2021-2022 Annual Reports on the Access to Information Act and the Privacy Act
Report on the Access to Information Act
1. Introduction
2. Organizational structure
3. Delegation order
4. Performance 2021-2022
5. Training and Awareness
6. Policies, Guidelines, Procedures and Initiatives
7. Summary of Key Issues and Actions Taken on Complaints
8. Monitoring Compliance
9. Reporting on Access to Information fees for the purposes of the Service Fees Act
Report on the Privacy Act
1. Introduction
2. Organizational structure
3. Delegation order
4. Performance 2021-2022
5. Training and Awareness
6. Policies, Guidelines, Procedures and Initiatives
7. Summary of Key Issues and Actions Taken on Complaints
8. Monitoring Compliance
9. Material Privacy Breaches
10. Privacy Impact Assessments
11. Public Interest Disclosures
Report on the Access to Information Act
1. Introduction
The Access to Information Act gives Canadian citizens, as well as people and corporations present in Canada, the right to access federal government records that are not of a personal nature. The Act complements, but does not replace, other procedures for obtaining government information. It is not intended to limit, in any way, access to government information that is normally available to the public upon request.
The 2021-22 Annual Report is prepared and tabled in Parliament in accordance with section 94 of the Access to Information Act and section 20 of the Service Fees Act.
The Military Grievances External Review Committee (the Committee) is an independent administrative tribunal reporting to Parliament through the Minister of National Defence. It reviews all military grievances referred to it by the Chief of Defence Staff (CDS), as stipulated in the National Defence Act (NDA) and article 7.21 of the Queen’s Regulations and Orders for the Canadian Forces (QR&O).
Section 29 of the NDA provides a statutory right for an officer or a non-commissioned member to grieve a decision, an act or an omission in the administration of the affairs of the Canadian Armed Forces (CAF). The importance of this broad right cannot be overstated since it is, with certain narrow exceptions, the only formal complaint process available to CAF members.
Since beginning operations in 2000, the Committee has acted as the external and independent component of the CAF grievance process. It also has the statutory obligation to deal with all matters as informally and expeditiously as the circumstances permit.
Following its review of referred military grievances, the Committee provides its Findings and Recommendations (F&R) reports to the CDS and the grievor. The CDS is the final decision-maker and is not bound by the Committee’s F&Rs. In any case where the Committee’s F&Rs are not accepted, the CDS must provide the reasoning in writing.
2. Organizational structure
The Access to Information and Privacy (ATIP) Office is part of the Strategic Planning and Communications Services Division. The division is made up of two employees who dedicate an average 5% of their time to fulfill the Committee’s obligations under both the Access to Information Act and the Privacy Act.
The ATIP Coordinator, the Director General, Corporate Services, and the Director General, Operations and General Counsel have delegated authority to oversee the administration of the Access to Information Act and the Privacy Act within the Committee and to ensure compliance with the legislation.
A description of the classes of institutional records held by the Committee is available online at https://www.canada.ca/en/military-grievances-external-review/corporate/transparency/info-source-sources-federal-government-employee-information.html. The Committee does not have any exempt banks.
In accordance with the Access to Information Act, members of the public may examine publications and other public documents governing the Committee’s administration and operations at:
Military Grievances External Review Committee
60 Queen Street, 9h Floor
Ottawa, Ontario K1P 5Y7
The Committee is now using the ATIP Online Request Service, designed and maintained by Treasury Board of Canada, to process formal Access to Information requests and collect the service fee.
3. Delegation order
The Canadian Forces Grievance Board was renamed the Military Grievances External Review Committee by the Act to amend the National Defence Act and to make consequential amendments to other Acts, S.C. 2013, c., 24, s.11(1). A new delegation order was signed by the Chairperson to reflect the name change.
Delegation Order
Access to Information Act
I, the undersigned, Chairperson and Chief Executive Officer of the Military Grievances External Review Committee, pursuant to Section 95(1) of the Access to Information Act , hereby authorize the Director General, Corporate Services and Chief Financial Officer, the Director General of Operations and General Counsel, and the Access to Information and Privacy Coordinator, to exercise signing authorities or perform any of the Chairperson and Chief Executive Officer's powers, duties or function specified in the attached Schedule A.
