(NOTE: This electronic version of the Office of the Information
and Privacy Commissioner's Annual Report 1996-97 includes
corrections for clerical errors that exist in the printed copy.)
X. Site Visits
Introduction
Under section 42 of the Freedom of Information and Protection of Privacy
Act, the Commissioner has the power to conduct audits of the
information-handling practices and procedures of the over 2,200 public bodies
under his jurisdiction. The Commissioner continues to emphasize this aspect of
his mandate as a primary means of raising the consciousness of public bodies
about the importance of fair information practices. These practices are set out
in Part 3 of the Act and regulate, among other things, how a public body may
collect, use, and disclose personal information that it maintains as part of
its operating and administrative activities.
Format for a Site Visit
For the most part, site visits are conducted informally. Typically, the
Commissioner and/or members of his staff make a pre-arranged visit to a public
body to discuss freedom of information and privacy issues and to tour the
facilities. The focus is on viewing and understanding the information flow
processes and policies of the public body, particularly within its manual and
computerized record areas.
Site visits have three primary goals:
1. To meet the head of the public body and the records and information
management personnel;
2. To view how public body personnel collect, use, store, disseminate, and
dispose of the personal information in their custody or under their control;
and
3. To address any immediate concerns regarding the privacy, security, and
accessibility of records held by the public body.
The Office can report that no public body visited so far has been in serious
breach of the fair information practices required under Part 3 of the Act.
However, where the Commissioner and/or his staff have uncovered specific
concerns, the Office has discussed those concerns with the public body
immediately and conducted follow-up activities to ensure compliance.
Site visits have proven to be one of the most effective and immediate
approaches to raising a public body's awareness about its legislated obligation
to handle records in accordance with the requirements of the Act. This is
especially important with respect to public bodies that collect and store
highly sensitive and potentially stigmatizing personal information.
Site Visits to Particular Public Bodies
Some of the public bodies the Office visited this past year include: Malaspina
College; University of Victoria; University of British Columbia; Simon Fraser
University; Selkirk College; Northern Lights College; Regional District of
Nanaimo; District of Sechelt; District of Port Hardy; District of Campbell
River; District of Saanich; City of Courtenay; City of Parksville; City of
Nanaimo; City of Victoria; City of Vancouver; Town of Qualicum Beach; Town of
Port McNeil; Town of Gibsons; Esquimalt Municipal Police Department; Vancouver
Police Department; Dawson Creek and District Hospital; Port Hardy Hospital;
Port McNeil and District Hospital; Campbell River & District General
Hospital; St. Joseph's Hospital (Comox); St. Mary's Hospital (New Westminster);
Nanaimo Regional General Hospital; St. Paul's Hospital (Vancouver); Burnaby
Hospital; Richmond Hospital; BC Cancer Agency; Justice Institute of B.C.;
School District 68 (Nanaimo); Workers' Compensation Board; BC Transit; and the
Ministries of Attorney General, Health, (the former) Social Services, and Small
Business, Tourism and Culture.
