Annual report to Parliament 2020-2021: Privacy Act

Table of contents

Introduction

I. Introduction

The purpose of the Privacy Act (PA) is to protect the personal information of individuals under the responsibility and control of federal institutions, and to provide individuals with a right of access to that information.

This report reflects privacy activities of Crown-Indigenous Relations and Northern Affairs Canada (CIRNAC) from

April 1, 2020 to March 31, 2021.

This report, submitted to Parliament pursuant to section 72 of the PA, describes the activities of CIRNAC that support compliance with privacy legislation. The report details the activities and accomplishments of CIRNAC's Access to Information and Privacy (ATIP) Directorate, including highlights such as:

  • Limiting the break in service during Covid-19;
  • Continued training initiatives to increase departmental Privacy capacity and awareness; and
  • Further development of a Privacy/Policy team.

Creation of Two New Departments

In June 2019, the Department of Crown-Indigenous Relations and Northern Affairs Act and the Department of Indigenous Services Act received royal ascent. This formalized the creation of the two new departments. The ATIP Directorate provides shared services support for CIRNAC and Indigenous Services Canada (ISC) through a Memorandum of Understanding (MOU) between the Departments.

Delegation on ministerial responsibilities for the Privacy Act (PA remains institutionally specific.

Crown-Indigenous Relations and Northern Affairs Canada's Mandate

Crown-Indigenous Relations and Northern Affairs Canada continues to renew the nation-to-nation, Inuit-Crown, government-to-government relationship between Canada and First Nations, Inuit and Métis. Its mandate is to modernize Government of Canada structures to enable Indigenous peoples to build capacity and support their vision of self-determination; and lead the Government of Canada's work in the North.

The relationship must be based on the recognition of rights, respect, co-operation, and partnership. CIRNAC will build on the progress that has been made already, including the establishment of rights and recognition tables across the country, the creation of permanent bilateral mechanisms with National Indigenous Organizations to make progress on shared priorities, and the progress made across government on the Truth and Reconciliation Commission Calls to Action.

CIRNAC is one of two federal departments that are primarily responsible for meeting the Government of Canada's obligations and commitments to First Nations, Inuit and Métis, and for fulfilling the federal government's constitutional responsibilities in the North. CIRNAC's overall mandate and wide-ranging responsibilities are shaped by centuries of history and unique demographic and geographic challenges. The mandate is derived from the Constitution Act 1982, the Indian Act, the Department of Crown-Indigenous Relations and Northern Affairs Act (preceded by the Department of Indian Affairs and Northern Development Act), territorial Acts, treaties, comprehensive claims and self-government agreements, as well as various other statutes affecting Indigenous Peoples and the North.

Most of CIRNAC's programs, representing a majority of its spending, are delivered through partnerships with Indigenous communities and through federal-provincial or federal-territorial agreements. CIRNAC also works with urban Indigenous people

II. Organization

ATIP Directorate at CIRNAC

The ATIP Directorate is responsible for the administration of requests made under the Access to Information Act (ATIA) and the PA It was established within the Corporate Secretariat and reports to the Corporate Secretary, who is directly accountable to the Deputy Head and is a member of the CIRNAC Senior Management Team (SMT). The Directorate also coordinates and implements policies, guidelines and procedures to ensure departmental compliance with the ATIA and PA.

Workshop presentations, training courses and awareness sessions designed to increase access to information and privacy capacity across the Department are also provided by the ATIP Directorate.

Under a shared service MOU, all ATIP analysts processed requests for both CIRNAC and ISC. They processed requests of varying volume and complexity based on their classification level. They also provided critical privacy advice for new initiatives, resulting in privacy protection in departmental programs. Policies and procedures continue to be established to ensure that privacy is considered throughout the life cycle of CIRNAC's programs and that informed policy decisions are made concerning the collection, sharing and/or use of personal information.

