Release of Records

Many records held by the Cowichan Valley Regional District (CVRD) are routinely (readily) available to the public. The Records Release Chart (the Chart), is a guide to common record types held by the CVRD and their availability. In many cases, staff may be able to answer your questions verbally, bypassing the need for a formal Freedom of Information (FOI) request.  The department or agency to contact for verbal information regarding a record is identified in the first column of the Chart titled Usual Source of the Record. Some documents may be obtained from outside agencies such as: BC Assessment; the Land Title and Survey Authority of BC; the Agricultural Land Commission; Service BC; or other BC government agencies.

Member Municipalities

Regional Districts do not perform all of the functions generally carried out by municipalities, i.e., business licencing.  If you live or conduct business within a member municipality (City of Duncan, District Municipality of North Cowichan, Town of Ladysmith, or Town of Lake Cowichan), contact them directly to obtain access to the records listed below. 

If you live or conduct business within an electoral area of the CVRD, you are encouraged to speak to staff in the applicable departments regarding bylaws that may regulate these activities in your area:

• Burning Information (Public Safety Division)
• Business Licences (Land Use Services Department)
• Commercial Vehicle Licences (Service BC - Duncan Location)

Requesting Records

To initiate a formal request to access records that are not readily available, please complete the Request for Access to Records Form and submit it to the Legislative Services Division.  Please note that pursuant to Section 75 of the Freedom of Information and Protection of Privacy Act, (the Act), fees may be charged for limited and specific services associated with processing formal requests for records.  Therefore, any costs incurred for researching, processing, and reproducing information can be charged back at a rate consistent with Schedule 1 of the Freedom of Information Protection of Privacy Regulation, B.C. Reg. 123/2014.  Reproduction charges also apply for requests made for readily available material.

Managing Personal Information

The CVRD collects personal information for program delivery or operational purposes.  Methods of collection include: application forms; questionnaires; surveys; telephone calls; and letters.  The CVRD only discloses personal information for a consistent purpose and in accordance with the Act.  If you have a concern regarding how your personal information is collected, stored, or disclosed please contact the CVRD Information & Privacy Officer.  Please note that various Licence and Permit application forms utilized by the CVRD include statements in which applicants provide written consent to the routine release of personal information.

For more information regarding how to access information or request a change to personal information pursuant to the Act contact the Legislative Services Division, 250.746.2503 or toll free 1.800.665.3955