Approved by:
(Original signed by)
Christine Guérette, CPA, CGA
Chairperson and Chief Executive Officer
Notre-Dame-du-Laus, Canada
Date: July 15, 2020
Section | Description | Director General, Corporate Services | Director General, Operations and General Counsel | ATIP Coordinator |
---|---|---|---|---|
7 | Respond to request for access within 30 days; give access or give notice | X | X | |
8 | Transfer a request to the government institution with greater interest; give written notice of the transfer to applicant | X | X | |
9 | Extend time limits for responding to request and give notice to Information Commissioner of extension over 30 days | X | X | |
10 | Issue notice where access is refused | X | X | X |
11 | Administer the collection of fees | X | X | |
12(2) | Decide whether to translate requested record(s) | X | X | |
12(3) | Convert record(s) in an alternative format, when necessary and reasonable | X | X | |
13(1) | Shall refuse to disclose any record obtained in confidence from another government | X | X | |
13(2) | May disclose any record referred to in 13(1) if the other government consents to the disclosure or makes the information public | X | X | |
14 | May refuse to disclose any record if reasonably injurious to the conduct of Federal-Provincial affairs | X | X | |
15 | May refuse to disclose any record if reasonably injurious to international affairs and defence or the detection, prevention, or suppression of subversive or hostile activities | X | X | |
16 | May refuse to disclose any record pertaining to law enforcement and investigations, to information that could reasonably be expected to facilitate the commission of an offence, to confidential information on policing services for provinces and municipalities | X | X | |
17 | May refuse to disclose any record that could reasonably threaten the safety of individuals | X | X | |
18 | May refuse to disclose any record that could reasonably be expected to be materially injurious to the economic interest of Canada | X | X | |
19 | Shall refuse to disclose any record that contains personal information as defined in section 3 of the Privacy Act | X | X | X |
20 | Shall refuse to disclose any record that contains third party information | X | X | X |
21 | May refuse to disclose any record that contains information related to the operations of government | X | X | |
22 | May refuse to disclose any record that contains information relating to testing or auditing procedures | X | X | |
23 | May refuse to disclose any record that contains information subject to solicitor-client privilege | X | X | X |
24 | Shall refuse to disclose any record that is subject to statutory prohibitions as set out in Schedule II | X | X | |
25 | Shall sever any information that could risk being disclosed | X | X | X |
26 | May refuse to disclose any record on reasonable grounds that such material is to be published within a 90 day period or longer | X | X | |
27(1) and (4) | Shall give notice to a third party of the intent to disclose any records that may contain third party information and may extend the time limit for third party notification | X | X | X |
28(1)(b) | Shall within 30 days after notice is given to third party as per Section 27(1), give notice of the decision to disclose any record pertaining to the third party | X | X | X |
28(2) | Waive the requirements for a written representation by a third party | X | X | X |
28(4) | Disclose a record pertaining to third party following 20 days from the notice having been issued to a third party of the decision to disclose, unless the third party requests a review of the decision as per section 44 | X | X | X |
33 | Shall advise the Information Commissioner of any third party notified under section 27(1) when given notice of an investigation or that would have been notified had disclosure been intended | X | X | |
35(2) | Right to make representation to the Information Commissioner in the course of an investigation | X | X | |
37(1)(b) | Receive Information Commissioner's report of findings and recommendations and give notice of action taken or reasons why no action was taken | X | X | |
37(3) | Prepare response to the Information Commissioner's initial report. The response will outline how the Commissioner's recommendations will be implemented or will explain why the recommendations have not/will not be implemented. | X | X | |
37(4) | Give complainant access to a record after 37(1)(b) where a notice is required | X | X | |
43(1) | Give notice to a third party of an application for a Court review under section 41 or 42 | X | X | X |
44(2) | Give notice to an applicant of the third party's application for a Court review under section 44 | X | X | X |
52(2) | Request that sections 41 or 42 hearings held in camera be heard and determined in the National Capital Region | X | X | X |
52(3) | Request and be given right to make representation ex parte in Section 52 | X | X | X |
68,69 | Deny any record that is excluded in the Act | X | X | X |
71(2) | Exclude any exempt information contained in manuals before the manuals are inspected by the public | X | X | X |
72(1) | Prepare Annual Report to Parliament | X | ||
77 | Responsibilities conferred on the head of the institution by the regulations made under Section 77 | X | X | X |
95(2) | Delegate any of their powers, duties or functions under this Act to one or more officers or employees of another government institution | X | X | |
96(1) | Provide services related to any power, duty or function conferred or imposed on the head of a government institution under this Act to another government institution | X | X |
4. Performance 2021-2022
Highlights from the Statistical Report
During the reporting period of April 1, 2021, to March 31, 2022, the Committee received thirty-one (31) new requests under the Access to Information Act. Only one of these was a formal request while all others were informal requests and, therefore, had no legislated timeframes. The one formal ATIP request was completed in three days. Of the thirty others received, eighteen were completed within one to 15 days and twelve were completed within 16 to 30 days.
