Privacy Act Annual Report - April 1, 2012, to March 31, 2013

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 them 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 15 days next thereafter that it is sitting.

This annual report provides a summary of the management and administration of the Act within the Public Service Commission of Canada (PSC) for the fiscal year 2012-2013.

Additional Copies

Additional copies of this report may be obtained by writing to the:

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

Or at AIPRP.ATIP@psc-cfp.gc.ca

Or by calling 613-995-9674 (fax: 613-996-4337)

The 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.

We recruit talented Canadians to the public service. We continually renew our recruitment services to meet the needs of a modern and innovative public service.

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 PSC is mandated to:

  • Administer the provisions of the Public Service Employment Act (PSEA) 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, omissions, improper conduct, fraud and political influence in staffing or improper political activities of public servants; 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 Strategic Outcome and Program Activity Architecture

The PSC Program Activity Architecture consists of one strategic outcome and four program activities.

* This section is based on the Public Service Commission 2012-2013 Report on Plans and Priorities.

Government
of Canada Spending and Outcome Area
Government Affairs
Safeguarding and fostering the integrity and political neutrality of public servants
PSC – Program Activity Architecture Strategic Outcome: 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
Activities 1.1.0
Appointment Integrity and Political Impartiality
1.2.0
Oversight of Integrity in Staffing and Non- Partisanship
1.3.0
Staffing and Assessment Services
2.1.0
Internal Services
Sub- activities 1.1.1
Appointment
Policies, Guidance and Political Activities
1.2.1
Monitoring
1.3.1
Staffing Services
2.1.1
Governance and
Management
Support
1.1.2
Delegated and Non-
delegated Appointment Authorities
1.2.2
Audit and Data
Services
1.3.2
Assessment
2.1.2
Resource
Management
Services
1.2.3
Investigations
1.3.3
Public Service
Resourcing
System
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 positions and directions; conducting policy research; establishing PSC policies and standards; providing advice, interpretation and guidance; and administering delegated and non-delegated authorities, administering the political activities regime and the mobility provisions.

Program Activity 1.2.0
Oversight of Integrity in Staffing and Non-Partisanship

The Oversight of Integrity in Staffing and Non-Partisanship activity provides an accountability regime for the implementation of the appointment policy and regulatory framework for safeguarding the integrity of public service staffing and ensuring 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 and Assessment Services

The Staffing and Assessment 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 test development and research, consultation, assessment operations and counseling for use in recruitment, selection and development throughout the federal public service. This activity also includes delivering staffing services, programs and products to all Canadians through client service units located across the country.

Program Activity 2.1.0
Internal Services

The Internal Services Program activity, typically referred to as "Corporate Services,” enables the PSC to operate more efficiently and effectively. At the PSC, consistent with other government departments and agencies, Internal Services consists of three sub-activity groups – governance and management support, comprised of governance, communications and legal services; resource management services, including human resource management, financial management, information management, information technology, travel and other administrative services; and asset management services consisting of real property, material and acquisition services.

Part II — Report on the Privacy Act

1. Organization of Delegation and Activities

1.1 Delegation Order

Under section 3 of the Act, the president of the 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 ATIP coordinator 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 responsiveness to the obligations of the Act, TBS policies and their impact on various program initiatives; and
  • Monitoring the compliance with the Act, regulations and relevant procedures and policies.

1.3 The Access to Information and Privacy Office (ATIP 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 is accountable directly to the president of the PSC. The ATIP Office operates with one analyst to manage the requests received. The analyst is responsible for processing Privacy Act and consultation requests, and supporting the preparation of responses to complaints. The analyst is also responsible for coordinating reviews of the PSC’s Info Source chapter.

During the course of this reporting period, the Corporate Secretariat hired a consultant to assist the ATIP Office with the processing of official requests. Furthermore, the office received ad hoc administrative support services (scanning and data entry) from members of the Corporate Secretariat.

The ATIP Office Intranet site is updated on a regular basis and is the primary vehicle for communicating with PSC employees. In addition, the ATIP Office delivers training sessions for PSC employees.