The ATIP Directorate provides advice and guidance to the Department on a number of topics:

  1. The application of the ATIA and PA;
  2. The release of sensitive or protected information to the public;
  3. Education and awareness of access to information and privacy issues throughout the Department;
  4. Proactive publications;
  5. Departmental Privacy Impact Assessments (PIAs);
  6. Permissible disclosures of personal information pursuant to subsection 8(2) of the PA;
  7. Appropriate PA Statements on Data Collection Instruments , i.e. forms, surveys, etc.;
  8. Updates to Info Source and the preparation and registration of Personal Information Banks and their related Classes of Records ;
  9. Protocols surrounding privacy breaches; and
  10. Privacy advice in Memoranda of Understanding and Information Sharing Agreements.

The Intake Team triages and coordinates the receipt of requests for information under the control of the Department made pursuant to the Access to Information Act and the Privacy Act. The Operations Team ensures that a response is provided within the legislated timeframe. All requests are monitored using the tracking system Access Pro Case Management.

ATIP analysts work closely with the relevant program areas to ensure that all responsive documents are provided and the information contained within those documents is treated in accordance with the Acts to allow for government records to be safely disclosed to the Canadian public.

The Privacy/Policy team is available to provide expert advice, maintain & monitor privacy risks and assist with the creation of privacy training material. The Privacy/Policy team also supports CIRNAC in the development of Departmental policies that reflect the Department's unique relationship with its clients and Indigenous partners all while ensuring the Department meets its obligations under the Privacy Act.

In addition to the ATIP Directorate, within each of the sectors and regional offices of CIRNAC are located ATIP Liaison Officers (ALOs) who receive requests for records from the ATIP Directorate and subsequently task the requests, as appropriate, to areas within their sector. The ALOs play a crucial role in ensuring requests are clear to the record retrievers and that the appropriate records, impact statements and approvals are obtained and communicated to ATIP Directorate officials within the designated time allowances.

Organizational Chart
Text alternative for Organizational Chart

Director's Office
The Director (EX-01), as institutional ATIP Coordinator, holds full delegated authority under the ATIA. The Director is supported in day-to-day administrative tasks by the Deputy Director Operations (PM-06), Deputy Director Privacy/Policy (PM-06) and an Administrative Assistant (AS-01) and in reporting by the Systems Administrator (AS-04)

Intake Team
The Intake Team is led by one Team Lead (PM-5) and is comprised of various Intake Officers (PM-01 and CR-04's), who enter all applications into the electronic case management system, acknowledge receipt of requests, perform imaging services, interact with and respond to inquiries from the public.

Operations Team
The Operations Team is led by four Team Leaders (PM-05), who are responsible for the overview of request processing by their team, including the review of completed requests. The Operations Team consists of Analysts at the PM-04, PM-03, and PM-02 levels who process Access and Privacy requests of varying volume and complexity, as well as provide training.

Privacy/Policy Team
The Privacy/Policy Team is led by two Team Leaders (PM-05), who are responsible for the overview of request processing by their team, including the review of privacy/policy requests. The Privacy/Policy Team consists of Analysts at the PM-04, PM-03 and PM-02 levels who respond to Privacy matters (such as privacy breaches, Privacy Impact Assessment), also provides training and Privacy advice, supported by a Clerk (CR-04).

III. Delegation Order

Under section 73 of the Privacy Act, the Minister's authority may be delegated to departmental officials in order to administer the PA within CIRNAC.

During the reporting period, the delegation order signed by the Honorable Minister Carolyn Bennett, Minister of Crown-Indigenous Relations on January 28, 2021, was in effect (Appendix A). Under section 73 of the PA, the order delegates full authority and responsibility for the PA to the following positions:

  • Deputy Minister
  • Associate Deputy Minister
  • Corporate Secretary
  • Departmental ATIP Director (Coordinator)
  • Deputy Director

Statistics

IV. Interpretation of the Statistical Report

CIRNAC's Statistical Report and Supplemental Report were submitted to the Treasury Board Secretariat (TBS) on June 4, 2021 (Appendix B). The Report details various aspects of the requests CIRNAC received and processed during the period of April 1, 2020 to March 31, 2021.

