2016-2017 Annual Reports on the Access to Information Act and the Privacy Act

Table of contents

Part I: Report on the Access to Information Act

  1. Introduction
  2. How ACOA fulfills its Responsibilities
  3. Delegation of Authority
  4. Interpretation of the Statistical Report
  5. Education and Training Activities
  6. Policies, Guidelines and Procedures
  7. Complaints, Audits and Investigations
  8. Monitoring
  9. Annex A – Delegation Order
  10. Annex B ‑ Statistical Report

Part II: Report on the Privacy Act

  1. Introduction
  2. How ACOA Fulfills its Responsibilities
  3. Delegation of Authority
  4. Interpretation of the Statistical Report
  5. Education and Training Activities 
  6. Policies, Guidelines and Procedures
  7. Complaints, Audits and Investigations
  8. Monitoring
  9. Privacy Breaches
  10. Privacy Impact Assessments
  11. Authorized Disclosures 
  12. Annex A – Delegation Order
  13. Annex B – Statistical Report

Part I: Report on the Access to Information Act

1. Introduction

The Access to Information Act gives Canadian citizens, permanent residents and any individual or corporation present in Canada the right of access to records under the control of a government institution, subject to limited and specific exceptions. The Act further provides that decisions on the non-disclosure of information can be reviewed independently of government.

This report is prepared in accordance with section 72 of the Act, which requires that the head of the Atlantic Canada Opportunities Agency (ACOA) prepare, for tabling in Parliament, an annual report on the administration of the Act. This report will be published on ACOA’s website.

ACOA’s mandate is to increase opportunity for economic development in Atlantic Canada and, more particularly, to enhance the growth of earned incomes and employment opportunities in that region. Additional information is available on ACOA’s website.

2. How ACOA Fulfills its Responsibilities

The Access to Information and Privacy (ATIP) Directorate consists of a director (ATIP coordinator) and one support staff member located at ACOA’s head office in Moncton, N.B., to oversee the administration of the Access to Information Act and the Privacy Act. The ATIP coordinator is responsible for the processing of all access and privacy requests as well as the development, coordination and implementation of effective policies, guidelines and procedures to manage the Agency’s compliance with the ATIP acts.

The ATIP coordinator also reviews various documents before publication to ensure that they do not contain information that would be subject to exemption or exclusion under the Acts. During this reporting period, records prepared in response to 143 written parliamentary questions, as well as an evaluation report and an Employment Equity Status Report, were reviewed.

The administration of the legislation within ACOA is also facilitated at the branch and regional office levels. Each sector and corporate branch has a liaison officer (generally reporting to the deputy minister or an assistant deputy minister), who coordinates the records-retrieval process. An ACOA employee was also assigned to the ATIP Directorate for approximately four months to assist with the workload.

3. Delegation of Authority

For the purpose of the Access to Information Act, the President delegated full authority to the vice‑president, Finance and corporate services and corporate secretary and partial authority to the ATIP coordinator.

A copy of the signed delegation instrument for the Access to Information Act is attached in Annex A.

4. Interpretation of the Statistical Report

The following is provided to assist the reader in the interpretation of the information reported in Annex B.

Requests received and closed

The Agency received 32 requests in 2016-2017. This represents an increase of 78 per cent over the previous period.

The following table shows the trend in the number of requests received, by source, over the last 10 fiscal years. The number of requests received from businesses and the public did not change considerably. However, the Agency received seven requests from the media, four from organizations and one from the academia (no requests were received from those sources in 2015-2016). The source identified as business includes, but is no limited to, representatives of private-sector companies or corporations, information brokers, lawyers, consultants and researchers.

Source 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013 2013-2014 2014-2015 2015-2016 2016-2017
Media 12 10 9 9 34 12 9 5 0 7
Business 15 11 6 4 3 5 5 13 9 10
Organization 13 10 8 5 1 5 6 7 0 4
Public 7 3 12 11 4 10 8 18 9 10
Academia 0 3 0 1 0 0 0 2 0 1
Decline to Identify 0 0 0 0 0 0 0 0 0 0
Total 47 37 35 30 42 32 28 45 18 32

A total of 32 requests were closed in 2016-2017, three of which were reported from previous periods. This represents an increase of 28 per cent over the previous period.

Exemptions and exclusions

The three major exemptions invoked during this reporting period were those related to personal information (section 19), third-party information (section 20) and the operations of government (section 21).

Paragraph 68(a) was invoked to exclude information already in the public domain in the responses to seven separate requests. Subsection 69(1) was invoked to exclude Cabinet confidences from records disclosed in response to two different requests.

