaluations pension formula performance appraisals , 126, 142, 181 distinct from reference checks personal information... 7, 116, 126 personal service contracts , 118, 181, 268 recruitment references...127, 141, 247, 252, 286 selection process , 181 staffing requirements , 247 third party evaluations , 132 employment history employment information, see employees, personal information disclosure; personnel information employment insurance , 279 enactments of Alberta collecting personal information disclosing personal information , 270, 272 disclosing third party information municipal bylaws routine disclosure enactments of Canada collecting personal information disclosing personal information...115, 270, 272 disclosing third party information routine disclosure endangered forms of life disclosure harmful to ENMAX Corporation... 4 enrolment information post-secondary educational bodies schools , 261 Environment, see Alberta Environment environment disclosure to protect fee waiver... 77, 79 personal information harm to , 228 testing , 185, 193 Environmental Appeals Board Environmental Protection and Enhancement Act EPCOR Utilities Inc... 4 espionage estates administration of Ethics Commissioner disclosing personal information to office... 2 records records excluded from FOIP Act... 10, 11 ethnic origin , 129 personal information... 6, 128, 129 evaluations confidential keys examination for discovery examination of records, see records, examination of examination questions exceptions, see FOIP Act, exceptions exclusions, see FOIP Act, exclusions Executive Council... 2 agenda , 168 appeals background facts , Cabinet confidences... 96, confidential information decisions , defined members, see ministers minutes non-arm s length transactions office... 2 FOIP Guidelines and Practices (2009) Page 485

14 executors existence of records failure to locate harm to health or safety... 92, 139 harm to law enforcement... 92, personal information... 92, 135 experts disclosing personal information to , 285 Extension of Time Limit (Model Letter D)...67, Appendix 3 external publications F factual information not advice not cabinet confidence personal information fair information practices... 1, fair trials fairness , 132, 359, 364 Family Law Act family relationships , family status... 6 family violence fauna conserving Federal Bureau of Investigation federal government, see Government of Canada federation boards, see library boards Fee Estimate (Model Letter E)...75, Appendix 3 fees assessing collecting continuing FOIP requests deposits estimates... 25, examination of records FOIP requests GST Health Information Act requests initial fees investigations , 362 local public bodies Orders payments personal information requests reducing... 52, 77 refunds routine disclosure schedule waivers... 73, Finance and Enterprise see Alberta Finance and Enterprise Financial Administration Act financial audits financial gain financial hardship financial history personal information... 7, 127 financial information...103, 116, 117, 118, 119, 127, , 252 fee waiver public bodies financial loss , 188, fines collection of personal information disclosure to collect offences under the FOIP Act... 44, , 94, 235, 335 fingerprints... 7 fire commissioners fire inspections firearms permits technical information First Nations police services... 5, 282 fitness requirements flora conserving FOIP Act adjudicator process administration advice , 352 amending annual report... 30, 351 burden of proof coming in to force dates... 2, 3, 4 contracts and contractors... 8 education of the public exceptions... 1, advice from officials... 97, audit by Chief Internal Auditor... 96, 186 Cabinet and Treasury Board confidences... 96, confidential evaluations... 97, exposure to civil liability harm to business interests , 302 harm to economic and other interests of public bodies... 97, harm to historic resources... 97, 206 harm to individual or public safety... 97, harm to intergovernmental relations... 97, harm to law enforcement... 97, , Page 486 FOIP Guidelines and Practices (2009)

15 harm to personal privacy individual under supervision of correctional authority interpretation local public body confidences... 97, notices...appendix 3 offence under Act of Canada... 96, 125, 157 privileged information... 97, , 302 third parties...96, , published information relevant factors steps in applying exclusions... 1, 4, 8-18, 91 disclosure notices...appendix 3 exercise of rights by other persons monitoring offences and penalties , 94, 235, 339, 353 destruction of records policies and procedures... 24, 25 province-wide administration public education purposes , 98, 350 relationship to other Acts , 25 archival records responsibilities under scope... 2 time extensions third parties training... 24, 30 FOIP Bulletins No. 1: Fee Estimates No. 2: Fee Waivers No. 3: Access to Manuals and Guidelines No. 4: Disclosure of Personal Information Not Contrary to the Public Interest.. 123, 268 No. 5: Fund-Raising , 264, 293 No. 6: Records of Elected and Appointed Officials of Local Public Bodies No. 7: Law Enforcement , 145, 237, 284 No. 8: Common or Integrated Programs or Services , 294 No. 9: Burden of Proof No. 10: Third Party Notice...40, 65, 111, 211, 222 No. 11: Paramountcy... 21, 303 No. 13: Business Contact Information No. 15: Disclosure of Personal Information to Unions: Before a First Agreement No. 16: Personal Information of Deceased Persons , 292 FOIP contacts, see programs and services, FOIP contacts FOIP Coordinator business contact information closure of office collection of personal information consultations Cabinet and Treasury Board confidences intergovernmental relations copies of requests and records creating new records delegation instruments duty to assist...24, 50-53, FOIP requests , 60-61, 72, information dissemination privacy audits... 25, 251 privacy impact assessments , 330 privacy protection records management relationship with applicants responsibilities , 68 review of records , routine disclosure severing information FOIP Office, see FOIP Coordinator FOIP (Ministerial) Regulation public bodies designated by , 182 FOIP Regulation amending audits consent for use of personal information consent to disclosing personal information114, 269 fee schedule harm to applicant s health and safety , 285 in camera meetings public bodies agenda or minutes relationship of FOIP Act to other Acts research agreements , 303 using personal information FOIP requests abandoning access... 90, 95 Access and Privacy role acknowledging adequacy of search , 52-53, 69-70, , 360 as last resort charts...appendix 4 clarifying , 52, communications strategies completion concurrent consultations , 63-64, 71 third parties FOIP Guidelines and Practices (2009) Page 487

