Annual Report to Parliament on the Administration of the Access to Information Act and the Privacy Act — April 1, 2021 to March 31, 2022

1. Introduction

The Department of Agriculture and Agri-Food Canada (AAFC) presents to Parliament its Annual Report on the Administration of the Access to Information Act (ATIA) and the Privacy Act (the Acts) for fiscal year April 1, 2021 to March 31, 2022. This report is prepared and tabled in accordance with section 94 of the Access to Information Act, section 72 of the Privacy Act and section 20 of the Service Fees Act.

In accordance with the Treasury Board of Canada Secretariat requirements, this report provides an overview of the activities of AAFC in administering its responsibilities under the Acts. Agriculture and Agri-Food Canada’s Access to Information and Privacy (ATIP) Office is responsible for the administration of Access to Information and Privacy Acts and related matters within the Department. The Department is committed to openness and transparency and making every reasonable effort to assist Canadians to accessing records held within AAFC.

About Agriculture and Agri-Food Canada

Agriculture and Agri-Food Canada supports the Canadian agriculture and agri-food sector through initiatives that promote innovation and competitiveness.

For more information about AAFC, please visit the AAFC website.

Purpose of the Access to Information Act

The ATIA gives Canadian citizens and permanent residents of Canada the right to access information contained in federal government records, subject to certain specific and limited exceptions and provides a mechanism for redress under independent review. The ATIA is intended to complement existing means of obtaining information from, and enable public debate on its democratic institutions.

Purpose of the Privacy Act

The Privacy Act protects an individual's privacy by setting out provisions related to the collection, retention, accuracy, disposal, use and disclosure of personal information. It also gives Canadian citizens and permanent residents of Canada the right of access to information about themselves held by the federal government, with certain specific and limited exceptions.

2. Organizational Structure

Governance

Administration of the Acts is the primary responsibility of the AAFC ATIP Office, which is part of the department’s Public Affairs Branch. The ATIP Office processes all requests for information and coordinates all activities related to the Acts, along with associated regulations, directives and guidelines.

Access to Information and Privacy Operations Unit

The Access to Information and Privacy Operations unit is responsible for the management, monitoring, and processing of all request types, including access to information, consultation requests, privacy, informal requests, and proactive disclosure. The unit manages and oversees the monitoring and measurement of departmental performance related to the access to information and privacy compliance in accordance with legislative timeframes, and responds to access to information and privacy complaint investigations.

ATIP Policy and Systems Unit

The ATIP Policy and Systems unit provides advisory services primarily related to privacy protection for departmental activities, as well as for the various Grants and Contribution and Business Risk Management programs developed to support Canada’s agricultural sector and its producers and processors. Specifically, the unit provides advice on matters concerning the collection, use and disclosure of personal information necessary to operate these programs and offers effective recommendations and strategies for mitigating risks to privacy that may be present.

Responsibilities include:

  • The development of privacy policies, procedures and practices;
  • The delivery of privacy training and awareness programs to staff;
  • Assessing and reporting on privacy breaches;
  • Coordinating the department's input of InfoSource; and
  • Providing privacy analysis and advice using a number of tools including Privacy Impact Assessments (PIA) and Privacy Protocols.

Secondary functions of the unit include management of ATIP operations-related software such as Access Pro Case Management and Redaction, as well as the procurement requirements of new systems. Additionally, this unit oversees departmental reporting requirements for the Annual Reports to Parliament on the Access to Information Act and the Privacy Act, as well as internal departmental weekly reporting requirements and quarterly services standard reports to facilitate compliance with legislative timeframes.

Employees supporting the ATIP Office

The ATIP Office team is comprised of a variety of positions that help to support the mandate and operations of the office. These include:

  • Director (1)
  • Manager, Access to Information and Privacy Operations (1)
  • Manager, ATIP Policy and Systems (1)
  • Senior ATIP Policy Advisor (1)
  • Senior ATI Analysts (3)
  • Junior ATI Analyst (2)
  • Senior Privacy Policy Analyst (1)
  • Privacy Analyst (1)
  • Administrative Support (1)
  • Contractor supporting ATIP Operations full-time (1)
  • Contractor supporting Privacy Policy part-time (1)
  • Students (2)

The cost of administering the ATIP Office (for both access to information and privacy matters as recorded in the Statistical Reports) during the reporting period was $1,313,337 which included 11.958 full-time employees and 1.130 student person years (or $1,007,478 in salaries and $274,841 for professional services).

3. Delegation of Authority

Subsection 95(1) of the Access to Information Act and section 73 of the Privacy Act provides for the Minister of AAFC to delegate the powers, duties and functions designated by the Acts.

The delegation of authority for the administration of the Access to Information Act and the Privacy Act includes the Assistant Deputy Minister, Public Affairs Branch (PAB), the Director General, Communications Services (PAB), and the Director of ATIP and Translation Services, who have full delegated authority to approve exemptions in accordance with the delegation of authority instrument approved by the Minister in October 2020. Certain administrative functions as well as some authority to apply exemptions and approve release packages are also delegated to the ATIP Managers to enhance efficiency in request processing.

The delegation of authority instrument for the administration of the Acts is appended hereto at Annexes A, B, C and D.

4. Performance

Overview

AAFC’s ATIP Office has taken significant steps year over year to maintain compliance with the Acts. This year was no exception as requests processed during this period were responded to within legislated timelines. The ATIP Office faced some challenges including those that lingered from the onset of the COVID-19 Pandemic, the increasing number of carried over files from the previous reporting periods and difficulties in retaining staff. However, the ATIP Office found ways to continue to adapt in order to meet legislative timelines this year and as a result, there were fewer extensions invoked overall during this reporting period in comparison to the previous period. Processes were streamlined and the ATIP Office adjusted more effectively to its new way of working remotely. The ATIP Office also commissioned an Advisory Audit, began the process of creating an ATIP Officer Development Program, began revamping its Privacy Program and started to prepare the transition to a new Case Management System.

Covid-19

This reporting period represented the second consecutive full year in which the effects of the pandemic were felt. In this time many institutions, including AAFC, reported being able to resume full operation capacity. Compared to last year, this meant that physical access to work sites were provided on an as-needed basis for materials exceeding network security or where paper born files were still requested.

This development helped close almost as many files as were opened in 2021-2022 and cap the increase of carried over files to 39 this year from the previous 38 in 2020-2021 (both Access and Privacy streams counted). The ATIP Office is well positioned in to fulfill its legislative obligations under the Acts in the hybrid work environment as a result of having fully transitioned to a digital-first, paperless approach.

ATIP Operations

During 2021-2022, ATIP Operations processed 313 requests during the 2021-2022 reporting period (107 access requests, 19 privacy requests, 114 informal requests and 73 consultation requests). This represents an increase of 41 files from the previous reporting year and demonstrates the public’s continued interest in AAFC’s information. It also shows the department’s commitment to ensuring that information is transmitted in a timely fashion in accordance with the Acts.

Topics of primary interest in 2021-2022 included carbon pricing rebates for farmers, emission reduction targets, the brown rugose fruit (ToBRFV) tomato virus, AAFC participation in the Climate Change Conferences and bilateral relations with China.

Privacy Policy

Over the course of 2021-2022, AAFCs’ programs have continued to adopt a privacy-by-design approach to new and existing programs and activities. The ATIP Policy and Systems unit received 30 privacy inquiries from AAFC clients seeking guidance on the collection, use and disclosure of personal information required for the administration of various new and existing programs and activities.

This represents a decrease of 3 privacy inquiry files from the previous reporting year. Requests for input on Privacy Impact Assessment files have increased resulting in 5 PIA-based requests, an increase of 3 files over the previous fiscal year. As the Department continues to explore new innovative privacy-by-design measures for new programming and activities, and training campaigns in order to broaden the department’s collective understanding of privacy requirements, it is anticipated that these requests will continue to expand.

