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FIPPA Practice Notes and Guidelines
Practice notes and guidelines are prepared by Manitoba Ombudsman to assist persons using the legislation. They are intended as advice only and are not a substitute for the legislation.
*PLEASE NOTE* We are currently updating our practice note series to reflect FIPPA amendments that came into effect on January 1, 2022. Updated practice notes below will contain a revision date of 2022. Please use older practice notes in conjunction with FIPPA as some provisions may have changed.
Available in alternate formats upon request.
Duty to Assist
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The duty to assist under FIPPA and PHIA – 2010-08-012010-pn4_duty_to_assist_fippa_and_phia-en.pdfDownload
37.01 KB
Legislative Amendments
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Overview of FIPPA amendments – 2011-01-012011-pn_overview_fippa_amendments-en.pdfDownload
31.54 KB
Interaction with Other Acts
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Interaction between FIPPA and other acts – 2011-01-012010_practice_note_1-en.pdfDownload
36.55 KB
Distinguishing Between Access to Information Requests and Authorized Disclosures
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Distinguishing between access to information requests and authorized disclosures under FIPPA and PHIA –2010-pn11_distinguishing_between_access_to_information_and_authorized_disclosure-en.pdfDownload
40.03 KB
Distinguishing Between Personal Information and Business Information
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Distinguishing between personal information and business information under FIPPA – 2011-01-01bbt26_distinguishing_personal_information_business-en.pdfDownload
54.03 KB
Documenting Access Decisions
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Documentation about processing access requests under the Freedom of Information and Protection of Privacy Act (FIPPA) – 2022-01-07pn-documentation-about-processing-access-requests-under-fippa-en.pdfDownload
189.35 KB
Fees
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Preparing fee estimates under FIPPA – 2018-06-28practice-note-preparing-fee-estimates-under-fippa-en.pdfDownload
163.66 KB
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Dealing with fee waivers under FIPPA – 2006-10-01pn-dealing-with-fee-waivers-under-fippa-en.pdfDownload
141.50 KB
Extensions
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Making a submission to the ombudsman for an extension longer than 30 days under FIPPA – 2018-06-05practice-note-longer-extensions-fippa-en.pdfDownload
246.48 KB
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Extending the time limit for responding under FIPPA – 2007-10-01pn-bbt18-extending-the-time-limit-for-responding-under-fippa-en.pdfDownload
29.13 KB
Notification Under Section 33 of FIPPA
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Providing notice to a third party under section 33 of FIPPA – 2011-01-01bbt24_providing_notice_third_party-en.pdfDownload
37.43 KB
Refusal of Access Considerations
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Considering limits to exceptions when making access decisions under FIPPA – 2022-01-07pn-considering-limits-to-exceptions-when-making-access-decisions-under-fippa-en.pdfDownload
171.40 KB
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Considerations for applying exceptions when refusing access under FIPPA – 2011-01-012009-practice-note-4-en.pdfDownload
61.42 KB
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Dealing with access requests involving employee information – 2011-01-012010-pn11_access_requests_involving_employee_information-en.pdfDownload
36.23 KB
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The exercise of discretion when applying discretionary exceptions to refuse access under FIPPA – 2011-01-012009-practice-note-1-en.pdfDownload
29.70 KB
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Severing information in records under FIPPA and PHIA – 2011-01-01pn-severing-information-in-records-fippa-phia-en.pdfDownload
231.70 KB
Complete Responses to Access Requests
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Checklist - contents of a complete response under FIPPA – 2022-01-07pn-checklist-contents-of-fippa-response-en.pdfDownload
201.60 KB
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Providing reasons to an applicant when refusing access under FIPPA – 2006-05-01pn-providing-reasons-to-an-applicant-when-refusing-access-under-fippa-en.pdfDownload
88.16 KB
Requests for Correction
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Handling requests for correction under FIPPA – 2007-07-01pn-bbt15-handling-requests-for-correction-under-fippa-en.pdfDownload
30.69 KB
Collection and Notice
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Collection and providing notice of collection of personal information under FIPPA – 2012-01-01pn_collection_providing_notice_personal_info_fippa-en.pdfDownload
53.20 KB
Use
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Use under FIPPA – 2010-08-01use-under-fippa-2010-en.pdfDownload
127.99 KB
Disclosure
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Disclosure under FIPPA – 2010-08-012010-pn7_disclosure_fippa-en.pdfDownload
28.23 KB
Protecting Personal Information
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5 minute privacy checkup: personal information and personal health information – 2019-12-19pn-5-minute-privacy-checkup-fippa-and-phia-en.pdfDownload
186.01 KB
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Privacy considerations for emailing personal and personal health information – 2008-02-01bbt-22-privacy-considerations-for-emailing-pi-and-phi-en.pdfDownload
28.89 KB