Format of information released

The Agency provided paper copies of records in response to 10 of the 14 requests for which records were disclosed. The records were provided in electronic format for the other four requests.

Complexities

Processing the 32 access requests closed in 2016-2017 involved reviewing 10,365 pages of records. Of those pages, 1,838 were identified as duplicates of other records and 228 were identified as outside the scope of the requests. A total of 4,688 pages were disclosed in part or in their entirety. The following table provides additional information regarding the pages disclosed.

Number of Requests Number of Pages Processed Total Pages Disclosed
7 between 1 and 100 pages 148
3 between 101 and 500 pages 456
2 between 501 and 1,000 pages 947
2 between 1001 and 5000 pages 3,137

Eighteen requests required that the Agency initiate consultations as described below regarding the disclosure of 7,666 pages.

Extensions

The statutory time limit to respond was extended for 18 access requests (eight of which were subsequently abandoned), as follows:

Number of requests Length of extension
1 30 days or less
3 31 to 90 days
3 91 to 120 days
11 121 days or more

Extensions were taken pursuant to paragraphs:

Reasons for not meeting the statutory deadline

Four requests were closed late in 2016-2017. Three of those were closed late because of the workload and one because of the time required for external consultations. The proportion of requests closed late this year decreased from 24 per cent in 2015-2016 to 13 per cent.

Fees

The Access to Information Act authorizes the collection of a $5 application fee. Other fees could have been applied as specified in the Access to Information Regulations.

The Agency collected a total of $115 to cover the application fees for 23 of the 32 requests received during the reporting period. A single application fee was collected for multiple requests submitted together. In one case, the application fee was reimbursed because the information requested was available on the Agency’s website. Search fees totalling $1,227.50 and reproduction fees totalling $776.60 were also waived.

Consultations received

In 2016-2017, the Agency responded to a total of 51 consultations received from other federal government institutions and provincial governments (an increase of 47 per cent over the previous reporting period). The consultations involved the review of 969 pages. Only two responses were late: one by one day and the other by four days.

Consultations on Cabinet confidences

The Agency consulted with its Legal Services Unit on the application of section 69 of the Act to protect Cabinet confidences found in records relevant to two requests.

Costs

In 2016-2017, the total cost of administering the Access to Information Act was $187,019. This amount includes $173,145 in salary costs and $13,874 in operations and maintenance costs (licenses for systems, travel, training, etc.).

Compared to the previous reporting period, this represents an increase of $11,597 in salary costs for the temporary ATIP staff to assist with the workload, and an increase of $6,605 in administrative costs to cover additional travel and training costs.

5. Education and Training Activities

Awareness sessions on the requirements of the Access to Information Act are made available upon request to all employees of the Agency. In June 2016, two sessions were provided to employees working in the Newfoundland and Labrador region. The total number of participants is estimated at 45.

Many informal briefings were also provided to Agency employees who requested information on the requirements of the Act during the reporting period.

6. Policies, Guidelines and Procedures

In accordance with the Treasury Board of Canada Interim Directive on the Administration of the Access to Information Act, which took effect on May 5, 2016, the Agency waived all fees prescribed by the Act and Regulations.

The Agency did not implement any other new or revised access to information policies, guidelines or procedures during the reporting period.

7. Complaints, Audits and Investigations

Requesters have a right to register a complaint with the Office of the Information Commissioner (OIC) regarding any matter related to the processing of their request.

A delay complaint received in 2015-2016 was closed in August 2016 with no further action required by the Agency. There are no outstanding complaints.

No audits or investigations were concluded during the reporting period.

8. Monitoring

No monitoring was conducted during the reporting period.

Annex A

The Access to Information Act Delegation Order

Pursuant to the sections 73 of the Access to Information Act (s.c.1980-81-82-83, c. 113, Sch. 1), the President of the Atlantic Canada Opportunities Agency herby designates the persons holding the positions identified below in the Delegation Instruments to exercise or perform any of the powers, duties or functions of the President as the head of the government institution under these Acts.

Original signed by the President for the purpose of the Atlantic Canada Opportunities Agency Act on November 19, 2010.

