Annual Report to Parliament 2019-2020
Privacy Act
Table of Contents
- Introduction
- Part I: General Information
- Part II: Report on the Privacy Act
- Statistical Report
- Interpretation of the Statistical Report
- Consultations by other Federal Institutions or Departments
- Other types of Requests
- Complaints, Investigations and Federal Court Cases
- Review by the Federal Court of Canada
- Request for Correction of Personal Information
- Use and Disclosure
- Disclosure under Paragraph 8(2)
- Exempt Banks
- Audits Conducted by the Privacy Commissioner
- Privacy Breaches
- Privacy Impact Assessments (PIAs)
- COVID-19
- Part III: Annual Statistical Report
- Annex A: Delegation Order
Introduction
The Privacy Act (PA) was proclaimed into force on July 1, 1983.
The PA extends to individuals the right of access to information about themselves held by the Government, subject to specific and limited exceptions. The PA also protects individuals’ privacy by preventing others from having access to their personal information and gives individuals substantial control over the collection, use, and disclosure by the federal government of such information.
Section 72 of the PA requires that the head of every government institution prepare for submission to Parliament an annual report on the administration of the PA within the institution during each financial year.
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 PA, the information reported is in accordance with the requirements of section 20 of the Service Fees Act.
This thirty-seventh Annual Report on the Administration of the PA is prepared in accordance with section 72 of the PA and section 20 of the Service Fees Act. It is intended to describe how the Department of Justice administered its responsibilities during fiscal year 2019-20.
Part I – General Information
Department Of Justice
To better understand the context within which the PA is administered, this section provides background information about the Department of Justice.
The Department of Justice has a dual mandate. This mandate stems from the dual role of the Minister of Justice, who is also the Attorney General of Canada.
In support of the Minister of Justice, the Department is responsible for providing policy and program advice and direction through the development of the legal content of bills, regulations and guidelines. In support to the Attorney General of Canada, the Department is responsible for litigating civil cases by or on behalf of the Federal Crown and for providing legal advice to federal law enforcement agencies and other government departments.
Privacy Activities
The Access to Information and Privacy (ATIP) Coordinator is accountable for the development, coordination and implementation of effective policies, guidelines, systems and procedures in order to enable efficient processing of requests under the PA. The Coordinator is also responsible for related policies, systems and procedures stemming from the PA.
The responsibility for the coordination of new data collection at the Department of Justice also lies with the ATIP Coordinator. This ensures compliance with the PA and, as necessary, the creation of new Personal Information Banks or Program Records.
Activities of the Access to Information and Privacy (ATIP) Office include:
- Processing requests under the PA;
- Acting as spokesperson for the Department of Justice in dealing with the Treasury Board Secretariat, the Privacy Commissioner and other government departments and agencies regarding the application of the PA;
- Responding to consultation requests submitted by other federal institutions on Department of Justice documents located in their files and on records that may be subject to solicitor-client privilege;
- Coordinating, reviewing, approving and publishing new entries and modifications to Info Source, an annual Government of Canada resource that describes its organization and information holdings;
- Preparing the Annual Report to Parliament and other statutory reports, as well as other materials that may be required by central agencies;
- Developing policies, procedures and guidelines for the orderly implementation of the PA by the Department;
- Promoting awareness of the PA, to ensure Departmental respect of the obligations imposed on the Government;
- Monitoring Departmental compliance with the PA, its regulations and relevant procedures and policies; and
- Participating in and advising on the preparation of Privacy Impact Assessments (PIAs).
Monitoring Compliance
The workload is assessed, through the ATIP Case Management System, on a daily basis in order to ensure that workload is evenly distributed and effectively managed to meet statutory deadlines. Various reports are produced on a weekly, bi-weekly, monthly and quarterly basis to ensure that all levels of officials are advised.
