SUBMITTING A REQUEST

• be clear and identify the specific records to which you seek access;
• specify dates or a time period where possible for the records you are requesting;
• provide sufficient detail in your request to enable an experienced employee, with a reasonable effort, to identify the records sought (pursuant to FIPPA); and
• keep the scope of your request narrow and specific (a clearly defined request with a narrow scope will greatly assist in searching for records and responding to your request quickly).

TIMELINES

The time limit for responding to a request is automatically extended for up to twenty (20) days where responsive records involve the interest of third parties and notice is given to a third party.  A further ten (10) day extension is also contemplated by FIPPA to allow an Osler to review third party comments and issue an access decision and a further thirty (30) day extension to provide third parties with the ability to appeal Osler's access decision.

All of the above mentioned time limits are maximums; a faster response may be possible.

FEES

APPLICATION

A $5.00 mandatory application fee must accompany a request for either general records or personal information under FIPPA.

COSTS FOR PHOTOCOPYING, COMPUTER PRINTOUTS AND COMPUTER DISKS

Fees are $0.20per page for photocopies and computer printouts regardless of whether the request is for general or personal information. A fee for CD's is $10.00.

SEARCH TIME

The amount of time required to search for the records is a chargeable fee. This includes personnel time involved in searching for the records, examining file indices, file plans or listings of records, either on paper or in a computer.

Osler will charge $7.50 for every 15minutes ($30/hr) spent by any person in the institution searching for the record. If more than one person is conducting the search, each person's time will be charged.

Search time does not include:

1. time spent photocopying the records
2. the time it takes an employee to walk from one area to another to locate responsive records
3. the time to drive to an off-site storage to retrieve records (unless costs are invoiced by an outside firm).

RECORD PREPARATION CHARGES

Personnel time involved in physically preparing the record for disclosure will be charged.  This includes the time involved in severing exempt information prior to disclosure. Osler will charge $7.50 for every 15minutes ($30/hr) by a person for preparing a record for disclosure.

COMPUTER COSTS

Osler will charge $15.00 for every 15minutes spent by any person developing a computer program or other method of producing a record from machine readable record.

In some instances producing a record from a machine readable record will require the manipulation of information stored in a computer database. It may be necessary to write a computer program so that the particular information requested can be retrieved.

COSTS FOR SERVICES OUTSIDE THE INSTITUTION

Osler may require outside services to assist in locating, retrieving, processing or copying paper or electronic records.  The costs of these services can be passed on to the requestor if two conditions are met:

1. the institution receives an invoice for the cost of outside services; and
2. the costs cover services that could not have been provided by Osler's staff.

SHIPPING COSTS

Shipping charges incurred by the institution, such as postage or courier costs, can be charged.

RELEASE OF RECORDS

Osler is not required to release records to a requester until the fees have been paid, or the issue of fees has been resolved after an appeal to the IPC.

PERSONAL INFORMATION REQUESTS

No fees are charged for search or preparation time, but there are fees for photocopying ($0.20 per page) and computer costs.