Annual Report to Parliament on the Administration of the Access to Information Act 2015–2016

Table of Contents

Introduction

Purpose of the Access to Information Act

Mandate of the Department of Finance Canada

Administration of the Access to Information Act

Interpretation of the Statistical Report (Annex A)

Monitoring of Requests

Annex A - Statistical Report on the Access to Information Act

Introduction

This Annual Report to Parliament on the Administration of the Access to Information Act (the Act) within the Department of Finance Canada (the 'Department') is prepared and tabled in Parliament in accordance with section 72 of the Act and covers the period from April 1, 2015 to March 31, 2016.

Purpose of the Access to Information Act

The Actcame into force on July 1, 1983. Its purpose is to provide a right of access to information in records under the control of a government institution in accordance with the principles that such information should be available to the public, that necessary exceptions to the right of access should be limited and specific, and that decisions on the disclosure of government information should be reviewed independently of government. The Act is intended to complement existing procedures for access to government information; it is not intended to limit access to information that is normally available to the general public. Under the Act, Canadian citizens, permanent residents, or any person or corporation present in Canada have the right to request access to information contained in government records.

The Department recognizes that the right of access to information in records under its control and other federal government institutions is an essential element of our system of democracy. It is committed to openness and transparency, respecting both the spirit and the requirements of the Act, its regulations and related policy instruments. The Department further acknowledges the importance of facilitating access to records by requiring that its employees make every reasonable effort to assist applicants.

Mandate of the Department of Finance Canada

The Department of Finance Canada helps the Government of Canada develop and implement strong and sustainable economic, fiscal, tax, social, security, international and financial sector policies and programs. It plays an important central agency role, working with other departments to ensure that the government's agenda is carried out and that ministers are supported with high-quality analysis and advice.

The Department's responsibilities include:

  • preparing the federal Budget and the Update of Economic and Fiscal Projections;
  • preparing the Annual Financial Report of the Government of Canada and, in cooperation with the Treasury Board of Canada Secretariat and the Receiver General for Canada, the Public Accounts of Canada;
  • developing tax and tariff policy and legislation;
  • managing federal borrowing on financial markets;
  • designing and administering major transfers of federal funds to the provinces and territories;
  • developing financial sector policy and legislation; and
  • representing Canada in various international financial institutions and groups.

The Minister of Finance is accountable for ensuring that his responsibilities are fulfilled both within his portfolio and with respect to the authorities assigned through legislation. In particular, the Minister has direct responsibility for a number of acts as well as fiscal and tax policy relating to other acts that are under the responsibility of other ministers.

Administration of the Access to Information Act

Access to Information and Privacy Division

The Access to Information and Privacy (ATIP) Division was part of the Law Branch up to October 2015. After a reorganization, the ATIP Division became part of the Communications Policy Division, Consultations and Communications Branch. The ATIP Divison is responsible for administering the Access to Information Act and the Privacy Act for the Department. As a centralized operation, the ATIP Division coordinates the timely processing of requests under the legislation, conducts interdepartmental consultations, handles complaints lodged with the Information Commissioner, and responds to informal inquiries. Division staff also provides guidance to departmental officials on matters involving the Act. The ATIP Division comprises a director, two team leaders, ten full-time ATIP analysts and two administrative assistants.

Principles on Assistance to Applicants

With the passing of the Federal Accountability Act, section 4(2.1) was added to the Act:

"The head of a government institution shall, without regard to the identity of a person making a request for access to a record under the control of the institution, make every reasonable effort to assist the person in connection with the request, respond to the request accurately and completely and, subject to the regulations, provide timely access to the record in the format requested."

The Department  is committed to both the spirit and intent of these principles, and adheres to the Act and to the Directive on the Administration of the Access to Information Act with respect to their application when processing requests under the Act.

Educational and Training Activities

This year, the ATIP Division participated in two Orientation Sessions. These are provided to employees who are new to the Department as a means to introduce them to the activities of each Branch. It provided information about the ATIP Division, the Act, and information management practices to 45 new employees.

Two other training sessions were given to 13 departmental employees within various branches of the Department. The training was delivered using the Canada School of Public Service on-line ATIP training module to ensure that it is consistent with the whole of government approach. A total of 13 employees received this training. Training sessions were also conducted with branch ATIP contacts focusing on ATIP processes including those for the annual update of InfoSource. No branch specific training was requested this fiscal year. Ad hoc training on a variety of subjects was also provided as needed to individuals throughout the Department including to new ATIP branch contacts.  