Section 1. Requests under the Privacy Act

In 2020-2021, CIRNAC received 831 new requests under the Privacy Act. Of the 831 requests, 224 were carried over from previous reporting period. The ATIP Directorate completed 938 requests and carried 117 requests over into the 2021-2022 reporting period. (Table1.1)

This fiscal year there was an increase of 622% in privacy requests since the 2018-2019 reporting period. This increase is reflective of the settlement and resolution agreement for day schools.

Table 1.1 Number of Requests from 2018 to 2021
Number of Requests 2018-2019 2019-2020 2020-2021
Received 115 786 831
Outstanding from last year 14 10 224
Total 129 796 1055
Closed this year 119 584 938
Carried over to next year 10 212 117

Section 2. Requests closed during the reporting period

2.1 Disposition and completion time

Of the 938 requests closed during the reporting period (Table 2.1), CIRNAC was able to fully or partially disclose records in 547 cases or 58.3% of the time. The result was a disclosure of relevant information. The majority of requests (580, or 61.8%) took 60 days or less to complete. In 2020-2021, 358 requests took longer than 61 days.

Table 2.1 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 6 82 47 43 35 24 0 237
Disclosed in part 4 70 76 73 34 50 3 310
All exempted 0 0 0 0 0 0 0 0
All exempted 0 0 0 0 0 0 0 0
No records exist 35 79 52 49 26 12 0 253
Request abandoned 121 4 4 6 2 0 1 138
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 166 235 179 171 97 86 4 938

The most frequent outcome of requests processed during the reporting period was 'Disclosed in Part", in 310 cases or 33% of the time. The category of 'No records exist", occurred in 253 requests or 27% of the time. In 138 instances, the request was abandoned by the requester, likely because the original request was not complete or sufficient authorization for disclosure was not obtained.

2.2 Exemptions

As seen in previous years, section 26 (information about another identifiable individual) was the most common exemption invoked during the reporting period (316 times). The only other exemptions applied in 2020-2021 was under subsections 27 (Solicitor Client Privilege), which was invoked on one occasion. (Table 2.2)

Table 2.2 Number of requests closed where exemption provisions were invoked
Section Number of Requests
18(2) 0
19(1)(a) 0
19(1)(b) 0
19(1)(c) 0
19(1)(d) 0
19(1)(e) 0
19(1)(f) 0
20 0
21 0
22(1)(a)(i) 0
22(1)(a)(ii) 0
22(1)(a)(iii) 0
22(1)(b) 0
22(1)(c) 0
22(2) 0
22.1 0
22.2 0
22.3 0
23(a) 0
23(b) 0
24(a) 0
24(b) 0
25 0
26 316
27 1
28 0
Total 317
2.3 Exclusions

No mandatory exclusion provisions were applied to requests that were closed in fiscal year 2020-2021.

2.4 Format of information released

Over the course of this reporting period, CIRNAC provided response packages in electronic format through E-post for all 547 requests. (Table 2.4)

Table 2.4 Format of information released
Paper Electronic Other formats
0 547 0
2.5 Complexity

The following sections detail several factors affecting the complexity of requests that were completed throughout 2020-2021.

2.5.1 Relevant pages processed and disclosed

During the reporting period, the Department closed 938 requests, and for 253 of these, no records existed. Of the remaining 685 requests, 138 were abandoned, leaving 547 treatable requests. These requests resulted in the review of 15,371 pages and the release of 11,056 pages (Table 2.5.1).