Departmental Context for 2021-2022

Fiscal year 2021-2022 was a challenging year for Agriculture and Agri-Food Canada as the response to the pandemic continued to bring about a large number of changes, including how the Department worked, where employees worked, and the rapid shift in sector engagement and priorities.

In 2021-2022 AAFC:

  • Worked with its partners to anticipate and meet the needs of Agricultural producers and processors still facing labour market challenges with hosting temporary foreign workers;
  • Delivered key funding initiatives to agri-sectors across Canada;
  • Continued developing its new Policy Framework with Provinces and Territories; and
  • Continued building on thematic priorities for clean technology programs and innovations while maintaining industry engagement.

In March of 2020, AAFC initiated its response to the evolving COVID-19 pandemic; this continued into the 2021-2022 fiscal year reporting periods.

The health and well-being of AAFC employees has continued to be a Departmental priority and the adoption of alternate work arrangements, including working from home, remained in place to ensure employees could continue effectively serving the agriculture sector across Canada.

As the majority of the Department settled into working from home, guidance was provided by the Chief Information Officer (CIO) identifying which directorates would be permitted on-site access to work stations and laboratories as needed.

5. Performance Statistics for 2021-2022

This section provides an overview of key data on the institution’s performance regarding ATIP Operations for the year, as reflected in the institution’s Statistical Report for 2021-2022 available below in Annexes E and F.

Access to Information Act performance and statistics

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Informal access request trends

Year Information requests
2018–2019 137
2019–2020 130
2020–2021 68
2021–2022 114

The ATIA is intended to complement and not replace existing procedures for access to government information, to this end:

  • One request for information was processed informally resulting in the release of 1 page.
  • A total of 114 requests for previously released material were received and responded to during this reporting period: 51 were closed within 15 days of receipt; 56 were closed within 16 to 30 days; and 3 were closed within 31 to 60 days.
  • A total of 78,741 pages were re-released in 2021-2022 which is a record high for AAFC.
  • All informal requests were received by email.

Caseload and Carry Forward

In this reporting period, AAFC-ATIP had a total of 142 ATI requests. Of this total, 107 were new ATI requests received in 2021-2022 while 32 were outstanding requests from the previous 2020-2021 reporting period 3 were outstanding from beyond that. ATIP carried over 38 files to the 2022-2023 fiscal year; twenty-nine of which were received in 2021-2022, seven in 2020-2021 and two in 2019-2020, which are currently active and remain within legislated timelines (including extensions).

Access to Information Requests Received and Completed

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Number of ATI requests

Year Outstanding Received Completed Carried forward
2018–2019 18 140 124 34
2019–2020 34 115 127 22
2020–2021 22 131 117 36
2021–2022 35 107 104 38
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Relevant pages processed and disclosed

Year Pages processed Pages disclosed Release ratio (%)
2018–2019 35,622 31,687 89
2019–2020 37,430 22,583 60
2020–2021 57,395 51,514 90
2021–2022 18,516 13,691 74

Source of requests under the Access to Information Act

Half of AAFC’s ATI requests came from the media and the public, while 7% chose not to identify a category. A large portion of requests (43%) also originate from businesses or other private sector organizations. All of the 107 requests received in 2021-2022 came in electronically, either from the ATIP on-line portal or by email.

Processing Time for Requests

AAFC-ATIP responded to 104 ATI files during this reporting period, with 100% of those completed within the legislated timeline. The breakdown for processing time is as follows:

  • 59 requests were completed within 30 days.
  • 13 requests were completed within 60 days; 17 within 120 days; 6 within 180 days.
  • Eight requests were completed within 365 days, while one took more than 365 days.

Extensions

During the reporting period, 56 of the 104 closed requests required time extensions of 31 days or more due to the volume of relevant records requiring review, or in order to undertake consultations with third parties or other government departments (OGDs). This represents a 1% decrease in extensions needed to complete files from the previous reporting period.

Consultations Completed From Other Institutions

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Number of pages to review for Consultations

Year Outstanding Received Completed Carried forward
2018–2019 236 3200 2975 461
2019–2020 1655 4142 5406 391
2020–2021 649 1957 2417 189
2021–2022 289 1988 2048 129

For this reporting period, AAFC completed a total of 68 consultation requests, 60 from other Federal institutions and 8 from other levels of Government. Five consultation requests were carried forward to the next fiscal year with negotiated timelines.

While the number of consultation files was slightly higher for this reporting period compared to 2020-2021, the number of pages reviewed by AAFC for other institutions dipped, totalling 2,177 this year.

Disposition of Completed Requests

Of the total caseload, AAFC completed 104 Access Requests for the 2021-2022 reporting period:

  • 15.3%, or 16 files, were “all disclosed” and 45.19%, or 47 files, were "disclosed in part".
  • One file was “all exempted” and no files were "all excluded".
  • “No records exist” responses were provided for 26 requests, or 25%.
  • Three requests, or 2.88%, were transferred to other federal institutions.
  • Eleven requests, or 10.57%, were abandoned by the applicants.
  • There were no files with the following dispositions:
    • “Neither confirmed nor denied"; and
    • Declined to act with the approval of the Information Commissioner

Exemptions or Exclusions Invoked

Since 2019-2020, the three exemptions most commonly used by AAFC during the reporting period were subsection 19(1) (personal information), paragraph 20(1)(b) (confidential third-party information) and section 21 (operations of government, advice, etc.).  

The Access to Information Act does not apply to published material, material available to the public for purchase, or for public reference (section 68), nor does it apply to confidences of the Queen's Privy Council (section 69). Requests containing proposed exclusions under section 69 require consultation with the Department of Justice and, in some cases, the Privy Council Office. 

In 2020-2021, four requests had records pursuant to confidences of the Queen's Privy Council.

Translations

  • No translations were required to respond to requests in 2020-2021.

Format of Information Released

  • Of the requests that were fully or partially disclosed, all 63 were released as electronic copies as per the ATIP Office’s paperless processes using E-post.

Access Complaints Investigations and Court Actions

The ATIA provides a system of review to help ensure federal institutions comply with their obligations. Under this system of review, a requester may file a complaint with the Information Commissioner of Canada who will investigate the matter on behalf of the requester. These investigations relate to matters such as exemptions invoked on records, extensions to the original 30-day time frame and potential missing records. After the complaint investigation is carried out, the Commissioner issues a finding on the matter and determines whether an institution handled the request appropriately and whether further action is required. 

  • Ten new complaints (section 32 notices to investigate) were received in 2021-2022. 
  • No OIC recommendations or Orders were received in 2021-2022.   

AAFC’s ATIP Office worked collaboratively with the Office of the Information Commissioner to close six complaint investigations (four more than in 2020-2021). The Commissioner deemed that two were resolved – well founded, one was not well founded and three were unjustified, not substantiated and discontinued respectively.   

In all six cases, no further action was recommended by the Information Commissioner following the investigations. A total of eight complaints remain active and have been carried forward to the 2021-2022 reporting period – four received in 2021-2022; two received in 2018-2019 and two received in 2017-2018. These complaints remain under investigation by the Office of the Information Commissioner. 

No court actions in relation to AAFC’s obligations under the Act were carried out during the reporting period. 

Reporting on the Service Fees Act

The Service Fees Act requires a responsible authority to report annually to Parliament on the fees collected by the institution. With respect to fees collected under the Access to Information Act (as recorded in Annex C), the information below is reported in accordance with the requirements of section 20 of the Service Fees Act.

  • Enabling authority: Access to Information Act
  • Fee payable: $5.00 application fee is the only fee charged for an ATI request
  • Total revenue: $515.00
  • Total fees waived: $20.00
  • Cost of operating the program: $915,381

Privacy Act Performance and Statistics

Caseload and Carry Forward

  • In 2021-2022, Agriculture and Agri-Food Canada had a total of 19 privacy requests. 
  • Of the 19 total privacy requests received in this reporting period, 18 were closed before March 31, 2022 and one was completed and will be reported in 2022-2023.
  • One request, from 2021-2022, carried over to the 2022-2023 reporting period. 
  • There were no privacy requests carried over from 2020-2021 or earlier. 