Policies, Guidelines, Procedures and Initiatives

Internal Audit of Systems and Processes

An internal audit of systems and processes for Access to Information (ATI) requests and security and information management was completed in 2015-2016. The audit concluded that the Department has effective and reliable information systems and activities for processing access to information requests. While the audit noted recent improvements in the review process, further opportunities exist to reduce the time required to retrieve requested information, and to streamline the process to review release packages. As a result,

The audit recommended to the Deputy Minister that: 

  1. All Branches adopt best practices related to information management, which will enable them to identify and retrieve information for ATI requests in the expected timeframes; and
  2. That the review done by the Law Branch no longer takes place after the Consultations and Communications Branch review unless legal issues are involved.

In response to recommendation 1) guidance documents were developed to assist all departmental officials in responding to ATI requests. These included guidance documents on most commonly used exemptions, security of information and information management.

In response to recommendation 2) effective June 1, 2015, the Access to Information (ATI) approval process was reviewed and a new process was put into place. Assistant Deputy Ministers, their General Director(s) or Executive Director(s) have been delegated to approve the release of information for most ATI requests.  In addition, to speed up the process, the transmission of the proposed package to be reviewed and approved is now being done electronically with an expected turn-around time of five business days should time permit.

Federal Court of Canada Decision on Fees

On March 31, 2015, the Federal Court of Canada released its judgment and reasons in Information Commissioner v. Attorney General of Canada finding that the wording of subsection 7(2) of the Access to Information Regulations (“ATI Regulations”) does not allow government institutions to charge fees to search and prepare electronic records to respond to a request under the Access to Information Act (ATI Act). These electronic records include emails, Word documents, Excel documents, or documents stored within internal databases such as shared drives or any other electronic document and records management systems.

Effective March 31, 2015, institutions can no longer charge search or preparation fees for these types of electronic records in respect to requests made under the ATI Act. However, the ATI Regulations still allows fees to be charged for any paper records if the search and preparation would exceed five hours. In addition, production and programming fees can also be charged for computer generated reports. Departmental officials were made aware of this decision and officials of the ATIP Division continued to communicate with requesters to better focus broad requests to aid in providing timely and accurate responses. Branch officials were requested to inform officials of the ATIP Division when ATI Act requests could potentially involve a large volume of records. 

Other Activities

To ensure policy compliance and adherence to procedures for appropriate handling and preparation of responses to ATIP requests, the ATIP Division continued to update tools used by staff both in the ATIP Division and across the Department and held face-to-face meetings with new staff and contacts. Both tools and meetings were instrumental in ensuring that the Department’s employees are aware of their roles and responsibilities related to access to information and privacy requests.

Delegation of Authority

Due to a change in government, the delegation of authority was modified and approved on December 1, 2015. Depending on the nature of the information requested and its sensitivity, the authority to approve or deny the release of departmental information requested under the Act is shared by the Deputy Minister, the Associate Deputy Ministers, the Assistant Deputy Ministers, General Directors, Executive Directors, Senior Director of Communications Policy, the Access to Information and Privacy Director, ATIP Team Leaders and Senior ATIP Analysts to sign off on more administrative matters. Generally, the ATIP Director approves all exemptions.