Table 2.5.1 Relevant pages processed and disclosed.
Number of pages processed Number of pages disclosed Number of requests
15,371 11,056 938
2.5.2 Relevant pages processed and disclosed by size of requests

Over 95% of completed requests required processing of 100 pages or less. The 20 requests that required treatment of between 101-500 pages of records resulted in the disclosure of 1,915 pages. Only six requests involved over 501 pages.

Table 2.5.2 Relevant pages processed and disclosed by size of requests
Disposition Less than 100 pages processed 101-500 pages processed 501-1000 pages processed 1001-5000 pages processed More than 5000 pages processed
Requests Pages disclosed Requests Pages disclosed Requests Pages disclosed Requests Pages disclosed Requests Pages disclosed
All disclosed 236 1,739 1 150 0 0 0 0 0 0
Disclosed in part 285 4,205 19 1,765 4 1,572 2 1,570 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
Abandoned 138 55 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Total 659 5,999 20 1,915 4 1,572 2 1,570 0 0
2.5.3 Other complexities

The Department did not require any external consultations with the Department of Justice for privacy requests.

Table 2.5.3 Other complexities
Disposition Consultation required Legal Advice Sought Interwoven Information Other Total
All disclosed 0 0 0 59 59
Disclosed in part 0 0 94 76 170
All exempted 0 0 0 0 0
All excluded 0 0 0 0 0
Abandoned 0 0 0 13 13
Neither confirmed nor denied 0 0 0 0 0
Total 0 0 94 148 242
2.6 Closed requests

The following section details the number of requests closed within the legislated timelines.

2.6.1 Number of requests closed within legislated timelines

During the reporting period, 552 or 58.8% of requests were closed within legislated timelines. (Table 2.6.1)

Table 2.6.1 Number of requests closed within legislated timelines
Requests closed within legislated timelines
Number of requests closed within legislated timelines 552
Percentage of requests closed within legislated timelines (%) 58.8
2.7 Deemed refusals

The following sections detail the number of, and reasons for requests in deemed refusal throughout 2020-2021.

2.7.1 Reason for not meeting statutory deadline

The majority of deemed refusals or late requests were a result of COVID-19 and the Department's ability to retrieve records. In addition, the rise of privacy request due to the day school settlement added further pressure. Since 2018-2019 there has been a rise of 622% of these types of privacy requests. All of these factors affected workload and overall performance. (Table 2.7.1 & 2.7.2)

Table 2.7.1 Reasons for not meeting statutory deadlines
Number of Requests Closed Past the Legislated Timelines Principal Reason
Interference with
Operations/ Workload		 External
Consultation		 Internal
Consultation		 Other
386 219 0 0 167
2.7.2 Number of days past deadline
Table 2.7.2 Number of days past deadline
Number of Days Past Deadline Number of Requests Past Deadline Where No Extension Was Taken Number of Requests Past Deadline Where An Extension Was Taken Total
1 to 15 days 19 25 44
16 to 30 days 17 16 33
31 to 60 days 26 58 84
61 to 120 days 66 49 115
121 to 180 days 31 26 57
181 to 365 days 28 24 52
More than 365 days 1 0 1
Total 188 198 386
2.8 Requests for translation

During the reporting period, there were no instances where a requester asked for responsive records be translated to another official language.

Section 3. Disclosure under subsections 8(2) and 8(5)

Permissible disclosure pursuant to subsection 8(2) of the Privacy Act describes the circumstances under which personal information under the control of government institutions may be disclosed without the consent of the individual to whom the information pertains. In

2020-2021, CIRNAC made 0 permissible disclosures under 8(2)(e) and 8(2)(m). The Treasury Board of Canada requires these permissible disclosures to be captured in the statistical report.

8(2)(e) disclosures – Disclosure is authorized under 8(2)(e) pursuant to requests made by investigative bodies as found in the schedule II and III of the Privacy Act.

8(2)(m) disclosures – Disclosure is authorized under 8(2)(m) pursuant to any purpose where, in the opinion of the head of the institution the public interest in disclosure clearly outweighs any invasion of privacy that could result from the disclosure, or disclosure would clearly benefit the individual to whom the information relates.