Access to Information Act Delegation Instrument

The Vice-President of Finance and Corporate Services and Corporate Secretary has been delegated responsibility for the following sections of the Act:

7(a) Notice where access requested

8(1) Transfer to - transfer from institution

9 Extension of time limits

11(2), (3), (4), (5), (6) Additional fees

12(2)(3) Language of access and alternative format

13 Information obtained in confidence

14 Federal-Provincial affairs

15(1) International affairs and defence

16 Law enforcement and investigations

17 Safety of individuals

18 Economic interests of Canada

19 Personal information

20(1)(2)(3) Third party information

20(5) Disclosure if a supplier consents

20(6) Disclosure if in public interest

21 Advice

22 Testing procedures

23 Solicitor/client privilege

24 Statutory prohibitions

25 Severance

26 Information to be published

27(1)(4) Third party notification

28(1)(2)(4) Third party notification

29(1) Disclosure on recommendation of Information Commissioner

33 Advise Information Commissioner of third party involvement

35(2) Right to make representations

37(4) Access to be given complainant

43(1) Notice to third parties (application to Federal Court for review)

44(2) Notice to applicant (application to Federal Court by third party)

52(2) and (3) Special rules for hearings 69 Excluded information

The Director/Coordinator of Access to Information and Privacy has been delegated responsibility for the following sections of the Act:

7(a) Notice where access requested

8(1) Transfer to - transfer from institution

9 Extension of time limits

11(2), (3), (4), (5), (6) Additional fees

12(2)(3) Language of access and alternative format

27(1)(4) Third party notification

28(1)(2)(4) Third party notification

33 Advise Information Commissioner of third party involvement

35(2) Right to make representations

37(4) Access to be given complainant

43(1) Notice to third parties (application to Federal Court for review)

44(2) Notice to applicant (application to Federal Court by third party)

52(2) and (3) Special rules for hearings

Annex B

Statistical Report on the Access to Information Act

Name of Institution: Atlantic Canada Opportunities Agency

Reporting Period: April 1, 2016 to March 31, 2017

Part 1: Requests under the Access to Information Act

1.1 Number of requests

  Number of Requests
Received during reporting period 32
Outstanding from previous reporting period 3
Total 35
Closed during reporting period 32
Carried over to next reporting period 3

1.2 Sources of requests

Source Number of Requests
Media 7
Academia 1
Business (private sector) 10
Organization 4
Public 10
Decline to Identify 0
Total 32

1.3 Informal requests

Completion time of 1 to 15 Days Completion time of 16 to 30 Days Completion time of 31 to 60 Days Completion time of 61 to 120 Days
26 3 0 0

1.3 Informal requests (continued)

Completion time of 121 to 180 Days Completion time of 181 to 365 Days Completion time of more than 365 Days Total number of informal requests closed
0 0 0 29

Part 2: Requests Closed During the Reporting Period

2.1 Disposition and completion time

Disposition of Requests Number of requests completed within 1 to 15 days Number of requests completed within 16 to 30 days Number of requests completed within 31 to 60 days Number of requests completed within 61 to 120 days
All disclosed 0 2 1 0
Disclosed in part 0 2 0 4
All exempted 0 0 0 0
All excluded 0 0 0 0
No records exist 2 1 0 0
Request transferred 1 0 0 0
Request abandoned 6 2 0 6
Neither confirmed nor denied 0 0 0 0
Total 9 7 1 10

2.1 Disposition and completion time (continued)

Disposition of Requests Number of requests completed within 121 to 180 days Number of requests completed within 181 to 365 days Number of requests where more than 365 days was taken Total
All disclosed 0 0 0 3
Disclosed in part 2 2 1 11
All exempted 0 0 0 0
All excluded 0 0 0 0
No records exist 0 0 0 3
Request transferred 0 0 0 1
Request abandoned 0 0 0 14
Neither confirmed nor denied 0 0 0 0
Total 2 2 1 32

2.2 Exemptions

Section Number of Requests
13(1)(a) 0
13(1)(b) 0
13(1)(c) 1
13(1)(d) 2
13(1)(e) 0
14 1
14(a) 2
14(b) 1
15(1) 1
15(1) - International Affairs 0
15(1) - Defence of Canada 0
15(1) - Subversive Activities 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) 2
16(3) 0
16.1(1)(a) 0
16.1(1)(b) 0
16.1(1)(c) 0
16.1(1)(d) 0
16.2(1) 0
16.3 0
16.4(1)(a) 0
16.4(1)(b) 0
16.5 0
17 0
18(a) 0
18(b) 2
18(c) 0
18(d) 1
18.1(1)(a) 0
18.1(1)(b) 0
18.1(1)(c) 0
18.1(1)(d) 0
19(1) 9
20(1)(a) 1
20(1)(b) 7
20(1)(b.1) 0
20(1)(c) 3
20(1)(d) 6
20.1 0
20.2 0
20.4 0
21(1)(a) 5
21(1)(b) 8
21(1)(c) 11
21(1)(d) 0
22 0
22.1(1) 0
23 2
24(1) 0
26 1