16 continuing, see continuing FOIP requests copying records... 68, 85 deemed refusal disregarding , 354 time limits documenting , 88, 357, Appendix 5 dual processes duty to assist , evading exercising discretion , 100 reconsidering fees, see fees forms...49, Appendix 5 frivolous or vexatious... 57, Health Information Act notices...appendix 3 in camera meetings initial fees language legal advice legal case records line-by-line review... 82, 86, 100, Appendix 5 multiple narrowing , 60, nature of... 49, 51 notices...63, 67, 72, 81, , Appendix 3 oral requests partial disclosure... 88, 222 personal information preliminary assessment preliminary examination of records processing , reason for request receiving records excluded from FOIP Act refusal of access records issues records retention... 94, 324 refusal of access... 86, 88, 89 refusal to confirm or deny existence of records... 89, 92, 135, 139, repetitious responding to , 68, 87-88, 88-92, 100, 350, 357 nature of response notices...appendix 3 responsive information review for routine disclosure reviewer s recommendations routine disclosure scope , 60 severing , 100 documenting... 53, 96 non-responsive information statistics systematic time extensions , 350 time limits , 72, 92-93, , , Appendix 4 time lines...appendix 4 tracking...24, 60, 68, 92, 93 transfers , notices...appendix 3 forms collection of personal information , 249, electronic FOIP requests review foundations, see housing management bodies Freedom of Information and Protection of Privacy Act, see FOIP Act Freedom of Information and Protection of Privacy Regulation, see FOIP Regulation frivolous or vexatious FOIP requests... 57, function creep , 295 fund-raising, see also Charitable Fund-raising Act alumni records , 293, 307 collecting personal information disclosing personal information G gangs genealogical research general faculties councils... 15, 173 gender, see sex genetic information... 6 Glenbow Alberta Institute archives good faith , 234 goods and services tax, see GST good will , 192 governing bodies advice and deliberations agenda or minutes appointees correspondence of members designation of head of public body meetings membership information personal records post-secondary educational bodies... 15, 173 roles and responsibilities Page 488 FOIP Guidelines and Practices (2009)

17 government institution... 5 Government of Alberta... 2 as sovereign power , 189 economic interests intergovernmental relations investment strategies negotiations , 164, 181, non-arm s length transactions personnel management , Government of Alberta Call Centre Government of Alberta Policy for the Transmission of Personal Information via Electronic Mail and Facsimile Government of Alberta Technology Security Policy Government of Canada intergovernmental relations Government Organization Act Government Security Policy for Disk Wiping Surplus Computers graduations lists of graduates grants eligibility for grievances , 146 GST guardians or trustees... 36, 134, 246 authentication of exercising rights of individuals guardians of minors authentication of exercising rights of individuals Guide to Developing Personal Information Sharing Agreements , 327, 343 Guide to Developing Privacy Statements for Government of Alberta Web Sites Guide to Identifying Personal Information Banks... 41, 304, 309 guidelines, see polices and procedures; FOIP Act, policies and procedures H harassment hard drives , 311 harm atmosphere audit procedures business interests determining... 87, 99, , 137 economic interests of public bodies environment , 228 exposure to , 132 financial gain financial loss , 188, health or safety , 225, 228 historic resources individual under supervision of correctional authority intergovernmental relations law enforcement , , 150, 152 monetary value privacy probability of... 99, 107 public interest , 121, 225, specifying harms tests... 99, , 137, 145, 148, 149, 150, 152, 155, 156, 162, , 193 heads of public bodies advice and deliberations advice from Information and Privacy Commissioner , 352 disclosing personal information to disclosing personal information about deceased individuals , 291 disclosure harmful to intergovernmental relations disclosure in public interest not contrary to discretion (health and safety exception) discretionary exceptions reconsidering disregarding FOIP requests duties, directory of personal information banks , 235, 27 duty to assist exercising discretion , 292 Information and Privacy Commissioner , 365 requiring Information and Privacy Commissioner to examine records , 359 responsibilities , 350 health... 7 audits disclosure endangering , 121 disclosure harmful to , 268 refusal to confirm or deny existence of records harm to , 228 imminent danger to personal information , 124, 130, Health and Wellness, see Alberta Health and Wellness health care personal information... 6, 18, 55-57, 124, 130, 138, 272 expert consultations...138, 139, 284, 286 research health care bodies... 3 FOIP Guidelines and Practices (2009) Page 489