8(5) disclosures - Requires institutions to report 8(2)(m) to the Office of the Privacy Commissioner. As there were no disclosure under 8(2)(m) nothing was reported to the Privacy Commissioner.

Other permissible disclosures not captured by the statistical report include:

8(2)(d) disclosures – CIRNAC completed four disclosures to the Attorney General of Canada pursuant to legal proceedings.

8(2)(j) disclosures – Permits the disclosure of personal information for statistical purposes. CIRNAC completed five disclosures for statistical purposes.

8(2)(k) disclosures - CIRNAC completed 20 disclosures permitting the disclosure of personal information to researchers for the purpose of researching or validating the claims, disputes or grievances of any of the Indigenous peoples of Canada.

The Privacy/Policy team processed a combined total of 29 requests under section 8(2) of the Act. During 2020-2021, 20 requests for disclosure under subsection 8(2)(k) of the Act. (Table 3.1)

Table 3.1 Additional disclosures under 8(2)
Paragraph 8(2)(d) Subsection 8(2)(j) Subsection 8(2)(k)
4 5 20

Section 4. Requests for correction of personal information and notations

During the reporting period, there were no requests for correction of personal information or notations.

Section 5. Extensions

5.1 Reasons for extensions and disposition of requests

In 2020-2021, 345 extensions were taken under subsection 15(a) of the Privacy Act due to volume of day school requests and operational pressures for COVID-19.

Table 5.1 Reasons for extensions and disposition of requests
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
345 8 4 88 245 0 0 0 0
5.2 Length of extensions
Table 5.2 Length of 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
1 to 15 days 0 0 0 1 0 0 0 0
16 to 30 days 8 4 88 244 0 0 0 0
Total 8 4 88 245 0 0 0 0

Section 6. Consultations received from other Institutions and Organizations

CIRNAC did not receive any consultations from another Government of Canada institution during 2020-2021.

Section 7. Completion time of consultations on Cabinet confidences

During the reporting period, no consultations on the application of section 70 of the PAwere sent to Departmental Legal Services Unit for consultation on potential Cabinet confidences.

Section 8. Complaints and Investigations Notices Received

During the 2020-2021 reporting period, there was one complaint received from the Office of the Privacy Commissioner under section 31. There was one complaint closed resulting in no action required by the Department under section 35. The Treasury Board of Canada requires institutions to track in the statistical report sections 31, 33 and 35 of the Privacy Act. These sections are not cumulative. (Table 8.1)

Table 8.1 Complaints and Investigation
Section 31 Section 33 Section 35 Court action Total
1 0 1 0 2

Section 9. Privacy Impact Assessments

Privacy Impact Assessments

A Privacy Impact Assessment (PIA) is a risk evaluation of the flow of personal information held within a program or service. This process enables the Department to determine whether new or substantially modified technologies, information systems, initiatives, and proposed programs or policies meet federal government privacy requirements. It identifies and mediates risks on programs collecting personal information.

There were no PIAs completed during the 2020-2021 reporting period.

Section 10. Material Privacy Breaches

Privacy Breaches

The ATIP Directorate supports the Department in investigating potential privacy breaches. CIRNAC reported no material breaches during this fiscal year. Material privacy breaches are at the highest risk and impact is defined as: involving sensitive personal information and could reasonably cause serious injury or harm to the individual and or involves a large number of affected individuals.

Section 11. Resources related to the Privacy Act

11.1 Costs

The ATIP Directorate functioned under a shared services model to support CIRNAC and ISC. It spent a total of $2,234,522 on staffing, and was supported by 26.094 human resources.

Calculations for the annual reports reflect the level of effort in support of CIRNAC's responsibilities pursuant to the Acts.

In 2020-2021, CIRNAC spent $150,059 on the administration of the PA and was supported by 2.622 Human Resources.