Privacy Requests Received and Completed

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Processing Trends for Privacy Requests, 2018–2019 to 2021–2022

Year Outstanding Received Completed Carried forward
2018–2019 2 27 27 2
2019–2020 2 32 34 0
2020–2021 0 18 18 0
2021–2022 0 19 18 1
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Pages Processed and Disclosed, 2018–2019 to 2021–2022

Year Pages processed Pages disclosed Release ratio (%)
2018–2019 19,239 15,476 80.4
2019–2020 11,227 4,910 43.7
2020–2021 9,641 1,894 19.6
2021–2022 2,069 1,723 83.3

Processing Time for Requests

  • Fifteen requests, or 83.33%, were completed within 30 days, and three, or 16.66%, between 31 and 60 days.
  • 100% of requests were responded to within required timelines.

Extensions

The Privacy Act allows extensions beyond the 30-day statutory time frame for specific reasons, such as the volume of relevant records associated with a request or required consultations with Other Government Departments (OGDs). For the second reporting period in a row, only three requests required time extensions of up to 30 days owing to the volume of relevant records requiring review.

Consultations Completed From Other Institutions

AAFC must also respond to consultations pursuant to the Privacy Act from other government institutions in order to provide those institutions with recommendations regarding the release of information of interest to AAFC. No request for consultation was received during the reporting period.

Disposition of Completed Requests

Of the 18 privacy requests completed in 2020-2021, 11 were either all disclosed (16.6%) or disclosed in part (44.4%). Three requests, or 16.6%, were abandoned, while no records existed for four, or 22.2%, of requests.

Exemptions or Exclusions Invoked

The appended statistical report provides details regarding the types of exemptions or exclusions applied to information contained in records for completed requests.

  • For three consecutive years the most common exemption used by AAFC during the reporting period has been section 26 (personal information about individuals other than the requester).
  • No exclusion were invoked during the reporting period.

Translations

  • No translations were required to respond to requests in 2020-2021.

Format of Information Released

  • Of the requests that were fully or partially disclosed, all 11 were released as electronic copies as per our Paperless ATIP processes using E-post.

Corrections or Privacy Complaints, Investigations and Court Actions

One new complaint was received in this reporting period; however, it was resolved – well founded and no further action was recommended by the Office of the Privacy Commissioner.

There were no active privacy complaints carried over into 2022-2023. No court actions in relation to AAFC’s obligations under the Act were carried out during the reporting period.

No requests were received from individuals seeking a correction or notation to their personal information pursuant to subsection 12(2) of the Privacy Act.

Other Reporting Requirements Specific to the Privacy Act

Material Privacy Breaches

No material privacy breaches were reported during fiscal year 2021-2022.

Privacy Impact Assessments (PIAs), PCE and Protocols

No PIA’s were completed for the fiscal year of 2021-2022. However, the ATIP Policy and Systems unit laid the ground work for a Global PIA that will be completed fiscal year end 2022-2023, in addition to completing one Privacy Protocol.

Public Interest Disclosures

During 2021-2022, there were no disclosures made under section 8(2)(m) of the Privacy Act and, therefore, no section 8(5) written notifications made to the Office of the Privacy Commissioner.

Grants and Contribution Programs Global PIA ground work

In 2021-2022, AAFC laid the ground work for a global privacy impact assessment (PIA) to assess the privacy, confidentiality and security risks associated with the collection, use, disclosure, retention and disposal of personal information by Agriculture and Agri-Food’s Canada, in the application of its mandate under the Department of Agriculture and Agri-Food Act, with respect to funding support for agri-sectors across Canada. This AAFC approach is made possible through a standardization of procedures, tools and similarities for 31 different grant and contribution programs AAFC offers to Canadian producers and processors. More details will be available as this project is finalized in 2022-2023.

6. Access to Information Policies, guidelines, procedures and engagement

Fiscal year 2021-2022 produced many engagement opportunities for AAFC’s ATIP Policy and Systems unit, and saw a development plan to streamline the unit’s internal policies, guidelines, processes, and forms.

Legislative review of the Access to Information Act

In November 2020, the Treasury Board of Canada Secretariat (TBS) invited institutions to contribute to the review of Access to Information in two stages. AAFC provided input into Stage 1, Issues Identification, which concluded in January 2021. AAFC provided additional feedback through Stage 2, which focused on the themes which emerged from the previous Stage of the review. The next phase of the review will include further consultations and a report is expected by end of year 2022. The ATIP Office will seek to remain engaged in this process as needed moving forward.

To learn more about the process and how to participate in the Review, visit: ATI Review Engagement Platform.

Privacy Act Modernization

AAFC has engaged in Privacy Act Modernization efforts, led by the Department of Justice, helping to ensure that an eventual revised, modern Privacy Act addresses the realities of the Department. In particular, AAFC provided a detailed submission in response to the consultation paper circulated by the Department of Justice in June 2020. AAFC’s response highlighted the nature of AAFC’s work, provided recommendations for a modernized law that would continue to protect important privacy interests, and noted inconsistencies between Ombuds practices and provisional requirements under the Act.

Treasury Board Secretariat Policy Consultations — Privacy Policy

Over the course of 2021-2022, the Treasury Board Secretariats’ Information and Privacy Policy Division (IPPD) conducted consultations across government on several IPPD initiatives.

AAFC’s ATIP Office provided detailed inputs on the following initiatives:

  • TBS Policy Exemption Initiative – Questions on use of interim policies
  • Consultations for the Personal Information Request (PIR) Manual
  • Consultation on Directive on Privacy Impact Assessment
  • TBS Working Group on Privacy Act Extension Order No 3

Policy Suite Update Framework

Through the Privacy Act and the Personal Information Protection and Electronic Documents Act (PIPEDA), AAFC prioritizes privacy and the protection of personal information used in the course of providing programs and services to the public.

The challenge is to assist Canadians in understanding how the government handles their personal information and trusting it to do so responsibly. To meet this challenge, the Treasury Board of Canada Secretariat approved the most recent Policy on Privacy Protection on July 1, 2018. Flowing from this directive, AAFC has laid the groundwork to establish its own internal policy suite.

Transparency and Openness

Proactive Disclosure

While implementing the requirements of Bill C-58, the ATIP Office has continued to engage with and provide support to departmental stakeholders at all levels to ensure compliance and to create necessary procedures and guidelines where and when applicable. Departmental contracts over $10,000, Parliamentary Committee appearance binders, briefing note titles, grants and contributions, question period cards, reclassifications of positions, transition books, and travel and hospitality information is posted to Agriculture and Agri-food Canada’s Transparency and Corporate Reporting page.

Summaries of AAFC’s completed access to information requests may be found on the Government of Canada’s Open Government web site in compliance with TBS requirements.

Parliamentary Questions, Motion Papers, Audits and Publications

The AAFC ATIP Office has a role in promoting access to government data and information for all citizens and protecting personal information. Through this lens, the ATIP Office provided advice on and reviewed four (4) written questions to Parliament, applying the Access to Information Act principles prior to disclosure or publication. No motions for the production of papers were reviewed in 2021-2022.

Two audit reports were reviewed in this reporting period, one concerning the Evaluation of Market Development Activities and the other on the Evaluation of the Trade Commissioner Service.

Innovation and Client Service

AAFC strives to be a leader in innovative, effective technology, and develop astute business practices.

Innovating the client experience meant adding more value to the client's relationship with the ATIP Office. While there are many ways to do this, the ATIP Office’s focus has been to foster a stronger connection with internal clients, by providing mutually beneficial solutions that reduce the work effort required to meet the department’s legislative requirements under the ATIA and the Privacy Act.

