Property File Access

Requesting property file information

As of January 1, 2024, a minimum fee of $75 applies to all archive file access requests.

To request property file information, complete the agent authorization form [PDF - 1.1 MB] and email it to building@courtenay.ca. Staff will contact you with details about your request and payment options if you need digital copies of drawings. 

Accessing property records

Under the Freedom of Information and Protection of Privacy Act (FIPPA), some records maintained by the City’s Building department are public and available for viewing and copying. Below is an overview of accessible records and how to request them.

To access building records for a specific property, submit a completed agent authorization form [PDF - 1.1 MB] and email it to building@courtenay.ca. Requests take 48 to 72 hours (excluding weekends) to process. Staff will notify you when files are ready for viewing.

Non-digital files will be available for 30 days before being returned to the archive. 

Copies of building records can be provided, except for copyrighted materials and surveys. Fees for copies are listed in the Fees and Charges Amendment Bylaw No. 3107, 2023.

Before submitting an agent authorization form, review where to find property information [PDF - 87 KB] to see if the information is available from the City of Courtenay or another entity, such as the Land Titles Office.

Information 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 it reveals details about a licence, permit or other discretionary benefit, including:

  • the name of the third party to whom the item applies
  • what the item grants 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 includes, but is not limited to:

  • property owners’ names
  • personal contact information (addresses, phone numbers, etc.)
  • financial information
  • correspondence documents
  • file comments and notes