Table 11.1 Budget figures dedicated to the administration of the Privacy Act
Expenditures Amount
Salaries $149,755
Overtime $304
Goods and Services
  • Professional services contracts: $0
  • Other: $0
 $0
Total $150,059
11.2 Human Resources

The Privacy Operations unit within the ATIP Directorate consisted of 2.622 full-time equivalents (FTEs) (Table 10.2).

Table 11.2 Human resources dedicated to the administration of the Privacy Act
Resources Person Years Dedicated to Access to Information Activities
Full-time employees 2.622
Part-time and casual employees 0.000
Regional staff 0.000
Consultants and agency personnel 0.000
Students 0.000
Total 2.622

Highlights

V. 2020-2021 Points of Interest

The ATIP Directorate administers the Acts as a shared services for both Crown-Indigenous Relations and Northern Affairs Canada (CIRNAC) and Indigenous Services Canada (ISC) since November 30, 2017. This past fiscal year (2020-2021) was the third full year of reporting for Crown-Indigenous Relations and Northern Affairs Canada (CIRNAC) under the Access to Information Act and the Privacy Act.

CIRNAC received 831 new privacy requests and closed 938, with a total of 15,371 pages processed under the Privacy Act this fiscal year. There has been an increase of 622% in privacy requests since 2018-2019. This increase is reflective of the settlement and resolution agreement for day schools.

The most cited exemption under Privacy Act was Section 26 for personal information.

Only one complaint was received from the Office of the Privacy Commissioner in 2020-2021, whereas two complaints were received the previous fiscal year.

There were 29 permissible disclosure requests processed under section 8(2) the Privacy Act which allows for the release of personal information without consent.

It should be noted that of these, there were 20 disclosures under section 8(2)(k) of the Privacy Act for the purposes of researching or validating the claims, disputes or grievances of any of the Aboriginal peoples of Canada.

ATIP also trained a total of 860 employees (209 CIRNAC/651 ISC) on the Access to Information Act and Privacy Act in 2020-2021.

For the 2020-2021 fiscal year, CIRNAC spent $150,059 and was supported by 2.622 human resource in support of Privacy.

In a shared environment for both CIRANC and ISC, a total of $2,234,522 was spent on staffing, goods and services, and was supported by 26.094 human resources in the administration of both Acts.

Privacy Policy continued to build off of last year's review and assessment of existing departmental surveillance tools to support COVID-19 Pandemic response and planning activities for Indigenous communities. The focus in 2020-2021 was on data sharing activities related to the disclosure of personal information for pandemic response, health, and child and family services related purposes.

In collaboration with CIRNAC's Information Management Directorate, a data sharing review was undertaken in which the ATIP Directorate participated in the review of ISA related processes, templates, guidance documents and tools.

COVID Impacts

In effort to better serve Canadians, ATIP implemented electronic E-Post to facilitate sending responses to requesters and implemented new internal procedures to streamline processes and increase effectiveness. In addition, three consultants were also hired to help in processing the backlog.

Appendix A

Order of Delegation of the Privacy Act dated January 28, 2021

Access to Information Act and Privacy Act - Delegation Order

I, the Minister of Crown-Indigenous Relations and Northern Affairs Canada, pursuant to section 95 of the Access to Information Act and section 73 of the Privacy Act, hereby delegate the persons holding the positions set out in the Delegation of Authority Schedule attached hereto, or the persons occupying on an acting basis those positions, to exercise the powers, duties and functions of the Minister as head of Crown-Indigenous Relations and Northern Affairs Canada, under the provisions of the Act and related regulations set out in the schedule opposite each position. This delegation supersedes all previous delegation orders.