The ATIP Office streamlined processes and approvals in order to improve efficiencies and timeliness for OPIs, clients and requesters from the general public. Examples of some of these improvements are:

  • Improved PIA Risk tracking through a new documentation and alert process
  • Privacy Evaluation Documents
  • Reporting forms (including piloting the use of Smart forms and templates)
  • Delegation of approvals from DG to Director and the Managers of both units where appropriate

Digital Processing of ATIP Requests

Starting in 2020, the ATIP Office digitized its business and operations across the department, which had positive impacts both internally and externally. It allowed AAFC’s ATIP Office to remain operational in responding to requests during the pandemic. It also allowed the ATIP Office to disseminate records to requestors digitally.

In the current process, a primarily digital way of processing records facilitates the storing and sharing of records electronically and has almost completely eliminated the need for printing, scanning and reviewing hard copy records.

This digitization process is in keeping with the Government of Canada’s Digital Strategic Operational Plan and its objectives of modernizing service delivery, improving sustainability and promoting digital stewardship. Since 2020-2021, all files have been processed and stored electronically, eliminating the reliance on paper files. However, this process is not without certain limitations and the ATIP Office continues to work with Information Technology and AAFC’s Offices of Primary Interest to streamline processes and improve system capacity.

The AAFC ATIP Office has plans to modernize the way in which requests are processed through investments in artificial intelligence software and new lean processes with the aim of reducing the average response time for requests.

Access to Information and Privacy Online Request System

Leading up to its March 31, 2022 launch, the ATIP Office also participated in the TBS-run pilot for “ATIP Online Version 3”. This internet service commissioned by TBS facilitates institutions’ receipt of requests and delivery of completed responses, so that requesters and the public can retrieve responses directly from a secure web portal. The service went live on July 13, 2022 and AAFC-ATIP can be expected to provide an update on the portal’s implementation and integration in the next reporting period.

Advisory Audit

The AAFC ATIP Office sought the assistance of the AAFC Office of Audit and Evaluation (OAE) to undertake an advisory engagement reviewing the ATIP Office’s current management and operations.

The review’s objective was to analyze the AAFC ATIP Office functions and identify areas for improvement in its overall management and operations.

The review noted several strengths related to the management and operations of the AAFC ATIP Office, including its reputation for strong client service and knowledge across the Department, as well as its ability to navigate the changes to operations brought on by Covid-19. The review also noted areas for improvement related to further defining and documenting roles and responsibilities, and refining and streamlining ATIP processes. The audit process made it clear that without these foundational items in place, it will be difficult for the ATIP Office to further mature and improve its effectiveness and efficiency.

In order to address the recommendations in the advisory audit, the ATIP Office created an action plan, focusing on three key areas:

  1. Our People
  2. Our Work
  3. Our Relationships

In Q4 of 2021-2022, the ATIP Office focused on the first theme – Our People. The Office underwent a restructure to better define its functions and priorities, and conducted a pilot realignment of resources designed to better support the work of each unit. In addition, new development positions were created to support the implementation of an Analyst Development Program. The Our Work and Our Relationships components will be implemented in 2022-2024.

7. Access to Information and Privacy training and education

ATIP Analyst Development Program

As part of the Our People action plan, the ATIP Office has introduced the Access to Information and Privacy Analyst Recruitment and Development Program, aimed at expanding opportunities within AAFC-ATIP and retaining talent and expertise within the department.

In her open letter to the President of Treasury Board in July of 2021, Caroline Maynard, Information Commissioner, called for action and leadership on several issues, including the widespread challenge of recruitment and retention of qualified resources to process access requests. Agriculture and Agri-Food Canada has experienced this firsthand and in response, has created a development strategy that defines key competencies and development milestones, combined with a staffing mechanism that allows for flexibility in promoting qualified analysts. The goal of the program is to have a capable workforce that has the opportunity to grow within the AAFC ATIP Office.

Departmental Training

The ATIP Office continues to invest in its people and is focused on enhancing departmental capacity by offering a wide range of ATIP-related training courses. These offerings ensure that staff and management understand their roles and responsibilities with respect to the Acts and related policies, including closely linked subjects such as information management, which facilitates AAFC’s ability to better serve Canadians and comply with the relevant legislations.

Regular course offerings are available to AAFC employees throughout the year in individual or group sessions.

During the 2021-2022 reporting period, 10 formal awareness sessions were delivered, reaching a total of 229 employees. While 20 fewer sessions were offered this reporting period over the last one, much of the reporting period was spent updating and revising training material for a more robust program to be delivered in 2022-2023.

8. Monitoring compliance

ATIP Operations

AAFC uses an automated system to monitor the processing of ATIP requests. The workflow case management tool tracks all actions and due dates, stores relevant records requiring review, maintains audit logs, promotes the use of standard templates, allows extensive search capability to facilitate analysis, and generates progress and statistical reports.

Senior management is kept apprised of the Access to Information Activities through a weekly status report that is prepared by the ATIP Office and shared with various OPIs and governance bodies. This report and related discussions serve to remind branches of their pending due dates for records retrieval, and flags:

  • New requests received;
  • The lead branch responsible;
  • Request- and action-specific due dates;
  • Requests due in the coming 2 weeks; and
  • Areas where advice and direction can be provided by the ATIP Office.

Privacy Policy

The same automated case management system is used by the Privacy Policy unit to track progress on all requests seeking guidance and advice related to the handling and use of personal information by the department.

Additionally, as this unit is responsible for monitoring the resolution of risks identified during a Privacy Impact Assessment, and for ensuring the implementation of strategies recommended to reduce them, a master Management Response Action Plan (MRAP) table has been developed. This table enables the Privacy Policy unit to document all risks identified, as well as areas of responsibility for resolution, and to review overdue actions to ensure completion in a timely manner.

9. Conclusion

There were 41 more files than the previous reporting period to process under the purview of ATIP operations in 2021-2022, albeit less pages processed. Adding to the already robust ATIP awareness activities, the ATIP Office focused its energy on efficiencies in its processes and how the Office worked both internally and with stakeholders. In addition to the overall increase in the number of files processed in this reporting period, there was a record high number of pages re-released from Informal Access to Information requests. Another change from the previous year is the slight reduction in the use of extensions, a trend that should continue as newer technologies and case management systems are implemented in the next two fiscal years.

During the reporting period, privacy requests were all closed within established timelines. The ATIP Office also worked in partnership with senior officials and program officers to ensure compliance in all of its other business streams. In particular, the department demonstrated a consistent and determined privacy-by-design approach to protect the personal information of its employees and the Canadian public. This has lead to increased privacy inquiries and PIA-based requests. The ATIP Office fully expects the need for advice and guidance on privacy issues to be on an upward trend given the new TBS policies, guidance and systems on the horizon.

AAFC continues to be committed to both the spirit and the intent of the Access to Information Act to enhance the accountability and transparency of Government in order to promote an open and democratic society and to enable public debate on the conduct of all federal institutions. To this end, nearly all requests were responded to within established timelines.

In the next reporting period, the AAFC ATIP Office will continue to streamline processes, implement digital strategies, and support the Department during the pandemic and beyond to fulfill its commitment toward legislative requirements openness and the protection of personal information.

Annexe A — Delegation of authority instrument

Annex A — Access to Information Act Delegation Order — Agriculture and Agri-Food Canada

The Minister of Agriculture and Agri-Food, pursuant to section 95 of the Access to Information Act, hereby designates the persons of the Department holding the positions set out in the schedule hereto, or the persons occupying on an acting basis those positions, to exercise the powers and perform the duties and functions of the Minister as the head of a government institution under the sections of the Act set out in the schedule opposite each position. This Designation Order supersedes all previous Designation Orders.

Date: October 5, 2020

Marie-Claude Bibeau, PC, MP
Minister of Agriculture and Agri-Food

Annexe B — Delegation of authority instrument

Annex B — Access to Privacy Act Designation Order — Agriculture and Agri-Food Canada

The Minister of Agriculture and Agri-Food, pursuant to section 73 of the Privacy Act, hereby designates the persons of the Department holding the positions set out in the schedule hereto, or the persons occupying on an acting basis those positions, to exercise the powers and perform the duties and functions of the Minister as the head of a government institution under the sections of the Act set out in the schedule opposite each position. This Designation Order supersedes all previous Designation Orders.