2.3 Exclusions

Section Number of Requests
68(a) 7
68(b) 0
68(c) 0
68.1 0
68.2(a) 0
68.2(b) 0
69(1) 0
69(1)(a) 2
69(1)(b) 1
69(1)(c) 1
69(1)(d) 0
69(1)(e) 1
69(1)(f) 0
69(1)(g) re (a) 2
69(1)(g) re (b) 1
69(1)(g) re (c) 1
69(1)(g) re (d) 1
69(1)(g) re (e) 1
69(1)(g) re (f) 0
69.1(1) 0

2.4 Format of information released

Disposition Paper Electronic Other Formats
All disclosed 2 1 0
Disclosed in part 8 3 0
Total 10 4 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 205 205 3
Disclosed in part 10,000 4,483 11
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 160 0 14
Neither confirmed nor denied 0 0 0

2.5.2 Relevant pages processed and disclosed by size of requests

Disposition Number of Requests which had less than 100 pages processed Pages Disclosed Number of Requests which had 101 to 500 pages processed Pages Disclosed Number of Requests which had 501 to 1,000 pages processed Pages Disclosed
All disclosed 2 15 1 190 0 0
Disclosed in part 4 133 2 266 2 947
All exempted 0 0 0 0 0 0
All excluded 0 0 0 0 0 0
Request abandoned 14 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0
Total 20 148 3 456 2 947

2.5.2 Relevant pages processed and disclosed by size of requests (continued)

Disposition Number of Requests which had 1,0001 to 5,000 pages processed Pages Disclosed Number of Requests which had more than 5,000 pages processed Pages Disclosed
All disclosed 0 0 0 0
Disclosed in part 3 3,137 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
Total 3 3,137 0 0

2.5.3 Other complexities

Disposition Consultation Required Assessment of Fees Legal Advice Sought Other Total
All disclosed 1 0 0 0 1
Disclosed in part 10 0 0 0 10
All exempted 0 0 0 0 0
All excluded 0 0 0 0 0
Request abandoned 2 0 0 0 2
Neither confirmed nor denied 0 0 0 0 0
Total 13 0 0 0 13

2.6 Deemed refusals

2.6.1 Reasons for not meeting statutory deadline

Number of Requests Closed Past the Statutory Deadline Workload was the principal reason External Consultation was the principal reason Internal Consultation was the principal reason Other
3 2 1 0 0

2.6.2 Number of days past deadline

Number of Days Past Deadline Number of Requests Past Deadline Where No Extension Was Taken Number of Requests Past Deadline Where An Extension Was Taken Total
1 to 15 days 0 0 0
16 to 30 days 0 0 0
31 to 60 days 0 2 2
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 1 1
Total 0 3 3

2.7 Requests for translation

Translation Requests Accepted Refused Total
English to French 0 0 0
French to English 0 0 0
Total 0 0 0

Part 3: Extensions

3.1 Reasons for extensions and disposition of requests

Disposition of Requests Where an Extension Was Taken 9(1)(a) Interference With Operations 9(1)(b) Consultation Section 69 9(1)(b) Consultation Other 9(1)(c) Third-Party Notice
All disclosed 0 0 1 0
Disclosed in part 6 0 6 8
All exempted 0 0 0 0
All excluded 0 0 0 0
No records exist 0 0 0 0
Request abandoned 7 0 7 8
Total 13 0 14 16

3.2 Length of extensions

Length of Extensions 9(1)(a) Interference With Operations 9(1)(b) Consultation Section 69 9(1)(b) Consultation Other 9(1)(c) Third-Party Notice
30 days or less 2 0 12 7
31 to 60 days 4 0 1 4
61 to 120 days 0 0 0 3
121 to 180 days 7 0 1 1
181 to 365 days 0 0 0 1
365 days or more 0 0 0 0
Total 13 0 14 16

Part 4: Fees

Fee Type Number of Requests Amount of Fee Collected Number of Requests Amount of Fee Waived or Refunded
Application 23 $115.00 9 $45.00
Search 0 $0.00 20 $1,227.50
Production 0 $0.00 0 $0
Programming 0 $0.00 0 $0
Preparation 0 $0.00 0 $0
Alternative format 0 $0.00 0 $0
Reproduction 0 $0.00 12 $776.60
Total 23 $115.00 41 $2,049.10

Part 5: Consultations Received from Other Institutions and Organizations

5.1 Consultations received from other Government of Canada institutions and organizations

Consultations Other Government of Canada Institutions Number of Pages to Review Other Organizations Number of Pages to Review
Received during reporting period 47 976 3 8
Outstanding from the previous reporting period 2 4 0 0
Total 49 980 3 8
Closed during the reporting period 48 968 3 8
Pending at the end of the reporting period 1 12 0 0

