Report on the administration of the Access to Information Act 2013-2014

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About this publication

Publication author : Canada Economic Development for Quebec Regions

ISBN number : 2291-7209

Publish date : September 16, 2014

Summary :

This report deals with the activities of the Agency in implementing the Access to information Act for the fiscal year 2013-2014.

Table of Contents

  1. Introduction
  2. Mandate of the Economic Development Agency of Canada for the Regions of Quebec
  3. Access to Information and Privacy Office
  4. Delegation of Authority
  5. Interpretation of the Statistical Report on Access to Personal Information
  6. Training
  7. Administrative Policies and Practices
  8. Complaints and Investigations
  9. Privacy Impact Assessment (PIA)
  10. Disclosure of Personal Information
  11. Actions Planned for 2014-2015
  12. Appendix A - Statistical Report on the Access to Information Act
  13. Appendix B - Additional reporting requirements
  14. Appendix C - Delegation Chart

Introduction

The Privacy Act (the Act), promulgated on July 1, 1983, aims to extend the present laws of Canada that protect the privacy of individuals with respect to personal information about themselves held by a government institution.

The purpose of the Act is to protect personal information by allowing individuals to consult information about themselves. It also imposes strict controls on how such information is gathered, used and shared.

Under section 72 of the Act, The head of every government institution shall prepare an annual report for submission to Parliament. This document therefore reports on the operations of the Economic Development Agency of Canada for the Regions of Quebec in 2012-2013, as required by the Act.

The Privacy Act gives individuals general access to personal information about themselves held by federal institutions, subject to certain specific and limited exceptions.

Mandate of the Economic Development Agency of Canada for the Regions of Quebec

Under its incorporating act, which came into effect on October 5, 2005, the mission of the Agency is to promote the long-term economic development of the regions of Quebec, giving special attention to those where slow economic growth is prevalent or opportunities for productive employment are inadequate. As part of its mission, the Agency is committed to promoting cooperation and a complementary relationship with Quebec and its communities.

Through its economic role, the Agency is central to government priorities with respect to the economy and employment. It is present in all Quebec regions, and works in conjunction with local organizations. The Agency supports communities and small and medium-sized enterprises (SMEs) so they can take part in the economy of tomorrow and achieve their full potential by building on their strengths, in particular by supporting the improvement of SMEs’ performance, productivity and innovation capability.

Furthermore, the Agency provides support for regions facing major crises by helping them diversify their economic base so as to enhance their long-term development. Through its business offices, the Agency’s presence is well-rooted in all Quebec regions. It acts in relation to enterprises—predominantly SMEs—and non-profit organizations (NPOs). The Agency supports SMEs and NPOs in their development primarily by providing financial assistance for project implementation.

The Agency’s approach is inspired by the best practices identified with respect to regional economic development. It is:

Since April 1, 2012, the Agency has had one regular G&C program, the Quebec Economic Development Program. In addition to this program, the Agency contributed to the design and implementation of Canada-wide programs and targeted ad-hoc initiatives such as the Community Infrastructure Improvement Fund (CIIF) that ended in March 2014. This initiative aimed to support the rehabilitation and improvement of existing community infrastructure.

Agency’s Grants and Contributions Programs and Initiatives, as stated in the 2013-2014 Report on Plans and Priorities:

Regular Program:

Quebec Economic Development Program (QEDP)

Canada-wide Program Implemented in Quebec by the Agency:

Community Futures Program (CFP)

Infrastructure Canada’s delivery partner for the administration in Quebec:

Building Canada Fund–Quebec
Municipal Rural Infrastructure Fund
Canada Strategic Infrastructure Fund

Ad-hoc initiative:

Community Infrastructure Improvement Fund

To learn more about the Agency’s mandate, programming and operations, go to its Web site: www.dec-ced.gc.ca.

Access to Information and Privacy Office

Procedure

For the past four years, AIPO has had an Access to Information and Personal Information Procedure, submitted to and approved by the Agency’s top management. No amendments were made in 2013-2014.

