Corporate Information Management Services promotes open government and safeguards the City's information assets by providing leadership on information management policies and strategies, supporting City programs in their information management practices and ensuring appropriate public access to City records and information.
The unit receives and processes freedom of information requests for the entire City and manages responses to access appeals filed with the Office of the Information and Privacy Commissioner of Ontario.
Through the City Archives, the unit preserves and makes accessible the archival records of the City and engages the community with public outreach activities and exhibits. The unit offers curriculum-based information sessions for students through the Municipal Education Program.
In addition, the unit provides design, off-set printing and high-speed copying services, courier and mail distribution for the City administration.
Election Services manages and conducts the municipal election, by-elections, referendums and appointments to Council vacancies.
As part of the election process, the unit manages the filing and disclosure of candidates' financial statements, and administers the rebate program for contributions to municipal election campaigns.
The unit also manages issuing of lottery licences and other gaming services to eligible charitable, religious and non-profit organizations.
Strategic Protocol and External Relations, often referred to as Toronto Protocol, profiles the City of Toronto in a politically sensitive and positive manner by providing overall direction and leadership in all aspects of the City’s protocol function, such as organizing and managing ceremonial events and visits by dignitaries and delegations.
The unit manages flag raisings, corporate awards and recognition, and coordinates conferences and seminars. In addition, the unit creates and produces congratulatory messages, proclamations and the Mayor’s protocol correspondence. Translation, interpretation, photography and videography services are also part of Strategic Protocol and External Relations.
Secretariat facilitates government decision-making by managing meetings of City Council and its committees, coordinating appointments of citizens and members of Council to committees and special purpose bodies, and providing easy public access to Council’s decision-making processes and information. The unit maintains the Toronto Municipal Code and City by-laws for easy access by City officials, members of Council and the public. The unit also sends out planning and other public notices as mandated by legislation.
Secretariat also provides services to the public that are mandated by the provincial government, including issuing of marriage licences, providing access to assessment rolls (property listings), and issuing burial permits. The unit also administers wedding chamber bookings, manages municipal clearance for liquor licenses and coordinates polls for City divisions on matters of local interest such as traffic calming and boulevard cafes. Secretariat staff may act as commissioners of oath for City business.
Strategic Integration and Excellence unit provides administrative, financial and information technology support to the Mayor’s Office, City Councillor offices, accountability officers, and all units within the City Clerk’s Office. The unit promotes accountability and compliance of these offices with Council approved policies and procedures.
As part of its financial support, the unit prepares the online disclosure of Councillor expenses. Council reception staff are also part of the Strategic Integration and Excellence unit.
In addition, the unit provides strategic planning support to the City Clerk's Office, and receives and registers written complaints for the Office, official correspondence, and insurance claims against the City.