Organization For The Implementation Of Access To Information Activities
The ATIP Coordinator, who is also referred to as the ATIP Director, has full authority delegated by the Minister for the administration of the Act. For the purpose of increased executive oversight, full authority is also conferred to the Assistant Deputy Minister and Chief Financial Officer, Management Sector and the Chief Information Officer. The Delegation Order can be found at Appendix A of this report.
Within the ATIP Office, 3.87 employees were dedicated on a full-time basis to the administration of the PA and related functions. The organizational chart of the ATIP Office is as follows:
Organizational Chart of the ATIP Office – Text version
Listing the title of each position, this organizational chart describes the reporting structure of the ATIP Office:
- The head of the Office is the ATIP Director.
- 1 Administrative Assistant, 2 Managers, ATIP Operations, 1 Legal Counsel, 1 Manager, ATIP Policy Center and 1 Manager, Proactive publication & intake report to the ATIP Director.
- 3 Team Leaders and 3 Senior Advisors report to the Managers, ATIP Operations and to the Manager, Proactive publication & intake.
- Each team reports to a Team Leader:
- Team 1 is composed of ATIP Advisors and ATIP Analysts.
- Team 2 is composed of Junior Analysts and Processing Assistant.
- Team 3 is composed of ATIP Analysts
- Each team reports to a Team Leader:
- 1 Senior Policy Advisor, 1 Systems Administrator and 1 junior administrator report to the Manager, ATIP Policy Center.
Officials of the Department were directly involved in the application of the PA by making recommendations concerning the disclosure of records and by ensuring compliance with the provisions of the Act.
The stages for processing requests are as follows:
Stages for Processing Requests - Text Version
This flowchart tracks the processing life cycle of a Privacy request. Once a request has been received, it is analyzed and a search for relevant records is conducted. The records that are found are reviewed in light of recommendations that have been received. The records are then prepared for release as a response package. Once the response package has been finalized, it is reviewed and approved by the ATIP Director. Upon approval, the response package is sent out to the requester.
The reading rooms at the Department of Justice headquarters and those located in the regional offices across Canada make available to the public the most recent published version of Info Source, as well as Departmental publications and manuals. Many of these publications can be found on the Department of Justice and the Treasury Board Secretariat’s websites.
Administrative Issues
Salary and Administrative Expenditures
A total of 3.87 full-time equivalents were utilized on a full-time basis in the administration of the PA. The salary expenditures amounted to $313,450.
The administrative expenditures amounted to $54,928 which included professional services contracts.
These costs do not include resources expended by the Department’s other sectors to meet the requirements under the PA. There were no service agreements under section 73.1 of the Privacy Act to which in which the Department of Justice was party during the reporting period.
Accomplishments
The Department of Justice continued to strive to provide leadership and improve its performance in order to maintain the highest standards of service. For fiscal year 2019-20, the ATIP Office accomplished the following:
- The Department reacted quickly to the Covid-19 challenge. ATIP staff have been working remotely since March 13, 2020 and continued to process requests that have electronic documents classified up to Protected B. The Department instituted alternative working arrangements to help ATIP staff affected by school closures, loss of childcare arrangements, and disruption to family life due to COVID-19. The Department worked diligently to provide service to clients, and communicated with our clients clearly during the challenge.
- The Department continued to use SharePoint, a web application platform, a web application platform, for the transfer of information with the Offices of Primary Interest to reduce internal processing timelines and paper consumption.
- The Department of Justice continued to be part of the Access to Information and Privacy Online Request Pilot Project. Canadians can continue to submit requests under the PA through an online channel;
- The Department monitored guidelines and service standards for the ATIP community that clarify the ATIP Office’s role in requests that have been received by other federal government institutions pursuant to the PA. The timeframes and service standards continued to be reviewed periodically to ensure that they remained current.
- The Department continued to develop internal guidance documents and tools to ensure consistency and to document best practices and lessons learned. These guidance documents are routinely discussed at regular staff meetings and updated as required.
