Canadian Heritage’s Annual Report on the administration of the Privacy Act 2020-2021
On this page
- 1. Introduction
- 2. Structure of the Access to Information and Privacy Secretariat
- 3. Delegation order
- 4. Administration of Requests
- 5. Education and training activities
- 6. Policy instruments, procedures and initiatives
- 7. Complaints and federal court cases
- 8. Monitoring compliance
- 9. Material privacy breaches
- 10. Privacy impact assessment
- 11. Disclosure of personal information pursuant to paragraph 8(2)
- Appendix A – Delegation order
- Appendix B – Statistical Report on the Privacy Act
List of charts
List of acronyms and abbreviations
- ATIP
- Access to information and privacy
- ATIP/D
- Director, Access to Information and Privacy Secretariat
- ATIP/DD
- Deputy Director, Access to Information and Privacy Secretariat
- CS
- Corporate Secretary
- DM
- Deputy Minister
- PIA
- Privacy impact assessment
- TBS
- Treasury Board Secretariat
1. Introduction
The Department of Canadian Heritage is pleased to table in Parliament its annual report on the administration of the Privacy Act (the Act) for the fiscal year April 1, 2020, to March 31, 2021. Section 72 of the Act requires that the head of every federal government institution submit an annual report to Parliament on the administration of the Act during the fiscal year.
1.1. The Privacy Act
The purpose of the Act is to protect the privacy of individuals with respect to personal information about themselves held by a government institution and to provide individuals with a right of access to their information. It also protects the privacy of individuals by exercising strict control over the collection, disclosure and use of such information.
The Department of Canadian Heritage is fully committed to both the spirit and the intent of the Act, which are based on the principles of open government and the assurance of privacy of individuals with respect to their personal information held by the Department.
1.2. Mandate of Canadian Heritage
The Department of Canadian Heritage and Canada’s major national cultural institutions play a vital role in the cultural, civic and economic life of Canadians. We work together to support culture, the arts, heritage, official languages, multiculturalism, citizenship and participation, in addition to Indigenous, youth, and sport initiatives.
The Department of Canadian Heritage is responsible for programs and policies that help all Canadians participate in their shared cultural and civic life. The Department’s legislative mandate is set out in the Department of Canadian Heritage Act and other statutes for which the Minister of Canadian Heritage is responsible and presents a wide-ranging list of responsibilities for the Minister under the heading of “Canadian identity and values, cultural development, and heritage.”
The Department oversees numerous statutes, including the Broadcasting Act, the Copyright Act and the Investment Canada Act (the latter two acts shared with Innovation, Science and Economic Development Canada), the Official Languages Act (Part VII), the Museums Act, the Canada Travelling Exhibitions Indemnification Act, the Cultural Property Export and Import Act, the Status of the Artist Act, the Canadian Multiculturalism Act and the Physical Activity and Sport Act (shared with Health Canada).
The Department of Canadian Heritage is specifically responsible for formulating and implementing cultural policies related to copyright, foreign investment and broadcasting, as well as policies related to arts, culture, heritage, official languages, sport, state ceremonial and protocol, and Canadian symbols. The Department’s programs, delivered through Headquarters, and multiple points of service including five regional offices across the country, fund community and third-party organizations to promote the benefits of culture, identity and sport for Canadians.
In 2020-21, the Minister of Canadian Heritage, assisted by the Minister of Diversity and Inclusion and Youth and the Minister of Official Languages, was accountable to Parliament for the Department, three departmental agencies, eleven Crown corporations and two administrative tribunals.
2. Structure of the Access to Information and Privacy Secretariat
The Access to Information and Privacy (ATIP) Secretariat is responsible for administering the Act within the Department of Canadian Heritage. Its mandate is to act on behalf of the Minister of Canadian Heritage in ensuring compliance with legislation, regulations and government policy and to create departmental directives, including standards, in all matters relating to the Act.
During the reporting period, the ATIP Secretariat consisted of a Director, two employees in the Policy and Governance Unit, six analysts and an administrative resource in the Operations Unit.
The Operations Unit is responsible for processing requests under the Act. This includes receiving requests from the public, performing a line-by-line review of the records requested, conducting external consultations as required and representing the Department in dealings with the Office of the Privacy Commissioner regarding the application of the Act.
The Policy and Governance Unit provides policy advice and guidance to the Department on the protection of personal information. It develops policy instruments and processing products and tools. It is responsible for assisting program officials when they complete privacy risk checklists and/or conduct a privacy impact assessment (PIA) to ensure privacy legislation and policy requirements are respected. The unit liaises with employees and prepares and delivers training and awareness sessions throughout the Department. In addition, the unit prepares the Department’s annual reporting requirements and publishes its Information about programs and information holdings, formerly known as Info Source.
