Access and Privacy Cases

UCLASS Primary: GV 290 – Access and Privacy Cases

Retention Rule Number: Specific Retention Rule 2007.01

Function/Activity: To document requests for access to information under the Freedom of Information and Protection of Privacy Act (FOIP), correction of personal information under the FOIP Act, third party notices by other Canadian public bodies under access legislation, and reports regarding privacy breaches; and to document the activities related to such requests, notices and reports.

Description/Type of Records: Case files containing Request to Access Information forms, Request to Correct Information forms, correspondence, legal opinions, briefs and submissions to the Office of the Information and Privacy Commissioner (OIPC), decision letters, copies of responsive records, privacy breach reports, and third party notices.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
Legal Services 5 years from closure of the file, including the appeal period. Confidential shred or delete

Access to this series shall be limited to those with the authority for the following purposes:

  1. File and/or case management.
  2. Response to the request or notice.
  3. Legal review.
  4. Research (at the discretion of the Senior Specialist, Policy & FOIP)
For Offices of Primary Responsibility (OPR):
Freedom of Information and Protection of Privacy Act (s. 8), (s.9),(s.11), (s.36), (s.66)

Approval Information:

  • Jo-Ann Munn Gafuik, Access and Privacy Coordinator
  • Bonnie Woelk, University Records Committee (Chair)

18 June 2013; amended 8 February 2017