- The Department continued to update internal procedures in order to process PA requests more efficiently and to share best practices with other government institutions.
- The Department continued to reduce paper consumption by printing double-sided, as well as providing release packages electronically to requesters when appropriate.
Education and Training
ATIP officers regularly provided advice and informal training on the application of ATIP legislation to departmental employees who must review relevant records requested under the PA.
Formal awareness information sessions were also offered to other sectors within the Department. Particular emphasis is placed on those aspects of the Act that are directly related to the employees’ areas of responsibility. Nine sessions and a town hall kiosk were provided this fiscal year (for a total of 105 participants for the sessions and multiple participants for the kiosk):
- Minister’s Office – 3 sessions – 30 participants
- Deputy Minister’s Office – 1 session - 2 participants (students)
- Finance-specific training – 1 session – 39 participants
- Business and Regulatory Law Portfolio – 1 session – 2 participants
- Policy Sector – 1 session – 10 participants
- Public Law and Legislative Support Services – 1 session – 2 participants
- OPI Community Meeting – 1 session – 20 participants
- PSDI Town Hall Meeting – kiosk – multiple participants
The Centre for Information and Privacy Law also offered training to 325 departmental employees, including through the Department of Justice’s Learning Program and to employees from other government departments:
- ATIP Fundamentals – 2 sessions – 50 participants
- Training on Bill C-58 – 3 sessions – 125 participants
- Essentials of Legal Practice – 1 session – 70 participants
- Fundamentals of Solicitor-Client Privilege in the Government Context – 2 sessions – 80 participants
ATIP training is part of the recommended courses under the values and ethics component of the Department’s Roadmap for new Managers. An e-orientation deck is posted on the Department’s Intranet site for employee consultation.
ATIP employees regularly participate in collective awareness sessions with ATIP Counsel to review recent jurisprudence and case law related to the PA. The ATIP Counsel participates in monthly ATIP Practice Group meetings during which information is exchanged and viable solutions are proposed. The Practice Group is open to all departmental counsel, including those from Legal Services Units, and its mandate is to discuss questions such as the right of access to information or privacy issues.
In addition to mentorship and partnership relationships, workshops and presentations are also regularly provided within the ATIP Office on various topics concerning the application of the PA and related policy and procedures. This allows ATIP employees to benefit from each other’s respective levels of experience and knowledge. This year, ATIP held six internal sessions, with 10 participants.
Finally, ATIP employees participated in training sessions, conferences and seminars organized by the Treasury Board Secretariat or by various associations on matters relating to both access and privacy. These exchanges provide updates for employees in the development of ATIP and upcoming trends in this area.
Part II – Report On The Privacy Act
Requests Under The Privacy Act
Statistical Report
The Annual Statistical Report for fiscal year 2019-20 is included at Part III of this Report.
Interpretation of the Statistical Report
| Fiscal Year | # of Requests Received | # of Requests Completed | # of Pages Processed | # of Pages Released |
|---|---|---|---|---|
| 2019-2020 | 196 | 201 | 28,125 | 12,176 |
| 2018-2019 | 253 | 248 | 14,479 | 7,397 |
| 2017-2018 | 292 | 286 | 33,915 | 17,503 |
Requests Received Pursuant to the Privacy Act
196 requests were received during the period under review. In addition, 51 requests were carried forward from previous years, for a total of 247 requests.
Requests Completed Pursuant to the Privacy Act
201 requests were completed during the period under review. Forty-six (46) were carried forward to be completed in fiscal year 2020-21.
There was a decrease in the number of requests completed from those of the previous year (47 requests). Responding to formal privacy requests involved the review of 28,125 pages, of which 12,176 pages were partially or entirely disclosed.Disposition of Completed Requests
Of the 201 requests completed in fiscal year 2019-20:
- No relevant records existed under the control of the Department of Justice for 127 requests; and
- 32 requests were abandoned by the applicant. In the majority of cases the applicant did not pursue the requests, either by withdrawing them or by not providing the clarification that was requested by the ATIP Office.