Date: October 5, 2020

Marie-Claude Bibeau, PC, MP
Minister of Agriculture and Agri-Food

Annex C — Delegation of authority instrument for the administration of the Access to Information Act

Sections of the Access to Information Act Powers, Duties or Functions Deputy Minister, Agriculture and Agri-Food Canada Assistant Deputy Minister, Public Affairs Branch Director General, Communications Services Director, ATIP and Translation Services
All powers, duties and functions under the Access to Information Act, R.S.C. 1985, c. A-1 (prior to and following June 21, 2019) and related regulations (prior to and following June 21, 2019). X X X X
Sections of the Access to Information Act Powers, Duties or Functions Assistant Deputy Minister, Public Affairs Branch Director General, Communications Services Director, ATIP and Translation Services ATI Manager
4(2.1) Responsibility of government institutions. x x x x
6.1(1) Reasons for declining to act on request X X X -
6.1(1.3), (1.4), (2) Notice – suspension, end of suspension. X X X -
7 (a) Notice where access is requested. X X X X
7 (b) Giving access to records X X X X
8(1) Transfer of request X X X X
9 Extension of time limits. X X X X
11(2) To waive requirement for payment or to refund. X X X X
12(2)(b) Language of access. X X X X
12(3)(b) Access in an alternative format. X X X X
13 To exempt information obtained in confidence. X X X X
13(2) To disclose with consent of the other government. X X X X
14 To exempt information re: federal - Provincial affairs. X X X X
15 To exempt information re: International affairs and defence. X X X X
16 To exempt information re: Law enforcement and investigations. X X X X
16.5 To exempt information re: Public Servant Disclosure Act X X X X
17 To exempt information re: Safety of individuals. X X X X
18 To exempt information re: Economic interests of Canada. X X X X
19 Personal information. X X X X
20 To exempt third party information. X X X X
21 To exempt information re: Operations of Government. X X X X
22 To exempt information re: Testing procedures, tests and audits. X X X X
22.1 To exempt information re: Internal Audits X X X X
23 Protected information – Solicitors, advocates and notaries. X X X X
23.1 Protected information – Patents and trademarks. X X X X
24 To exempt information re: Statutory prohibitions. X X X X
25 Severability X X X X
26 Refusal of access where information is to be published. X X X X
27(1) To notify third party of intent to disclose. X X X X
27(4) To extend time limit for third party notification process. X X X X
28(1)(b) Review representations of third parties. X X X X
28(2) To waive the requirement of third parties providing representations in writing. X X X X
28(4) To notify third party of decision. X X X X
33 Notice to Information Commissioner of notices to third parties. X X X -
35(2)(b) Right to make representations to the Information Commissioner. X X X -
37(1)(c) Notice to the Commissioner to
implement an order or recommendation.
X X X -
37(4) To provide access to complainant pursuant to Information Commissioner’s recommendation. X X X -
41(2) Review by Federal Court — Government institution. X X X -
43(2) Service of notice of application to Federal Court for review. X X X -
44(2) Notice to requester of application for review by third party X X X -
52(2)(b), (3) Special rules for hearing X X X -
82 Proactive disclosure, travel expenses X X X -
83 Proactive disclosure, hospitality X X X -
84 Proactive disclosure, reports tabled in Parliament X X X -
85 Proactive disclosure, reclassification of positions X X X -
86 Proactive disclosure, contracts X X X -
87 Proactive disclosure, grants and contributions X X X -
88 Proactive disclosure, briefing materials X X X -
90 Proactive disclosure, publication not required X X X -
94 Annual report X X X -
96(3) Notice of Provision of services related to access to information X X X -
96(4) Fees for services X X X -
96(5) Spending authority X X X -
6(1) Transfer of request X X X X
7(2) Search and preparation fees X X X -
7(3) Production and programming fees X X X -
8 Providing access to record(s) X X X X
8.1 Limitation in respect of format X X X X

Annex D — Delegation of authority instrument for the administration of the Privacy Act

Sections of the Privacy Act Powers, duties or functions Assistant Deputy Minister, Public Affairs Branch Director General, Communications Services Director, ATIP and Translation Services Privacy Manager, Privacy
8(2)(j) Disclosure of personal information for research of statistical purposes. X X X -
8(2)(m) Disclosure of personal information in the public interest or in the interest of the individual. X X X -
8(4) Copies of requests under paragraph 8(2)(e). X X X -
8(5) Notice of disclosure under paragraph 8(2)(m). X X X -
9(1) Record for disclosure. X X X -
9(4) Consistent uses. X X X -
10 Personal information banks. X X X -
14 To notify applicant and to give access to the record. X X X X
15 To extend time limit and notify applicant. X X X X
16 Where access is refused X X X X
17(2)(b) To determine the necessity for translation or interpretation of record. X X X X
17(3)(b) Access to personal information in alternative format X X X X
18(2) To refuse to disclose information contained in an exempt bank. X X X -
19(1) To exempt personal information obtained in confidence from another government. X X X X
19(2) To disclose with consent of the other government. X X X X
20 To exempt personal information re: federal-provincial affairs. X X X X
21 To exempt information re: international affairs and defense. X X X X
22 To exempt information re: law enforcement and investigation. X X X X
22.3 To exempt information re: Public Servants Disclosure Protection Act X X X X
23 To exempt information re: security clearances. X X X X
24 To exempt personal information re: individuals sentenced for an offense. X X X X
25 To exempt personal information re: safety of individuals. X X X X
26 To exempt personal information about another individual. X X X X
27 Protected information – solicitors and notaries. X X X X
28 To exempt personal information re: medical records. X X X X
33(2) To make representations to the Privacy Commissioner during an investigation. X X X -
35(1)(b) Notice of actions to implement recommendations of Commissioner. X X X -
35(4) To provide access to applicant pursuant to Privacy Commissioner’s recommendation. X X X -
36(3)(b) Notice of actions to implement recommendations of Commissioner concerning exempt banks. X X X -
37(3) To receive report of Privacy Commissioner’s findings after compliance investigation. X X X -
51(2)(b), 51(3) Special rules for hearings. X X X -
72 Annual Report to Parliament X X X -
73.1(4) To charge fees for services. X X X -
73.1(3) Notice of provision of services related to privacy. X X X -
73.1(5) Spending authority. X X X -
9 Examination of information. X X X X
11(2) Notification that correction to personal information has been made X X X X
11(4) Notification that correction to personal information has been refused X X X -
13(1) Disclosure of personal information relating to physical or mental health may be disclosed to a duly qualified medical practitioner or psychologist in order to provide an opinion as to whether disclosure of the information would be contrary to the best interests of the individual X X X -
14 Disclosure of personal information relating to physical or mental health may be made to a requestor in the presence of a qualified medical practitioner or psychologist. X X X -

Annex E — Statistical report on the Access to Information Act

Part 1: Requests under the Access to Information Act

1.1 Number of requests

  Number of Requests
Received during reporting period 107

Outstanding from previous reporting periods

  • Outstanding from previous reporting period: 32
  • Outstanding from more than one reporting period: 3
35
Total 142
Closed during reporting period 104

Carried over to next reporting period

  • Outstanding from previous reporting period: 37
  • Outstanding from more than one reporting period: 1
38

1.2 Sources of requests

Source Number of Requests
Media 25
Academia 3
Business (private sector) 45
Organization 2
Public 24
Decline to Identify 8
Total 107

1.3 Channels of requests

Source Number of Requests
Online 104
Email 3
Mail 0
In person 0
Phone 0
Fax 0
Total 107

Section 2: Informal requests

2.1 Number of of informal requests

  Number of Requests
Received during reporting period 114
Outstanding from previous reporting periods
  • Outstanding from previous reporting period: 0
  • Outstanding from more than one reporting period: 0
0
Total 114
Closed during reporting period 110
Carried over to next reporting period 4

