Chapter: 8. Information Management
Section: 8.3 Routine Access
DEPUTY MINISTER APPROVAL
Approved by: Julie Towers, Deputy Minister
Approval date: November 17, 2020
Effective date: January 13, 2021
This routine access policy for the Department of Lands and Forestry is designed to provide the public with an opportunity to obtain certain categories of records without a formal application under the Freedom of Information and Protection of Privacy Act (FOIPOP Act). It shall be administered in accordance with the following principles:
The policy shall be applied in a manner which will be considerate and protective of the personal privacy of the individuals. Records subject to this policy shall be considered for release and severing in a manner consistent with the FOIPOP Act.
The Department will respond to requests made under the routine access policy in a reasonable and timely fashion.
Fees for the reproduction and provision of records may be charged where authorized by policies, regulations or statutes.
This policy shall be made readily available to the public.
This policy shall apply to requests for reasonable quantities of records.
This policy shall also be consistent with the Government Records Act and policies under the Act.
Either the provision of a copy of the records in question, or providing a means and opportunity for the applicant to view the records, whichever, in the sole discretion of the Department, is administratively most efficient as distinct from FOIPOP access.
The periodic and proactive release of information or records in the absence of a request, using mechanisms such as the internet, libraries, etc.
Release of an existing record in response to a formal FOIPOP application made under the FOIPOP Act.
Includes books, documents, maps, drawings, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by graphic, electronic, mechanical or other means, but does not include a computer program or any other mechanism that produces records; FOIPOP Act.
Recorded information about an identifiable individual including the individual’s name, address or telephone number; race, national or ethnic origin, colour, or religious or political beliefs or associations; age, gender identification, sexual orientation, marital status or family status; an identifying number, symbol or other particular assigned to the individual; fingerprints, blood type or inheritable characteristics; the individual’s health-care history, including a physical or mental disability; educational, financial, criminal or employment history; and anyone else’s opinions about the individual and the individual’s personal views or opinions, except if they are about someone else; FOIPOP Act.
Release, in full or in part, of certain types of administrative or operational records as a matter of course in response to a request without the need for a formal application for records under the FOIPOP Act.
This policy reflects the spirit of openness and accountability of the FOIPOP Act. The objective is to provide a reasonable alternative for access to records that may be eligible for release under routine access, as identified by the Department.
This policy is intended to reduce the administrative burden involved in processing FOIPOP applications for certain types of records. The approach is not intended to create more demands on resources than the current system of processing requests under the formal FOIPOP application process.
For enquiries contact:
Director, Corporate ServicesInformation Management and Support Services Division
1701 Hollis Street, 3rd Floor
PO Box 698
Halifax, Nova Scotia
Canada B3J 2T9
Next review date: 2021-01-15
To be reviewed by: Director, Corporate Services
Information Management and Support Services Division
Previous revisions: October 23, 2004
First implemented: October 23, 2003