Signed on January 28, 2021

The Honourable Carolyn Bennett
Minister of Crown-Indigenous Relations and Northern Affairs Canada

Delegation of Authority Schedule

Position Access to Information Act and Regulations Privacy Act and Regulations
Deputy Minister Full authority Full authority
Associate Deputy Minister Full authority Full authority
Corporate Secretary Full authority Full authority
Director, Access to Information and Privacy Full authority Full authority
Deputy Director, Access to Information and Privacy Full authority Full authority except:
Sections
8(2)(j), 8(2)(m), 8(5), 9(1), 9(4), 10

Appendix B

Statistical Report on the Privacy Act

Name of institution:
Crown Indigenous Relations and Northern Affairs Canada
Reporting period:
2020-04-01
to
2021-03-31

Section 1: Requests Under the Privacy Act

Section 1: Requests Under the Privacy Act
Number of Requests
Received during reporting period 831
Outstanding from previous reporting period 224
Total 1055
Closed during reporting period 938
Carried over to next reporting period 117

Section 2: Requests Closed During the Reporting Period

2.1 Disposition and completion time

Table 2.1 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 6 82 47 43 35 24 0 237
Disclosed in part 4 70 76 73 34 50 3 310
All exempted 0 0 0 0 0 0 0 0
All exempted 0 0 0 0 0 0 0 0
No records exist 35 79 52 49 26 12 0 253
Request abandoned 121 4 4 6 2 0 1 138
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 166 235 179 171 97 86 4 938

2.2 Exemptions

Table 2.2 Exemptions
Section Number of Requests
18(2) 0
19(1)(a) 0
19(1)(b) 0
19(1)(c) 0
19(1)(d) 0
19(1)(e) 0
19(1)(f) 0
20 0
21 0
22(1)(a)(i) 0
22(1)(a)(ii) 0
22(1)(a)(iii) 0
22(1)(b) 0
22(1)(c) 0
22(2) 0
22.1 0
22.2 0
22.3 0
23(a) 0
23(b) 0
24(a) 0
24(b) 0
25 0
26 316
27 1
27.1 0
28 0

2.3 Exclusions

Table 2.3 Exclusions
Section Number of Requests
69(1)(a) 0
69(1)(b) 0
69.1 0
70(1) 0
70(1)(a) 0
70(1)(b) 0
70(1)(c) 0
70(1)(d) 0
70(1)(e) 0
70(1)(f) 0
70.1 0

2.4 Format of information

Table 2.4 Format of information
Paper Electronic Other
0 547 0

2.5 Complexity

2.5.1 Relevant pages processed and disclosed
Table 2.5.1 Relevant pages processed and disclosed
Number of pages processed Number of pages disclosed Number of requests
15,371 11,056 938
2.5.2 Relevant pages processed and disclosed by size of requests
Table 2.5.2 Relevant pages processed and disclosed by size of requests
Disposition Less than 100 pages processed 101-500 pages processed 501-1000 pages processed 1001-5000 pages processed More than 5000 pages processed
Requests Pages disclosed Requests Pages disclosed Requests Pages disclosed Requests Pages disclosed Requests Pages disclosed
All disclosed 236 1,739 1 150 0 0 0 0 0 0
Disclosed in part 285 4,205 19 1,765 4 1,572 2 1,570 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
Abandoned 138 55 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Total 659 5,999 20 1,915 4 1,572 2 1,570 0 0
Table 2.5.3 Other complexities
Table 2.5.3 Other complexities
Disposition Consultation required Legal Advice Sought Interwoven Information Other Total
All disclosed 0 0 0 59 59
Disclosed in part 0 0 94 76 170
All exempted 0 0 0 0 0
All excluded 0 0 0 0 0
Abandoned 0 0 0 0 13
Neither confirmed nor denied 0 0 0 0 0
Total 0 0 94 148 242

2.6 Closed Requests

2.6.1 Number of requests closed within legislated timelines
Table 2.6.1 Number of requests closed within legislated timelines
Requests closed within legislated timelines
Number of requests closed within legislated timelines 552
Percentage of requests closed within legislated timelines (%) 58.8

