Freedom of Information Records List

Subject Heading	Department of Record	Availability
Access to Information Requests (FOIPPA)	Legislative Services	FOI Request Required
Accident Reports - Employees	Human Resources	FOI Request Required
Accident Reports - Other	Human Resources	FOI Request Required
Accounts Payable - General Information	Finance	Routine
Accounts Payable - Individual Vendors Files	Finance	FOI Request Required
Accounts Payable - Invoices	Finance	FOI Request Required
Accounts Receivable - General Information	Finance	Routine
Accounts Receivable - Individual Account Files	Finance	FOI Request Required
Administration - Organization Charts	Human Resources	Routine
Advertising - Statutory Notices for Public Hearings, OCP, Rezoning Applications etc.	Various	Routine
Agreements	Legislative Services	FOI Request Required
Agricultural Land Commission - Individual Case Files	Community Development	FOI Request Required
Application Forms (completed) - Various	Human Resources	FOI Request Required
Arbitration Decisions	Human Resources	FOI Request Required
Assessment Roll/Information - Please contact BC Assessment Authority		Available from 3rd party
Audits/Auditor's Reports	Finance	FOI Request Required
Awards - Nomination Forms/Applications	Legislative Services	FOI Request Required
Benefits - Employee	Human Resources	FOI Request Required
Board of Variance - Applications and supporting documents	Planning and Design	FOI Request Required
Board of Variance - Minutes and Agendas	Planning and Design	Routine
Bonds and Letters of Credit	Finance	FOI Request Required
Budgets - Annual	Finance	Routine
Budgets - Capital	Finance	Routine
Budgets - Draft	Finance	FOI Request Required
Budgets - General Information	Finance	Routine
Budgets - Operating - Final	Finance	Routine
Budgets - Yearly Financial Report	Finance	Routine
Building Permits (Including Plumbing, Occupancy) - General Information	Building	Routine
Building Permits - Inspection Reports/Notices of Rejection	Building	FOI Request Required
Building Plans/Drawings	Building	FOI Request Required
Building Regulations and General Information	Building	Routine
Buildings - Individual Case Files	Building	FOI Request Required
Buildings - Municipally Owned - Individual Case Files	Real Estate	FOI Request Required
Burial Permits	Finance	Routine
Burning Permits	Fire Rescue	Routine
Business Licenses - Applications	Business Licensing	FOI Request Required
Business Licenses - General Information	Business Licensing	Routine
Business Licenses - Individual Case Files	Business Licensing	FOI Request Required
Bylaw Enforcement / Complaints	Bylaw Services	FOI Request Required
Bylaws	Legislative Services	Routine
Bylaws - Draft	Legislative Services	FOI Request Required
Cheques/Cheque Requisitions	Finance	FOI Request Required
Claims - General Information	Legislative Services	Routine
Claims - Individual Case Files	Legislative Services	FOI Request Required
Classifications - Jobs	Human Resources	Routine
Collective Agreements - Draft	Human Resources	FOI Request Required
Collective Agreements - Final	Human Resources	Routine
Committee Appointments - Applications	Legislative Services	FOI Request Required
Committees - Internal/Staff - Agendas/Minutes	Legislative Services	FOI Request Required
Committees, Commissions, Boards Closed - Agendas/Minutes	Legislative Services	FOI Request Required
Committees, Commissions, Boards Open - Agendas/Minutes	Legislative Services	Routine
Competitions - Jobs	Human Resources	FOI Request Required
Complaints	Various	FOI Request Required
Contracts / Agreements / Leases	Legislative Services, Purchasing, Real Estate	FOI Request Required
Council - Correspondence	Mayor's Office	FOI Request Required
Council - Financial Disclosure Forms	Legislative Services	Routine
Council - Indemnities / Remuneration	Legislative Services	Routine
Council - Personal Information	Legislative Services	FOI Request Required
Council - Policies	Legislative Services	Routine
Council Meetings (In Camera) - Minutes / Agendas / Reports / Resolutions	Legislative Services	FOI Request Required
Council Meetings Open - Minutes / Agendas / Reports / Resolutions	Legislative Services	Routine
Criminal Record Checks - Staff and Volunteers	Human Resources	FOI Request Required
Debt and Debenture	Finance	FOI Request Required
Demographic Data		Routine
Department Policies	Various	Routine