The remaining 42 requests were released in the following manner:
- 5 were fully disclosed (12%);
- 36 were partially disclosed (86%); and
- 1 was entirely exempted (2%)
Disposition
Disposition - Text Version
This pie graph illustrates the percentage of requests that were completed during the reporting period with the following dispositions: All Disclosed (12%), Disclosed in Part (86%) and Exempt Entirely (2%).
Completion Time and Extensions
Out of 201 requests completed in 2019-20, 173 (86%) were processed within 30 days or less.
Completion Time
Completion Time - Text Version
This pie graph illustrates the percentage of requests that were completed during the reporting period within the following timeframes: 1 to 15 days (47%), 16 to 30 days (39%), 31 to 60 days (6%), 61 to 120 days (4%), 121 to 180 days (1%), 181 to 365 days (1%) and more than 365 days (2%).
The ATIP Office routinely monitors the processing time for privacy requests. This routine monitoring is done through various statistical reports (weekly, monthly, quarterly and yearly) and meetings with ATIP staff to ensure that requests are being processed in a most timely manner. All ATIP staff, portfolio contacts and senior management are made aware of the performance metrics.
In some instances, the Department found it necessary to seek extensions to the prescribed time limits due to interference with operations (20 times).
Exemptions Invoked
The Department invoked exemptions under the PA for 59 requests. Section 26 was invoked most often (30 times), which exempts personal information relating to individuals other than the requester, and section 27 (21 times), which exempts information relating to solicitor-client privilege. For further details regarding all the exemptions invoked, please refer to the Statistical Report at Part III of this Report.
Exclusions Cited
No information was excluded under Section 70 during the reporting period.
Method of Access
A total of four (4) requesters wanted paper copies and 37 requesters chose to receive information electronically, an option which tends to be more widely accepted.
Consultations by other Federal Institutions or Departments
| Fiscal Year | # of Requests Received | # Pages Received | # of Requests Completed | # of Pages Reviewed |
|---|---|---|---|---|
| 2019-2020 | 19 | 369 | 19 | 951 |
| 2018-2019 | 26 | 1,387 | 26 | 1,162 |
| 2017-2018 | 31 | 994 | 30 | 1,081 |
During the period under review, the Department received 19 requests from other government institutions and organizations requesting recommendations regarding records originating from, pertaining to, or of interest to the Department of Justice. In addition, five consultations outstanding from previous years were carried over, for a total of 24. In total, the Department reviewed 974 pages for these consultations.
Of the 24 consultations active throughout the reporting period, 19 were completed during the 2019-20 fiscal year and the remaining five were carried forward to be completed in fiscal year 2020-21.
Other types of Requests
Advice
The ATIP Office also acted as a resource on several occasions for departmental officials as well as those from other government institutions, offering advice and guidance on the provisions of the legislation as well as related policies. The Office was consulted on the disclosure and collection of information on a wide-range of issues.
Complaints, Investigations and Federal Court Cases
Complaints Filed
Two (2) complaints were filed with the Office of the Privacy Commissioner (OPC) during the reporting period. The reasons for the complaints were as follows:
- 1 related to delay; and,
- 1 concerned the handling of the request in general.
Completed Investigations
Complaint findings are defined as follows:
Well-founded: The OPC found evidence of the complainant’s rights being denied under the PA.
Not well-founded: The investigation uncovered no evidence leading the OPC to conclude that the government institution violated the complainant’s rights under the PA.
Resolved: After a thorough investigation, the OPC helped negotiate a solution that satisfied all parties. The finding is used for those complaints in which well-founded would be too harsh to fit what essentially is a miscommunication or misunderstanding.
Settled during the course of investigation: The OPC helped negotiate a solution that satisfied all parties during the investigation, but did not issue a finding.