5.2 Recommendations and completion time for consultations received from other Government of Canada institutions

Recommendation 1 to 15 Days Required to Complete Consultation Requests 16 to 30 Days Required to Complete Consultation Requests 31 to 60 Days Required to Complete Consultation Requests 61 to 120 Days Required to Complete Consultation Requests
Disclose entirely 30 1 1 0
Disclose in part 9 1 0 0
Exempt entirely 0 0 0 0
Exclude entirely 0 0 0 0
Consult other institution 2 0 0 0
Other 0 0 0 0
Total 41 2 1 0

5.2 Recommendations and completion time for consultations received from other Government of Canada institutions (continued)

Recommendation 121 to 180 Days Required to Complete Consultation Requests 181 to 365 Days Required to Complete Consultation Requests More Than 365 Days Required to Complete Consultation Requests Total
Disclose entirely 0 0 0 32
Disclose in part 0 0 0 10
Exempt entirely 0 0 0 0
Exclude entirely 0 0 0 0
Consult other institution 0 0 0 2
Other 0 0 0 0
Total 0 0 0 44

5.3 Recommendations and completion time for consultations received from other organizations

Recommendation 1 to 15 Days Required to Complete Consultation Received 16 to 30 Days Required to Complete Consultation Received 31 to 60 Days Required to Complete Consultation Received 61 to 120 Days Required to Complete Consultation Received
Disclose entirely 0 0 0 0
Disclose in part 0 0 0 0
Exempt entirely 0 0 0 0
Exclude entirely 0 0 0 0
Consult other institution 0 0 0 0
Other 0 0 0 0
Total 0 0 0 0

5.3 Recommendations and completion time for consultations received from other organizations (continued)

Recommendation 121 to 180 Days Required to Complete Consultation Received 181 to 365 Days Required to Complete Consultation Received More Than 365 Days Required to Complete Consultation Received Total
Disclose entirely 0 0 0 0
Disclose in part 0 0 0 0
Exempt entirely 0 0 0 0
Exclude entirely 0 0 0 0
Consult other institution 0 0 0 0
Other 0 0 0 0
Total 0 0 0 0

Part 6: Completion Time of Consultations on Cabinet Confidences

6.1 Requests with Legal Services

Number of Days Number of Requests which had fewer than 100 pages processed Pages Disclosed Number of Requests which had 101 to 500 pages processed Pages Disclosed Number of Requests which had 501 to 1,000 pages processed Pages Disclosed
1 to 15 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0
31 to 60 1 28 0 0 0 0
61 to 120 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0
More than 365 0 0 0 0 0 0
Total 1 28 0 0 0 0

6.1 Requests with Legal Services (continued)

Number of Days Number of Requests which had 1,001 to 5,000 pages processed Pages Disclosed Number of Requests which had more than 5,000 pages processed Pages Disclosed
1 to 15 0 0 0 0
16 to 30 0 0 0 0
31 to 60 0 0 0 0
61 to 120 0 0 0 0
121 to 180 1 4 0 0
181 to 365 0 0 0 0
More than 365 0 0 0 0
Total 1 4 0 0

6.2 Requests with Privy Council Office

Number of Days Number of Requests which had Fewer Than 100 Pages Processed Pages Disclosed Number of Requests which had between 101 and 500 Pages Processed Pages Disclosed Number of Requests which had between 501 and 1,000 Pages Processed Pages Disclosed
1 to 15 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0
More than 365 0 0 0 0 0 0
Total 0 0 0 0 0 0

6.2 Requests with Privy Council Office (continued)

Number of Days Number of Requests which between 1,001 and 5,000 pages processed Pages Disclosed Number of Requests which had more than 5,000 pages processed Pages Disclosed
1 to 15 0 0 0 0
16 to 30 0 0 0 0
31 to 60 0 0 0 0
61 to 120 0 0 0 0
121 to 180 0 0 0 0
181 to 365 0 0 0 0
More than 365 0 0 0 0
Total 0 0 0 0

Part 7: Complaints and Investigations

Section 32 Section 35 Section 37 Total
0 0 1 1

Part 8: 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 $173,145.00
Overtime $0.00
Goods and Services (Other) $13,874.00
Total $187,019.00

9.2 Human Resources

Resources Person Years Dedicated to Access to Information Activities
Full-time employees 2.13
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 0.00
Students 0.00
Total 2.13

PART II: REPORT ON THE PRIVACY ACT

1. Introduction

The Privacy Act gives individuals the right to access their personal information and request corrections to their personal information held by federal institutions listed in the schedule of the Act. This law also imposes obligations on those institutions to respect privacy rights by limiting the collection, use and disclosure of personal information.

