Belleville approves Routine Disclosure and Active Dissemination Policy

The Routine Disclosure and Active Dissemination Policy and Program provides a framework for the City to routinely and proactively release non-confidential records, thereby enhancing transparency and public access to information.

• Routine Disclosure refers to the automatic release of certain records in response to informal requests.
• Active Dissemination involves the regular publication of information without any request. These practices have become standard in many Ontario municipalities, supporting improved customer service, more efficient records access, and a reduction in administrative workload associated with formal FOI processing.

Staff recommendation

Adopting the Routine Disclosure and Active Dissemination Policy represents a proactive step in enhancing transparency, improving access to municipal information, and streamlining service delivery. This approach will reduce reliance on the formal FOI process, support legislative compliance, and align with modern municipal best practices. Staff recommend Council approval of the policy, with implementation to follow under the direction of the City Clerk.

The implementation of the Routine Disclosure and Active Dissemination Policy and Program is expected to result in long-term administrative efficiencies, including a reduced volume of formal FOI requests and faster service for members of the public. Initial staff time will be required to review and identify eligible records and to update internal processes. These efforts will be coordinated through the City Clerk’s Office and supported by departmental staff.

There may be minimal costs associated with staff training, public communications, and updates to the City’s website to accommodate publication of records. These costs are expected to be absorbed within existing budgets. Where appropriate, departments may incorporate cost-recovery mechanisms for processing large or complex Routine Disclosure requests, in accordance with the City’s Fees and Charges Bylaw.