The amount of requests received was higher than the number of requests received in the previous three reporting periods (17 requests in 2020-21, 15 requests in 2019-20, 14 in 2018-19).
Most of the requests in 2021-22 were deemed informal because they were related to information contained in case summaries produced by the Committee. As per standard practice, case summaries are published on the Committee website and are publicly available. It is important to note that there have been some challenges related to posting the case summaries online since the transition to Canada.ca. As such, interested parties were encouraged to submit an informal access to information request to obtain this information. Since February 2022, the Committee has been updating its case summary index online and will continue to maintain it on a regular basis moving forward.
Two requests were carried forward from reporting period 2020-2021.
COVID-19 had no significant impact on the Committee’s ability to fulfill its Access to Information Act responsibilities. As such, no additional mitigation measures were required.
During 2021-2022, the Committee received one consultation request from another Government of Canada institution, and no requests from private sector organizations.
Statistical report on the Access to Information Act
Name of institution: Military Grievances External Review Committee
Reporting period: 2021-04-01 to 2022-03-31
Section 1: Requests under the Access to Information Act
1.1 Number of requests
Number of Requests | |
---|---|
Received during reporting period | 31 |
Outstanding from previous reporting period | 2 |
Total | 33 |
Closed during reporting period | 31 |
Carried over to next reporting period | 2 |
1.2 Sources of requests
Source | Number of requests |
---|---|
Media | 0 |
Academia | 0 |
Business (private sector) | 0 |
Organization | 0 |
Public | 31 |
Decline to identify | 0 |
Total | 31 |
1.3 Channels of requests
Source | Number of requests |
---|---|
Online | 0 |
31 | |
0 | |
In person | 0 |
Phone | 31 |
Fax | 0 |
Total | 31 |
Section 2: Informal requests
2.1 Number of informal requests
Number of requests | |
---|---|
Received during reporting period | 30 |
Outstanding from previous reporting periods | 0 |
Total | 30 |
Closed during reporting period | 30 |
Carried over to next reporting period | 0 |
2.2 Channels of informal requests
Source | Number of requests |
---|---|
Online | 0 |
30 | |
0 | |
In person | 0 |
Phone | 0 |
Fax | 0 |
Total | 30 |
2.3 Completion time of 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 |
18 | 12 | 0 | 0 | 0 | 0 | 0 | 30 |
2.4 Pages released informally
Less than 100 pages released | 101 to 500 pages released | 501 to 1000 pages released | 1001 to 5000 pages released | More than 5000 pages released | |||||
---|---|---|---|---|---|---|---|---|---|
Number of requests | Pages released | Number of requests | Pages released | Number of requests | Pages released | Number of requests | Pages released | Number of requests | Pages released |
30 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
2.5 Pages re-released informally
Less than 100 pages released | 101 to 500 pages released | 501 to 1000 pages released | 1001 to 5000 pages released | More than 5000 pages released | |||||
---|---|---|---|---|---|---|---|---|---|
Number of requests | Pages released | Number of requests | Pages released | Number of requests | Pages released | Number of requests | Pages released | Number of requests | Pages released |
0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Section 3: Applications to the Information Commissioner on declining to act on request
Number of requests | |
---|---|
Outstanding from previous reporting period | 0 |
Sent during reporting period | 0 |
Total | 0 |
Approved by the Information Commissioner during reporting period | 0 |
Declined by the Information Commissioner during reporting period | 0 |
Withdrawn during reporting period | 0 |
Carried over to next reporting period | 0 |
Section 4: Requests closed during the reporting period
4.1 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 | 18 | 12 | 0 | 0 | 0 | 0 | 0 | 30 |
Disclosed in part | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
All exempted | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
No records exist | 1 | 0 | 0 | 0 | 0 | 0 | 0 | 1 |
Request transferred | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Request abandoned | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Declined to act with the approval of the Information Commissioner | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 19 | 12 | 0 | 0 | 0 | 0 | 0 | 31 |
4.2 Exemptions
Section | Number of requests |
---|---|
13(1)(a) | 0 |
13(1)(b) | 0 |
13(1)(c) | 0 |
13(1)(d) | 0 |
13(1)(e) | 0 |
14 | 0 |
14(a) | 0 |
14(b) | 0 |
15(1) | 0 |
15(1) - I.A.Table note 1 | 0 |
15(1) - Def.Table note 2 | 0 |
15(1) - S.A.Table note 3 | 0 |
16(1)(a)(i) | 0 |