Delegation of Authority

Schedule 1 - Designation Order—Access to Information Act
Powers, duties, or functions Section Deputy Minister Associate DM Associate DM and G7 Deputy for Canada Senior Assistant Deputy Ministers
Assistant Deputy Ministers  
Chief of Audit and Head
of  Evaluation
General Directors
Executive Directors
Senior Director, Communications Policy
Director, ATIP ATIP Team Leaders,
Senior ATIP Analyst
Responsibility of government institutions 4(2.1) No No No No Yes Yes
Notice when access requested 7(a) No No No No Yes Yes
Giving access to record 7(b) No No No No Yes Yes
Transfer of request to another government institution 8(1) No No No No Yes Yes
Extension of time limits 9 No No No No Yes Yes
Additional fees 11(2), (3), (4), (5), (6) No No No No Yes Yes
Language of access 12(2)(b) No No No No Yes Yes
Access in an alternative format 12(3)(b) No No No No Yes Yes
Exemption - Information obtained in confidence 13 Yes Yes Yes Yes Yes No
Exemption - Federal-provincial affairs 14 Yes Yes Yes Yes Yes No
Exemption - International affairs and defence 15 Yes Yes Yes Yes Yes No
Exemption - Law enforcement and investigations 16 Yes Yes Yes Yes Yes No
Exemption - Public Servants Disclosure Protection Act 16.5 Yes Yes Yes Yes Yes No
Exemption - Safety of individuals 17 Yes Yes Yes Yes Yes No
Exemption - Economic interests of Canada 18 Yes Yes Yes Yes Yes No
Exemption - Economic interest of the Canada Post Corporation, Export Development Canada, the Public Sector Pension Investment Board and VIA Rail Canada Inc. 18.1 Yes Yes Yes Yes Yes No
Exemption - Personal information 19 Yes Yes Yes Yes Yes No
Exemption - Third-party information 20 Yes Yes Yes Yes Yes No
Exemption - Operations of Government 21 Yes Yes Yes Yes Yes No
Exemption - Testing procedures, tests and audits 22 Yes Yes Yes Yes Yes No
Exemption - Audit working papers and draft audit reports 22.1 Yes Yes Yes Yes Yes No
Exemption - Solicitor-client privilege 23 Yes Yes Yes Yes Yes No
Exemption - Statutory prohibitions 24 Yes Yes Yes Yes Yes No
Severability 25 Yes Yes Yes Yes Yes No
Exception - Information to be published 26 Yes Yes Yes Yes Yes No
Third-party notification 27(1), (4) No No No No Yes Yes
Third-party notification 28(1)(b), (2), (4) No No No No Yes Yes
Where the Information Commissioner recommends disclosure 29(1) No No No No Yes Yes
Advising Information Commissioner of third-party involvement 33 No No No No Yes Yes
Right to make representations 35(2)(b) Yes Yes Yes Yes Yes Yes
Access to be given to complainant 37(4) No No No No Yes Yes
Notice to third party (application to Federal Court for review) 43(1) No No No No Yes Yes
Notice to applicant (application to Federal Court by third party) 44(2) No No No No Yes Yes
Special rules for hearings 52(2)(b), (3) Yes Yes Yes Yes Yes Yes
Facilities for inspection of manuals 71(1) No No No No Yes Yes
Annual report to Parliament 72 No No No No Yes Yes
No No No No No No No No
Access to Information Regulations No No No No No No No
Transfer of request 6(1) No No No No Yes Yes
Search and preparation fees 7(2) No No No No Yes Yes
Production and programming fees 7(3) No No No No Yes Yes
Providing access to record(s) 8 No No No No Yes Yes
Limitations in respect of format 8.1 Yes Yes Yes Yes Yes Yes

Information Holdings

Info Source is a series of publications containing information about and collected by the Government of Canada. The primary purpose of Info Source is to assist individuals in exercising their rights under the Access to Information Act and the Privacy Act. Info Source also supports the federal government's commitment to facilitate access to information regarding its activities.

A description of the Department’s functions, programs, activities and related information holdings can be found in Sources of Federal Government and Employee Information. Info Source also provides private individuals and federal government employees (current and former) with the information required to access their personal information held by government institutions that are subject to the Privacy Act.

During this reporting period, the ATIP Division reviewed the content of its Info Source chapters, including the descriptions of its information holdings, its institutional functions, programs and activities.

All Info Source publications are available free of charge on the Internet.

Interpretation of the Statistical Report (Annex A)

Part 1 – Requests under the Access to Information Act

Number of Formal Requests

The number of formal requests received in this reporting period was 622, a 16.5% increase from 519 formal requests received the previous reporting year. The total number of requests considered was 740 as 118 requests remained outstanding from 2014-2015. By the end of 2015-2016, 560 requests were completed and 180 were carried forward to 2016-2017.   

The Department’s on-time response rate to formal Access to Information Act requests was 92.5%, a slight increase over last year’s rate of 92.1%.

Table 1 illustrates a three-year trend.