Design Guidelines	Planning and Design	Routine
Development - Guidelines	Planning and Design	Routine
Development - Individual Area Plans		Routine
Development Cost Charges	Building	Routine
Development Permits & Development Variance Permits	Planning and Design	Routine
Development Permits & Development Variance Permits - Applications	Planning and Design	FOI Request Required
Development Permits & Development Variance Permits - Individual Files	Planning and Design	FOI Request Required
Dog Licenses	Finance	FOI Request Required
Easements / Rights of Way / Encroachments / Restrictive Covenants	Engineering / Subdivision / Planning / Real Estate	Routine
Elections - Campaign Financing Disclosure Forms	Legislative Services	Routine
Elections - List of Registered Electors	Legislative Services	FOI Request Required
Elections - Nomination Papers	Legislative Services	Routine
Elections - Results	Legislative Services	Routine
Emergency Measures - Business Recovery Plans	Fire Rescue	FOI Request Required
Emergency Measures - City's Emergency Plan	Fire Rescue	FOI Request Required
Employee Benefits	Human Resources	FOI Request Required
Employee Classification	Human Resources	Routine
Employees - Individual Files - Non-Union Employees	Human Resources	FOI Request Required
Employees - Individual Files - Union Employees - Current	Human Resources	FOI Request Required
Employees - Individual Files - Union Employees - Terminated	Human Resources	FOI Request Required
Employment Applications/Resumes	Human Resources	FOI Request Required
Engineering Project Files	Engineering	FOI Request Required
Expense Accounts - Council/Staff	Finance	Routine
Expense Claims - Council/Staff	Finance	Routine
Facilities - Municipally Owned		FOI Request Required
Financial Audits	Finance	FOI Request Required
Financial Disclosure Forms	Legislative Services	FOI Request Required
Financial Statements	Finance	Routine
Fire Cause Determination Reports	Fire Rescue	FOI Request Required
Fire Incident Reports	Fire Rescue	FOI Request Required
Fire Inspection Reports	Fire Rescue	FOI Request Required
First Aid/WCB Reports	Human Resources	FOI Request Required
Freedom of Information and Protection of Privacy - Individual Requests for Information/Change of Personal Information	Legislative Services	FOI Request Required
Garbage Collection/Recycling Calendar	Public Works	Routine
Geographic Information System (GIS) - Database and Mapping Information	Engineering / Planning and Design	Routine
Government Protocols and Cost-Sharing Agreements	Legislative Services	FOI Request Required
Grants from the City - General Information	Finance	Routine
Grants from the City - Requests / Applications	Finance	FOI Request Required
Grants to the City - General Information	Finance	Routine
Grievances - Individual Files	Human Resources	FOI Request Required
Heritage Inventory		Routine
Heritage Revitalization Agreements		Routine
Homeowner Grants - Provincial	Finance	FOI Request Required
Illegal Suites - Complaints	Building	FOI Request Required
Illegal Suites - Lists	Building	FOI Request Required
Inspection Reports - Building	Building	FOI Request Required
Inspection Reports - Fire	Fire Rescue	FOI Request Required
Inspections - Workers Compensation Board	Human Resources	FOI Request Required
Insurance - Employee Benefits	Human Resources	FOI Request Required
Insurance Policies	Finance	FOI Request Required
Inventories and Asset Control	Finance	FOI Request Required
Invoices	Finance	FOI Request Required
Job Descriptions	Human Resources	Routine
Job Evaluations	Human Resources	FOI Request Required
Labour Negotiations	Human Resources	FOI Request Required
Land Sale / Options / Exchange / Transfer	Real Estate	FOI Request Required
Leases	Real Estate	FOI Request Required
Legal Advice - Legal Opinions, Litigation, Case Files, Invoices, Costs	Legislative Services	FOI Request Required
Licenses - Applications	Business Licensing	FOI Request Required
Licenses - General Information	Business Licensing	Routine
Licenses - Individual Files	Business Licensing	FOI Request Required
Liquor Licenses	Planning and Design	Routine
Long Term Disability - Individual Files	Human Resources	FOI Request Required
Management Reviews	Human Resources	FOI Request Required
Mission Statement	Human Resources	Routine
News/Media Releases		Routine
Nomination Papers - Elections	Legislative Services	Routine