16(1)(a)(ii) | 0 |
16(1)(a)(iii) | 0 |
16(1)(b) | 0 |
16(1)(c) | 0 |
16(1)(d) | 0 |
16(2) | 0 |
16(2)(a) | 0 |
16(2)(b) | 0 |
16(2)(c) | 0 |
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 |
16.31 | 0 |
16.4(1)(a) | 0 |
16.4(1)(b) | 0 |
16.5 | 0 |
16.6 | 0 |
17 | 0 |
18(a) | 0 |
18(b) | 0 |
18(c) | 0 |
18(d) | 0 |
18.1(1)(a) | 0 |
18.1(1)(b) | 0 |
18.1(1)(c) | 0 |
18.1(1)(d) | 0 |
19(1) | 0 |
20(1)(a) | 0 |
20(1)(b) | 0 |
20(1)(b.1) | 0 |
20(1)(c) | 0 |
20(1)(d) | 0 |
20.1 | 0 |
20.2 | 0 |
20.4 | 0 |
21(1)(a) | 0 |
21(1)(b) | 0 |
21(1)(c) | 0 |
21(1)(d) | 0 |
22 | 0 |
22.1(1) | 0 |
23 | 0 |
23.1 | 0 |
24(1) | 0 |
26 | 0 |
Table notes
4.3 Exclusions
Section | Number of requests |
---|---|
68(a) | 0 |
68(b) | 0 |
68(c) | 0 |
68.1 | 0 |
68.2(a) | 0 |
68.2(b) | 0 |
69(1) | 0 |
69(1)(a) | 0 |
69(1)(b) | 0 |
69(1)(c) | 0 |
69(1)(d) | 0 |
69(1)(e) | 0 |
69(1)(f) | 0 |
69(1)(g) re (a) | 0 |
69(1)(g) re (b) | 0 |
69(1)(g) re (c) | 0 |
69(1)(g) re (d) | 0 |
69(1)(g) re (e) | 0 |
69(1)(g) re (f) | 0 |
69.1(1) | 0 |
4.4 Format of information released
Paper | Electronic | Other Formats |
---|---|---|
0 | 30 | 0 |
4.5 Complexity
4.5.1 Relevant pages processed and disclosed for paper and e-record formats
Number of pages processed | Number of pages disclosed | Number of requests |
---|---|---|
30 | 30 | 30 |
4.5.2 Relevant pages processed per request disposition for paper and e-record formats 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 processed | Number of requests | Pages processed | Number of requests | Pages processed | Number of requests | Pages processed | Number of requests | Pages processed | |
All disclosed | 30 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Disclosed in part | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
All exempted | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Request abandoned | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Declined to act with the approval of the Information Commissioner | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 30 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
4.5.3 Relevant minutes processed and disclosed for audio formtas
Number of minutes processed | Number of minutes disclosed | Number of requests |
---|---|---|
0 | 0 | 0 |
4.5.4 Relevant minutes processed per request disposition for audio formats by size of requests
Disposition | Less than 60 minutes processed | 60 to 120 minutes processed | More than 120 minutes processed | |||
---|---|---|---|---|---|---|
Number of requests | Minutes processed | Number of requests | Minutes processed | Number of requests | Minutes processed | |
All disclosed | 0 | 0 | 0 | 0 | 0 | 0 |
Disclosed in part | 0 | 0 | 0 | 0 | 0 | 0 |
All exempted | 0 | 0 | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 | 0 | 0 |
Request abandoned | 0 | 0 | 0 | 0 | 0 | 0 |
Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 |
Declined to act with the approval of the Information Commissioner | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 0 | 0 | 0 | 0 | 0 | 0 |
4.5.5 Relevant minutes processed and disclosed for video formats
Number of minutes processed | Number of minutes disclosed | Number of requests |
---|---|---|
0 | 0 | 0 |
4.5.6 Relevant minutes processed per request disposition for video formats 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 processed | Number of requests | Pages processed | Number of requests | Pages processed | Number of requests | Pages processed | Number of requests | Pages processed | |
All disclosed | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Disclosed in part | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
All exempted | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Request abandoned | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Declined to act with the approval of the Information Commissioner | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
4.5.7 Other complexities
Disposition | Consultation required | Legal advice sought | Other | Total |
---|---|---|---|---|
All disclosed | 0 | 0 | 0 | 0 |
Disclosed in part | 0 | 0 | 0 | 0 |
All exempted | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 |
Request abandoned | 0 | 0 | 0 | 0 |
Neither confirmed nor denied | 0 | 0 | 0 | 0 |
Decline to act with the approval of the Information Commissioner | 0 | 0 | 0 | 0 |
Total | 0 | 0 | 0 | 0 |
4.6 Closed requests
4.6.1 Requests closed within legislated timelines
Requests closed within legislated timelines | |
---|---|
Number of requests closed within legislated timelines | 31 |
Percentage of requests closed within legislated timelines (%) | 100 |
4.7 Deemed refusals
4.7.1 Reasons for not meeting legislated timelines
Number of requests closed past the legislated timelines | Principal reason | |||
---|---|---|---|---|
Interference with operations / workload | External consultation | Internal consultation | Other | |
0 | 0 | 0 | 0 | 0 |