Discontinued: The complaint was withdrawn or abandoned by the complainant before allegations were fully investigated.
Six investigations were completed during the reporting period, some of which had been carried forward from previous years. Out of the six, four were not well-founded, and two were well-founded. No key issues were raised as a result of these complaints.
At the end of the fiscal year, nine complaints were still under investigation by the OPC.
Review by the Federal Court of Canada
No applications were filed before the Federal Court pursuant to sections 41, 42 and 44 of the PA during the reporting period.
Request for Correction of Personal Information
Paragraph 12(2)(a) of the PA provides that every individual given access to personal information about himself or herself that has been used, is being used, or is available for use for an administrative purpose, is entitled to request correction of such information where the individual believes there is an error or omission therein.
The Department of Justice did not receive any request for correction of personal information during the reporting period.
Use and Disclosure
It is the Department of Justice’s policy that personal information be used solely for the purpose for which it is collected or for a consistent use as described in the Info Source publication.
Disclosure under Paragraph 8(2)
Sub-paragraph 8(2)(m) of the PA permits the disclosure of personal information in situations where the public interest in disclosure clearly outweighs any invasion of privacy that could result from the disclosure or when the disclosure would clearly benefit the individual to whom the information relates. The Privacy Commissioner must be informed of disclosures to be made under these provisions.
The Department did not disclose personal information once pursuant to paragraph 8(2)(m) during the reporting period.
Exempt Banks
The Department of Justice had no exempt banks under the PA.
Audits Conducted by the Privacy Commissioner
Pursuant to subsection 37(1) of the PA, the Privacy Commissioner may carry-out investigations in respect of personal information under the control of government institutions to ensure compliance with paragraphs 4 to 8.
No formal investigations by the Commissioner were completed during the reporting period.
Privacy Breaches
Federal institutions are required to notify the Office of the Privacy Commissioner of Canada and the Treasury Board of Canada Secretariat of all material privacy breaches and of the mitigation measures being implemented if the breach involves sensitive personal information and could reasonably be expected to cause serious injury to the individual.
Two (2) material breaches were reported during this reporting period.
Privacy Impact Assessments (PIAs)
PIAs are a means to ensure that privacy principles are taken into account during the design, implementation and evolution of programs and services that involve personal information. Programs and services with potential privacy risks are required to undergo a PIA.
No PIAs were completed during this reporting period.
COVID-19
The Access to Information Directorate of the Department of Justice was impacted by Covid-19 in the following ways:
Classification of records: ATIP staff worked remotely since March 13, 2020 and were not able to process requests that have documents classified higher than Protected B or that have documents that are not available electronically.
Limited capacity / alternative work arrangements: Many ATIP staff were affected by school closures, loss of childcare arrangements, and disruption to family life due to COVID-19. This limited productivity and necessitated alternative working arrangements.