Notice of Intent and Demolition	Bylaw Services	FOI Request Required
Occupancy Permits - See Building Permits	Building
Official Community Plan (OCP)		Routine
Operating Budgets - see Budgets	Finance
Organization Reviews/Audits	Human Resources	Routine
Parade and Banner Permits	Engineering	Routine
Parcel Tax Roll Review Panel Agendas/Minutes	Legislative Services	Routine
Parking Permits	Bylaw Services	Routine
Parking Tickets/Enforcement	Bylaw Services	FOI Request Required
Payroll	Finance	FOI Request Required
Performance Planning and Review	Human Resources	FOI Request Required
Policies - (See Council or Department)
Proclamations (on website)	Legislative Services	Routine
Property Taxes	Finance	Routine
Public Hearings - Minutes / Agendas / Notices	Legislative Services	Routine
Purchase Orders	Finance	FOI Request Required
Quotations	Finance	FOI Request Required
Reclassifications	Human Resources	FOI Request Required
Recreation Programs - Applications / Registrations		FOI Request Required
Recreation Programs - General Information		Routine
Recreation Surveys		FOI Request Required
Remuneration - Staff	Human Resources	Routine
Reports - Annual	Finance	Routine
Reports - Financial	Finance	Routine
Rezoning - Applications	Planning and Design	FOI Request Required
Rezoning - General Information	Planning and Design	Routine
Rezoning - Individual Case Files	Planning and Design	FOI Request Required
Rezoning - Notifications	Planning and Design	Routine
Rights of Way - Easements	Engineering/Real Estate	Routine
Secondary Suites - Complaints	Building	FOI Request Required
Secondary Suites - List	Building	FOI Request Required
Sign Permits	Planning and Design	Routine
Signs - Inspections	Planning and Design	Routine
Special Events/Occasion Permits	Planning and Design	Routine
Street Busker Permits	Business Licensing	FOI Request Required
Street Use Permits	Engineering	Routine
Street Vendor Permits	Business Licensing	Routine
Subdivisions - Applications	Subdivision	FOI Request Required
Subdivisions - Plans	Subdivision	FOI Request Required
Survey Certificates	Building	Routine
Tax Exemptions	Finance	Routine
Taxation Assessments - General	Finance	Routine
Taxes Paid	Finance	Routine
Telephone Bills	Finance	FOI Request Required
Tenders (Purchasing)	Finance	Routine
Timesheets (Payroll)	Finance	FOI Request Required
Traffic Control - Complaints	Engineering	FOI Request Required
Training and Development - General Information	Human Resources	Routine
Training and Development - Individual Employee	Human Resources	FOI Request Required
Travel Advances	Finance	FOI Request Required
Travel Allowances and Expenses	Finance	Routine
Tree Cutting - Applications	Subdivision/Engineering	Routine
Tree Cutting - Permits	Subdivision/Engineering	Routine
Unsightly Premises	Bylaw Services	FOI Request Required
Variance Permits - see Development and Development Variance Permts	Planning and Design
Vehicle Permits - see Commercial Vehicle Licenses/Permits	Public Works
Vendors/Suppliers	Finance (Purchasing)	FOI Request Required
Workers Compensation Board (WCB) - Claims	Human Resources	FOI Request Required
Workplace Inspection Reports	Human Resources	FOI Request Required
Works and Services Agreement	Engineering	Routine
Zoning and Rezoning - General Information & Regulations	Planning and Design	Routine
Zoning and Rezoning - Individual Applications & Supporting Documents	Planning and Design	FOI Request Required
Zoning and Rezoning - Individual Files	Planning and Design	FOI Request Required
Zoning and Rezoning - Public Hearing Notices / Agendas / Notes / Reports to Council / Letters of Support or Objections	Planning and Design	Routine

Last updated: May 26, 2026

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Information collected on this form is done so under the general authority of the Community Charter and Freedom of Information and Privacy Protection Act (FOIPPA), and is protected in accordance with FOIPPA. Personal information will only be used by authorized staff to fulfill the purpose for which it was originally collected, or for a use consistent with that purpose.

For further information regarding the collection, use, or disclosure of personal information, please contact the Legislative Services Office at 250-755-4405 or at foi@nanaimo.ca

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