2.2 Channels of of informal requests

Source Number of Requests
Online 0
Email 114
Mail 0
In person 0
Phone 0
Fax 0
Total 114

2.3 Completion time of informal requests

Completion time
1 to 15 days 16 to 30 days 31 to 60 days 61 to 120 days 121 to 180 days 181 to 365 days More than 365 days Total
51 56 3 0 0 0 0 110

2.4 Pages released informally

Fewer than 100 pages released 100‒500 pages released 501-1000 pages released 1001-5000 pages released More than 5000 pages released
Number of requests Pages released Number of request Pages released Number of requests Pages released Number of requests Pages released Number of requests Pages released
1 1 0 0 0 0 0 0 0 0

2.5 Pages re-released informally

Fewer than 100 pages re-released 100‒500 pages re-released 501-1000 pages re-released 1001-5000 pages re-released More than 5000 pages re-released
Number of requests Pages re-released Number of request Pages re-released Number of requests Pages re-released Number of requests Pages re-released Number of requests Pages re-released
79 1515 19 4,287 8 5,527 1 1,467 2 65,945

Section 3: Applications to the Information Commissioner on declining to act on requests

  Number of requests
Outstanding from previous reporting period 0
Sent during reporting period 0
Total 0
Approved by the Information Commissioner during reporting period 0
Declined by the Information Commissioner during reporting period 0
Withdrawn during reporting period 0
Carried over to next reporting period 0

Section 4: Requests closed during the reporting period

4.1 Disposition and completion time

Disposition of requests Completion time
1 to 15 days 16 to 30 days 31 to 60 days 61 to 120 days 121 to 180 days 181 to 365 days More than 365 days Total
All disclosed 2 10 2 2 0 0 0 16
Disclosed in part 4 4 9 15 6 8 1 47
All exempted 1 0 0 0 0 0 0 1
All excluded 0 0 0 0 0 0 0 0
No records exist 1 24 1 0 0 0 0 26
Request transferred 3 0 0 0 0 0 0 3
Request abandoned 8 2 1 0 0 0 0 11
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Decline to act with the approval of the Information Commissioner 0 0 0 0 0 0 0 0
Total 19 40 13 17 6 8 1 104

4.2 Exemptions

Section Number of requests Section Number of requests Section Number of requests Section Number of requests
13(1)(a) 1 16(2) 3 18(a) 2 20.1 0
13(1)(b) 0 16(2)(a) 1 18(b) 1 20.2 0
13(1)(c) 0 16(2)(b) 0 18(c) 0 20.4 0
13(1)(d) 0 16(2)(c) 13 18(d) 0 21(1)(a) 22
13(1)(e) 1 16(3) 0 18.1(1)(a) 0 21(1)(b) 23
14 7 16.1(1)(a) 0 18.1(1)(b) 0 21(1)(c) 16
14(a) 6 16.1(1)(b) 0 18.1(1)(c) 0 21(1)(d) 2
14(b) 2 16.1(1)(c) 0 18.1(1)(d) 1 22 0
15(1) 5 16.1(1)(d) 0 19(1) 40 22.1(1) 0
15(1) - I.A.* 8 16.2(1) 0 20(1)(a) 5 23 8
15(1) - Def.* 0 16.3 0 20(1)(b) 28 23.1 0
15(1) - S.A.* 0 16.31 0 20(1)(b.1) 0 24(1) 2
16(1)(a)(i) 0 16.4(1)(a) 0 20(1)(c) 12 26 0
16(1)(a)(ii) 1 16.4(1)(b) 0 20(1)(d) 2
16(1)(a)(iii) 0 16.5 0
16(1)(b) 0 16.6 0
16(1)(c) 0 17 0
16(1)(d) 0

* I.A.: International Affairs; Def.: Defence of Canada; S.A.: Subversive Activities

4.3 Exclusions

Section Number of requests Section Number of requests Section Number of requests
68(a) 5 69(1) 0 69(1)(g) re (a) 2
68(b) 0 69(1)(a) 0 69(1)(g) re (b) 0
68(c) 0 69(1)(b) 2 69(1)(g) re (c) 0
68.1 0 69(1)c) 0 69(1)(g) re (d) 0
68.2(a) 0 69(1)(d) 1 69(1)(g) re (e) 1
68.2(b) 0 69(1)(e) 0 69(1)(g) re (f) 0
  69(1)(f) 0 69.1(1) 0

4.4 Format of information released

Paper Electronic Other
E-record Data set Video Audio
0 63 0 0 0 0

4.5 Complexity

4.5.1 Relevant pages processed and disclosed for paper and e-record formats
Number of pages processed Number of pages disclosed Number of requests
18,516 13,691 75
4.5.2 Relevant pages processed per request disposition for paper and e-record formats by size of requests
Disposition Less than 100 pages processed 100-500 pages processed 501-1000 pages processed 1001-5000 pages processed More Than 5000 pages processed
Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed
All disclosed 12 87 3 330 1 548 0 0 0 0
Disclosed in part 28 809 11 2,808 4 3,118 3 5,720 1 5,092
All exempted 1 4 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0 0 0
Request abandoned 11 0 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Declined to act with the approval of the Information Commissioner 0 0 0 0 0 0 0 0 0 0
Total 52 900 14 3,138 5 3,666 3 5,720 1 5,092
4.5.3 Relevant minutes processed and disclosed for audio formats
Number of minutes processed Number of minutes disclosed Number of requests
0 0 0
4.5.4 Relevant minutes processed per request disposition for audio formats by size of requests
Disposition Less than 60 minutes processed Between 60 to 120 minutes processed More than 120 minutes processed
Number of requests Minutes processed Number of requests Minutes processed Number of requests Minutes processed
All disclosed 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0
All exempted 0 0 0 0 0 0
All excluded 0 0 0 0 0 0
Request abandoned 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0
Declined to act with the approval of the Information Commissioner 0 0 0 0 0 0
Total 0 0 0 0 0 0
4.5.5 Relevant minutes processed and disclosed for video formats
Number of minutes processed Number of minutes disclosed Number of requests
0 0 0
4.5.6 Relevant minutes processed per request disposition for video formats by size of requests
Disposition Less than 60 minutes processed Between 60 to 120 minutes processed More than 120 minutes processed
Number of requests Minutes processed Number of requests Minutes processed Number of requests Minutes processed
All disclosed 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0
All exempted 0 0 0 0 0 0
All excluded 0 0 0 0 0 0
Request abandoned 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0
Declined to act with the approval of the Information Commissioner 0 0 0 0 0 0
Total 0 0 0 0 0 0
4.5.7 Other complexities
Disposition Consultation required Legal advice sought Other Total
All disclosed 1 0 0 1
Disclosed in part 35 0 0 35
All exempted 1 0 0 1
All excluded 0 0 0 0
Request abandoned 1 0 0 1
Neither confirmed nor denied 0 0 0 0
Declined to act with the approval of the Information Commissioner 0 0 0 0
Total 38 0 0 38

4.6 Closed requests

4.6.1 Requests closed within legislated timelines
  Requests closed within legislated timelines
Number of requests closed within legislated timelines 104
Percentage of requests closed within legislated timelines (%) 100

4.7 Deemed refusals

4.7.1 Reasons for not meeting legislated timelines
Number of requests closed past the legislated timelines Principal reason
Interference with operations/
workload
External consultation Internal consultation Other
0 0 0 0 0
4.7.2 Requests closed beyond legislated timelines (including any extension taken)
Number of days past legislated timelines Number of requests
past legislated timeline where no extension was taken
Number of requests past legislated timeline where an extension was taken Total
1 to 15 days 0 0 0
16 to 30 days 0 0 0
31 to 60 days 0 0 0
61 to 120 days 0 0 0
121 to 180 days 0 0 0
181 to 365 days 0 0 0
More than 365 days 0 0 0
Total 0 0 0

