Controlling Internal Access To Local Government Records

Summary
To summarize, section 33 of FOIPPA gives members of Council and employees alike a right to access personal information but only if it is necessary for them to have the personal information in order to carry out their duties. Other types of information protected under FOIPPA and other Acts should not be disclosed and all persons, including elected officials and employees, who have access to local government records should be trained in the handling of this information and educated in the consequences to themselves and the local government if this information is disclosed.

No information should be given out or access provided to records without the approval of the FOIPPA head. The head is required to provide reasonable protection for the security of personal information. Off-site computer access should be password protected and on-site computers secured from access by unauthorized persons. Unlimited access carries the risk of inadvertent disclosure and even deliberate misuse of information, with financial and other consequences to the municipal corporation, its officers and employees.