I'm a little bit confused with the question and way it has presented:
You says that your department "issuing the City Records to outsourced agency working for assessment of taxation" from one side, and you also want "provide them with the copies of the records charging the incurred cost
through Freedom Of Information process".
I think you should decide who is the requester of the job - you, or outside contractor - if you want somebody to provide you with information, in case your organization could not do it by itself, you need to provide that contractor with all information required to do the job done, and your organization is paying for it.
You ask "How flexible could we be in issuing original drawings (site
plans) to these folks as we are concerned with the records integrity and
security." - Are you going to provide contractor with the only one "copy" of original you have???
Also, where Freedom Of Information process stays here? - You can ask contractor to sign for confidentiality of records,information received, and final report. Also, contractor has to return all received documents and also to sign document for not using original information received from you in its future advertising, if you don't allow it.
Regards,
Alex Babin
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From: Mohammad Ahmad <[log in to unmask]>
To: [log in to unmask],
Date: 11/25/12 03:43 PM
Subject: Question Issuing City Records to outsourced agency
(working for tax assessment)!
Sent by: Records Management Program <[log in to unmask]>
Hi everyone,
I am a regular member viewing this amazing and responding to some of the
thoughts sometimes as well.
My question is issuing the City Records to outsourced agency working for
assessment of taxation. I work with an Ontario based Municipality, city`s
Planning and Building department as records coordinator. For estimation of
tax purposes we have contract with an outside agency. These folks send us
the request, we research and gather all the related records and make it
available to them for viewing.
We would like to know the current practices of facilitating any such
requests. How flexible could we be in issuing original drawings (site
plans) to these folks as we are concerned with the records integrity and
security. If we do not issue this outside agency these records, can we
provide them with the copies of the records charging the incurred cost
through FOI process.
We will also appreciate if you are able to share some of the real life
current practices ?
Thanks for your time and help in advance.
Regards,
Mohammad
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