Freedom of Information

How to access City records through a formal request

The Freedom of Information and Protection of Privacy Act (FIPPA) applies to all records (recorded information) that are under the custody or control of a public body and may be requested through the online access to information request form.

FIPPA's definition of a record:

“Record” 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 doesn’t include a computer program or any other mechanism that produces records."

It is important to note that FIPPA covers access to records and the information contained in them. It’s NOT the intention of FIPPA that staff compile and summarize research in order to answer specific questions. Applicants are expected to conduct their own research based on records received from the City and make their own interpretations.

Please note that CCTV footage will only be released to the RCMP with confirmation that the footage is for an active investigation. RCMP requests can be made by completing the CCTV Registry Form available from the Manager of Police Support Services.

Formal FIPPA or FOI requests must be made in writing. The request must provide sufficient detail to assist staff in locating and retrieving the records.
Please be be clear, specific and concise to reduce processing times and possible fees. Indicate in your request the date range for the records you are seeking and whether you would like to receive the records by email, regular mail, or pick- up.
- You may complete and submit the online access to information request form
- Email requests may be sent to foirequests@princegeorge.ca.
- Written requests may be faxed to 250-561-0183.
- Written requests may also be mailed, couriered or delivered to:
City Hall, Attention: Legislative Services (FIPPA Requests), 5th floor, 1100 Patricia Boulevard, Prince George, BC V2L 3V9
Fees for formal requests
The City may charge you fees to cover the cost of processing your FIPPA request. Section 75 of FIPPA allows the City to charge applicants fees for costs associated with processing requests to access records under FIPPA. City of Prince George Freedom of Information and Protection of Privacy Bylaw No. 8689, 2015, as amended, establishes that the maximum fees are those set out in the Freedom of Information and Protection of Privacy Regulation Schedule of Maximum Fees.
For example, the following fees apply for non-commercial applicants (i.e. private individuals):
- $7.50 per ¼ hour ($30/hour) after the first three hours spent locating, retrieving and producing the requested records
- $7.50 per ¼ hour ($30/hour) to prepare records for disclosure (includes the time spent photocopying and reassembling files)
- $0.25 per page of regular photocopies provided
- Shipping and handling charges (method chosen by applicant)
FIPPA prohibits public bodies from charging applicants for access to their own personal information.
FIPPA also states that the first three hours spent searching for and retrieving the records is free of charge. If the request includes a large volume of records to be searched, we will send you a fee estimate before processing your request, which will require you to provide us with a deposit.
To help reduce fees and to minimize taxpayer expense, please narrow the scope of your request as much as possible. Also, you please try to specify a date range as our records date back more than a century.
Responses for formal requests
FIPPA allows the City to withhold information if release would be an invasion of privacy or cause harm by one of the means listed in FIPPA, such as, harming a law enforcement investigation or threatening anyone’s health or safety. If the City withholds any information, we will tell you which section or sections of FIPPA were used in making this decision.
If the City denies you access to any record or part of a record, you have the right to ask for a review by the British Columbia Information and Privacy Commissioner, an officer of the legislature who is independent of the government.
FIPPA requires that the City respond to your request within 30 business days (not including weekends or statutory holidays) of our receipt of your request. We will make every effort to make the records available to you sooner, if possible.
If your request is broad in scope, or if it includes a large volume of records, we may extend the time limit for responding under section 10 of FIPPA for up to an additional 30 business days. For particularly large and difficult requests, we may apply to the British Columbia Information and Privacy Commissioner for an additional time extension.
Depending on what you ask for, you may not get access to all information contained within the records that respond to your request.
FIPPA includes several specific exemptions to disclosure, which means that, by law, certain types of records and information are to be protected and not made available to the public. Some exemptions are mandatory while others are exercised at the discretion of the FIPPA Head (as defined in City of Prince George Freedom of Information and Protection of Privacy Bylaw No. 8689, 2015, as amended) based on the relevant circumstances surrounding the request.
For example, reasons for denying access to information held by the City are generally related to the protection of:
- Personal privacy
- Businesses trade secrets
- Solicitor-client privilege
- Deliberations of Council and Council Committees that are authorized to be held in the absence of the public (i.e. Closed or “in camera” meetings)
- Policy advice, staff recommendations or draft regulations not yet made public
- Information that may harm a law enforcement matter (this includes bylaw enforcement matters)
- Information that may harm the financial interests of the City or other public body
If you don’t get access to all the information you requested, you will be advised of the reasons and the section(s) of FIPPA on which you have been denied full access. If you are not satisfied with how the City responds to your FOI request, you have the right to ask the Information and Privacy Commissioner of British Columbia to review the City’s response.