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Privacy considerations for faxing personal and personal health information – 2008-02-01bbt-22a-privacy-considerations-for-faxing-pi-and-phi-en.pdfDownload
29.35 KB
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Protecting the privacy of access requesters – 2007-05-01pn-bbt13-protecting-the-privacy-of-access-requesters-en.pdfDownload
36.21 KB
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Protecting personal and personal health information when working outside the office – 2007-04-01pn-bbt12-protecting-personal-and-personal-health-information-when-working-outside-the-office-en.pdfDownload
180.47 KB
What To Do When A Privacy Breach Occurs
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Privacy breach notification letter checklist – 2022-01-01pn-privacy-breach-notification-letter-checklist-en.pdfDownload
201.64 KB
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FIPPA privacy breach risk rating tool – 2022-01-01fippa-privacy-breach-risk-rating-tool-en.pdfDownload
152.74 KB
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Key steps in responding to privacy breaches under FIPPA and PHIA – 2022-01-01pn-key-steps-in-responding-to-privacy-breaches-en.pdfDownload
366.37 KB
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Reporting a privacy breach to Manitoba Ombudsman – 2007-03-01reporting-a-privacy-breach-to-manitoba-ombudsman-march-2007-en.pdfDownload
41.18 KB
Responding to Access Complaints to the Ombudsman
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Responding to a complaint about a refusal to correct personal information under FIPPA – 2022-01-07pn-responding-to-a-complaint-about-a-refusal-to-correct-personal-information-under-fippa-en.pdfDownload
136.04 KB
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Responding to a complaint about refusal of access under FIPPA – 2022-01-07pn-responding-to-a-complaint-about-a-refusal-of-access-under-fippa-en.pdfDownload
198.35 KB
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Making effective written respresentations in responding to complaints about refused access under FIPPA – 2009-06-012009-practice-note-3-en.pdfDownload
31.07 KB
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Changing the basis for a decision to refuse access – 2007-06-01pn-bbt14-changing-the-basis-for-a-decision-to-refuse-access-en.pdfDownload
27.11 KB
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Responding to a complaint about an extension of the time limit for responding under FIPPA – 2006-12-01pn-bbt9h-responding-to-a-complaint-about-an-extension-of-the-time-limit-for-responding-under-fippa-en.pdfDownload
24.45 KB
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Responding to a complaint about a failure to respond to an access request under FIPPA – 2006-12-01pn-bbt9a-responding-to-a-complaint-about-a-failure-to-respond-to-an-access-request-under-fippa-en.pdfDownload
19.44 KB
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Responding to a complaint about a refusal to grant a fee waiver under FIPPA – 2006-12-01pn-bbt9f-responding-to-a-complaint-about-a-refusal-to-grant-a-fee-waiver-under-fippa-en.pdfDownload
22.37 KB
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Responding to a complaint about the transfer of an access request under FIPPA – 2006-12-01pn-bbt9c-responding-to-a-complaint-about-the-transfer-of-an-access-request-under-fippa-en.pdfDownload
19.43 KB
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Responding to a complaint about a fee estimate under FIPPA – 2006-12-01pn-bbt9e-responding-to-a-complaint-about-a-fee-estimate-under-fippa-en.pdfDownload
19.46 KB
Responding to Privacy Complaints to the Ombudsman
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Responding to a complaint about disclosure of personal information under FIPPA – 2007-01-01pn-bbt10e-responding-to-a-complaint-about-disclosure-of-personal-information-under-fippa-en.pdfDownload
22.77 KB
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Responding to a complaint about collection of personal information under FIPPA – 2007-01-01pn-bbt10a-responding-to-a-complaint-about-collection-of-personal-information-under-fippa-en.pdfDownload
23.18 KB
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Responding to a complaint about use of personal information under FIPPA – 2007-01-01pn-bbt10c-responding-to-a-complaint-about-use-of-personal-information-under-fippa-en.pdfDownload
22.61 KB
Ombudsman Recommendations
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Responding to recommendations made by the ombudsman under FIPPA – 2022-01-07pn-responding-to-recommendations-made-by-the-ombudsman-under-fippa-en.pdfDownload
151.16 KB
Guidelines
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Guidelines for Implementing a Privacy Management Program for Privacy Accountability in Manitoba's Public Sector – 2017-07-13privacy-management-program-guidelines-en.pdfDownload
359.33 KB
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Privacy Guidelines for Administrative Tribunals on the Online Publication of Decisions – 2015-04-14admin-tribunal-guidelines-en.pdfDownload
493.59 KB
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Guidance for the use of body-worn cameras by law enforcement authorities – 2015-02-18final-guidance-e-en.pdfDownload
276.47 KB
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Video Surveillance Guidelines – 2015-02-12video-surveillance-guidelines-en.pdfDownload
835.56 KB
Time Frames
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Guideline on time frames for processing a FIPPA request – 2022-01-07pn-guideline-on-time-frames-for-processing-a-fippa-request-en.pdfDownload
146.67 KB
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