Part III – Annual Statistical Report
Statistical Report on the Privacy Act
Name of institution: Department of Justice
Reporting period: 2019-04-01 to 2020-03-31
Section 1: Requests Under the Privacy Act
| Number of Requests | |
|---|---|
| Received during reporting period | 196 |
| Outstanding from previous reporting period | 51 |
| Total | 247 |
| Closed during reporting period | 201 |
| Carried over to next reporting period | 46 |
Section 2: Requests Closed During the Reporting Period
| 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 | 1 | 3 | 0 | 1 | 0 | 0 | 0 | 5 |
| Disclosed in part | 4 | 9 | 10 | 5 | 1 | 2 | 5 | 36 |
| All exempted | 0 | 1 | 0 | 0 | 0 | 0 | 0 | 1 |
| All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| No records exist | 66 | 59 | 1 | 1 | 0 | 0 | 0 | 127 |
| Request abandoned | 24 | 6 | 1 | 1 | 0 | 0 | 0 | 32 |
| Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Total | 95 | 78 | 12 | 8 | 1 | 2 | 5 | 201 |
| Section | Number of Requests |
|---|---|
| 18(2) | 0 |
| 19(1)(a) | 1 |
| 19(1)(b) | 1 |
| 19(1)(c) | 2 |
| 19(1)(d) | 1 |
| 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 |
| 22.4 | 0 |
| 23(a) | 0 |
| 23(b) | 0 |
| 24(a) | 0 |
| 24(b) | 0 |
| 25 | 1 |
| 26 | 30 |
| 27 | 21 |
| 27.1 | 0 |
| 28 | 0 |
| 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 |
| Paper | Electronic | Other formats |
|---|---|---|
| 4 | 37 | 0 |
2.5 Complexity
| Number of Pages Processed | Number of Pages Disclosed | Number of Requests |
|---|---|---|
| 28125 | 12176 | 74 |
| Disposition | Less Than 100 Pages Processed | 101-500 Pages Processed | 501-1,000 Pages Processed | 1,001-5,000 Pages Processed | More Than 5,000 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 | 5 | 45 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Disclosed in part | 11 | 2034 | 13 | 2043 | 7 | 2440 | 4 | 3693 | 1 | 1743 |
| All exempted | 1 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Request abandoned | 31 | 0 | 1 | 178 | 0 | 0 | 0 | 0 | 0 | 0 |
| Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Total | 48 | 2079 | 14 | 2221 | 7 | 2440 | 4 | 3693 | 1 | 1743 |
| Disposition | Consultation Required | Legal Advice Sought | Interwoven Information | Other | Total |
|---|---|---|---|---|---|
| All disclosed | 0 | 0 | 0 | 0 | 0 |
| Disclosed in part | 2 | 0 | 0 | 0 | 2 |
| All exempted | 0 | 0 | 0 | 0 | 0 |
| All excluded | 0 | 0 | 0 | 0 | 0 |
| Request abandoned | 0 | 0 | 0 | 0 | 0 |
| Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 |
| Total | 2 | 0 | 0 | 0 | 2 |
2.6 Closed requests
| Requests closed within legislated timelines | |
|---|---|
| Number of requests closed within legislated timelines | 184 |
| Percentage of requests closed within legislated timelines (%) | 91.5 |
2.7 Deemed refusals
| Number of Requests Closed Past the Statutory Deadline | Principal Reason - Number of requests | |||
|---|---|---|---|---|
| Workload | External Consultation | Internal Consultation | Other | |
| 17 | 12 | 0 | 0 | 5 |
| Number of Days Past Legislated Timelines | Number of Requests Past Legislated Timeline Where No Extension Was Taken | Number of Requests Past Legislated Timelines Where an Extension Was Taken | Total |
|---|---|---|---|
| 1 to 15 days | 1 | 1 | 2 |
| 16 to 30 days | 0 | 2 | 2 |
| 31 to 60 days | 1 | 1 | 2 |
| 61 to 120 days | 4 | 0 | 4 |
| 121 to 180 days | 0 | 1 | 1 |
| 181 to 365 days | 1 | 1 | 2 |
| More than 365 days | 1 | 3 | 4 |
| Total | 8 | 9 | 17 |
| 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)
| Paragraph 8(2)(e) | Paragraph 8(2)(m) | Subsection 8(5) | Total |
|---|---|---|---|
| 0 | 1 | 0 | 0 |
Section 4: 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
| 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 70) | External | Internal | ||
| 20 | 2 | 9 | 9 | 0 | 0 | 0 | 0 | 0 |
| 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 70) | External | Internal | ||||
| 1 to 15 days | 0 | 1 | 0 | 0 | 0 | 0 | 0 | 0 | ||
| 16 to 30 days |
2 | 8 | 9 | 0 | 0 | 0 | 0 | 0 | ||
| 31 days or greater |