The procedure meets the demands of the Directive on the Administration of the Access to Information Act, as updated in January 2012. The purpose of this directive is to facilitate compliance with legislative and regulatory strictures, spell out the roles and responsibilities of all those involved in processing access requests and provide an efficient model of practices and processes for handling access requests.

In addition to presenting the roles and responsibilities of the various individuals involved, this procedure presents the process for handling requests, intended to illustrate the various processing and approval stages in effect at the Agency, based on the steps indicated in the following diagram.

Processing Flow

Receipt

Processing

Communication

 

As part of a well defined process, AIPO is responsible for receiving and processing requests submitted under the Act and provides leadership in this regard. AIPO then forwards the requests to the office of primary interest, which is then responsible for forwarding the requested documents and providing AIPO with expert advice.

Once the document extraction process has been completed, AIPO analyses the documents on the basis of the Act, consults the office of primary interest, the departments concerned and third parties, if necessary. It then informs the branches and sectors concerned of the recommended dispositions, which are then submitted to the Manager, Corporate Secretariat, for approval.

A 48-hour notice included in AIPO’s decision is sent simultaneously to the managers involved. The documents are then prepared for reporting and sent to the applicants.

Information Available on the Agency's Web Site

Access to Information and Privacy

One section of the Agency’s site has information about its role in applying the Act. There, one can find especially details of access requests processed by AIPO and for which records have been released. In accordance with the Directive on the Administration of the Access to Information Act, the Agency has been publishing a monthly summary of access to information requests processed since May 2011. Summaries contain the identification, abstract and disposition of requests, as well as the number of pages released.

These Web pages also contain practical supplementary information to help citizens who want to file an access request. This section is intended as a gateway to AIPO’s services.

Delegation of Authority

Interpretation of the Statistical Report on Access to Personal Information

HIGHLIGHTS

Every request received within the reporting period was closed by AIPO, thus no request was carried over to the next fiscal year.

The number of pages reviewed increased by 17%, to 4,779 pages. The number of pages disclosed also increased in this fiscal year, rising by 12%, to 2,414 pages.

AIPO recorded a decline of about 50% in the number of access to information requests in 2013-2014. Even though some of the requests had an increase in complexity and required a number of discussions with the requesters to clarify the information sought, the rate of requests processed in less than 30 days increased from 52% in 2012-2013 to 69% in 2013-2014. Naturally, consultations remain a challenge for AIPO, since they are the main reason for delays in response time.

The work carried out on the proactive disclosure section to make it easier to retrieve data on grants and contributions was a factor in the decrease of the number of requests processed. Now available on the Web, the more complete data enables users to generate their own files they would previously had to request.

 

Requests received and processed

The number of access requests received and processed was down in the current fiscal year from previous years. AIPO received a total of 22 requests during the year, compared to 48 in 2012-2013. In addition to the requests received in 2013-2014, four were carried over from the year before. To find a similar rate in the number of requests received, we would have to go back to the 2009-2010 fiscal year. AIPO processed a total of 26 requests in 2013-2014, a decrease of 50%.

Requests received and deferred over the past six years

Number of requests received: Long Description

In 2009-2010, 24 requests were received and 3 others were carried forward from the previous year
In 2010-2011, 14 requests were received and 6 others were carried forward from the previous year
In 2011-2012, 35 requests were received and 2 others were carried forward from the previous year
In 2012-2013, 48 requests were received and 8 others were carried forward from the previous year
In 2013-2014, 22 requests were received and 4 others were carried forward from the previous year

 

Source of requests

This year again, the media accounted for the lion’s share of requests with 59%, followed closely by members of the public with 36%. The following table shows the sources of the requests.

Source of requests in 2013-2014

Requests' sources: Long Description

59% media
36% public
5% organizations
0% business
0% academic

 

Subjects of requests

The subjects of the requests received are just as varied as their sources. However, certain broad themes do recur each year, as they have done for a number of years.

This year, 25 out of 26 requests (96%) were for documents related to grants or contributions or for background documents such as briefing notes or correspondence. The nature of these documents meant that consultations with third parties were needed, which entailed more processing time. The other request processed (4%) was for documents pertaining to the Agency’s internal activities.