2.7 Deemed refusals

2.7.1 Reasons for not meeting legislated timelines
Table 2.7.1 Reasons for not meeting statutory deadlines
Number of Requests Closed Past the Legislated Timelines Principal Reason
Interference with
Operations/ Workload		 External
Consultation		 Internal
Consultation		 Other
386 219 0 0 167
2.7.2 Number of days past legislated timelines
Table 2.7.2 Number of days past deadline
Number of Days Past Deadline Number of Requests Past Deadline Where No Extension Was Taken Number of Requests Past Deadline Where An Extension Was Taken Total
1 to 15 days 19 25 44
16 to 30 days 17 16 33
31 to 60 days 26 58 84
61 to 120 days 66 49 115
121 to 180 days 31 26 57
181 to 365 days 28 24 52
More than 365 days 1 0 1
Total 188 198 386

2.8 Requests for translation

Table 2.8 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 3: Disclosures Under Subsections 8(2) and 8(5)

table 3: Disclosures Under Subsections 8(2) and 8(5)
Paragraph 8(2)(e) Paragraph 8(2)(m) Subsection 8(5) Total
0 0 0 0

Section 4: Requests for Correction of Personal Information and Notations

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 5: Extensions

5.1 Reasons for extensions and disposition of requests

Table 5.1 Reasons for extensions and disposition of requests
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
345 8 4 88 245 0 0 0 0

5.2 length of extensions

Table 5.2 Length of 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
1 to 15 days 0 0 0 1 0 0 0 0
16 to 30 days 8 4 88 244 0 0 0 0
31 days or greater 0 0 0 0 0 0 0 0
Total 8 4 88 245 0 0 0 0

Section 6: Consultations Received From Other Institutions and Organizations

6.1 Consultations received from other Government of Canada institutions and other organizations

Table 6.1 Consultations received from other Government of Canada institutions and other organizations
Consultations Other Government of Canada Institutions Number of Pages to Review Other Organizations Number of Pages to Review
Received during the 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
Pending at the end of the reporting period 0 0 0 0

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

Table 6.2 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
All disclosed 0 0 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0 0 0
All exempted 0 0 0 0 0 0 0 0
All excluded 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

6.3 Recommendations and completion time for consultations received from other organizations

Table 6.3 Recommendations and completion time for consultations received from other organizations
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
All disclosed 0 0 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0 0 0
All exempted 0 0 0 0 0 0 0 0
All excluded 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

Section 7: Completion Time of Consultations on Cabinet Confidences

7.1 Requests with Legal Services

Table 7.1 Requests with Legal Services
Number of Days Fewer Than 100 Pages Processed 101-500 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
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

7.2 Requests with Privy Council Office

Table 7.2 Requests with Privy Council Office
Number of Days Fewer Than 100 Pages Processed 101-500 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
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 8: Complaints and Investigations Notices Received

Complaints and Investigations Notices Received
Section 31 Section 33 Section 35 Court action Total
1 0 1 0 2

Part 9: Privacy Impact Assessments (PIAs)

Number of PIA(s) completed: 0

9.2 Personal Information Banks

table 9.2 Personal Information Banks
Personal Information Banks Active Created Terminated Modified
  25 0 0 0

Section 10: Material Privacy Breaches

Number of material privacy breaches reported to TBS: 0

Number of material privacy breaches reported to OPC: 0

Part 11: Resources Related to the Privacy Act

11.1 Costs

Table 11.1 Costs
Expenditures Amount
Salaries $149,755
Overtime $304
Goods and Services
  • Professional service contracts: $0
  • Other: $0
 $0
Total $150,059

11.2 Human Resources

11.2 Human Resources
Resources Person Years Dedicated to Access to Information Activities
Full-time employees 2.622
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 0.01
Students 0.00
Total 2.622
Note: Enter values to two decimal places.

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