4.7.2 Requests closed beyond legislated timelines (including any extension taken)
Number of days past legislated timelines | Number of requests past legislated timelines where no extension was taken | Number of requests past legislated timelines where an extension was taken | Total |
---|---|---|---|
1 to 15 days | 0 | 0 | 0 |
16 to 30 days | 0 | 0 | 0 |
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 | 0 | 0 |
4.8 Requests for translation
Translation requests | Accepted | Refused | Total | |||||||
---|---|---|---|---|---|---|---|---|---|---|
English to French | 0 | 0 | 0 | |||||||
French to English | 0 | 0 | 0 | |||||||
Total | 0 | 0 | 0 |
Disposition of requests where an extension was taken | 9(1)(a) Interference with operations / workload | 9(1)(b) Consultation | 9(1)(c) Third-Party Notice | |
---|---|---|---|---|
Section 69 | Other | |||
All disclosed | 0 | 0 | 0 | 0 |
Disclosed in part | 0 | 0 | 0 | 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 |
Declined to act with the approval of the Information Commissioner | 0 | 0 | 0 | 0 |
Total | 0 | 0 | 0 | 0 |
5.2 Length of extensions
Length of extensions | 9(1)(a) Interference with operations / workloads | 9(1)(b) Consultation | 9(1)(c) Third-Party Notice | |
---|---|---|---|---|
Section 69 | Other | |||
30 days or less | 0 | 0 | 0 | 0 |
31 to 60 days | 0 | 0 | 0 | 0 |
61 to 120 days | 0 | 0 | 0 | 0 |
121 to 180 days | 0 | 0 | 0 | 0 |
181 to 365 days | 0 | 0 | 0 | 0 |
365 days or more | 0 | 0 | 0 | 0 |
Total | 0 | 0 | 0 | 0 |
Section 6: Fees
Fee type | Fee collected | Fee waived | Fee refunded | |||
---|---|---|---|---|---|---|
Number of requests | Amount | Number of requests | Amount | Number of requests | Amount | |
Application | 0 | $0.00 | 31 | $155.00 | 0 | $0.00 |
Other fees | 0 | $0.00 | 0 | $0.00 | 0 | $0.00 |
Total | 0 | $0.00 | 31 | $155.00 | 0 | $0.00 |
Section 7: Consultations received from other institutions and organizations
7.1 Consultations received from other Government of Canada institutions and other organizations
Consultations | Other Government of Canada Institutions | Number of pages to review | Other organizations | Number of pages to review | ||||||
---|---|---|---|---|---|---|---|---|---|---|
Received during reporting period | 1 | 0 | 0 | 0 | ||||||
Outstanding from the previous reporting period | 0 | 0 | 0 | 0 | ||||||
Total | 1 | 0 | 0 | 0 | ||||||
Closed during the reporting period | 1 | 0 | 0 | 0 | ||||||
Carried over within negotiated timelines | 0 | 0 | 0 | 0 | ||||||
Carried over beyond negotiated timelines | 0 | 0 | 0 | 0 |
Recommendation | Number of days required to complete consultation requests | |||||||
---|---|---|---|---|---|---|---|---|
1 to 15 days | 16 to 30 days | 31 to 60 days | 61 to 120 days | 121 to 180 days | 181 to 365 days | More than 365 days | Total | |
Disclose entirely | 1 | 0 | 0 | 0 | 0 | 0 | 0 | 1 |
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 | 1 | 0 | 0 | 0 | 0 | 0 | 0 | 1 |
7.3 Recommendations and completion time for consultations received from other organizations outside the Government of Canada
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 |
Section 8: Completion time of consultations on Cabinet Confidences
8.1 Requests for legal services
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 |
8.2 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 |
Section 9: Investigations and reports of findings
9.1 Investigations
Section 32 Notice of intention to investigate | Sub-section 30(5) Ceased to investigate | Section 35 Formal representations |
---|---|---|
0 | 0 | 0 |
9.2 Investigations and reports of findings
Section 37(1) Initial reports | Section 37(2) Final reports | ||||
---|---|---|---|---|---|
Received | Containing recommendations issued by the Information Commissioner | Containing orders issued by the Information Commissioner | Received | Containing recommendations issued by the Information Commissioner | Containing orders issued by the Information Commissioner |
0 | 0 | 0 | 0 | 0 | 0 |
Section 10: Court action
10.1 Court action on complaints
Section 41 | ||||
---|---|---|---|---|
Complainant (1) | Institution (2) | Third Party (3) | Privacy Commissioner (4) | Total |
0 | 0 | 0 | 0 | 0 |
10.2 Court action on third party notifications under paragraph 28(1)(b)
Section 44 - under paragraph 28(1)(b) | ||
---|---|---|
0 |
Expenditures | Amount | |
---|---|---|
Salaries | $10,472 | |
Overtime | $0 | |
Goods and Services |
$1,952 | |
|
$1,952 | |
|
$0 | |
Total | $12,424 |
11.2 Human resources
Resources | Person years dedicated to Access to Information activities |
---|---|
Full-time employees | 0.060 |
Part-time and casual employees | 0.000 |
Regional staff | 0.000 |
Consultants and agency personnel | 0.000 |
Students | 0.000 |
Total | 0.060 |
Note: Enter values to three decimal places
5. Training and Awareness
No training or awareness activities were provided during the current reporting period.