Disposition and processing times

The Act stipulates that access requests must normally be answered within 30 calendar days. Of the requests processed in 2013-2014, 18 (69%) were answered in less than 30 days. Of those, 16 requests (88%) were answered in less than 15 days.

It is also important to note that the Act provides for extended deadlines for certain requests where consultations are needed with third parties or other organizations. Given the nature of the documents sought from the Agency in 2013-2014, several requests required such consultations. AIPO therefore had to extend the deadlines to be able to discharge its obligations under the Act.

Thus, of the number of requests received during the year, a total of 10 (38%) had their deadlines extended. Of this number, five were delivered within the times specified in the Act. The rate for requests where there was a delay in response time thus increased in 2013-2014, mainly owing to the fact that, of the 26 requests processed, four (15%) were already facing delays when they were carried over from the previous year.

In 2013-2014, two new phenomena were noted.

  1. A substantial increase in the number of requests treated informally, in accordance with Treasury Board Secretariat directives. These requests relate to public documents or to information that has already been processed under the Act.
  2. An increase in the number of consultations for some requests. While some extended requests required only a few consultations, two of them called for 30 to 50 consultations each.
Number of processing days and dispositions invoked
  Number of Days
1 to 15 16 to 30 31 to 60 61 to 120 121 to 180 181 to 365 More than 365 Total
All disclosed 2 1 1         4
Disclosed in part 2 1 2 1 1 1 2 10
All excluded 2             2
No records exists 1             1
Request abandoned 3             9
TOTAL 16 2 3 1 1 1 2 26

Exceptions and exclusions invoked

Considering the 14 requests for which answers were transmitted, AIPO fully disclosed the information being sought, without invoking protection, for four requests (15%) and invoked exemptions and exclusions in the case of 10 other requests (39%).

The following table shows the exemptions and exclusions invoked in 2013-2014. More than one section may be invoked for a given request.

As can be seen, the Agency, by virtue of its economic development activities, holds many records containing business, technical and financial information relating to third parties.

Exemptions and exclusions invoked in 2013-2014
Sections Invoked Frequency
Information obtained in confidence
from another government
13(1)c)


1
Investigations
16(1)a)(i)
16(1)a)(i)

7
1
Personal information
19 (1)

4
Third party information
20(1)b)
20(1)c)
20(1)d)

4
1
3
Advice and recommendations
to government
21(1)a)
21(1)b)
21(1)d)


5
3
1
Solicitor-client privilege
23

4
Refusal of access where
information to be published
26


2
Confidential documents
69(1)a)
69(1)e)

1
1

Communication of disclosed documents

In 2013-2014, a total of 14 requests (54%) resulted in partial or full disclosure of documents. Of this number, 10 responses (71%) were disclosed in paper format and four others (29%) in electronic format. These results tend to be similar each year.

It should be noted that communication in electronic format (sent on CD) is preferred, mainly in the case of voluminous records.

This year again, as this has been the case for many years, no records were consulted in the Agency’s reading room.

Pages reviewed and disclosed

With the introduction in 2011-2012 by the Treasury Board Secretariat of a new detailed statistical report, it is now possible to report the number of pages reviewed and compare it with the number of pages disclosed.

These page numbers may vary considerably from year to year, depending on the subjects of interest and the quantity of relevant records held by the Agency.

The number of pages reviewed in 2013-2014 (4,779 pages) exceeded the number for the previous year (3,949 pages). There was a less significant increase in the number of pages disclosed: 2,414 pages in this fiscal year, as compared to 2,128 pages in 2012-2013.

Number of pages disclosed per year

Number of pages disclosed: Long Description

In 2010-2011, 618 pages
In 2011-2012, 2361 pages
In 2012-2013, 2128 pages
In 2013-2014, 2414 pages

 

Third party consultations and extensions

Because of the nature of the Agency’s operations, mainly aimed at allocating financial assistance to SMEs and organizations, it is not unusual for requests processed to require consultations with third parties and hence extensions of the times stipulated in the Act.

