Open Data Policy

This policy defines the principles, rules, guidelines and framework for the implementation of Open Data by the City. Open Data is a corporate-wide program that supports the principles of Open Government by making City Data publicly available at no cost, subject only to certain restrictions, for the benefit of citizens, businesses, organizations and visitors of the City.

2.1 This policy applies to all employees including:

2.1.1 CMT members;

2.1.2 the CIO;

2.1.3 the Clerk; and

2.1.4 Supervisors/Managers/Directors.

3.1 It is the policy of the City to ensure that:

3.1.1 in accordance with Open Data Guiding Principles described in the Appendix, subject only to certain restrictions, City Data and information is open, available, reusable and provided at no cost to the public, including individuals, businesses and organizations;

3.1.2 Datasets adhere to rights of freedom of information, privacy, security and confidentiality, respecting applicable law, including MFIPPA, PHIPA and other law, rights and legal considerations relating to the Data;

3.1.3 a listing (data catalogue) of all Open Data, including links to access or download each Dataset is maintained on the Open Data Portal, which can be accessed on the City website;

3.1.4 Open Data is published in its original form to the fullest extent possible;

3.1.5 Open Data is of the appropriate quality and is relevant, timely, accurate and clear so as not to produce misleading or confusing information;

3.1.6 the public is given opportunity to have input on the Data that is provided on the Open Data Portal;

3.1.7 requests relating to updating the Open Data Portal are prioritised by the City based on the readiness and suitability of the Datasets for public release; and

3.1.8 an Open Data licence, procedures, glossary, and Data and Datasets are posted on the Open Data Portal to ensure responsive and responsible use of City information.

Employees

3.2 Any employee who breaches this policy may be subject to discipline up to and including dismissal.

4.1 CMT members are collectively and individually responsible for approving and directing compliance with this policy and are responsible for:

4.1.1 ensuring information at the City is managed in ways that assist in creating a culture of Open Government and information sharing by way of providing Open Data governance and oversight;

4.1.2 fostering Open Government leadership in recognition of the evolving democratic process;

4.1.3 assigning the mandate for Open Data policy and procedures for the City to the Clerk/CIO; and

4.1.4 assigning joint responsibility to Clerk/CIO as corporate lead(s) for Open Data, including awareness, training and issue resolution.

4.2 The CIO is responsible for:

4.2.1 resolving any issues or conflicts relating to this policy;

4.2.2 providing leadership and development of policies and procedures that support Open Data program, including risk assessment;

4.2.3 ensuring that the City creates and maintains an inventory of Datasets within its custody and control;

4.2.4 maintaining the Open Data License and Open Data Portal; and

4.2.5 providing final approval to release Datasets for publication and ensure the preservation and access to all Datasets.

4.3 The CIO and the Clerk are jointly responsible for:

4.3.1 assessing, prioritising, releasing and monitoring Datasets in accordance with this policy;

4.3.2 working with Supervisors/Managers/Directors and the CMT to identify and assess Datasets for publication,

4.3.3 assisting employees to prepare, publish, and release the Datasets to the Open Data Portal, and reviewing Datasets against the City's privacy protection requirements and any other legal considerations;

4.3.4 escalating issues and concerns related to non-compliance with the Open Data Policy to the CMT for resolution; and

4.3.5 monitoring public feedback, requests for Datasets and where possible assessing how the City’s Datasets are being used by the public.

4.4 Supervisors/Managers/Directors are responsible for:

4.4.1 identifying existing and potential Datasets for release as part of the Open Data program and working with the CIO on the planning and development of new Datasets, reviewing existing ones, publishing Datasets and archiving of superseded Datasets if required;

4.4.2 determining the frequency at which published Datasets are reviewed and updated, and communicate these schedules to the CIO;

4.4.3 providing clear and documented rationale when they are not able to provide Datasets to the CIO and/or why Data should be exempt from publication (e.g., because of legislation, contains personal, confidential or commercially sensitive information, security, or contains data for which the City does not have the necessary rights to make available as Open Data, etc.); and

4.4.4 identifying circumstances where they cannot comply with their roles and responsibilities outlined in the Open Data Policy to the CIO for review and recommendation to the CAO for an agreed upon course of action.

Breach of Policy

4.5 Employees are responsible for compliance with this policy and shall be aware that any employee who breaches this policy may be subject to discipline up to and including dismissal.