Automated Decision Records - Mississauga Bylaw Requests
This guide explains how to request records relating to automated decision systems used by the City of Mississauga, Ontario. Automated decision records can include system descriptions, decision criteria, audit logs, source documentation and related communications held by city departments. The City processes these requests under provincial access-to-information rules and the City Clerk coordinates requests and responses. Use the steps below to identify the records you need, prepare a Freedom of Information (FOI) request, submit supporting details, and understand timelines, appeal paths and enforcement options. Official City guidance and provincial law are cited to help you follow the correct procedure.[1]
What are "automated decision" records?
Automated decision records are documents or data that explain how a software, algorithm, model or automated process makes a decision affecting individuals or city services. They may include system specifications, decision rules, input and output logs, audit trails, vendor documentation and procurement records.
How the request process works
Requests for automated decision records are normally handled as Freedom of Information requests to the City Clerk. The City follows provincial access law for processing, timelines, and exemptions; the provincial statute and oversight body provide appeal and review routes.[2][3]
Penalties & Enforcement
The enforcement framework for access to records and offences related to obstruction or improper disclosure is governed by provincial statute and provincial oversight. The City web pages describe how to file and contact the office that handles requests, while the provincial statute and the Information and Privacy Commissioner set enforcement and appeal powers.
- Fine amounts: not specified on the cited City page; provincial statute defines offences and penalties for contraventions of the access law.[2]
- Response timelines: statutory response times and any extensions are set by provincial law and described on the provincial pages; confirm specific days on the statute page.[2]
- Non-monetary sanctions: may include orders to disclose or correct records, and other administrative remedies through the provincial oversight office.[3]
- Enforcer and contact: the City Clerk handles requests and initial processing; appeals and orders are handled by the Information and Privacy Commissioner of Ontario.[1][3]
- Appeals/review: appeal to the provincial oversight office; time limits for appealing a City decision are set by provincial law and guidance on the oversight site.[3]
Applications & Forms
The City publishes guidance and the FOI request process on its access-to-information page and provides a request form or online submission instructions. Fees and any required application payment are identified under provincial rules and noted on official pages; consult the City page for the current submission method and the provincial statute for statutory fee details.[1][2]
- Form name: Freedom of Information request form (available from the City Clerk/Access page).[1]
- Fee: see the City page and provincial statute for application fee details and permitted charges.[1][2]
- Submission: follow the City Clerk instructions on the official City page for online, mail or in-person submission.[1]
Action steps to request automated decision records
- Identify the system, department, date range and specific record types you want (e.g., decision logs, criteria, vendor docs).
- Download or use the City FOI request form and complete all required fields; attach sample records or screenshots if available.[1]
- Include any required application fee as directed by the City page and provincial guidance.[1][2]
- Submit to the City Clerk by the method indicated and keep proof of delivery.
- If dissatisfied, follow the appeal instructions with the Information and Privacy Commissioner; note statutory appeal deadlines on the oversight site.[3]
FAQ
- What counts as an automated decision record?
- Records that document how an automated process makes decisions, including algorithms, decision rules, logs, vendor manuals and related procurement records; scope may vary by department and is subject to exemptions on the City page.[1]
- How long will the City take to respond?
- Response timelines follow provincial rules; the City page explains processing steps and applicable extensions, and the provincial statute provides statutory response time details.[1][2]
- Can I get source code or training data?
- Access to source code or training data may be restricted by exemptions such as proprietary or privacy interests; requestors should specify why the record is needed and be prepared for redactions as described by the City and provincial guidance.[1][2]
How-To
- Locate the City of Mississauga access-to-information page and review the guidance and available request forms.[1]
- Describe the automated system and the exact records you want, with date ranges and keywords.
- Complete the FOI request form, attach supporting information, and include any required fee as directed.
- Submit the request to the City Clerk by the prescribed method and retain proof of submission.
- If the response is unsatisfactory or delayed, follow the appeal process with the provincial oversight office within statutory time limits.[3]
Key Takeaways
- Requests for automated decision records go through the City Clerk under provincial access law.
- Be precise in describing systems, records and date ranges to reduce search time and fees.
- Appeals and enforcement are handled by the provincial oversight office if the City decision cannot be resolved locally.
Help and Support / Resources
- City of Mississauga - Access to Information and Privacy
- City of Mississauga - By-law Enforcement
- City of Mississauga - Planning and Development
- City of Mississauga - Licences and Permits