In order to meet the demands of the Act, extensions were granted for 10 out of 26 requests processed (39%), compared with 31 requests (60%) last year. In each case, applicants were advised of the extension in accordance with the Act.

Of all these third party consultations, two were answered after expiry of the prescribed deadline, leading to delays in processing.

The Agency consults third parties in order to provide as much information as possible, which is keeping with the spirit and the letter of the Act. These consultations can sometimes result in a delay in processing requests, a situation which leaves AIPO powerless. This was the case with a file where close to 50 third parties were consulted and one of them did not respond to AIPO within the prescribed time frame. As a result, AIPO was forced to send a notice under section 44 (request for review) and wait until the notice deadline had expired before transmitting the documents.

Privy Council Office consultations and extensions

Through recommendations made by the Agency’s Legal Services, AIPO had to consult the Office of the Queen’s Privy Council for Canada four times to confirm the applicability of section 69, which provides for exclusion of confidences of the Privy Council. Of these four requests, one was answered after expiry of the extension.

Since these consultations require the assistance of Legal Services and may cause delays in the processing, they are still problematic in terms of response times.

Consultation requests from other federal institutions

In the current year, AIPO processed a total of 29 requests from other federal institutions. These requests account for a total of 386 pages for processing. This is an increase of nearly 50% over the previous fiscal year.

Of these 29 consultations, a recommendation for full disclosure was made for 25 requests (86%) and for partial disclosure for four (14%). All of these requests were processed within 30 days.

Consultation requests received

Consultation requests received: Long Description

2009-2010: 14
2010-2011: 17
2011-2012: 15
2013-2013: 17
2013-2014: 29

 

Fees and exemptions

AIPO complies with the guidelines of the Treasury Board Secretariat with regard to the imposition and waiving of access fees. For example, it waives reproduction fees of less than $25. Above that amount, it decides whether or not full fees should be charged on the basis of perceived public interest.

In 2013-2014, a net amount of $65 was collected for submission of requests, while $370 was collected as research fees for the processing of requests. Submission fees were waived for 12 requests. In most of these cases, AIPO sought to split requests that referred simultaneously to multiple files related to disclosures made by AIPO. This practice also meant that responses could be sent to requesters more quickly, since consultations could be carried out individually with third parties who received the contribution in question.

Lastly, AIPO decided to waive half of the research fees for one request. In fact, in accordance with the Directive on the Administration of the Access to Information Act, the institution used its discretion and reduced the fees to a request that took more time than expected to process.

Costs

The cost of administering the Act fell slightly in 2013-2014 to $139,582. This included $127,146 in salaries and $12,436 for travel, training, software rental, supplies and translation.

Training

In fiscal 2011-2012, we were able to develop and deliver a series of mandatory training sessions entitled Access to Information and Privacy Protection. This major initiative was conducted by the AIPO team and instructed 316 Agency employees on issues of access to information and protection of personal data.

In 2013-2014, AIPO continued with training, focusing on new Agency employees or those who did not have the opportunity to attend training in 2011-2012. To this end, seven training sessions were provided to a total of 43 employees.

In addition, two awareness sessions were provided to three employees in the Minister’s office. Also, two Agency employees, whose duties call for a certain grasp of access to information matters, received a specific training.

Training

In fiscal 2011-2012, we were able to develop and deliver a series of mandatory training sessions entitled Access to Information and Privacy Protection. This major initiative was conducted by the AIPO team and instructed 316 Agency employees on issues of access to information and protection of personal data.

In 2013-2014, AIPO continued with training, focusing on new Agency employees or those who did not have the opportunity to attend training in 2011-2012. To this end, seven training sessions were provided to a total of 43 employees.

In addition, two awareness sessions were provided to three employees in the Minister’s office. Also, two Agency employees, whose duties call for a certain grasp of access to information matters, received a specific training.

Administrative Policies and Practices

Procedure

For the past four years, AIPO has had an Access to Information and Personal Information Procedure, submitted to and approved by the Agency’s top management. No amendments were made in 2013-2014.

The procedure meets the demands of the Directive on the Administration of the Access to Information Act, as updated in January 2012. The purpose of this directive is to facilitate compliance with legislative and regulatory strictures, spell out the roles and responsibilities of all those involved in processing access requests and provide an efficient model of practices and processes for handling access requests.

In addition to presenting the roles and responsibilities of the various individuals involved, this procedure presents the process for handling requests, intended to illustrate the various processing and approval stages in effect at the Agency, based on the steps indicated in the following diagram.

Processing Flow

Receipt

Processing

Communication

 

As part of a well defined process, AIPO is responsible for receiving and processing requests submitted under the Act and provides leadership in this regard. AIPO then forwards the requests to the office of primary interest, which is then responsible for forwarding the requested documents and providing AIPO with expert advice.

Once the document extraction process has been completed, AIPO analyses the documents on the basis of the Act, consults the office of primary interest, the departments concerned and third parties, if necessary. It then informs the branches and sectors concerned of the recommended dispositions, which are then submitted to the Manager, Corporate Secretariat, for approval.

A 48-hour notice included in AIPO’s decision is sent simultaneously to the managers involved. The documents are then prepared for reporting and sent to the applicants.

Information Available on the Agency's Web Site

Access to Information and Privacy

One section of the Agency’s site has information about its role in applying the Act. There, one can find especially details of access requests processed by AIPO and for which records have been released. In accordance with the Directive on the Administration of the Access to Information Act, the Agency has been publishing a monthly summary of access to information requests processed since May 2011. Summaries contain the identification, abstract and disposition of requests, as well as the number of pages released.

These Web pages also contain practical supplementary information to help citizens who want to file an access request. This section is intended as a gateway to AIPO’s services.

Complaints and Investigations

During the reporting period, the Agency received one complaint about a request for access to personal information processed in 2012-2013. This complaint is still under discussion between the Agency and the Office of the Privacy Commissioner, in part to assess the application of section 25 (Safety of individuals).

Privacy Impact Assessment (PIA)

As planned in 2013-2014, the Agency made the necessary arrangements for a privacy impact assessment for the Quebec Economic Development Program. At the time of writing this report, the PIA had been completed and approved. In addition to being sent to the parties concerned, the PIA will be posted on the Agency’s Web site.

Disclosure of Personal Information

In 2013-2014, no information was disclosed pursuant to subsection 8.(2)(m).

Actions Planned for 2014-2015

The ATIPO will prioritize its initial mandate of responding to all requests for access to personal information in accordance with the spirit and letter of the Act.

In addition, it will continue improving its business practices while complying with access to personal information-related directives, regulations and major trends. The improvement of its business practices in 2014-2015 will be achieved in part through the drawing up and implementation of a new Privacy Policy, as suggested in the privacy impact assessment.

Appendix A - 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 22
Outstanding from previous reporting period 4
Total 26
Closed during reporting period 26
Carried over to next reporting period 0
1.2 Source of requests
Source Number of Requests
Media 13
Academia 0
Business (Private Sector) 0
Organization 1
Public 8
Total 22

Part 2 – Requests closed during the reporting period

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 2 1 1 0 0 0 0 4
Disclosed in part 2 1 2 1 1 1 2 10
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0
No records exist 2 0 0 0 0 0 0 2
Request transferred 1 0 0 0 0 0 0 1
Request abandoned 0 0 0 0 0 0 0 0
Treated informally 9 0 0 0 0 0 0 9
Total 16 2 3 1 1 1 2 26
2.2 Exemptions
Section Number of requests
13(1) (a) 0
13(1) (b) 0
13(1) (c) 1
13(1) (d) 0
13(1) (e) 0
14(a) 0
14(b) 0
15(1) - A.I.* 0
15(1) - Def.* 0
15(1) - A.S.* 0
16(1) (a) (i) 7
16(1) (a) (ii) 0
16(1) (a) (iii) 0
16(1) (b) 0
16(1) (c) 0
16(1) (d) 0
16(2) (a) 0
16(2) (b) 0
16(2) (c) 1
16(3) 0
16.1(1) (a) 0
16.1(1) (b) 0
16.1(1) (c) 0
16.1(1) (d) 0
16.2(1) 0
16.3 0
16.4(1) (a) 0
16.4(1) (b) 0
16.5 0
17 0
18(a) 0
18(b) 0
18(c) 0
18(d) 0
18.1(1) (a) 0
18.1(1) (b) 0
18.1(1) (c) 0
18.1(1) (d) 0
19(1) 4
20(1) (a) 0
20(1) (b) 4
20(1) (b.1) 0
20(1) (c) 1
20(1) (d) 3
20.1 0
20.2 0
20.4 0
21(1) (a) 5
21(1) (b) 3
21(1) (c) 0
21(1) (d) 1
22 0
22.1(1) 0
23 4
24(1) 0
26 2

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

2.3 Exclusions
Section Number of requests
68(a) 0
68(b) 0
68(c) 0
68.1 0
68.2a) 0
68.2b) 0
69(1) (a) 1
69(1) (b) 0
69(1) (c) 0
69(1) (d) 0
69(1) (e) 1
69(1) (f) 0
69(1) (g) re (a) 0
69(1) (g) re (b) 0
69(1) (g) re (c) 0
69(1) (g) re (d) 0
69(1) (g) re (e) 0
69(1) (g) re (f) 0
69.1(1) 0
2.4 Format of information released
Disposition Paper Electronic Other formats
All disclosed 2 2 0
Disclosed in part 8 2 0
Total 10 4 0

2.5 Complexity

2.5 Complexity 2.5.1 Relevant pages processed and disclosed
Disposition of requests Number of pages processed Number of pages disclosed Number of requests
All disclosed 63 63 4
Disclosed in part 4,716 2,351 10
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 0 0 0
2.5 Complexity 2.5.2 Relevant pages processed and disclosed by size of requests
Type of request Less than 100 pages processed 101-500 pages processed 501-1000 pages processed
Disposition Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed
All disclosed 4 63 0 0 0 0
Disclosed in part 6 133 2 651 0 0
All exempted 0 0 0 0 0 0
All excluded 0 0 0 0 0 0
Abandoned 0 0 0 0 0 0
Total 10 196 2 651 0 0
2.5 Complexity 2.5.2 Relevant pages processed and disclosed by size of requests (continued)
Type of request 1001-5000 pages processed More than 5000 pages processed
Disposition Number of requests Pages disclosed Number of requests Pages disclosed
All disclosed 0 0 0 0
Disclosed in part 2 1,567 0 0
All exempted 0 0 0 0
All excluded 0 0 0 0
Abandoned 0 0 0 0
Total 2 1,567 0 0
2.5 Complexity2.5.3 Other complexities
Disposition Consultation required Assessment of fees Legal Advice Sought Other Total
All disclosed 1 0 0 0 1
Disclosed in part 9 1 5 5 20
All exempted 0 0 0 0 0
All excluded 0 0 0 0 0
Abandoned 0 0 0 0 0
Total 10 1 5 5 21

2.6 Deemed refusals

2.6.1 Reasons for not meeting statutory deadline
Number of requests closed past the statutory deadline: 5
Principal reason
Workload (1 request)
External consultation (4 requests)
Internal consultation (0 request)
Other (0 request)
2.6 Deemed refusals 2.6.2 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 0 1 1
16 to 30 days 0 0 0
31 to 60 days 0 1 1
61 to 120 days 0 1 1
121 to 180 days 0 0 0
181 to 365 days 0 1 1
More than 365 days 0 1 1
Total 0 5 5
2.7 Requests for translation
Translation Requests Accepted Refused Total
English to French 0 0 0
French to English 0 0 0
Total 0 0 0

Part 3 – Extensions

3.1 Reasons for extensions and disposition of requests
Disposition of requests
where an extension was taken
9(1)(a)
Interference with
operations
9(1)(b)
Consultation
9(1)(c)
Third party notice
Section 69 Other
All disclosed 0 0 0 1
Disclosed in part 1 1 3 4
All exempted 0 0 0 0
All excluded 0 0 0 0
No records exist 0 0 0 0
Request abandoned 0 0 0 0
Total 1 1 3 5
3.2 Length of extensions
Length of extensions 9(1)(a)
Interference with
operations
9(1)(b)
Consultation
9(1)(c)
Third party notice
Section 69 Other
30 days or less 0 0 1 4
31 to 60 days 0 0 1 1
61 to 120 days 0 0 0 0
121 to 180 days 1 1 1 0
181 to 365 days 0 0 0 0
365 days or more 0 0 0 0
Total 1 1 3 5

Part 4 – Fees

Part 4 - Fees
Fee Type Fee Collected Fee Waived or Refunded
Number of requests Amount Number of requests Amount
Application 13 $65 12 $60
Search 1 $370 1 $360
Production 0 $0 0 $0
Programming 0 $0 0 $0
Preparation 0 $0 0 $0
Altemative format 0 $0 0 $0
Reproduction 0 $0 0 $0
Total 14 $435 13 $420

Part 5 – Consultations received from other institutions and organizations

5.1 Consultations received from other government institutions and organizations
Consultations Other
government institutions
Number of pages to review Other organizations Number of pages to review
Received during reporting period 28 381 0 0
Outstanding from the previous reporting period 1 5 0 0
Total 29 386 0 0
Closed during the reporting period 29 386 0 0
Pending at the end of the reporting period 0 0 0 0
5.2 Recommendations and completion time for consultations received from other government 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 than 365 days Total
Disclose entirely 22 1 2 0 0 0 0 25
Disclose in part 1 2 1 0 0 0 0 4
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 23 3 3 0 0 0 0 29
5.3 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 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

Part 6 - Completion time of consultations on Cabinet confidences

Number of days Number of responses received Number of responses received past deadline
1 to 15 0 0
16 to 30 0 0
31 to 60 0 0
61 to 120 1 0
121 to 180 1 1
181 to 365 0 0
More than 365 0 0
Total 2 1

Part 7 – Resources related to the Access to Information Act

7.1 Costs
Expenditures Amount
Salaries $101,349
Overtime $0
Goods and Services $12,436
• Professional services contracts $0  
• Other $12,436
Total $113,785
7.2 Human Resources
Resources Dedicated full-time to ATI activities Dedicated part-time to ATI activities Total
Full-time employees 1.00 0.40 1.40
Part-time and casual employees 0.00 0.00 0.00
Regional staff 0.00 0.00 0.00
Consultants and agency personnel 0.00 0.00 0.00
Students 0.00 0.00 0.00
Total 1.00 0.40 1.40

 

Appendix B - Additional reporting requirements

Completion Time of Consultations on Cabinet Confidences under the ATIA - Requests with Legal Services
Number of Days Fewer than 100 101-500 501-1,000
Pages Processed Pages Processed Pages Processed
Number of requests Pages Disclosed Number of requests Pages Disclosed Number of requests Pages Disclosed
1 to 15 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0
61 to 120 1 2 0 0 0 0
121 to 180 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0
More than 365 0 0 0 0 0 0
Total 1 2 0 0 0 0
Completion Time of Consultations on Cabinet Confidences under the ATIA - Requests with Legal Services (continued)
Number of Days 1,001-5,000 More than 5,000
Pages Processed Pages Processed
Number of requests Pages Disclosed Number of requests Pages Disclosed
1 to 15 0 0 0 0
16 to 30 0 0 0 0
31 to 60 0 0 0 0
61 to 120 0 0 0 0
121 to 180 0 0 0 0
181 to 365 0 0 0 0
More than 365 0 0 0 0
Total 0 0 0 0
Completion Time of Consultations on Cabinet Confidences under the ATIA - Requests with Privy Council Office
Number of Days Fewer than 100 101-500 501-1,000
Pages Processed Pages Processed Pages Processed
Number of requests Pages Disclosed Number of requests Pages Disclosed Number of requests Pages Disclosed
1 to 15 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0
61 to 120 1 3 0 0 0 0
121 to 180 2 11 0 0 0 0
181 to 365 0 0 0 0 0 0
More than 365 0 0 0 0 0 0
Total 3 14 0 0 0 0
Completion Time of Consultations on Cabinet Confidences under the ATIA - Requests with Privy Council Office (continued)
Number of Days 1,001-5,000 More than 5,000
Pages Processed Pages Processed
Number of requests Pages Disclosed Number of requests Pages Disclosed
1 to 15 0 0 0 0
16 to 30 0 0 0 0
31 to 60 0 0 0 0
61 to 120 0 0 0 0
121 to 180 0 0 0 0
181 to 365 0 0 0 0
More than 365 0 0 0 0
Total 0 0 0 0
Completion Time of Consultations on Cabinet Confidences under the PA - Requests with Legal Services
Number of Days Fewer than 100 101-500 501-1,000
Pages Processed Pages Processed Pages Processed
Number of requests Pages Disclosed Number of requests Pages Disclosed Number of requests Pages Disclosed
1 to 15 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0
More than 365 0 0 0 0 0 0
Total 0 0 0 0 0 0
Completion Time of Consultations on Cabinet Confidences under the PA - Requests with Legal Services (continued)
Number of Days 1,001-5,000 More than 5,000
Pages Processed Pages Processed
Number of requests Pages Disclosed Number of requests Pages Disclosed
1 to 15 0 0 0 0
16 to 30 0 0 0 0
31 to 60 0 0 0 0
61 to 120 0 0 0 0
121 to 180 0 0 0 0
181 to 365 0 0 0 0
More than 365 0 0 0 0
Total 0 0 0 0
Completion Time of Consultations on Cabinet Confidences under the PA - Requests with Privy Council Office
Number of Days Fewer than 100 101-500 501-1,000
Pages Processed Pages Processed Pages Processed
Number of requests Pages Disclosed Number of requests Pages Disclosed Number of requests Pages Disclosed
1 to 15 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0
More than 365 0 0 0 0 0 0
Total 0 0 0 0 0 0
Completion Time of Consultations on Cabinet Confidences under the PA - Requests with Privy Council Office (continued)
Number of Days 1,001-5,000 More than 5,000
Pages Processed Pages Processed
Number of requests Pages Disclosed Number of requests Pages Disclosed
1 to 15 0 0 0 0
16 to 30 0 0 0 0
31 to 60 0 0 0 0
61 to 120 0 0 0 0
121 to 180 0 0 0 0
181 to 365 0 0 0 0
More than 365 0 0 0 0
Total 0 0 0 0

Appendix C - Delegation Chart

Delegation Schedule Privacy Act
Article Description Proposed delegation
Manager, General Secretariat Co-ordinator
7(a) Notice when access requested    
7(b) Giving access to record    
8(1) Transfer of request to another institution    
9 Extension of time limits    
11(2), (3), (4), (5), (6) Additional fees    
12(2)(b) Language of access    
12(3)(b) Access in alternative format    
13 Exemption - Information obtained in confidence    
14 Exemption - Federal - provincial affairs    
15 Exemption - International affairs and defence    
16 Exemption - Law enforcement and investigations    
16.5 Exemption - Public Servants Disclosure Protection Act    
17 Exemption - Safety of individuals    
18 Exemption - Economic interests of Canada    
18.1 Exemption - Economic interests of government institutions    
19 Exemption - Personal information    
20 Exemption - Third party information    
21 Exemption - Operations of government    
22 Exemption - Testing procedures, tests and audits    
22.1 Exemption - Audit working papers and draft audit reports    
23 Exemption - Solicitor-client privilege    
24 Exemption - Statutory prohibitions    
25 Severability    
26 Exemption - Information to be published    
27(1), (4) Third party notification    
28(1)(b), (2), (4) Third party notification    
29(1) Where the Information Commissioner recommends disclosure    
33 Advising Information Commissioner of third-party involvement    
35(2)(b) Right to make representations    
37(4) Access to be given to complainant    
43(1) Notice to third party (application to Federal Court for review)    
44(2) Notice to applicant (application to Federal Court by third party)    
52(2), (3) Special rules for hearings    
71(1) Facilities for inspection of manuals    
72 Annual report to Parliament    

I approve the delegation schedule.
[original signed]
Guy Mc Kenzie, Deputy Minister/President
Date: December 6, 2012

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