0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | ||
| Total | 2 | 9 | 9 | 0 | 0 | 0 | 0 | 0 | ||
Section 6: Consultations Received From Other Institutions and Organizations
| Consultations | Other Government of Canada Institutions | Number of Pages to Review | Other Organizations | Number of Pages to Review |
|---|---|---|---|---|
| Received during the reporting period | 19 | 369 | 0 | 0 |
| Outstanding from the previous reporting period | 5 | 605 | 0 | 0 |
| Total | 24 | 974 | 0 | 0 |
| Closed during the reporting period | 19 | 951 | 0 | 0 |
| Pending at the end of the reporting period | 5 | 23 | 0 | 0 |
| 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 | 2 | 3 | 2 | 1 | 1 | 1 | 0 | 10 |
| All exempted | 0 | 0 | 1 | 4 | 1 | 0 | 0 | 6 |
| All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Consult other institution | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Other | 3 | 0 | 0 | 0 | 0 | 0 | 0 | 3 |
| Total | 5 | 3 | 3 | 5 | 2 | 1 | 0 | 19 |
| 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
| Number of Days | Fewer Than 100 Pages Processed | 101-500 Pages Processed | 501-1,000 Pages Processed | 1,001-5,000 Pages Processed | More than 5,000 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 |
| Number of Days | Fewer Than 100 Pages Processed | 101-500 Pages Processed | 501-1,000 Pages Processed | 1,001-5,000 Pages Processed | More than 5,000 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
| Section 31 | Section 33 | Section 35 | Court action | Total |
|---|---|---|---|---|
| 2 | 6 | 3 | 0 | 11 |
Section 9: Privacy Impact Assessments (PIA) and Personal Information Banks (PIB)
| Number of PIA(s) completed | 0 |
| Personal Information Banks | Active | Created | Terminated | Modified |
|---|---|---|---|---|
| 0 | 0 | 0 | 0 |
Section 10: Material Privacy Breaches
| Number of material privacy breaches reported to TBS | 2 |
| Number of material privacy breaches reported to OPC | 2 |
Section 11: Resources Related to the Privacy Act
| Expenditures | Amount |
|---|---|
| Salaries | $313,450 |
| Overtime | $3,441 |
| Total - Goods and Services | $54,928 |
| Professional services contacts - Goods and Services | $51,606 |
| Other - Goods and Services | $3,322 |
| Total | $371,819 |
| Resources | Person Years Dedicated to Privacy Activities |
|---|---|
| Full-time employees | 3.87 |
| Part-time and casual employees | 0.04 |
| Regional staff | 0.00 |
| Consultants and agency personnel | 0.26 |
| Students | 0.02 |
| Total | 4.19 |
Annex A: Delegation Order
Access to Information and Privacy Act Delegation Order - Text version
The Minister of Justice of Canada, pursuant to section 73 of the Access to Information Act and the Privacy Act, hereby designates the persons holding the positions set out in the schedule hereto, or the persons occupying on an acting basis those positions, to exercise the powers and functions of the Minister as the head of a government institution, under the section of the Act set out in the schedule opposite each position. This designation replaces the attached designation.
| Position | Privacy Act and Regulations | Access to Information Act and Regulations |
|---|---|---|
| The Deputy Minister | 33(2) and 35(1) | 35(2) and 37(1) |
| The Director, Access to Information and Privacy Office | Full authority | Full authority |
| The Assistant Deputy Minister Management Sector and Chief Financial Officer | Full authority | Full authority |
| The Chief Information Officer | Full authority | Full authority |
| The Chief of Operations, Chief of Policy and the Legal Counsel, Access to Information and Privacy Office | 15, and the mandatory provisions of 26 for all records | 8(1), 9, 11(2) to (6) inclusive, and the mandatory provisions of 19(1) for all records |
| The Senior Access to Information and Privacy Advisors | 15 for all records | 8(1) and 9 for all records |
Dated, at the City of Ottawa,
May 2016
The Honourable Jody Wilson-Raybould
Minister of Justice
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