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

1.4 Liaison Officers

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

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

2. Summary of Access to Information and Privacy Office Activities

2.1 Development of Policies, Directives, Guidelines and Other Key Documents

The PSC started working on a procedure/guidance document on how to process privacy requests in relation to investigations conducted under the PSEA. This work should be completed over the course of the next reporting period.

2.2 Management Accountability Framework

Information management and the ATIP program were not subject to Management Accountability Framework review over the course of the reporting period.

2.3 Internal Advice and Training

Internal Advice

In addition to processing Access to Information Act and Privacy Act requests, the ATIP Office received 248 requests for advice from PSC managers and employees, as well as from other organizations 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, such as threat and risk assessments, statements 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 Act.

The ATIP coordinator is also a member of the PSC Executive Management Committee and sub-committees and offers them advice related to access, privacy and the protection of personal information.

Training

The ATIP Office provided 20 training sessions to approximately 311 PSC employees and managers on the provisions of the Access to Information Act and the Privacy Act and their impact on programs and initiatives.

The Office created an ATIP liaison working group that met 12 times during the reporting period 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 updated 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 PIBs to ensure that they were aligned with its Program Activity Architecture. The ATIP Office further registered one PIB and worked on updating a second over the course of the reporting period, as follows:

  • Political Activities Monitoring Program – Targeted Monitoring: This PIB was registered over the course of the reporting period. The activity had been discontinued prior to the registration, and personal information is no longer being collected. A Privacy Impact Assessment (PIA) had been completed and submitted to the Office of the Privacy Commissioner and Treasury Board Secretariat in March 2009.
  • Statutory and Regulatory Priorities: This PIB is being updated in order to reflect changes in the priority information management system and reporting requirements. A PIA is in progress.
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 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 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 Act.

2.5.4 Review of Documents

The ATIP Office reviews, on a regular basis, certain documents prior to disclosure or to project implementation in order to identify personal information that may have been included. This review also ensures that proper procedures for their release are followed and supports the provisions of the Act.

Audit Reports

The ATIP Office reviewed 17 audit reports over the course of the reporting period.

Project Initiation Forms

In 2012-2013, 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 PIA; and
  • Ensure that PIBs provide proper descriptions.

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

Privacy Notice Statements and Contract Clauses

The ATIP Office reviewed and provided advice regarding updates to nine privacy notice statements. No privacy/security contract clauses were reviewed over the course of this reporting period.

Memoranda of Understanding (MOUs) and Statistical Studies

The ATIP Office reviewed six MOUs and four statistical studies during the reporting period.

3. Statistical Report: Interpretation

3.1 Requests under the Act

The PSC received 32 requests under the Act, a 14% increase over the previous reporting period accompanied by a fivefold jump in the number of pages examined. There were two requests outstanding from the 2011-2012 reporting period, for a total of 34 requests. Both outstanding requests were closed during the reporting period.

The PSC completed its response to 31 of the 34 requests during the reporting year and carried forward three requests into the 2013-2014 reporting period.

For a historical comparison of requests received and responses completed, see Appendix B.

3.2 Nature of Requests

As in previous years, the 31 closed requests covered the entire gamut of PSC activities:

  • Twelve requests (39%) related to staffing activities. For the most part, they were from individuals seeking personal information and/or test results (including second language evaluation) obtained during selection processes;
  • Eleven requests (35%) were from individuals seeking information about themselves contained in PSC records; and
  • Eight requests (26%) were from individuals seeking information related to investigations and audits conducted under the PSEA.

3.3 Inter-Organizational Consultations

The PSC received eight requests for privacy consultations from other government organizations, compared to 11 in the previous year. The processing of these requests required the review of 270 pages of information. The PSC determined that of the eight requests, the information pertaining to the PSC could be released:

  • in full for one request;
  • in part for five requests; and
  • exempted for one request.

One request did not relate to the PSC and was referred to another department.

The requests for consultation pertained to the PSEA and to information on staffing assessment results and investigations.

The PSC consulted other government departments and agencies to process five of the 31 closed requests.

3.4 Informal Review of Information

In an attempt to increase and facilitate access, the PSC informally reviews as many requests for information as possible. 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 ATIP Office provides assistance and advice as required.