6. Policies, Guidelines, Procedures and Initiatives
During the reporting period, the Committee did not implement any new institution-specific policies, guidelines, procedures or initiatives related to access to information.
7. Summary of Key Issues and Actions Taken on Complaints
Over the period covered by this report, no complaint against the Committee was submitted to the Information Commissioner under the Access to Information Act nor was any audit or investigation undertaken.
8. Monitoring Compliance
The ATIP office monitors the time required to process requests under the Access to Information Act and the Privacy Act. If delays in its activities occur, the ATIP office reports them to the Director General, Corporate Services and Chief Financial Officer. No delays occurred in the processing of formal requests received during the reporting period.
9. Reporting on Access to Information fees for the purposes of the Service Fees Act
The Service Fees Act requires a responsible authority to report annually to Parliament on the fees collected by the institution.
With respect to fees collected under the Access to Information Act, the information below is provided in accordance with the requirements of section 20 of the Service Fees Act.
- Enabling authority: Access to Information Act
- Fee payable: $5, which is the only fee charged for an ATI request
- Total revenue: 0
- All fees were waived for the 2021-2022 fiscal period
The only formal request was sent by another government department, as such, no fees were collected.
During 2021-2022, an estimated $10,472 in salary costs and $1,952 in maintenance costs related to the ATIP management system were incurred to administer the Access to Information Act.
Annual Report on the Privacy Act
1. Introduction
The Privacy Act gives Canadians the right to access personal information held by the government and protection of that information against unauthorized use and disclosure.
Ministers and heads of agencies are responsible for ensuring that their organizations comply with privacy legislation.
This report is prepared and tabled in Parliament in accordance with section 72 of the Privacy Act.
The Committee is an independent administrative tribunal reporting to Parliament through the Minister of National Defence. It reviews all military grievances referred to it by the Chief of the Defence Staff (CDS), as stipulated in the National Defence Act (NDA) and article 7.21 of the Queen’s Regulations and Orders for the Canadian Forces (QR&O).
Section 29 of the NDA provides a statutory right for an officer or a non-commissioned member to grieve a decision, an act or an omission in the administration of the affairs of the Canadian Armed Forces (CAF). The importance of this broad right cannot be overstated since it is, with certain narrow exceptions, the only formal complaint process available to CAF members.
Since beginning operations in 2000, the Committee has acted as the external and independent component of the CAF grievance process. It also has the statutory obligation to deal with all matters as informally and expeditiously as the circumstances permit.
Following its review of referred military grievances, the Committee provides its Findings and Recommendations (F&R) reports to the CDS and the grievor. The CDS is the final decision-maker and is not bound by the Committee’s F&Rs. In any case where the Committee’s F&Rs are not accepted, the CDS must provide the reasoning in writing.
2. Organizational structure
The Access to Information and Privacy (ATIP) Office is part of the Strategic Planning and Communications Services Division. The division is made up of two employees who dedicate an average 5% of their time to fulfill the Committee’s obligations under both the Access to Information Act and the Privacy Act.
The ATIP Coordinator; the Director General, Corporate Services and Chief Financial Officer; and the Director General, Operations and General Counsel have delegated authority to oversee the administration of the Access to Information Act and the Privacy Act within the Committee and to ensure compliance with the legislation.
A description of the classes of institutional records held by the Committee can be accessed online at https://www.canada.ca/en/military-grievances-external-review/corporate/transparency/info-source-sources-federal-government-employee-information.html. The Committee does not have any exempt banks.
