How do I make a request for information?
The City of Mississauga tries to provide as much information as possible to the public without requiring a formal request under the Act. Persons wishing to access any records held by the City of Mississauga should first contact the department which holds the records. If you are unable to get all of the information you want informally, a formal written request under the Act can be filed.
Your request for information under the Act must be made in writing, and accompanied by a non-refundable $5 application fee (make your cheque payable to the City of Mississauga).
There are two ways to make a request: (1) by completing an Access/Correction Request Form, or (2) by writing a letter.
(1) Access/Correction Request form
A request for information under the Act can be made by completing an Access/Correction Request Form which is available from the Office of the City Clerk, or you can download a copy of the form from this site. Please complete the form in full, making sure you provide as many details as possible about the information you are requesting.
(2) Writing a Letter
If you choose to write a letter rather than fill out a form, please include the following information:
- your full mailing address
- a telephone number where you can be reached during the day
- names of specific files or types of records to which you request access, including dates of those records if possible.
Mail or drop-off your completed Access/Correction Request or Letter to:
Freedom of Information Coordinator
Office of the City Clerk, 2nd Floor
City of Mississauga
300 City Centre Drive
Mississauga ON L5B 3C1
Telephone: 905-615-3200 ext. 5181
Fax and E-Mail Alert: Requesters should be aware that personal information may not be secure if sent by fax or e-mail transmission. As you are required to provide your name, home address and telephone number with your request for information, we do not recommend sending your request by fax or e-mail.
What are the fees for making a request for information under MFIPPA?
The Act provides for a mandatory $5 application fee which must accompany each request for information. Depending on the request, additional fees may apply. The fees, as set out in Regulation 823 of the Act, are as follows:
- Application fee: $5 when you submit your request for information
- Manual Record Search: $7.50 for each 15 minutes spent by any person
- Record Preparation: $7.50 for each 15 minutes spent by any person required to prepare records for disclosure
- Photocopies or Computer Print-Outs: 20¢ per page
- Floppy/Hard Disks: $10 per disk
- Computer Programming: $15 for each 15 minutes spent by any person to develop a program to retrieve the information
- Shipping Costs
- Any other costs incurred in responding to a request for access to a record
If it appears that the cost of processing your request will be more than $25, the City will provide you with a fee estimate before granting access to the record. If the cost estimate is $100 or more, the City may require that you pay a deposit of 50% of the estimate before completing the processing of your request.
Will I receive all of the information I have asked for?
The City makes every effort to provide you with as much information as possible. However, the Act contains a number of exemptions that may be used to limit the release of information. For example, if a record contains someone else's personal information or commercial information provided in confidence by a third party, the City is normally required to deny access. Where the information requested deals with a law enforcement matter or solicitor-client privilege, the City may also decide to withhold the information.
How long will it take?
The Act sets out specific time limits that the City must follow when processing requests for information. Generally, the City has 30 calendar days from the date a complete request is received (including the $5 application fee) to respond to the request. The City may seek a time extension in certain circumstances, in which case the requester will be notified.
What if I am not satisfied with the City's decision regarding my access request?
If you are not satisfied with the City's decision regarding your access request, you can file an appeal with the Information and Privacy Commissioner/Ontario. The Information and Privacy Commissioner is an independent body which makes impartial decisions under the Act.
If you decide to file an appeal, you must write to the Commissioner and request a review of the City's decision within 30 days of receiving the decision letter. You must also submit a copy of your original request for information, a copy of the City's decision letter, and an appeal fee of $25 for general records or $10 for personal information/correction of personal information. The correct fee must accompany your appeal and may be paid by cheque or money order made payable to the Minister of Finance.
The Commissioner's Office is located at 2 Bloor Street East, Suite 1400, Toronto, Ontario, M4W 1A8, Telephone: (416) 326-3333 or toll free 1-800-387-0073. You can also reach the office at www.ipc.on.ca.
Directory of Records
Under subsection 25(1) of the Act, the City must make available for inspection and copying by the public, a Directory of Records containing:
- the title, business telephone and business address of the head
- the address to which a request under the Act should be made.
- a description of the organization and responsibilities of the City
- a list of the general classes or types of records in the custody or control of the City
The Directory of Records is available from the Office of the City Clerk.