The ATIP Office reviewed records on an informal basis for two human resources files containing over 2,000 pages of documentation. These requests are not reflected in the statistical report in Appendix C.

3.5 Disposition of Requests Completed

For the 31 closed requests, information was released either in whole or in part in 18 cases (58%).

3.5.1 All Disclosed

In eight of the 31 completed cases (26%), 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 Act, the PSC provided applicants with partial access in 10 of the 31 completed cases (32%).

3.5.3 Nothing Disclosed (Exemption or Exclusion)

The PSC did not release any information in one instance (3%). The PSC exempted this information because it was related to an ongoing investigation under the PSEA.

3.5.4 Unable to Process

The PSC was unable to process eight requests (26%) for lack of records.

3.5.5 Abandoned by the Applicant

Of the 31 closed privacy requests, four (13%) were abandoned by the applicant.

3.5.6 Transferred

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. Information about another individual (section 26 of the Act) accounted for the majority of the exemptions applied by the PSC.Footnote 1

During the reporting period, the PSC invoked exemptions under:

  • section 22(1)(b) in two requests;
  • section 22.3 in one request;
  • section 26 of the Act in 11 requests; and
  • section 27 of the Act in nine requests.

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 sections 69 or 70.

3.8 Extension of Time Limits

For the 31 closed requests, the PSC used a “30-day or under” extension in eight cases, in accordance with section 15 of the Act. Interference with operations and consultations were among the reasons for the extensions.

3.9 Completion Time

Of the 31 closed requests, the PSC responded to 20 within 30 days or less, representing 65% of all the requests completed. Four (13%) were completed within 31 to 60 days, four (13%) within 180 days, two (6%) within a year, and one (3%) within more than a year.

Overall, the PSC was successful in responding to 74% of requests within allowable time limits.

3.10 Translation

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

3.11 Method of Access

For 18 (58%) completed responses in which information was released, the applicants received paper copies of the information in 11 cases and electronic versions in seven instances.

3.12 Corrections and Notations

The PSC received two requests for the correction of personal information under section 12(2) of the Act. One was accepted; there was insufficient information to make corrections in the second request.

3.13 Costs

The total salary cost associated with the privacy program was $134,570. The total operations and maintenance cost was $55,393, for a combined total of $189,963.

The associated full-time equivalent resources were estimated at 2.05 for the reporting period. With external personnel and students, the total full-time equivalent resources dedicated to privacy were 2.26.

4. Complaints

4.1 Number of Complaints

The Office of the Privacy Commissioner (OPC) received three complaints regarding the Privacy Act requests presented to the PSC during the reporting period. One additional complaint dealing with exemptions invoked was carried over from the 2011-2012 reporting period.

4.2 Nature of Complaints

One complaint was related to allegations concerning missing records while the other two dealt with allegations of unauthorized disclosure of personal information related to investigations conducted under the PSEA.

4.3 Complaints Closed

During 2012-2013, no complaints were closed, leaving a total of four outstanding complaints at the end of the reporting period.

5. Privacy Impact Assessments

The TBS Privacy Impact Assessment Policy (PIA) came into effect in May 2002 and was replaced by the Directive on Privacy Impact Assessment in April 2010. 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 PSC managers throughout the PIA process, including the review of PIA reports and liaison with the OPC.

Although no PIA was completed during the reporting period, the ATIP Office supported two PSC programs in which PIAs were either being discussed and/or are at different stages of initiation/completion.

Appendix A – Delegation Instrument

Privacy Act – Delegation Order

The President of the Public Service Commission of Canada, as 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 Privacy 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), 14

Dated at the City of Ottawa, this 22nd day of June, 2012.