In accordance with the Access to Information Act, members of the public may examine publications and other public documents governing the administration and operation of the Committee at:
Military Grievances External Review Committee
60 Queen Street, 9th Floor
Ottawa, Ontario K1P 5Y7
The Committee is now using the ATIP Online Request Service, designed and maintained by Treasury Board of Canada, to process formal Access to Information requests and collect the service fee.
3. Delegation order
The Canadian Forces Grievance Board was renamed the Military Grievances External Review Committee by the Act to amend the National Defence Act and to make consequential amendments to other Acts, S.C. 2013, c., 24, s.11(1). A new delegation order was signed by the Chairperson to reflect the name change.
Delegation Order
Privacy Act
I, the undersigned, Chairperson and Chief Executive Officer of the Military Grievances External Review Committe, pursuant to Section 73 of the Privacy Act , hereby authorize the Director General, Corporate Services and Chief Financial Officer, the Director General of Operations and General Counsel, and the Access to Information and Privacy Coordinator, to exercise signing authorities or perform any of the Chairperson and Chief Executive Officer's powers, duties or function specified in the attached Schedule B.
Approved by:
(Original signed by)
Christine Guérette, CPA, CGA
Chairperson and Chief Executive Officer
Notre-Dame-du-Laus, Canada
Date: July 15, 2020
Schedule B
Military Grievances External Review Committee
Delegation of powers, duties and functions delegated pursuant to section 73 of the Privacy Act
Number of minutes processed | Number of minutes disclosed | Number of requests |
---|---|---|
0 | 0 | 0 |
3.5.6 Relevant minutes processed per request disposition for video formats by size of requests
Disposition | Less than 60 minutes processed | 60 to 120 minutes processed | More than 120 minutes processed | |||
---|---|---|---|---|---|---|
Number of requests | Minutes processed | Number of requests | Minutes processed | Number of requests | Minutes processed | |
All disclosed | 0 | 0 | 0 | 0 | 0 | 0 |
Disclosed in part | 0 | 0 | 0 | 0 | 0 | 0 |
All exempted | 0 | 0 | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 | 0 | 0 |
Request abandoned | 0 | 0 | 0 | 0 | 0 | 0 |
Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 0 | 0 | 0 | 0 | 0 | 0 |
3.5.7 Other complexities
Disposition | Consultation required | Legal advice sought | Interwoven information | Other | Total |
---|---|---|---|---|---|
All disclosed | 0 | 0 | 0 | 0 | 0 |
Disclosed in part | 0 | 0 | 0 | 0 | 0 |
All exempted | 0 | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 | 0 |
Request abandoned | 0 | 0 | 0 | 0 | 0 |
Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 |
Total | 0 | 0 | 0 | 0 | 0 |
3.6 Closed requests
3.6.1 Number of requests closed within legislated timelines
Requests closed within legislated timelines | |
---|---|
Number of requests closed within legislated timelines | 1 |
Percentage of requests closed within legislated timelines (%) | 100 |
3.7 Deemed refusals
3.7.1 Reasons for not meeting legislated timelines
Number of requests closed past the legislated timelines | Principal reason | |||
---|---|---|---|---|
Interference with operations / workload | External consultation | Internal consultation | Other | |
0 | 0 | 0 | 0 | 0 |
3.7.2 Request closed beyond legislated timelines (including any extension taken)
Number of days past legislated timelines | Number of requests past legislated timelines where no extension was taken | Number of requests past legislated timelines where an extension was taken | Total |
---|---|---|---|
1 to 15 days | 0 | 0 | 0 |
16 to 30 days | 0 | 0 | 0 |
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 | 0 | 0 |
3.8 Requests for translation
Translation requests | Accepted | Refused | Total |
---|---|---|---|
English to French | 0 | 0 | 0 |
French to English | 0 | 0 | 0 |
Total | 0 | 0 | 0 |
Section 4: Disclosure under Subsections 8(2) and 8(5)
Paragraph 8(2)(e) | Paragraph 8(2)(m) | Subsection 8(5) | Total |
---|---|---|---|
0 | 0 | 0 | 0 |
Section 5: Requests for correction of personal information and notations
Disposition for correction requests received | Number |
---|---|
Notations attached | 0 |
Requests for correction accepted | 0 |
Total | 0 |
Section 6: Exceptions
6.1 Reasons for extensions
15(a)(i) Interference with operations | 15(a)(ii) Consultation | |||||||
---|---|---|---|---|---|---|---|---|
Number of requests where an extension was taken | Further review required to determine exemptions | Large volume of pages | Large volume of requests | Documents are difficult to obtain | Cabinet Confidence Section (Section 70) | External | Internal | 15(b) Translation purposes or conversion |
0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
6.2 Length of extensions
15(a)(i) Interference with operations | 15(a)(ii) Consultation | |||||||