4.8 Requests for translation

Translation Requests Accepted Refused Total
English to French 0 0 0
French to English 0 0 0
Total 0 0 0

Section 5: Extensions

5.1 Reasons for extensions and disposition of requests

Disposition of requests where an extension was taken 9(1)(a)
Interference with operations/workload
9(1)(b)Consultation 9(1)(c)
Third-party notice
Section 69 Other
All disclosed 4 0 0 0
Disclosed in part 16 1 19 15
All exempted 0 0 0 0
All excluded 0 0 0 0
Request abandoned 0 0 0 1
No records exist 0 0 0 0
Decline to act with the approval of the Information Commisioner 0 0 0 0
Total 20 1 19 16

5.2 Length of extensions

Length of extensions 9(1)(a)
Interference with operations/workloads
9(1)(b) Consultation 9(1)(c)
Third-party notice
Section 69 Other
30 days or less 9 0 4 1
31 to 60 days 4 1 3 4
61 to 120 days 4 0 8 10
121 to 180 days 2 0 2 0
181 to 365 days 1 0 2 1
365 days or more 0 0 0 0
Total 20 1 19 16

Section 6: Fees

Fee type Fee collected Fee waived Fee refunded
Number of requests Amount Number of requests Amount Number of requests Amount
Application 103 $515 4 $20 0 $0
Other fees 0 $0 0 $0 0 $0
Total 103 $515 4 $20 0 $0

Section 7: Consultations received from other Government of Canada institutions and organizations

7.1 Consultations received from other Government of Canada institutions and organizations

Consultations Other Government of Canada
institutions
Number of pages to review Other organizations Number of pages to review
Received during reporting period 62 1,711 6 277
Outstanding from the previous
reporting period
3 148 2 41
Total 65 1,859 8 318
Closed during the reporting period 60 1,730 8 318
Carried over within negotiated timelines 5 129 0 0
Carried over beyond negotiated timelines 0 0 0 0

7.2 Recommendations and completion time for consultations received from other Government of Canada institutions

Recommendation Number of days required to complete consultation requests
1 to 15 days 16 to 30 days 31 to 60 days 61 to 120 days 121 to 180 days 181 to 365 days More than 365 days Total
Disclose entirely 1 19 10 0 0 0 0 30
Disclose in part 1 7 17 2 0 0 0 27
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 2 1 0 0 0 0 0 3
Total 4 27 27 2 0 0 0 60

7.3 Recommendations and completion time for consultations received from other organizations outside the Government of Canada

Recommendation Number of days required to complete consultation requests
1 to 15 days 16 to 30 days 31 to 60 days 61 to 120 days 121 to 180 days 181 to 365 days More than 365 days Total
Disclose entirely 0 4 1 0 0 0 0 5
Disclose in part 0 0 3 0 0 0 0 3
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 0 0 0 0 0 0 0 0
Total 0 4 4 0 0 0 0 8

Section 8: Completion time of consultations on Cabinet Confidences

8.1 Requests with Legal Services

Number of days Fewer than 100 pages processed 100‒500 pages processed 501-1000 pages processed 1001-5000 pages processed More than 5000 pages processed
Number of requests Pages disclosed Number of request Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed
1 to 15 1 0 0 0 0 0 0 0 0 0
16 to 30 1 11 0 0 0 0 0 0 0 0
31 to 60 1 6 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 1 1 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 4 18 0 0 0 0 0 0 0 0

8.2 Requests with Privy Council Office

Number of days Fewer than 100 pages processed 100‒500 pages processed 501-1000 pages processed 1001-5000 pages processed More than 5000 pages processed
Number of requests Pages disclosed Number of request Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed
1 to 15 0 0 0 0 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0 0 0

Section 9: Investigations and Reports of finding

9.1 Investigations

Section 32 Notice of intention to investigate Section 30(5) Cease to investigate Section 35 Formal representations
10 0 0

9.2 Investigations and reports of findings

Section 37(1) Initial reports Section 37(2) Final reports
Received Containing recommendations issued by the Information Commissioner Containing orders issued by the Information Commissioner Received Containing recommendations issued by the Information Commissioner Containing orders issued by the Information Commissioner
0 0 0 0 0 0

Section 10: Court Action

10.1 Court actions on complaints

Section 41
Complainant (1) Institution (2) Third party (3) Privacy Commissioner (4) Total
0 0 0 0 0

10.2 Court actions on third party notifications under paragraph 28(1)(b)

Section 44 – under pargraph 28(1)(b)
0

Section 11: Resources related to the Access to Information Act

11.1 Allocated costs

Expenditures Amount
Salaries $675,857
Overtime $0
Goods and services $239,524
  • Professional services contracts: $223,195
 
  • Other: $16,329
 
Total $915,381

11.2 Human Resources

Resources Person Years dedicated to Access to Information activities
Full-time employees 7.714
Part-time and casual employees 0.000
Regional staff 0.000
Consultants and agency personnel 0.933
Students 0.735
Total 9.382

Note: Enter values to three decimal places.

Annex F — Statistical report on the Privacy Act

Part 1: Requests under the Privacy Act

1.1 Number of requests

  Number of Requests
Received during reporting period 19
Outstanding from previous reporting periods
  • Outstanding from previous reporting period: 0
  • Outstanding from more than one reporting period: 0
0
Total 19
Closed during reporting period 18
Carried over to next reporting period
  • Outstanding from previous reporting period: 1
  • Outstanding from more than one reporting period: 0
1

1.2 Channels of requests

Source Number of Requests
Online 19
Email 0
Mail 0
In person 0
Phone 0
Fax 0
Total 19

Section 2: Informal requests

2.1 Number of of informal requests

  Number of Requests
Received during reporting period 0
Outstanding from previous reporting periods
  • Outstanding from previous reporting period: 0
  • Outstanding from more than one reporting period: 0
0
Total 0
Closed during reporting period 0
Carried over to next reporting period 0

2.2 Channels of of informal requests

Source Number of Requests
Online 0
Email 0
Mail 0
In person 0
Phone 0
Fax 0
Total 0

2.3 Completion time of informal requests

Completion time
1 to 15 days 16 to 30 days 31 to 60 days 61 to 120 days 121 to 180 days 181 to 365 days More than 365 days Total
0 0 0 0 0 0 0 0

2.4 Pages released informally

Fewer than 100 pages released 101‒500 pages released 501-1000 pages released 1001-5000 pages released More than 5000 pages released
Number of requests Pages released Number of request Pages released Number of requests Pages released Number of requests Pages released Number of requests Pages released
0 0 0 0 0 0 0 0 0 0

Section 3: Requests closed during the reporting period

3.1 Disposition and completion time

Disposition of requests Completion time
1 to 15 days 16 to 30 days 1 to 60 days 61 to 120 days 121 to 180 days 181 to 365 days More than 365 days Total
All disclosed 2 1 0 0 0 0 0 3
Disclosed in part 0 5 3 0 0 0 0 8
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0
No records exist 4 0 0 0 0 0 0 4
Request abandoned 2 1 0 0 0 0 0 3
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 8 7 3 0 0 0 0 18

3.2 Exemptions

Section Number of requests Section Number of requests Section Number of requests
18(2) 0 22(1)a)(i) 0 23a) 0
19(1)a)  0 22(1)a)(ii)  0 23b)  0
19(1)b)  0 22(1)a)(iii)  0 24a) 0
19(1)c) 0 22(1)b) 0 24b)  0
19(1)d)  0 22(1)c)  0 25 0
19(1)e)  0 22(2)  0 26 9
19(1)f) 0 22.1 0 27 1
20  0 22.2 0 27.1 0
21 0 22.3 1 28 0
  22.4 0  

3.3 Exclusions

Section Number of requests Section Number of requests Section Number of requests
69(1)a) 0 70(1) 0 70(1)d) 0
69(1)b) 0 70(1)a) 0 70(1)e) 0
69.1 0 70(1)b) 0 70(1)f)  0
  70(1)c) 0 70.1 0