Table 1. Overview of Access to Information Act Requests
Fiscal Year New Requests Received Requests Completed Number of Pages Processed Number of Pages Released On-Time Compliance Rate
%
2015-2016 622 560 36,710 21,163 92.5%
2014-2015 519 482 48,699 26,051 92.1
2013-2014 547 573 61,333 36,807 91.9

Other Requests

In 2014-2015 the Department received 292 informal requests; this reporting year, the Department received 152 informal requests, a significant decrease of 92.1%. The vast majority of informal requests came from members of the media, followed by the business community and members of the public.

In 2014-2015, the Department received 169 consultations from other federal government institutions and organizations on matters of interest to the Department. This reporting year, the Department received 206. The total number of consultations considered was 210 as six remained outstanding from 2014-2015. By the end of 2015-2016, 201 consultations were completed and 11 were carried forward to 2016-2017.

Table 2 illustrates a five-year trend of the total number of received formal Access to Information Act requests, Privacy Act requests, informal requests, and consultations received from other government institutions and organizations.

Table 2. ATIP Division Overall Caseload
Fiscal Year Overall Caseload Increase/Decrease from Previous Reporting Period
2015-2016 969 (21.7%*)
2014-2015 990 (27.6%*)
2013-2014 1368 36.4%
2012-2013 1003 36.1%
2011-2012 737 N/A
*These decreases are as a result of receiving less informal requests.

Sources of Requests

The greatest change seen this reporting year in sources of requests were in the number of requests received from requestors choosing to decline to identify their category of requestor :

Sources of Requests
Source 2013–2014 2014-2015 2015-2016
Media 329 189 181
Academia 5 8 17
Business 97 124 101
Organization 46 49 75
Public 70 85 100
Decline to Identify
(new category of requestor added in 2014-2015)
-- 64 148

Part 2 – Requests Closed During the Reporting Period

Disposition of Requests

The following table indicates the disposition of the 560 requests completed during this reporting period:

Disposition 2015-2016
Disposition Number of Requests Percentage of Requests
All disclosed 52 9 %
Disclosed in part 336 60 %
All exempted 5 1 %
All excluded 7 1 %
No records exist 126 23%
Request transferred 5 1 %
Request abandoned 29 5 %
Total 560 100.00%

The following is a comparison of the disposition of requests completed in 2015-2016 to the disposition of those completed in 2014-2015.

Disposition of Requests Comparison
Disposition 2014-2015 2015–2016
All disclosed 42 52
Disclosed in part 298 336
All exempted 2 5
All excluded 4 7
No records exist 117 126
Request transferred 6 5
Request abandoned 13 13
Neither Confirmed or Denied 0 0
Completed 482 560

The changes in most of the categories were minimal—the largest change was in the number of requests in which records were all disclosed, disclosed in part, requests abandoned or where the ATIP Division confirmed to the requestor that no records exist.

Completion Time

Of the 560 requests completed this fiscal, 518 (92.5%) were closed on time, a slight increase over 2014-2015’s 92.1%. Many requests could not be responded to on time due to outstanding consultations both with branch officials and with other government institutions.

Of the 560 requests closed during the reporting period, 303 (54.1%) were completed within 30 days, 190 (34%) were completed within two to four months, 53 (9.4%) were completed within four to six months, and 19 (3.3%) took more than six months to complete.

Requests requiring more than six months to complete usually involved large numbers of documents that required extensive internal consultations, consultations with third parties and, often, consultations with other government institutions. Given the nature of the work done by the Department, consultations must be conducted with other federal government institutions on many of its requests and completion time is consequently impacted by the amount of time required of the other institutions to respond to those consultations.

Exemptions Invoked

In 2015-2016, the Department invoked a total of 1569 exemptions pursuant to specific sections of the Act. These exemptions were as follows:

Disposition of Requests
Section of the Act  Number of Times Exemptions Applied
Section 13 - Information obtained in confidence from other governments 43
Section 14 - Federal-provincial affairs 151
Section 15 - International affairs and defence 72
Section 16 - Law enforcement and investigations 188
Section 18 - Economic interests of Canada 157
Section 19 - Personal information 77
Section 20 - Third party information 169
Section 21 - Operations of government 636
Section 22 - Testing procedures, tests and audits 2
Section 23 - Solicitor-client privilege 47
Section 24 - Statutory prohibitions 16
Section 26 - Information to be published 11

Exclusions Cited

The Access to Information Act does not apply to information that is already publicly available, such as government publications and material in libraries and museums. It also excludes material such as Cabinet confidences. Consistent with the Act, exclusions were invoked 346 times: 17 for information that could be found in the public domain or was available for purchase and 329 times under section 69 for confidences of the Queen's Privy Council for Canada. Because the Department is responsible for preparing the Budget and develops legislation and associated policies, it has a large number of documents classified as Cabinet confidences.