---|---|---|---|---|---|---|---|---|
Length of extensions | Further review required to determine exemptions | Large volume of pages | Large volume of requests | Documents are difficult to obtain | Cabinet Confidence Section (Section 70) | External | Internal | 15(b) Translation purposes or conversion |
1 to 15 days | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
16 to 30 days | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
31 days or greater | - | - | - | - | - | - | - | 0 |
Total | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Section 7: Consultations received from other institutions and organizations
7.1 Consultations received from other Government of Canada institutions and other organizations
Consultations | Other Government of Canada institutions | Number of pages to review | Other organizations | Number of pages to review |
---|---|---|---|---|
Received during the reporting period | 0 | 0 | 0 | 0 |
Outstanding from the previous reporting period | 0 | 0 | 0 | 0 |
Total | 0 | 0 | 0 | 0 |
Closed during the reporting period | 0 | 0 | 0 | 0 |
Carried over within negotiated timelines | 0 | 0 | 0 | 0 |
Carried over beyond negotiated timelines | 0 | 0 | 0 | 0 |
7.2 Recommendations and completion time for consultations received from other Government of Canada 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 | 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 |
7.3 Recommendations and completion time for consultations received from other organizations outside the Government of Canada
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 |
Section 8: Completion time of consultations on Cabinet Confidences
8.1 Requests with Legal Services
Number of days | Fewer than 100 pages processed | 100-500 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 |
8.2 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 |
Section 9: Complaints and investigations notices received
Section 31 | Section 33 | Section 35 | Court action | Total |
---|---|---|---|---|
0 | 0 | 0 | 0 | 0 |
Section 10: Privacy Impact Assessments and Personal Information Banks
10.1 Privacy Impact Assessments (PIAs)
Number of PIA(s) completed | 0 |
---|---|
Number of PIA(s) modified | 0 |
10.2 Institution-specific and Central Personal Information Banks (PIBs)
Personal Information Banks | Active | Created | Terminated | Modified |
---|---|---|---|---|
Institution-specific | 0 | 0 | 0 | 0 |
Central | 0 | 0 | 0 | 0 |
Total | 0 | 0 | 0 | 0 |
Section 11: Privacy breaches
11.1 Material privacy breaches reported
Number of material privacy breaches reported to TBS | 0 |
---|---|
Number of material privacy breaches reported to OPC | 0 |
11.2 Non-material privacy breaches
Number of non-material privacy breaches | 1 |
---|
Section 12: Resources related to the Privacy Act
12.1 Allocated costs
Expenditures | Amount ($) | |
---|---|---|
Salaries | $5,236 | |
Overtime | $0 | |
Goods and Services | $1,952 | |
|
$1,952 | |
|
$0 | |
Total | $7,188 |
12.2 Human resources
Resources | Person years dedicated to privacy activities |
---|---|
Full-time employees | 0.030 |
Part-time and casual employees | 0.000 |
Regional staff | 0.000 |
Consultants and agency personnel | 0.000 |
Students | 0.000 |
Total | 0.030 |
Note: Enter values to three decimal places.
5. Training and Awareness
No training or awareness activities were provided during the current reporting period.
6. Policies, Guidelines, Procedures and Initiatives
During the reporting period, the Committee did not implement any new institution-specific policies, guidelines, procedures, or initiatives related to privacy.
7. Summary of Key Issues and Actions Taken on Complaints
Over the period covered by this report, the Committee received an informal complaint from a person alleging that the Committee had breached their privacy rights. The Committee assessed the complaint and determined that no privacy breach had occurred. The complainant was advised of this determination and of their right to file a complaint with the Privacy Commissioner if they were not satisfied with the response from the Committee.
8. Monitoring Compliance
As a means to monitor the time required to process requests under both Acts (Access to Information Act and Privacy Act), the ATIP Office reports delays on its activities to the Director General, Corporate Services.
9. Material Privacy Breaches
During this reporting period, the Committee did not incur any material privacy breach.
10. Privacy Impact Assessments
No Privacy Impact Assessment was conducted during this reporting period.
11. Public Interest Disclosures
Paragraph 8(2)(m) allows the disclosure of personal information when the public interest clearly outweighs any invasion of privacy that could result from the disclosure or when the disclosure would benefit the individual to whom the information relates. There were no disclosures pursuant to paragraph 8(2)(m) for the 2021-2022 period.
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