3.4 Format of information released

Paper Electronic Other
E-record Data set Video Audio
0 11 0 0 0 0

3.5 Complexity

3.5.1 Relevant pages processed and disclosed for paper and e-record formats
Number of pages
processed
Number of pages
disclosed
Number of requests
2,069 1,723 14
3.5.2 Relevant pages processed per request disposition for paper and e-record formats by size of requests
Disposition Less than 100 pages processed 100-500 pages processed 501-1000 pages processed 1001-5000 pages processed More than 5000 pages processed
Number of requests Pages processed Number of requests Pages processed Number of requests Pages processed Number of requests Pages processed Number of requests Pages processed
All disclosed 3 79 0 0 0 0 0 0 0 0
Disclosed in part 2 92 4 860 2 1,038 0 0 0 0
All exempted 0 0 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0 0 0
Request abandoned 3 0 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Total 8 171 4 860 2 1,038 0 0 0 0
3.5.3 Relevant minutes processed and disclosed for audio formats
Number of minutes processed Number of minutes disclosed Number of requests
0 0 0
3.5.4 Relevant minutes processed per request disposition for audio formats by size of requests
Disposition Less than 60 minutes processed Between 60 to 120 minutes processed More than 120 minutes processed
Number of requests Minutes processed Number of requests Minutes processed Number of requests Minutes processed
All disclosed 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0
All exempted 0 0 0 0 0 0
All excluded 0 0 0 0 0 0
Request abandoned 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0
Total 0 0 0 0 0 0
3.5.5 Relevant minutes processed and disclosed for video formats
Number of minutes processed Number of minutes disclosed Number of requests
0 0 0
3.5.6 Relevant minutes processed per request disposition for video formats by size of requests
Disposition Less than 60 minutes processed Between 60 to 120 minutes processed More than 120 minutes processed
Number of requests Minutes processed Number of requests Minutes processed Number of requests Minutes processed
All disclosed 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0
All exempted 0 0 0 0 0 0
All excluded 0 0 0 0 0 0
Request abandoned 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0
Total 0 0 0 0 0 0
3.5.7 Other complexities
Disposition Consultation required Legal advice sought Other Total
All disclosed 0 0 0 0
Disclosed in part 0 0 0 0
All exempted 0 0 0 0
All excluded 0 0 0 0
Request abandoned 0 0 0 0
Neither confirmed nor denied 0 0 0 0
Total 0 0 0 0

3.6 Closed requests

3.6.1 Requests closed within legislated timelines
  Requests closed within legislated timelines
Number of requests closed within legislated timelines 18
Percentage of requests closed within legislated timelines (%) 100

3.7 Deemed refusals

3.7.1 Reasons for not meeting legislated timelines
Number of requests closed past the legislated timelines Principal reason
Interference with operations/
workload
External consultation Internal consultation Other
0 0 0 0 0
3.7.2 Requests closed beyond legislated timelines (including any extension taken)
Number of days past legislated timelines Number of requests
past legislated timeline where no extension was taken
Number of requests past legislated timeline where an extension was taken Total
1 to 15 days 0 0 0
16 to 30 days 0 0 0
31 to 60 days 0 0 0
61 to 120 days 0 0 0
121 to 180 days 0 0 0
181 to 365 days 0 0 0
More than 365 days 0 0 0
Total 0 0 0

3.8 Requests for translation

Translation Requests Accepted Refused Total
English to French 0 0 0
French to English 0 0 0
Total 0 0 0

Section 4: Disclosures Under Subsections 8(2) and 8(5)

Paragraph 8(2)(e) Paragraph 8(2)(m) Subsection 8(5)
0 0 0

Section 5: Requests for correction of personal information and notations

Disposition for correction requests received Number
Notations attached 0
Requests for correction accepted 0
Total 0

Section 6: Extensions

6.1 Reasons for extensions

Number of requests where an extension was taken 15(a)(i) Interference with operations 15 (a)(ii) Consultation 15(b) Translation purposes or conversion
Further review required to determine exemptions Large volume of pages Large volume of requests Documents are difficult to obtain Cabinet Confidence Section (Section 70) External Internal
3 1 2 0 0 0 0 0 0

6.2 Length of extensions

Length of Extensions 15(a)(i) Interference with operations 15 (a)(ii) Consultation 15(b) Translation purposes or conversion
Further review required to determine exemptions Large volume of pages Large volume of requests Documents are difficult to obtain Cabinet Confidence Section (Section 70) External Internal
1 to 15 days 0 0 0 0 0 0 0 0
16 to 30 days 1 2 0 0 0 0 0 0
31 days or greater
Total 1 2 0 0 0 0 0 0

Section 7: Consultations received from other Institutions and Organizations

7.1 Consultations received from other Government of Canada institutions and organizations

Consultations Other Government of Canada
institutions
Number of pages to review Other organizations Number of pages to review
Received during reporting period 0 0 0 0
Outstanding from the previous
reporting period
0 0 0 0
Total 0 0 0 0
Closed during the reporting period 0 0 0 0
Carried over within negotiated timelines 0 0 0 0
Carried over beyond negotiated timelines 0 0 0 0

7.2 Recommendations and completion time for consultations received from other Government of Canada institutions

Recommendation Number of days required to complete consultation requests
1 to 15 days 16 to 30 days 31 to 60 days 61 to 120 days 121 to 180 days 181 to 365 days More than 365 days Total
Disclose entirely 0 0 0 0 0 0 0 0
Disclose in part 0 0 0 0 0 0 0 0
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0

7.3 Recommendations and completion time for consultations received from other organizations outside the Government of Canada

Recommendation Number of days required to complete consultation requests
1 to 15 days 16 to 30 days 31 to 60 days 61 to 120 days 121 to 180 days 181 to
365
days
More
than 365
days
Total
Disclose entirely 0 4 1 0 0 0 0 5
Disclose in part 0 0 3 0 0 0 0 3
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 0 0 0 0 0 0 0 0
Total 0 4 4 0 0 0 0 8

Section 8: Completion time of consultations on Cabinet Confidences

8.1 Requests with Legal Services

Number of days Fewer than 100 pages processed 100‒500 pages processed 501-1000 pages processed 1001-5000 pages processed More than 5000 pages processed
Number of requests Pages disclosed Number of request Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed
1 to 15 0 0 0 0 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0 0 0

8.2 Requests with Privy Council Office

Number of days Fewer than 100 pages processed 100‒500 pages processed 501-1000 pages processed 1001-5000 pages processed More than 5000 pages processed
Number of requests Pages disclosed Number of request Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed
1 to 15 0 0 0 0 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0 0 0

Section 9: Complaints and Investigations Notices Received

Section 31 Section 33 Section 35 Court action Total
1 0 1 0 2

Section 10: Privacy Impact Assessments (PIAs) and Personal Information Banks (PIBs)

10.1 Privacy Impact Assessments

Number of PIAs completed 0
Number of PIAs modified 0

10.2 Institution-specific and Central Personal Information Banks

Personal Information Banks Active Created Terminated Modified
Institution-specific 18 0 0 0
Central 0 0 0 0
Total 18 0 0 0

Section 11: Privacy Breaches

11.1 Material Privacy Breaches Reported

Number of material privacy breaches reported to TBS 0
Number of material privacy breaches reported to OPC 0

11.2 Non-Material Privacy Breaches Reported

Number of non-material privacy breaches 5

Section 12: Resources related to the Privacy Act

12.1 Allocated costs

Expenditures Amount
Salaries $331,621
Overtime $0
Goods and services $66,335
  • Professional services contracts: $51,646
 
  • Other: $14,689
 
Total $397,956

12.2 Human Resources

Resources Person Years dedicated to Access to Privacy activities
Full-time employees 3.314
Part-time and casual employees 0.000
Regional staff 0.000
Consultants and agency personnel 0.024
Students 0.395
Total 3.733

Note: Enter values to three decimal places.