This report is prepared in accordance with section 72 of the Act, which requires that the head of the Atlantic Canada Opportunities Agency (ACOA) prepare, for tabling in Parliament, an annual report on the administration of the Act. This report will be published on ACOA’s website.

ACOA’s mandate is to increase opportunity for economic development in Atlantic Canada and, more particularly, to enhance the growth of earned incomes and employment opportunities in that region. Additional information is available on ACOA’s website.

2. How ACOA Fulfills its Responsibilities

The Access to Information and Privacy (ATIP) directorate consists of a director (ATIP coordinator) and one support staff member located at ACOA’s head office in Moncton, N.B., to oversee the administration of the Access to Information Act and the Privacy Act. The ATIP coordinator is responsible for the processing of all access and privacy requests as well as the development, coordination and implementation of effective policies, guidelines and procedures to manage the Agency’s compliance with the ATIP acts.

The ATIP coordinator also reviews various documents before publication to ensure that they do not contain information that would be subject to exemption or exclusion under the acts. During this reporting period, records prepared in response to 143 written parliamentary questions, as well as an evaluation report and an Employment Equity Status Report, were reviewed.

The administration of the legislation within ACOA is also facilitated at the branch and regional office levels. Each sector and corporate branch has a liaison officer (generally reporting to the deputy minister or an assistant deputy minister), who coordinates the records-retrieval process.

3. Delegation of Authority

For the purpose of the Privacy Act, the President delegated full authority to the vice‑president, finance and corporate services and corporate secretary and partial authority to the ATIP coordinator. A copy of the signed delegation instrument for the Privacy Act is attached in Annex A.

4. Interpretation of the Statistical Report

The statistical report is attached in Annex B. The Agency received two requests under the Privacy Act during the reporting period. One of the requests was closed within the legislated 30 days and the other was reported to the following fiscal year.

The cost of administering the Privacy Act in 2016-2017 was $11,547, which comprised a portion of the ATIP coordinator’s salary as well as operations and maintenance costs. This represents an increase of $931 over the previous reporting period.

The following table shows the trend in the number of requests received over the last 10 fiscal years.

Fiscal Year 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013 2013-2014 2014-2015 2015-2016- 2016-2017
Total 0 0 1 0 0 2 2 1 0 2

5. Education and Training Activities

Two awareness sessions on the requirements of the Privacy Act were provided to a total of 35 employees at the Newfoundland and Labrador regional office.

Informal briefings on the requirements of the Privacy Act were also provided to staff by the ATIP coordinator throughout the reporting period.

6. Policies, Guidelines and Procedures

The Agency did not implement new or revised policies, guidelines or procedures related to privacy during the reporting period.

7. Complaints, Audits and Investigations

No privacy complaints were received and no investigations or audits were concluded during this reporting period.

8. Monitoring

In light of the limited number of privacy requests received, no monitoring was required in 2016-2017.

9. Privacy Breaches

No material privacy breaches were reported to the ATIP coordinator during the reporting period.

10. Privacy Impact Assessments

No privacy impact assessments were required in 2016-2017.

11. Authorized Disclosures under the Privacy Act

The Agency did not disclose personal information under paragraph 8(2)(m) of the Act during the reporting period.

Annex A

Privacy Act Delegation Order

Original signed by the President for the purpose of the Atlantic Canada Opportunities Agency Act on November 19, 2010.

Privacy Act Delegation Instrument

The Vice-President of Finance and Corporate Services and Corporate Secretary has been delegated responsibility for the following sections of the Privacy Act:

8(2)(j) disclose personal information for research purposes

8(2)(m) disclose personal information in the public interest or in the interest of the individual

8(4) retain copy of

8(2)(e) requests and disclosed records

8(5) notify Privacy Commissioner of8(2)(m) disclosures

9(1) retain record of use

9(4) notify Privacy Commissioner of consistent use and amend index 10 include personal information in personal information banks

14 respond to request for access within 30 days; give access or give notice

15 extend time limit for responding to request for access

17(2)(b) decide whether to translate requested information

18(2) may refuse to disclose information contained in an exempt bank

19(1) shall refuse to disclose information obtained in confidence from another government

19(2) may disclose any information referred to in 19(1) if the other government consents to the disclosure or makes the information public

20 may refuse to disclose information injurious to the conduct of federal-provincial affairs

21 may refuse to disclose information injurious to international affairs or defence

22 may refuse to disclose information prepared by an investigative body, information injurious to the enforcement of a law, or information injurious to the security of penal institutions

23 may refuse to disclose information prepared by an investigative body for security clearances

