Information Management and Technology IM12 - Access Requests

Accessed:	2026-07-17
Purpose of series:	Records series documenting access to information requests made under the Freedom of Information and Protection of Privacy Act (FOIPOP) and complaints regarding privacy breaches.
Scope and contents:	Includes (but is not limited to): access recommendations, access request forms, acknowledgement letters, appeals, consultations with other public sector agencies, correspondence, fee estimates, record search worksheets, research agreements, third party notices, notice and confirmation of appeals and written representations, appeal outcomes, supporting documentation and related correspondence.
Cross reference:	Tracking data, reports and statisitcs see: Administration - Reports and Statistics (AD70); Routine access requests see: Information Management and Technology - Access and Privacy Program (IM11)
Exceptions:

Primary offices:	Privacy Office
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Secure Destruction
Primary office retention period:	8 years*
Primary office retention instructions:	S/O = Date request resolved, completed and appeal period met. Once requests and complaints are resolved, completed and appeal period met records retained for 8 additional calendar years, then securely destroyed. *Once routine access requests are resolved, completed and appeal period met records retained for 2 additional calendar years, then securely destroyed. If request is appealed it is consider an active record until it is resolved.

Secondary offices:	Units
Secondary office retention trigger:	Calendar Year
Secondary office disposition:	Secure Destruction
Secondary office retention period:	2 years
Secondary office retention instructions:	CY = December 31 of the calendar year unit completed submission to Privacy Office or Legal Counsel. Once information submitted for review, retain for 2 additional calendar years then securely destroy.

Retention rationale:

Expected operation use, Appeal process

Vital records	Electronic systems	Personal information	Official media
No	NAS, Legal Files	Yes	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2023-01-27	2023-02-07 13:01:48		Sensitive

Notes: