Privacy Act Annual Report

Notice

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April 1, 2011 to March 31, 2012

Table of contents

Introduction

The Privacy Act (R.S., 1985, c. P-21) was proclaimed on July 1, 1983.

The Privacy Act (the “Act”) gives individuals the right to access information about them that is held by the government. This is, however, subject to specific and limited exceptions.

The Act also protects individuals' privacy by preventing others from accessing their personal information and by giving individuals substantial control over the collection, use and disclosure of personal information.

Section 72 of the Act requires that the head of every federal government institution prepare an Annual Report, for submission to Parliament, on the administration of the Act within the institution.  Every report shall be laid before each House of Parliament within three months after the financial year in respect of which it is made or, if that House is not then sitting, on any of the first fifteen days next thereafter that it is sitting.

This Annual Report provides a summary of the management and administration of the Privacy Act within the Public Service Commission of Canada (PSC) for the fiscal year 2011-2012.

Additional copies

Additional copies of this report can be obtained by writing to:

Access to Information and Privacy Office
Public Service Commission of Canada
L'Esplanade Laurier
300 Laurier Avenue West
West Tower
Ottawa, Ontario
K1A 0M7

Or by communicating with us via e-mail:

CFP.AIPRP-ATIP.PSC@cfp-psc.gc.ca

Or by calling:

Telephone: 613-995-9674
Fax: 613-996-4337

The PSC’s Privacy Act Annual Report is also available on the PSC Web site.

Part I - General information on the Public Service Commission

1.1 Raison d'être and mandate

Raison d'être

The Public Service Commission (PSC) is dedicated to building a public service that strives for excellence. We protect merit, non-partisanship and the use of both official languages while ensuring respect for the values of fairness, access, transparency and representativeness.

Responsibilities

On behalf of Parliament, the PSC safeguards the integrity of staffing and the non-partisan nature of the public service. In this respect, the PSC works closely with government but is independent from ministerial direction and is accountable to Parliament.

The Public Service Commission is mandated to:

  • Administer the provisions of the Public Service Employment Act that are related to the political activities of employees and deputy heads;
  • Oversee the integrity of the staffing system and ensure non-partisanship. This oversight role includes maintaining and interpreting data on the public service, carrying out audits that provide assurance and make recommendations for improvements and conducting investigations that can lead to corrective action in the case of errors or problems; and
  • Appoint, or provide for the appointment of, persons to or from within the public service. This has been delegated to departments and agencies. The PSC provides staffing and assessment functions and services to support staffing in the public service.

1.2 Public Service Commission's strategic outcome and Program Activity Architecture

The PSC Program Activity Architecture consists of one strategic outcome and four program activities.
Strategic outcome Program activities Program sub-activities
To provide Canadians with a highly competent, non-partisan and representative public service, able to provide service in both official languages, in which appointments are based on the values of fairness, access, transparency and representativeness 1.1.0 Appointment Integrity and Political Impartiality 1.1.1 Policy, Regulation and Exclusion Approval Orders
1.1.2 Delegated Appointment Authorities
1.1.3 Non-delegated Authorities
1.1.4 Political Activities
1.2.0 Oversight of Integrity in Staffing 1.2.1 Monitoring
1.2.2 Audit, Evaluation and Studies
1.2.3 Investigations
1.3.0 Staffing Assessment and Services 1.3.1 Staffing Services
1.3.2 Assessment
2.1.0 Internal Services
(These services contribute to all program activities.)
2.1.1 Governance and Management Support
2.1.2 Resource Management Services
2.1.3 Asset Management Services

Program Activity 1.1.0 – Appointment Integrity and Political Impartiality

The Appointment Integrity and Political Impartiality activity is focused on independently safeguarding merit and non-partisanship in the federal public service. This activity includes developing and advancing strategic policy and guidance; conducting policy research; establishing PSC policies and standards; providing advice, interpretation and guidance and administering delegated and non-delegated authorities.

Program Activity 1.2.0 – Oversight of Integrity in Staffing

The Oversight of Integrity in Staffing activity provides an accountability regime for the implementation of the appointment policy and a regulatory framework for safeguarding the integrity of public service staffing and ensuring that staffing is free from political influence. This activity includes monitoring departments’ and agencies’ staffing performance and compliance with legislative requirements, conducting audits and studies, carrying out investigations and reporting to Parliament on the integrity of public service staffing.

Program Activity 1.3.0 – Staffing Assessment and Services

The Staffing Assessment and Services activity develops and maintains systems that link Canadians and public servants seeking employment opportunities in the federal public service with hiring departments and agencies. It provides assessment-related products and services in the form of research and development, consultation, assessment operations and counselling for use in recruitment, selection and development throughout the federal public service. This activity also includes delivering staffing services, programs and products to departments and agencies and to all Canadians through client service units located across Canada.

Program Activity 2.1.0 – Internal Services

The Internal Services program activity develops and monitors corporate management planning frameworks and policies related to the Management Accountability Framework, finance, human resources management, information technology, communications and other administrative and support services; provides central services, legal services and systems in support of all PSC programs, including the offices of the President and Commissioners and formulates and implements policies, plans, guidelines, standards, processes and procedures to support the decision-making process of the Commission.

Part II - Report on the Privacy Act

1. Organization of delegation and activities

1.1 Delegation Order

Under section 3 of the Privacy Act (the “Act”), the President of the Public Service Commission (PSC) is designated as the head of the government institution for purposes of the administration of the Act.

Pursuant to section 73 of the Act, deputy heads may delegate any of their powers, duties or functions under the Act by signing an order authorizing one or more officers or employees of the institution, who are at the appropriate level, to exercise or perform the powers, duties or functions of the head specified in the order.

The powers, duties and functions of the President, under the Act, are delegated to the Corporate Secretary, Corporate Secretariat, who is the PSC’s Access to Information and Privacy (ATIP) coordinator, (See Appendix A - Delegation Instrument.

1.2 The Access to Information and Privacy coordinator

The PSC has a single ATIP coordinator who is responsible and accountable for the development, coordination and implementation of effective policies, guidelines, systems and procedures to enable the efficient processing of requests under the Act.

The coordinator is also responsible for the development, coordination and implementation of policies, systems and procedures that are required by the Act or Treasury Board Secretariat (TBS) Directives and policies.

The activities of the coordinator include:

  • Processing requests made under the Act;
  • Acting as spokesperson for the PSC in dealings with the TBS, the Office of the Privacy Commissioner and other government departments and agencies on matters related to the Act;
  • Responding to consultation requests submitted by other federal institutions for PSC documents;
  • Reviewing information collection in accordance with the Government Policy on Information Collection and Public Opinion Research;
  • Preparing the Annual Report to Parliament and other statutory reports, as well as other material that may be required by central agencies;
  • Developing policies, procedures and guidelines for the orderly implementation of the Act by the PSC;
  • Promoting awareness and providing advice to PSC employees to ensure the PSC's responsiveness to the obligations of the Act, TBS policies and their impact on various program initiatives; and
  • Monitoring the PSC's compliance with the Act, regulations and relevant procedures and policies.

1.3 The Access to Information and Privacy Office

The ATIP Office administers the provisions of the Act for the PSC. The manager of the ATIP Office reports to the ATIP coordinator, who, in turn, reports directly to the President of the PSC. The ATIP Office operates with one analyst to manage the requests received within the PSC. During the course of this reporting period, the Commission Secretariat hired a student on a part-time basis to assist the ATIP Office with scanning and data entry. The analyst is responsible for processing Privacy Act and consultation requests and assisting with the preparation of responses to complaints. The analyst is also responsible for coordinating reviews of the PSC’s Info Source chapter.

1.4 The Public Service Commission liaison officers and offices of primary interest

The PSC ATIP Office processes ATIP requests with the assistance of liaison officers. There are liaison officers for each PSC program activity. They include the following:

  • Appointment integrity and political impartiality (one liaison officer);
  • Oversight of Integrity in Staffing (two liaison officers);
  • Investigations (one liaison officer); and
  • Internal services (one liaison officer).

2. Summary of Access to Information and Privacy Office activities

2.1 Development of a Privacy Management Framework

The Public Service Commission (PSC) has completed and approved a Privacy Management Framework (PMF). The objective of the PMF is to outline the way in which the PSC manages policies and procedures to distribute privacy responsibilities, coordinate privacy work, manage privacy risks and ensure compliance with both the Access to Information and Privacy Acts.

The PMF was approved by the Executive Management Committee in March 2011. A Privacy Impact Assessment Strategy, a component of the PMF, was approved in April 2011. The PMF also includes a PSC Privacy Policy.

The PSC has also produced guidance documents designed to enhance employees’ awareness of their responsibilities and obligations under the Act. These documents include the following:

  • Code of Fair Information Practices;
  • Privacy protocol for use of personal information for non-administrative purposes; and
  • Privacy Guidelines for Collection, Retention, Use and Disposal of Personal Information.

In addition, the PSC has adopted a framework for managing privacy breaches, including:

  • Policy for Privacy Breaches; and
  • Procedures for Managing Privacy Breaches.

The PSC has also developed the PSC Guide on Completing Privacy Impact Assessments. This guide is based on the Treasury Board Secretariat (TBS) Directive on Privacy Impact Assessments which came into effect on April 1, 2010.

The ATIP Office intranet site is updated on a regular basis and is the primary vehicle for communicating the PMF with PSC employees. The ATIP Office also provides training sessions for PSC employees. The PMF is included in the training.

The ATIP Office also reviews office procedures to improve the support it provides to its branch liaison officers and to promote a better understanding of their roles, responsibilities and obligations related to the processing of requests under the Access to Information Act and Privacy Act.

2.2 Management Accountability Framework

The PSC is committed to the continuous improvement of its management practices and continues to use the results of the most recent Management Accountability Framework assessment as a benchmark.

The PSC has reviewed its Info Source chapter in order to reflect its Program Activity Architecture to comply with TBS requirements and the instructions of the 2011 Implementation Report. Over the course of the reported period, the PSC reviewed its 74 Personal Information Banks.

2.3 Internal advice and training

Internal Advice

The ATIP Office does not only process Access to Information Act and Privacy Act requests. During the reporting period, it received 209 requests for advice from PSC managers and employees regarding a variety of issues and questions related to both Acts.

The ATIP Office was also involved in PSC initiatives such as:

  • Providing advice on project initiation forms e.g., Threat and Risk Assessments, Statement of Sensitivity and Risk Analysis and Impact Documents;
  • Answering questions related to the protection of personal information in Memoranda of Understanding, Information Sharing Agreements and contracts;
  • Assisting program areas in the drafting of Privacy Notice Statements; and
  • Reviewing audit reports and other documents prior to publication to ensure that personal information is released in accordance with the Privacy Act.

The ATIP office manager is also member of PSC working groups and working group sub-committees and offers them advice related to privacy and protection of personal information.

Training

The ATIP Office provided general training on the provisions of the Access to Information Act and the Privacy Act and their impact on PSC programs and initiatives.

The ATIP Office also provided three training sessions to approximately 20 PSC employees and managers. It created an ATIP Liaison/Office of Primary Interest working group that meets every six weeks to discuss best practices, address gaps and provide training opportunities.

2.4 Tracking system and imaging software

During the reporting period, the ATIP Office continued to use the AccessPro Case Management and Redaction software and, over the next reporting period, will be updating it to the newest version available.

2.5 Collection, use and disclosure of personal information

2.5.1 Personal Information Banks

Personal Information Bank (PIB) descriptions were created and/or updated for Info Source.

During this reporting period, the PSC reviewed its 74 Personal Information Banks to ensure that they were aligned with its Program Activity Architecture. The ATIP Office further registered the following eight PIBs over the course of the reporting period:

  • Assessment Accommodation for Individuals with Special Needs;
  • Mobility Provisions for Former Minister’s Staff and Persons Formerly Employed at the Office of the Governor General’s Secretary;
  • Research and Development;
  • Administration of Political Activities Candidacy Requests;
  • Audits;
  • Assessment by the Personnel Psychology Centre;
  • Applicants, Inventories and Referrals Update; and
  • Analytical Environment Update.
2.5.2 Exempt banks

The PSC does not have any exempt banks. There were no denials of access under subsection 18(2) of the Act.

2.5.3. Disclosure under section 8(2)(m) of the Privacy Act

Personal information under the control of a government institution should not, without the consent of the individual to whom it relates, be disclosed by the institution except in accordance with subsection 8(2) of the Act.

Subsection 8(2) indicates that, subject to any other Act of Parliament, personal information under the control of a government institution may be disclosed pursuant to the exceptions specified in applicable paragraphs 8(2)(a) to 8(2)(m) of the Act.

Paragraph 8(2)(m) of the Privacy Act concerns cases 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 where disclosure would clearly benefit the individual to whom the information relates.

In the reporting period, the PSC did not release any information under paragraph 8(2)(m) of the Privacy Act.

2.5.4 Review of documents

The ATIP Office reviews, on a regular basis, certain documents prior to disclosure or project implementation. The review supports the provisions of the Privacy Act.

Audit reports

The ATIP Office routinely reviews audit reports prepared by the PSC prior to their release in order to identify personal information that may have been included and to ensure that proper procedures for its release are followed. The ATIP Office reviewed 13 audit reports over the course of the reporting period.

Project Initiation Forms

In 2011-2012, the ATIP Office also routinely reviewed Informatics Technology Project Initiation Forms (PIF) and statements of sensitivities to:

  • Ensure privacy requirements are addressed in new technology initiatives;
  • Determine if there are requirements for a Privacy Impact Assessment; and
  • Ensure that PIBs provide proper descriptions.

The ATIP Office reviewed six PIFs over the course of the reporting period.

Privacy Notice Statements and contract clauses

The ATIP Office reviewed and provided advice regarding updates to 16 Privacy Notice Statements and 11 privacy/security contract clauses for various program activities over the course of this reporting period.

3. Statistical report: Interpretation

3.1 Requests under the Act

From April 1, 2011 to March 31, 2012, the Public Service Commission (PSC) received 28 requests under the Act, an amount equal to the previous reporting period. There were three requests outstanding from the 2010-2011 reporting period.

The PSC completed its response to 29 requests during the reporting period and carried forward two requests into the 2012-2013 reporting period. One of these two is from 2009-2010. The processing of this request involved the review of over 15 000 pages of documentation. Two interim responses were provided to this request over the reporting period and the PSC anticipates providing the applicant with a final response in the spring/early summer of 2012. For a historical comparison of requests received and responses completed, see Appendix B.

In an attempt to increase and facilitate access, the PSC treats informally as many requests for information as possible. (See section 3.4)

3.2 Nature of requests

As in previous years, the 29 closed requests covered the entire gamut of the PSC's activities. More specifically, they pertained to the following categories:

  • Seventeen requests (59%) related to staffing activities. For the most part, these requests were from individuals seeking personal information and/or test results (including Second Language Evaluation) obtained during selection processes;
  • Seven requests (24%) were from individuals seeking information about themselves on various issues such as Priority Administration files and political candidacy requests; and
  • Five requests (17%) were from individuals seeking information related to investigation and audit files.

3.3 Inter-organizational consultations

The PSC received 11 requests for privacy consultations from other government organizations, compared to 6 requests from the previous year. The processing of these consultation requests required a review of 436 pages of information. The PSC determined that for 2 of the 11 requests, the information pertaining to the PSC could be released in full, while information related to the other nine requests could be disclosed in part or exempted entirely.

The requests for consultation pertained to the Public Service Employment Act, information on staffing files assessment results and information related to PSC investigations.

The PSC consulted other government departments and agencies to process three of the Privacy Act requests it had received.

3.4 Informal review of information

Requesters may obtain access to their personal information on an informal basis by contacting the manager of the program area that controls the records. In these instances, the Access to Information and Privacy (ATIP) Office provides assistance and advice on an as-required basis. These requests are not reflected in the statistical report in Appendix C.

3.5 Disposition of requests completed

For the 29 closed requests, information was released, either in whole or in part, in 24 cases (83%).

3.5.1 All disclosed

In 10 of the 29 completed cases (34%), the applicants were provided with full access to the relevant records.

3.5.2 Disclosed in part

Based on the exemptive and exclusionary provisions of the Privacy Act, the PSC provided applicants partial access in 14 of the 29 completed cases, (48%).

3.5.3 Nothing disclosed (exempted or excluded)

The PSC did not release any information in one instance (4%). The PSC exempted this information because it was related to standardized testing material.

3.5.4 Unable to process

The PSC was unable to process three requests (10%). In all of these cases, the PSC did not have any records relating to the request.

3.5.5 Abandoned by the applicant

Of the 29 closed privacy requests, one (4%) was abandoned by the applicant.

3.5.6 Transferred

Of the 29 requests, the PSC did not have any records transferred to another government institution.

3.6 Exemptions invoked

Individuals’ right of access to their personal information under the Act is limited by a number of exemptions specified in sections 18 through 28 of the legislation.

During the reporting period, the PSC invoked exemptions under s. 22(1)(b) of the Act in three requests; s. 26 of the Act in twelve requests and section 27 of the Act in three requests. Information about another individual (section 26 of the Act) accounts for the majority of the exemptions applied by the PSC.[1]

For a historical comparison of exemptions invoked, see Appendix B.

3.7 Exclusions invoked

Pursuant to section 69, the Act does not apply to material that is published or available for purchase, library or museum material preserved solely for public record, material deposited with Library and Archives Canada or records considered to be confidences of the Queen's Privy Council of Canada, pursuant to section 70 of the Act. During the reporting period, no exclusions were invoked by the PSC under section 69 or section 70.

3.8 Extension of time limits

For the 29 closed requests, the PSC used a 30 days or under extension in three cases, in accordance with section 15 of the Privacy Act. In all of these three cases, the PSC used extensions to complete consultations with other government organizations.

3.9 Completion time

Twenty-six of the 29 closed requests were completed within the prescribed legislative time frame:

  • Nineteen (66%) within the first thirty days;
  • Seven (24%) within 31 to 60 days; and
  • Three (10%) within 61 to120 days.

3.10 Translations

The PSC did not receive any requests for translation of information.

3.11 Method of access

For all 24 (83%) completed responses in which information was released, the applicants received paper copies of the information.

3.12 Corrections and notations

The PSC did not receive any requests for the correction of personal information under section 12(2) of the Privacy Act.

3.13 Costs

The total salary costs associated with the privacy program was $86,233. The total operations and maintenance cost was $3,500. The total combined cost was $89,733. The associated full-time equivalent resources were estimated at 1.22 for the 2011-2012 reporting period.

4. Complaints

4.1 Number of complaints

The Office of the Privacy Commissioner (OPC) received two complaints regarding Privacy Act requests presented to the Public Service Commission (PSC) during the reporting period.

4.2 Nature of complaints

Both complaints received by the PSC during the reporting period were related to allegations concerning an inappropriate application of exemptions and/or missing records.

4.3 Complaints closed – not well founded

During 2011–2012, one complaint was abandoned by the plaintiff. The OPC confirmed that the complaint was abandoned and therefore closed the file.

At the end of the 2011–2012 reporting period, there was one outstanding complaint.

5. Privacy Impact Assessments

The Treasury Board Secretariat (TBS) Privacy Impact Assessment Policy (PIA) has been in effect since May 2, 2002. The goal of the Policy is to allow government institutions to identify whether a program or a service delivery initiative involving the collection, use or disclosure of personal information, as defined in the Act, complies with privacy principles. The PIA also aims to avoid or mitigate any identifiable risks to privacy.

The ATIP office manager provides advice and guidance to Public Service Commission (PSC) managers throughout the PIA process, including the review of PIA reports and liaison with the Office of the Privacy Commissioner (OPC).

Although only one PIA was completed and submitted to the OPC and TBS during the fiscal reporting period, there were seven PSC programs in which PIAs were either being discussed and/or are at different stages of initiation/completion.

Completed PIA:

PeopleSoft

The PIA PeopleSoft was initiated in 2008 in preparation for the transfer of data to the Veterans Affairs Canada (VAC) PeopleSoft system. The PSC retained responsibility for that data. The PIA was completed along with the Threat Risk Assessment (TRA). The PIA, the TRA and Safeguard Implementation Plan (SIP) were presented to the PSC’s Vice-President, Corporate Management Branch and the Director General of Human Resources on August 12, 2009. The SIP and the Privacy Action Plan are currently being implemented by both the PSC and VAC. Twenty-one recommendations have been implemented. Of note, a PIA review was completed in October 2011 for the implementation of Government of Canada Pay Interface, with no additional risks identified. The PIA and Privacy Action Plan were approved and sent to the OPC/TBS in January 2012. No further action is required on this PIA. It is considered completed and so is the Action Plan.

Appendix A – Delegation Instrument

Privacy Act – Delegation Order

The President of the Public Service Commission of Canada, as the head of the government institution, hereby designates pursuant to section 73 of the Privacy Act, the persons holding the positions set out below, or the persons occupying on an acting basis those positions, to exercise the powers, duties or functions of the President as specified below and as more fully described in Annex A:

POSITION SECTIONS OF THE ACCESS
TO INFORMATION ACT
Corporate Secretary/ATIP Coordinator, Corporate Secretariat

Act: 8(2)(j), 8(4) and (5), 9(1), and (4), 10, 14, 15, 17(2)(b) and 3(b), 18 to 28, 31, 33(2), 35(1) and (4), 36(3), 37(3), 51(2)(b) and (3), 72(1)

Regulations: 9, 11(2) and (4), 13(1) and 14

Dated at the City of Ottawa, this 2nd day of May, 2011.

Maria Barrados
President

Privacy Act

8(2)(j) Disclosure for research purposes

8(4) Copies of requests under 8(2)(e) to be retained

8(5) Notice of disclosure under 8(2)(m)

9(1) Record of disclosures to be retained

9(4) Consistent uses

10 Personal information to be included in personal information banks

14 Notice where access requested

15 Extension of time limits

17(2)(b) Language of access

17(3)(b) Access to personal information in alternative format

18(2) Exemption – (exempt bank) – Disclosure may be refused

19(1) Exemption – Personal information obtained in confidence

19(2) Exemption – Where authorized to disclose

20 Exemption – Federal-provincial affairs

21 Exemption – International affairs

22 Exemption – Law enforcement and investigation

22.3  Exemption – Public Servants Disclosure Protection Act

23 Exemption – Security Clearances

24 Exemption – Individuals sentenced for an offence

25 Exemption – safety of individuals

26 Exception – Information about another individual

27 Exemption – Solicitor-client privilege

28 Exemption – Medical record

31 Notice of intention to investigate

33(2) Right to make representation

35(1) Findings and recommendations of Privacy Commissioner (complaints)

35(4) Access to be given

36(3) Report of findings and recommendations (exempt banks)

37(3) Report of findings and recommendations (compliance review)

51(2)(b) special rules for hearings

51(3) Ex parte representations

72(1) Report to Parliament

Privacy Regulations

9 Reasonable facilities and time provided to examine personal information

11(2) Notification that correction to personal information has been made

11(4) Notification that correction to personal information has been refuses

13(1) Disclosure of personal information relating to physical or mental health may be made to a qualified medical practitioner or psychologist for an opinion on whether to release information to the requestor

14 Disclosure of personal information relating to physical or mental health may be made to a requestor in the presence of a qualified medical practition/er or psychologist

Appendix B - Historical Comparisons

Table 1 - Requests Received / Exemptions Invoked
  2003-2004 2004-2005 2005-2006 2006-2007 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012
Requests received 27 43 41 36 30 39 31 28 28
Requests completed 27 43 39 35 33 41 30 26 29

 

Table 2 - Requests Received / Exemptions Invoked
  2003-2004 2004-2005 2005-2006 2006-2007 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012
22 (1)a) 0 0 1 1 0 2 0 0 0
22 (1)b) 0 0 1 0 4 0 1 0 3
22(1)c) 0 0 0 0 0 0 0 5 0
24 0 2 1 1 1 0 0 0 0
25 0 1 0 0 0 0 0 0 0
26 27 43 41 36 30 9 10 4 12
27 8 19 11 15 10 2 4 2 3

 

Appendix C – 2011-2012 Annual Privacy Act Statistical Report

Statistical Report on the Privacy Act

Name of institution: Public Service Commission of Canada

Reporting period: 01/04/2011 to 31/03/2012

PART 1 – Requests under the Privacy Act

  Number of Requests
Received during reporting period 28
Outstanding from previous reporting period 3
Total 31
Closed during reporting period 29
Carried over to next reporting period 2

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 1 7 2 0 0 0 0 10
Disclosed in part 0 6 5 3 0 0 0 14
All exempted 0 1 0 0 0 0 0 1
All excluded 0 0 0 0 0 0 0 0
No records exist 2 1 0 0 0 0 0 3
Request abandoned 1 0 0 0 0 0 0 1
Total 4 15 7 3 0 0 0 29

2.2 Exemptions

Section Number of requests Section Number of requests Section Number of requests
18(2) 0 22(1)(a)(i) 0 23(a) 0
19(1)(a) 0 22(1)(a)(ii) 0 23(b) 0
19(1)(b) 0 22(1)(a)(iii) 0 24(a) 0
19(1)(c) 0 22(1)(b) 3 24(b) 0
19(1)(d) 0 22(1)(c) 0 25 0
19(1)(e) 0 22(2) 0 26 12
19(1)(f) 0 22.1 0 27 3
20 0 22.2 0 28 0
21 0 22.3 0  

2.3 Exclusions

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

2.4 Format of information released

Disposition Paper Electronic Other formats
All disclosed 7 1 2
Disclosed in part 13 0 1
Total 20 1 3

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 1688 1688 10
Disclosed in part 3413 2329 14
All exempted 1 0 1
All excluded 0 0 0
Request abandoned 0 0 1
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
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 7 34 2 709 1 945 0 0 0 0
Disclosed in part 7 287 6 974 0 0 1 1068 0 0
All exempted 1 0 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0 0 0
Abandoned 1 0 0 0 0 0 0 0 0 0
Total 16 321 8 1683 1 945 1 1068 0 0
2.5.3 Other complexities
Disposition Consultation
required
Legal Advice
Sought
Interwoven
Information
Other Total
All disclosed 2 0 0 0 2
Disclosed in part 7 1 0   8
All exempted 0 0 0 0 0
All excluded 0 0 0 0 0
Abandoned 0 0 0 0 0
Total 9 1 0 0 10