Anne-Marie Robinson
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 and defence

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 Exemption - 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 refused

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 practitioner or psychologist

Appendix B - Historical Comparisons

Requests Received / Exemptions Invoked
2004-2005 2005-2006 2006-2007 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013
Requests received 43 41 36 30 39 31 28 28 32
Requests completed 43 39 35 33 41 30 26 29 31
2004-2005 2005-2006 2006-2007 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013
22 (1)a) 0 1 1 0 2 0 0 0 0
22 (1)b) 0 1 0 4 0 1 0 3 2
22(1)c) 0 0 0 0 0 0 5 0 0
22.3 0 0 0 0 0 0 0 0 1
24 2 1 1 1 0 0 0 0 0
25 1 0 0 0 0 0 0 0 0
26 43 41 36 30 9 10 4 12 11
27 19 11 15 10 2 4 2 3 9

Appendix C – 2012-2013 Annual Privacy Act Statistical Report

Statistical Report on the Privacy Act

Name of institution: Public Service Commission

Reporting period: 2012/04/01 to 2013/03/31

PART 1 – Requests under the Privacy Act

Number of Requests
Received during reporting period 32
Outstanding from previous reporting period 2
Total 34
Closed during reporting period 31
Carried over to next reporting period 3

PART 2 - Requests closed during the reporting period

2.1 Dispostion 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 0 8 0 0 0 0 0 8
Disclosed in part 0 1 3 2 2 1 1 10
All exempted 0 1 0 0 0 0 0 1
All excluded 0 0 0 0 0 0 0 0
No records exist 2 5 1 0 0 0 0 8
Request abandoned 2 1 0 0 0 1 0 4
Total 4 16 4 2 2 2 1 31
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) 2 24(b) 0
19(1)(d) 0 22(1)(c) 0 25 0
19(1)(e) 0 22(2) 0 26 11
19(1)(f) 0 22.1 0 27 9
20 0 22.2 0 28 0
21 0 22.3 1  
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 0
Disclosed in part 4 6 0
Total 11 7 0
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 167 167 8
Disclosed in part 24823 1649 10
All exempted 300 0 1
All excluded 0 0 0
Request abandoned 1723 479 4

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 8 167 0 0 0 0 0 0 0 0
Disclosed in part 4 113 3 718 1 492 1 173 1 153
All exempted 0 0 1 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0 0 0
Abandoned 2 0 0 0 1 243 1 236 0 0
Total 14 280 4 718 2 735 2 409 1 153

2.5.3 Other complexities

Disposition Consultation required Legal Advice Sought Interwoven
Information
Other Total
All disclosed 0 0 0 0 0
Disclosed in part 4 4 3 2 13
All exempted 0 0 0 0 0
All excluded 0 0 0 0 0
Abandoned 0 1 2 0 3
Total 4 5 5 2 16
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
8 3 2 0 3

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 1 0 1
16 to 30 days 0 1 1
31 to 60 days 0 1 1
61 to 120 days 0 2 2
121 to 180 days 0 1 1
181 to 365 days 1 0 1
More than 365 days 1 0 1
Total 3 5 8
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 2
Requests for correction accepted 1
Requests for correction refused 1
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 0 0 0 0
Disclosed in part 3 0 5 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 3 0 5 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 1 0 0 0
16 to 30 days 2 0 5 0
Total 3 0 5 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 8 270 0 0
Outstanding from the previous reporting period 0 0 0 0
Total 8 270 0 0
Closed during the reporting period 8 270 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 institutions
Recommendation Number of days required to complete consultation requests
1 to 15 days 16 to 30
days
31 to 60 days 61 to 120 days 121 to 180 days 181 to 365 days more than 365 days Total
Disclose entirely 0 1 0 0 0 0 0 1
Disclose in part 1 3 1 0 0 0 0 5
Exempt entirely 0 1 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 1 0 0 0 0 1
Total 1 5 2 0 0 0 0 8
6.3 Recommendations and completion time for consultations received from other organizations
Recommendation Number of days required to complete consultation requests
1 to 15 days 16 to 30 days 31 to 60 days 61 to 120 days 121 to 180 days 181 to 365 days more than 365 days Total
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 $134,570
Overtime $0
Goods and Services $55,393
• Contracts for privacy impact assessments $20,000
• Professional services contracts $29,920
• Other $5,473
Total $189,963
8.2 Human Resources
Resources Dedicated full-time Dedicated part-time Total
Full-time employees 1.00 1.05 2.05
Part-time and casual employees 0.00 0.00 0.00
Regional staff 0.00 0.00 0.00
Consultants and agency personnel 0.20 0.00 0.20
Students 0.00 0.01 0.01
Total 1.20 1.06 2.26

Footnotes

Footnote 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 to footnote 1 referrer