24 may refuse to disclose information collected by the Canadian Penitentiary Service, the National Parole Service or the National Parole Board while individual was under sentence if conditions in section are met

25 may refuse to disclose information which could threaten the safety of individuals

26 may refuse to disclose information about another individual, and shall refuse to disclose such information where disclosure is prohibited under Section 8

27 may refuse to disclose information subject to solicitor-client privilege

28 may refuse to disclose information relating to the individual’s physical or mental health where disclosure is contrary to the best interests of the individual

31 receive notice of investigation by the Privacy Commissioner

33(2) right to make representations to the Privacy Commissioner during an investigation

35(1) receive Privacy Commissioner’s report of findings of the investigation and give notice of action taken

35(4) give complainant access to information after

35(1)(b) notice

36(3) receive Privacy Commissioner’s report of findings of investigation of exempt bank

37(3) receive report of Privacy Commissioner’s findings after compliance investigation

51(2)(b) request that Section 51 hearing be held in the National Capital Region

51(3) request and be given right to make representations in Section 51 hearings

The Director/Coordinator of Access to Information and Privacy has been delegated responsibility for the following sections of the Privacy Act:

8(2)(j) disclose personal information for research purposes

8(2)(m) disclose personal information in the public interest or in the interest of the individual

8(4) retain copy of

8(2)(e) requests and disclosed records

8(5) notify Privacy Commissioner of

8(2)(m) disclosures

9(1) retain record of use

9(4) notify Privacy Commissioner of consistent use and amend index 10 include personal information in personal information banks

14 respond to request for access within 30 days; give access or give notice

15 extend time limit for responding to request for access

17(2)(b) decide whether to translate requested information 31 receive notice of investigation by the Privacy Commissioner

33(2) right to make representations to the Privacy Commissioner during an investigation

35(1) receive Privacy Commissioner’s report of findings of the investigation and give notice of action taken

35(4) give complainant access to information after

35(1)(b) notice

36(3) receive Privacy Commissioner’s report of findings of investigation of exempt bank

37(3) receive report of Privacy Commissioner’s findings after compliance investigation

51(2)(b) request that Section 51 hearing be held in the National Capital Region

51(3) request and be given right to make representations in Section 51 hearings

Annex B

Statistical Report on the Privacy Act

Name of the Institution: Atlantic Canada Opportunities Agency

Reporting Period: April 1 2016 to March 31, 2017

Part 1 - Requests under the Access to Information Act

  Number of Requests
Received during reporting period 2
Outstanding from previous reporting period 0
Total 2
Closed during reporting period 1
Carried over to next reporting period 1

Part 2: Requests Closed During the Reporting Period

2.1 Disposition and completion time

Disposition of Requests Number of requests completed within 1 to 15 days Number of requests completed within 16 to 30 days Number of requests completed within 31 to 60 days Number of requests completed within 61 to 120 days
All disclosed 0 0 0 0
Disclosed in part 0 1 0 0
All exempted 0 0 0 0
All excluded 0 0 0 0
Request transferred 0 0 0 0
Request abandoned 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0
Total 0 1 0 0

2.1 Disposition and completion time (continued)

Disposition of Requests Number of requests completed within 121 to 180 days Number of requests completed within 181 to 365 days Number of requests where more than 365 days was taken Total
All disclosed 0 0 0 0
Disclosed in part 0 0 0 1
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
Neither confirmed nor denied 0 0 0 0
Total 0 0 0 1

2.2 Exemptions

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

2.3 Exclusions

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

2.4 Format of information released

Disposition Paper Electronic Other formats
All disclosed 0 0 0
Disclosed in part 1 0 0
Total 1 0 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 0 0 0
Disclosed in part 32 16 1
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 0 0 0
Neither confirmed nor denied 0 0 0
Total 32 16 1

2.5.2 Relevant pages processed and disclosed by size of request

Disposition Number of Requests which had less than 100 pages processed Pages Disclosed Number of Requests which had between 101 and 500 pages process Pages Disclosed Number of Requests which had between 501 and 1,000 pages processed Pages Disclosed
All disclosed 0 0 0 0 0 0
Disclosed in part 1 16 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 1 16 0 0 0 0

2.5.2 Relevant pages processed and disclosed by size of request (continued)

Disposition Number of Requests which had 1,001 and 5,000 pages processed Pages Disclosed Number of Requests which had more than 5,000 pages processed Pages Disclosed
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
Total 0 0 0 0

2.5.3 Other complexities

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 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

2.6 Deemed refusals

2.6.1 Reasons for not meeting statutory deadline

Number of Requests Closed Past the Statutory Deadline Principal Reason was because of workload Principal Reason was because of external consultation Principal Reason was because of internal consultation Other reasons
0 0 0 0 0