Format of Information Released

Records were provided to applicants in 388 cases, 252 of those (64.9%) in paper format and 136 (35.1%) on compact disc. No applicants asked to view the records as opposed to receiving a copy. 

Complexity

Many of the requests processed by the Department in 2015-2016 involved complex issues raising the need to consult with several other government institutions and/or third parties. The number of pages in any given file can also be a factor in the length of time it takes to complete a file. This year saw a number of files which contained more than 500 pages, with the largest comprising 1589 pages.

Deemed Refusals

Forty-two requests were closed past the statutory deadline for various reasons including workload and consultations, both external and internal. In 35 instances, extensions of the statutory time limit had been claimed but the files were nonetheless late, due mainly to consultations both external and internal. In the remaining seven instances, no extension of the statutory deadline was taken.
Of the late responses, 19 (45.2%) were responded to within 15 days past the deadline, eight (19%) within 16 to 30 days, seven (16.6%) within 31 to 60 days, six (14.2%) within 61 to 120 days, one (2.3%) within 121 to 180 days and one (2.3%) within 181 to 365 days.

Translations

No requests for translations were received.

Part 3 – Extensions

During the reporting period, 285 extensions were taken for the following reasons:

Interference with government operations
54
Consultations required (section 69 and others)
193
Notification to third parties
38
 

In 56 cases, an extension of 30 days or less was required, 22 of which were invoked in order to consult with other federal government institutions, provincial government institutions and third parties; the remaining 34 were due to interference with government operations. Extensions of 31 to 120 days were required in 223 cases, 204 of which were taken for consultations under paragraphs 9(1)(b) and 9(1)(c). Extensions of more than 121 days were required in six cases and were mostly taken for consultations with other organizations.

Part 4 – Fees

As previously noted, effective March 31, 2015 departments can no longer collect fees to search and prepare electronic records to respond to a request under the ATI Act. The $5.00 application fee is normally charged and fees assessed at less than $25.00 are waived.

During this reporting year, $4,824.00 was collected in application and search fees. Application, search and reproduction fees in the amount of $1,003.00 were either waived or refunded in 11 cases.

Part 5 – Consultations Received from Other Institutions and Organizations

The Department received a total of 206 consultations from other government institutions and organizations this reporting year, carried over six from the previous fiscal year, and closed 201.  The on-time response rate to all consultations was 85.6%.

Of the 201 consultations from other government institutions and organizations which were closed this year, the Department responded to 164 (81.5%) in 30 days or less; 28 (13.9%) were responded to in 31 to 60 days, six (2.9%) required 61 to 120 days and three (1.5%) required 121 to 180 days to complete. 

Part 6 – Completion Time of Consultations on Cabinet Confidences

The Departmental Legal Services Unit responded to 127 consultations in order to confirm whether documents were Cabinet confidences. In all cases, responses were provided to the ATIP Division within 60 days.

No consultations on Cabinet confidences were forwarded to the Privy Council Office.

Part 7 – Complaints/Investigations/Audits

There were 16 complaints lodged against the Department during the reporting period:

  • three complaints were classified as “refusal -general”;
  • nine complaints concerned the exemption of information;
  • one complaint concerned the exclusion of information under section 69 of the Act;
  • two complaints concerned extensions taken or delay in responding; and
  • one complaint was on refusal – no records existed. 

Nine findings were rendered by the Office of the Information Commissioner this year:

  • one complaint was concluded as “not well-founded”;
  • five complaints were concluded as “well-founded, resolved without recommendation”;
  • one complaint was settled in the course of the complaint; and
  • two complaints were “discontinued” by the complainants.

None of the Information Commissioner’s investigations raised any specific issues or concerns with respect to the Department’s handling of these requests and no action was required of the Department.

As previously mentioned, an internal audit of systems and processes for Access to Information (ATI) requests and security and information management was completed in 2015-2016. The audit concluded that the Department has effective and reliable information systems and activities for processing access to information requests. While the audit noted recent improvements in the review process, further opportunities exist to reduce the time required to retrieve requested information, and to streamline the process to review release packages.

