Records Management, Access & Privacy plan and budget
Records Management, Access & Privacy provides the framework and tools for the effective management, protection, preservation and release of records by the Corporation.
Our customers
- Business Unit Records Coordinators
- City Administration
- Analysts and leaders looking to innovate or change processes
- Applicants and affected individuals under Freedom of
- Information and Protection of Privacy (FOIP) Act
- Archival researchers
- Media
Our partners
- Information Technology
- Corporate Security
- Business unit records and information specialists
- Freedom of Information and Protection of Privacy (FOIP) Program Administrators in all business units
- Law
- Customer Service & Communications
- Facilities Management
- Corporate Analytics & Innovation
- Glenbow Museum
- Calgary Public Library.
Value to Calgarians
- ensures that The City of Calgary is able to manage, protect, preserve and access its records to meet operational, legal and financial requirements, and support an open and transparent government
- builds trust with Calgarians by ensuring a balance between the public's right to know and an individual's right to privacy
- manages records improves the accessibility of information to support the effective running of The City
- preserves records ensures availability for future generations of Calgarians
What we deliver
- Develops and maintains the framework and governance for the records management program and provides advice and training about records management.
- Acquire, preserve and provide access to The City’s archival records and maintain corporate memory by providing historic context.
- We disclose records to requestors, investigate privacy breaches, and evaluate privacy impact assessments.
Budget breakdown
Operating and capital budgets explained
The City develops two budgets to create impact aligned with Council’s Strategic Direction:
- The four-year (2023-2026) operating plans and budgets
- The five-year (2023-2027+) capital plans and budgets
The operating budget includes revenues, recoveries and spending related to ongoing operations. These include:
- Salaries, wages and benefits.
- Day to day programs, maintenance and services.
- Administration costs (e.g., insurance).
- Fuel
- Utilities
- Capital financing costs.
The City's total net operating budget is zero. This means we budget to collect the revenue needed to deliver services to Calgarians — no more, no less. We collect this revenue through property taxes and other sources.
The capital budget pays for long-lived assets. These provide the foundation for the services Calgarians rely on. They include:
- Maintenance of current infrastructure (e.g., bridges, buildings and playgrounds).
- Upgrades to existing community infrastructure.
- New infrastructure to provide services in areas that are underserved (e.g., Green Line).
- New infrastructure for growing areas of the city.
Learn more about our 2023-2026 Service Plans and Budgets.
See how the budget has been adjusted since November 2022
Measuring performance
We are measuring our performance in five areas. Each value is the goal we expect to reach by 2026.
What we've heard
Calgarians have reported their opinion that The City does not publish enough information routinely or proactively. Citizens have suggested that being able to rely on the expertise of City staff in matters of privacy, records, and information access is particularly important.
For the majority of employees polled, privacy is a consideration in their role at least ‘often’ and nearly all are confident they are reasonably protecting personal information. Half have taken the available Freedom of Information and Protection of Privacy (FOIP) Act online training. Employees also reported that further increasing all employees' awareness of privacy and information responsibilities is needed.
What we're watching
- Leading privacy practices are evolving and The City needs to mature its privacy management program in order to not be left behind in the face of increasing public expectations of the protection of personal information.
- Increasing use of technology around the organization to provide programs and services will require that privacy is a consideration in service delivery.
- Public expectations of open and transparent government will increase the number access to information requests and will put a focus on the privacy management program.
- We anticipate a further increase in the electronic records generated by the organization.
- Increasing public interest in archival records and its potential impacts on ease of access to the information emphasizes The City's responsibility to preserve and maintain access to information for future generations.
- Insufficient response to these expectations poses reputational and legal risks.
Our initiatives
What we plan to do
We will continue to provide the framework and tools for the effective management, protection, preservation and release of records by the Corporation.
How we're going to get there
- Will foster openness, transparency and public trust through the effective and consistent management of City records through their lifecycle and an overarching Protection of Privacy Administration Policy.
- Demonstrate The City's commitment to earning and maintaining public trust by exceeding privacy requirements prescribed by Freedom of Information and Protection of Privacy legislation and being transparent about The City's internal governance structures and privacy practices by developing and implementing the recommendations of the Privacy Program Strategic Plan.
- Improve the public user experience by increasing access to archival records and maintaining that access to information for future generations through the launch a new archival collection management software system, ArchivEra.
- Increase records and information disposition compliance by promoting an increased rate of submission and faster, simpler processing through changes designed to modernize and simplify the disposition process.
- A centralized file management system will automate workflow and streamline processes to ensure effective and efficient resolution of access and privacy files.