2.6 Deemed refusals

2.6.1 Reasons for not meeting statutory deadline
Number of requests closed past the statutory deadline Principal Reason
Workload External
consultation
Internal
consultation
Other
3 1 2 0 0
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 0 0
16 to 30 days 0 3 3
31 to 60 days 0 0 0
61 to 120 days 0 0 0
121 to 180 days 0 0 0
181 to 365 days 0 0 0
More than 365 days 0 0 0
Total 0 3 3

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 - Disclosures under subsection 8(2)

Paragraph 8(2)(e) Paragraph 8(2)(m) Total
0 0 0

PART 4 - Requests for correction of personal information and notations

  Number
Requests for correction received 0
Requests for correction accepted 0
Requests for correction refused 0
Notations attached 0

PART 5 - Extensions

5.1 Reasons for extensions and disposition of requests

Disposition of requests where an extension was taken 15(a)(i)
Interference with operations
15(a)(ii)
Consultation
15(b)
Translation or conversion
Section 70 Other
All disclosed 1 0 1 0
Disclosed in part 6 0 2 0
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 7 0 3 0

5.2 Length of extensions

Length of extensions 15(a)(i)
Interference with operations
15(a)(ii)
Consultation
15(b)
Translation purposes
Section 70 Other
1 to 15 days 0 0 0 0
16 to 30 days 7 0 3 0
Total 7 0 3 0

PART 6 - Consultations received from other institutions and organizations

6.1 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 the reporting period 11 436 0 0
Outstanding from the previous reporting period 0 0 0 0
Total 11 436 0 0
Closed during the reporting period 11 436 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

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 1 1 0 0 0 0 0 2
Disclose in part 3 4 1 0 0 0 0 8
Exempt entirely 1 0 0 0 0 0 0 1
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 5 5 1 0 0 0 0 11

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
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 7 - 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 0 0
121 to 180 0 0
181 to 365 0 0
More than 365 0 0
Total 0 0

PART 8 - Resources related to the Privacy Act

8.1 Costs

Expenditures Amount
Salaries $86,233
Overtime $0
Goods and Services $6,500
• Contracts for privacy impact assessments $0  
• Professional services contracts  
• Other $6,500
Total $92,733

8.2 Human Resources

Resources Dedicated full-time Dedicated part-time Total
Full-time employees 1.00 0.05 1.05
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 0.17 0.17
Total 1.00 0.22 1.22

Appendix D - Additional Reporting Requirements

Additional reporting requirements – Privacy Act

The Treasury Board Secretariat (TBS) is monitoring compliance with the Privacy Impact Assessment (PIA) Policy (which came into effect on May 2, 2002) and the Directive on Privacy Impact Assessment (which took effect April 1, 2010) through a variety of means. Institutions are therefore required to report the following information for this reporting period. Note that because some institutions are using the Core PIA, as outlined in the Directive, in advance of the implementation deadline, they will not have Preliminary PIAs to report.

Indicate the number of:

  • Preliminary PIAs initiated - 0;
  • Preliminary PIAs completed - 0;
  • PIAs initiated - 0;
  • PIAs completed - 0; and
  • PIAs forwarded to the Office of the Privacy Commissioner (OPC) – 1.

PSC Note: Although only one PIA was completed and submitted to the OPC and TBS during the fiscal reporting period, there are seven Public Service Commission programs in which PIAs are either being discussed and/or are at different stages of initiation/completion.

Part III – Exemptions invoked

  • Paragraph 19(1)(e) - 0
  • Paragraph 19(1)(f) - 0
  • Subsection 22.1 - 0
  • Subsection 22.2 - 0
  • Subsection 22.3 - 0

Part IV – Exclusions cited

  • Subsection 69.1 - 0
  • Subsection 70.1 - 0

Footnotes

1. If five different exemptions are used in the processing of one request, one exemption under each relevant section is reported, for a total of five exemptions. If the same exemption is used several times in relation to the same request, it would be reported only once. [Return]