Part 8 – Appeals to the Federal Court of Canada

No appeals to the Federal Court were made in this reporting period.

Part 9 – Resources Related to the Access to Information Act

Costs incurred in the reporting period are calculated on the salaries of ATIP staff and the administrative expenses associated with administration of the Act. Costs do not include salaries of other departmental personnel involved in processing requests. Administration of the Act cost the Department $1,118,499.00 this reporting year. 

Monitoring of Requests

The ATIP Division produces weekly and monthly statistics on branch performance across the Department. Statistics are shared with branch heads, branch ATIP contacts, the Deputy Minister’s Office and the Minister’s Office.

Annex 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 622
Outstanding from previous reporting period 118
Total 740
Closed during reporting period 560
Carried over to next reporting period 180
1.2 Source of Requests
Source Number of Requests
Media 181
Academia 17
Business (Private Sector) 101
Organization 75
Public 100
Decline to Identify 148
Total 622
1.3 Informal 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
143 4 3 0 1 1 0 152

Note: All requests previously recorded as "treated informally" will now be accounted for in this section only.

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 6 25 15 2 3 1 0 52
Disclosed in part 29 82 58 99 50 16 2 336
All exempted 0 3 2 0 0 0 0 5
All excluded 0 0 4 3 0 0 0 7
No records exist 70 56 0 0 0 0 0 126
Request transferred 5 0 0 0 0 0 0 5
Request abandonned 21 6 1 1 0 0 0 29
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 131 172 80 105 53 17 2 560
2.2 Exemptions
Section Number of Requests
13(1)(a) 14
13(1)(b) 19
13(1)(c) 10
13(1)(d) 0
13(1)(e) 0
14 48
14(a) 66
14(b) 37
15(1) 40
15(1) - International Affairs 26
15(1) - Defence of Canada 1
15(1) - Subversive Activities 5
16(1)(a)(i) 1
16(1)(a)(ii) 0
16(1)(a)(iii) 0
16(1)(b) 6
16(1)(c) 11
16(1)(d) 0
16(2) 3
16(2)(a) 2
16(2)(b) 0
16(2)(c) 165
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) 31
18(b) 32
18(c) 0
18(d) 92
18.1(1)(a) 0
18.1(1)(b) 2
18.1(1)(c) 0
18.1(1)(d) 0
19(1) 77
20(1)(a) 11
20(1)(b) 91
20(1)(b.1) 4
20(1)(c) 42
20(1)(d) 21
20.1 0
20.2 0
20.4 0
21(1)(a) 269
21(1)(b) 272
21(1)(c) 75
21(1)(d) 20
22 2
22.1(1) 0
23 47
24(1) 16
26 11
2.3 Exclusions
Section Number of Requests
68(a) 16
68(b) 1
68(c) 0
68.1 0
68.2(a) 0
68.2(b) 0
69(1) 0
69(1)(a) 10
69(1)(b) 0
69(1)(c) 1
69(1)(d) 27
69(1)(e) 38
69(1)(f) 7
69(1)(g) re (a) 42
69(1)(g) re (b) 0
69(1)(g) re (c) 48
69(1)(g) re (d) 43
69(1)(g) re (e) 88
69(1)(g) re (f) 25
69.1(1) 0
2.4 Format of Information Released
Disposition Paper Electronic Other formats
All disclosed 36 16 0
Disclosed in part 216 120 0
Total 252 136 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 2,934 1,663 52
Disclosed in part 32,275 19,426 298
All exempted 94 0 5
All excluded 1,333 0 7
Request abandonned 74 74 29
Neither confirmed nor denied 0 0 0
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 47 663 3 519 1 477 1 4 0 0
Disclosed in part 266 3,910 55 7,154 10 4,642 5 3,720 0 0
All exempted 5 0 0 0 0 0 0 0 0 0
All excluded 1 0 5 0 1 0 0 0 0 0
Request abandonned 29 74 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Total 348 4,647 63 7,673 12 5119 6 3,724 0 0
2.5.3 Other Complexities
Disposition Consultation required Assessment of fees Legal advice sought Other Total
All disclosed 7 0 0 1 8
Disclosed in part 192 0 0 8 200
All exempted 2 0 0 0 2
All excluded 7 0 0 0 7
Request abandoned 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0
Total 208 0 0 9 217