2.6.2 Number of days past deadline

Number of Days Past Deadline Number of Requests Past Deadline Where No Extension Was Taken Number of Requests Past Deadline Where An Extension Was Taken Total
1 to 15 days 0 0 0
16 to 30 days 0 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

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: Disclosure Under Subsection 8(2) and 8(5)

Paragraph 8(2)(e) Paragraph 8(2)(m) Subsection 8(5) Total
0 0 0 0

Part 4: Requests for Correction of Personal Information and Notations

Disposition for Correction Requests Received Number
Notations attached 0
Requests for correction accepted 0
Total 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) Consultations - Section 70 15(a)(ii) Consultations - Other 15(b) Translation or Conversion
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
Total 0 0 0 0

5.2 Length of extensions

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

Part 6: Consultations Received From Other Institutions and Organizations

6.1 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
Pending at the end of the reporting period 0 0 0 0

6.2 Recommendations and completion time for consultations received from other Government of Canada institutions

Recommendation 1 to 15 days required to complete consultation requests 16 to 30 days required to complete consultation requests 31 to 60 days required to complete consultation requests 61 to 120 days required to complete consultation requests
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
Consult other institution 0 0 0 0
Other 0 0 0 0
Total 0 0 0 0

6.2 Recommendations and completion time for consultations received from other Government of Canada institutions (continued)

Recommendation 121 to 180 days required to complete consultation requests 181 to 365 days required to complete consultation requests More than 365 days required to complete consultation requests 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
Consult other institution 0 0 0 0
Other 0 0 0 0
Total 0 0 0 0

6.3 Recommendations and completion time for consultations received from other organizations

Recommendation 1 to 15 days required to complete consultation requests 16 to 30 days required to complete consultation requests 31 to 60 days required to complete consultation requests 61 to 120 days required to complete consultation requests
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
Consult other institution 0 0 0 0
Other 0 0 0 0
Total 0 0 0 0

6.3 Recommendations and completion time for consultations received from other organizations (continued)

Recommendation 121 to 180 days required to complete consultation requests 181 to 365 days required to complete consultation requests More Than 365 days required to complete consultation requests 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
Consult other institution 0 0 0 0
Other 0 0 0 0
Total 0 0 0 0

Part 7: Completion Time of Consultations on Cabinet Confidences

7.1 Requests with Legal Services

Number of Days Number of Requests which had fewer than 100 pages processed Pages Disclosed Number of Requests which had between 101 and 500 pages processed Pages Disclosed Number of Requests which had between 501 and 1,000 pages processed Pages Disclosed
1 to 15 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0
More than 365 0 0 0 0 0 0
Total 0 0 0 0 0 0

7.1 Requests with Legal Services (continued)

Number of Days Number of Requests which had between 1,001 and 5,000 pages processed Pages Disclosed Number of Requests which had more than 5,000 pages processed Pages Disclosed
1 to 15 0 0 0 0
16 to 30 0 0 0 0
31 to 60 0 0 0 0
61 to 120 0 0 0 0
121 to 180 0 0 0 0
181 to 365 0 0 0 0
More than 365 0 0 0 0
Total 0 0 0 0

7.2 Requests with Privy Council Office

Number of Days Number of Requests which had fewer than 100 pages processed Pages Disclosed Number of Requests which had between 101 and 500 pages processed Pages Disclosed Number of Requests which had between 501 and 1,000 pages processed Pages Disclosed
1 to 15 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0
More than 365 0 0 0 0 0 0
Total 0 0 0 0 0 0

7.2 Requests with Privy Council Office (continued)

Number of Days Number of Requests which had between 1,001 and 5,000 pages processed Pages Disclosed Number of Requests which had more than 5,000 pages processed Pages Disclosed
1 to 15 0 0 0 0
16 to 30 0 0 0 0
31 to 60 0 0 0 0
61 to 120 0 0 0 0
121 to 180 0 0 0 0
181 to 365 0 0 0 0
More than 365 0 0 0 0
Total 0 0 0 0

Part 8: Complaints and Investigations Notices Received

Section 31 Section 33 Section 35 Court action Total
0 0 0 0 0

Part 9: Privacy Impact Assessments (PIAs)

Number of PIA(s) completed: 0

Part 10: Resources Related to the Privacy Acts

10.1 Costs

Expenditures Amount
Salaries $10,273.00
Overtime $0.00
Goods and Services (Other) $637.00
Total $10,910.00

10.2 Human Resources

Resources Person Years Dedicated to Privacy Activities
Full-time employees 0.10
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 0.00
Students 0.00
Total 0.10
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