Step 1: Make an Informal Information Request Directly to the Department
Before filing a formal FOI request, start by making an informal request. Contact the department responsible for the content you are looking for. If the information is routinely released, or easily accessed you may receive your records as soon as possible without a formal process.
If you are told that the information is not routinely available, you must make a formal Freedom of Information request (FOI).
Step 2: Make a Formal Freedom of Information (FOI) Request
The criteria for an FOI request:
- Must be in writing, using the FOI Request for Access to Records Application provided by the Legislative Services Department.
- Example: If you are representing a person, you must provide the necessary authorization to represent that individual and receive their personal information.
- Example: If you are representing a person, you must provide the necessary authorization to represent that individual and receive their personal information.
- Must be made to the correct jurisdiction.
- Example: If the request is for a Fire Commissioner's Report for a fire in Coldstream, the applicant should submit its request to the Office of the Fire Commissioner (link is external), not the District of Coldstream.
- Example: If the request is for a Fire Commissioner's Report for a fire in Coldstream, the applicant should submit its request to the Office of the Fire Commissioner (link is external), not the District of Coldstream.
- Must be in sufficient detail to assist staff in processing the request.
- Example: Requesting "all records relating to (subject)..." is too vast and could cover a period of 30+ years of records, including excessive fees and time extensions. Instead, try to narrow down the scope of your request. The FOI Coordinator can help you clearly define the records to search and retrieve the exact documents you are looking for.
- Example: Requesting "all records relating to (subject)..." is too vast and could cover a period of 30+ years of records, including excessive fees and time extensions. Instead, try to narrow down the scope of your request. The FOI Coordinator can help you clearly define the records to search and retrieve the exact documents you are looking for.
Download the FOI Request for Access to Records Application (PDF) or pick up the form at the front desk of Municipal Hall (9901 Kalamalka Road).
Deliver, mail, fax or email your request with the subject reading "FOI Request" to:
Freedom of Information and Protection of Privacy Coordinator
9901 Kalamalka Road
Fax: 250-545-4733
Email
Or
Fill Out Freedom of Information Request Webform
Protection of Personal Privacy
The Act protects personal privacy by restricting the collection, use and disclosure of personal information. When an individual makes an FOI request to the District of Coldstream, their personal information is protected and is not made public.
Please note: Only private individuals have personal privacy rights; businesses, societies, corporations, etc., do not.
Collection: The District of Coldstream only collects personal information when the municipality has the clear authority to do so or when the collection is related directly to and is necessary for the operation of a program. When we are collecting personal information, we must do so directly from you, unless we have legal authority to collect the information from another source. These rules apply even if the personal information is held by another government body.
Use and Disclosure: Personal information must only be used for the purpose it was collected or for a use consistent with the reason that it was collected. The District of Coldstream may also use or disclose personal information in other ways, but only if the municipality has the legal authority to do so.