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
42 11 5 5 21
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 5 14 19
16 to 30 days 1 7 8
31 to 60 days 0 7 7
61 to 120 days 1 5 6
121 to 180 days 0 1 1
181 to 365 days 0 1 1
More than 365 days 0 0 0
Total 7 35 42
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)
Consultations

9(1)(c)
Third party notice
Section 69 Other
All disclosed 7 2 6 0
Disclosed in part 44 102 72 37
All exempted 0 1 0 1
All excluded 1 6 2 0
No records exist 1 0 0 0
Request abandonned 1 1 1 0
Total 54 112 81 38

 

3.2 Length of Extensions
Length of extensions 9(1)(a)
Interference with operations
9(1)(b)
Consultations

9(1)(c)
Third party notice
Section 69 Other
30 days or less 34 0 16 6
31 to 60 days 17 1 41 20
61 to 120 days 2 109 22 11
121 to 180 days 1 1 2 0
181 to 365 days 0 1 0 1
365 days or more 0 0 0 0
Total 54 112 81 38

Part 4 – Fees

Fees
Fee Type Fee Collected
Fee Waived or Refunded
Number of Requests Amount Number of Requests Amount
Application 540 $2,770 8 $40
Search 3 $2,054 3 $963
Production 0 $0 0 $0
Programming 0 $0 0 $0
Preparation 0 $0 0 $0
Alternative format 0 $0 0 $0
Reproduction 0 $0 0 $0
Total 543 $4,824 11 $1,003

Part 5 – Consultations Received from Other Institutions and Organizations

5.1 Consultations Received from Other Institutions and Organizations
Consultations Other Governement of Canada Institutions Number of Pages to Review Other Organizations Number of Pages to Review
Received during reporting period 204 5,697 2 65
Outsanding from the previous reporting period 6 252 0 0
Total 210 5,949 2 65
Closed during the reporting period 201 4,987 0 0
Pending at the end of the reporting period 9 962 2 65
5.2 Recommendations and Completion Time for Consultations Received from Other Governement 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 56 30 10 1 1 0 0 98
Disclose in part 17 43 18 5 1 0 0 84
Exempt entirely 5 1 0 0 0 0 0 6
Exclude entirely 1 2 0 0 0 0 0 3
Consult other institution 0 1 0 0 0 0 0 1
Other 8 0 0 0 1 0 0 9
Total 87 77 28 6 3 0 0 201
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 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 6 – Completion Time of Consultations on Cabinet Confidences

6.1 Requests with Legal Services
  Fewer Than 100 Pages Processed 101-500 Pages Processed 501-1000
Pages Processed
1001-5000
Pages Processed
More Than 5000
Pages Processed
 
Number of Days Number of
Requests
Pages Disclosed Number of
Requests
Pages Disclosed Number of
Requests
Pages Disclosed Number of
Requests
Pages Disclosed Number of
Requests
Pages Disclosed
1 to 15 51 697 3 72 0 0 0 0 0 0
16 to 30 46 735 9 346 1 0 1 3 0 0
31 to 60 11 352 5 551 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 108 1,784 17 969 1 0 1 3 0 0
6.2 Requests with Privy Council Office
Number of Days Fewer Than 100 Pages Processed 101-500 Pages Processed 501-1000
Pages Processed
1001-5000
Pages Processed
More Than 5000
Pages Processed

Number of
Requests
Pages Disclosed Number of
Requests
Pages Disclosed Number of
Requests
Pages Disclosed Number of
Requests
Pages Disclosed Number of
Requests
Pages Disclosed
1 to 15 0 0 0 0 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0 0 0

Part 7: Complaints and Investigations

Complaints and Investigations
Section 32 Section 35 Section 37 Total
16 0 4 20

Part 8: Court Action

Court Action
Section 41 Section 42 Section 44 Total
0 0 0 0

Part 9 – Resources related to the Access to Information Act

9.1 Costs
Expenditures Amount
Salaries $1,082,462
Overtime $0
Goods and Services $36,037
  Professional services contracts $0
  Other $36,037
Total $1,118,499
9.2 Human Resources
Resources Person Years Dedicated to Access to Information Activities
Full-time employees 14,00
Part-time and casual employees 0,75
Regional staff 0,00
Consultants and agency personnel 0,00
Students 0,00
Total 14,75