18 Health Information Act... 10, 55-57, 75, 124, 138, 225, 241, 283, 288, , , 340, 344 access requests notices... Appendix 3 section 1(1)(k) section 8(1) Health Information Act Guidelines and Practices Manual... 57, 322, 336, 344 health services program hearing impaired persons FOIP requests historic resources disclosure harmful to impact assessments historic sites historical research, see research, historical Historical Resources Act holidays honours receipt of suitability for , 343 hospital boards... 3 hospitals prisoner in Hospitals Act... 3 housing low income , 245 continuing eligibility for student housing management bodies... 4, 14 audits personal information human resources, see employment; personnel management Human Resources and Social Development Canada Human Resources Guide for Local Public Bodies human rights panels I identifiers removal identity applicants... 35, 69, 214, 219 confirming confidential sources employees... 43, 103, 353 police informers , 199 proof of... 35, 37, 38, 89 third parties , 217 images... 6 IMAGIS account implementation public body plans improvement districts... 3 in camera meetings disclosure local public bodies minutes municipalities personal notes income assistance , 125, 245, 252 Alberta Seniors Benefit incompetent individuals , 263, 357 Indian Act (Canada) Indian people, see aboriginal people indirect collection, see personal information, indirect collection; collection of personal information, indirect industrial sabotage , 152 information, see also personal information 5 years old Cabinet decisions...101, 169, years old prosecutorial discretion years old administration and management of a public body advice from officials , 183 audit by Chief Internal Auditor , 186 Executive Council or Treasury Board , 168 intergovernmental relations , 164 local public body confidences , years old disclosure by archives years old businesses , 111 available for purchase correctional records clarifying disclosure in public interest disclosure policies failure to publish individually identifiable law enforcement records , leaks local public body confidences not records outside the FOIP process published...102, , fund-raising readily available to the public revealing classes of Page 490 FOIP Guidelines and Practices (2009)

19 advice from officials audit by Chief Internal Auditor... 19, 186 Cabinet confidences confidential sources correctional records criminal intelligence exercise of prosecutorial discretion local public body confidences records seized routine disclosure technical information third party legal business privileged , Information and Privacy Commissioner... 30, adjudicator process adjudicators , 366 advice , 352 defined , 179 advice to heads of public bodies , 352 annual report... 30, 350, 351 appeals fees appointment approval of research purposes as public body , 365 audits... 25, 351, 364 burden of proof... 74, comments proposed legislation , 351 proposed programs , 351 complaints, see complaints conflict of interest consultation contempt of court , 359 data matching , , 352 decisions delegation by , 366 disclosure of information by disclosure of third party information , 221 disclosure to , 288, disclosure to Minister of Justice and Attorney General discretionary exceptions orders disregarding FOIP requests , 354 duty to assist applicants comments education of the public evidence in proceedings examination of records , 359 excluded records... 10, 89 forms...appendix 5 frivolous or vexatious requests in camera hearings indirect collection of personal information , 335, 350 inquiries request for authorization to disregard request during refusal to conduct review of refusal Investigation Reports investigations... 25, 30, 234, 350, disclosure by employees... 43, 234, 353 duty to assist , 362 failure to disclose in public interest , 351 fees , 362 information other than personal personal information correction , 362 powers , , 362 record destruction records management time extensions , 362 judicial review , 360, jurisdiction... 21, 360, 364 labour relations mediation monitoring FOIP Act notices substitutional service , 217 notification of disclosure in public interest obstruction offences...45, 353, 354, 362 laying charges office... 2 Orders... 30, 350, administrative matters authorizations to disregard requests, not availability , 362 compliance copies sent to parties discretionary exceptions... 98, 361 fees judicial review , mandatory exceptions offences... 45, 362 personal information... 30, 350 time extensions time limits types parliamentary privilege personal information requests disregarding FOIP Guidelines and Practices (2009) Page 491