Property File Access

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To make a property file information request please email a completed "Letter of Authorization, Property File Access" in the "General Inquiries" section below to Staff will contact you with information on specific request and on how to make a payment should you request digital copies of drawings. 

Letter of Authorization-Property File Access FILLABLE.pdf [PDF - 309 KB]

General Inquiries

Under the Freedom of Information and Protection of Privacy Act (FIPPA), certain portions of the records maintained by the City’s Building Department are public information and are available for viewing and copying. The following is a brief description outlining the types of records that are accessible and the steps required to view them.

For requests relating to building records that pertain to specific properties, a completed  "Letter of Authorization-Property File Access FILLABLE.pdf [PDF - 309 KB] "will be required to be submitted to the Development Services Department. Please allow 48 - 72 hours (excluding weekends) for Development Services staff to produce the requested documents. Staff will provide notification once the files are ready for viewing. Non-digital files will be kept available for 30 days; after that time they will be returned to the archive. 

Copies can be obtained of building records (excluding copyrighted materials and surveys). Fees for copies are listed in the Fees and Charges Bylaw - Freedom of Information and Protection of Privacy [PDF - 15 KB]. Before submitting a Letter of Authorization to the Development Services, please view the "Where to Find Property Information [PDF - 87 KB]" bulletin to determine if the desired information will be available from the City of Courtenay or if it is provided by another entity (such as the Land Titles Office).

Informaton That Can be Released

Under section 22(4)(i) of the FIPPA a disclosure of personal information is not an unreasonable invasion of a third party's personal privacy if, the disclosure reveals details of a licence, permit or other discretionary benefit, including:

  • the name of the third party to whom the item applies
  • what the item grants the third party or authorizes the third party to do
  • the status of the item
  • the date the item was conferred or granted
  • the period of time the item is valid
  • the date the item expires

Information That Cannot be Released

Under Section 15(1)(l) of FIPPA the head of a public body may refuse to disclose information to an applicant if the disclosure could reasonably be expected to harm the security of any property or system, including a building. This would include but is not limited to:

  • Property owners names
  • Personal contact information, addresses, phone numbers etc.
  • Financial information
  • Correspondence documents
  • File comments and notes

Letter of Authorization-Property File Access FILLABLE.pdf [PDF - 309 KB]