In the departmental organizational structure, the ATIP Secretariat reports to the Corporate Secretariat for Canadian Heritage.
3. Delegation order
The powers, duties and functions of the administration of the Act have been fully delegated by the Minister to the Director of the ATIP Secretariat. A copy of Canadian Heritage’s delegation order is appended to this report as Appendix A.
4. Administration of Requests
The statistical report submitted to the Treasury Board Secretariat on the administration of the Act has been completed and is appended to this report as Appendix B.
4.1. Privacy requests
Between April 1, 2020, and March 31, 2021, 15 formal requests for information were received under the Act. This is one more request received than during the previous period, as shown in Chart 1.
Chart 1: number of requests received, 2016-2017 to 2020-2021 – Text version
This bar graph shows the number of requests received from 2016-2017 to 2020-2021. Data is as follows:
- 2016-2017: 27
- 2017-2018: 19
- 2018-2019: 14
- 2019-2020: 14
- 2020-2021: 15
Two requests were carried over from the previous reporting period.
No formal requests for correction of personal information were received for this fiscal year.
4.2. Disposition of completed requests
Fifteen requests were completed during the reporting period. Records for two requests were disclosed in full, six requests were disclosed in part, and two were abandoned. There were no record for five requests.
Full disclosure was provided for 13% of the requests, and partial disclosure for 40%.
A total of 26.7% of the requests were responded to within the time prescribed under the Act. Four requests were completed within 30 days, two requests were completed within 31 to 60 days, and nine requests were completed within 61 to 365 days. This is an exceptional situation due to the suspension of the ATIP Secretariat’s activities during the first weeks of the COVID-19 pandemic.
4.3. Extensions
Requests can be extended for up to 30 additional days beyond the 30-day statutory time frame in two circumstances: when meeting the original time limit would unreasonably interfere with the operations of the government institution or when consultations are necessary. The Department did not request any extensions beyond the legal limit. However, 11 requests were not processed within the statutory deadline. In one case, it was because of an internal consultation. In another case, it was because of an external consultation. In the remaining nine cases, the delay was caused by the suspension of our activities due to the COVID-19 pandemic (see section 4.7).
4.4. Exemptions
The Act sets out specific exceptions to the right of access. These exceptions are known as exemptions. Each exemption is intended to protect information relating to a particular public or private interest and form the only basis for refusing access to personal information under the Act. Two types of exemptions were applied in 2020–21: Section 26 (personal information about another individual), which was applied to six requests, and Section 27 (solicitor-client privilege), which was applied to three requests.
4.5. Exclusions
The 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 deemed Cabinet confidences. There were no exclusions cited in the requests completed during the reporting period.
4.6. Costs
For the reporting period, the cost for the ATIP Secretariat to administer the Act was $191,951, of which $186,698 was for salaries and $5,253 was for goods and services.
4.7. Impact of the COVID-19 pandemic on the ATIP Secretariat
The main concern of the Department of Canadian Heritage was the health and safety of its employees and their families, while staying involved in the federal public service’s efforts to deal with the pandemic and maintain critical and priority services of the federal government.
Based on the recommendations of the Department’s Central Crisis Management Committee, hereafter referred to the “Committee,” and the directives issued by the Central Agencies, the Chief Public Health Officer of Canada, provincial and local public health authorities, access to the office for PCH employees was restricted. On March 26, 2020, the business continuity plan was triggered, and remote work was encouraged.
The only way for the ATIP Secretariat team to process requests was to be physically on site, which was not possible due to the restrictions in place.
The ATIP Secretariat temporarily suspended operations from March 16 to July 13, 2020, for the following reasons:
- The infrastructure for remote working was not available, since information on access requests was kept on a separate, secret server;
- The Committee did not list ATIP as a critical service, which is defined as “A service or activity whose disruption would result in a high or very high degree of injury to the health, safety, security or economic well-being of Canadians or to the effective functioning of the Government of Canada”, as defined by the Policy on Government Security in its Appendix B.
During this period, the Department received four requests under the Act. The interruption in Secretariat operations led to delays in the handling of 11 requests. These requests have now been completely processed.
Privacy coaching and advisory services were maintained during this period.
5. Education and training activities
During this reporting period, the ATIP Secretariat published a training calendar on its intranet page, which identified remote privacy awareness training sessions offered in both official languages (delivered via MS Teams). The ATIP Secretariat promoted its learning activities via the internal news service on the Department’s intranet site; and all departmental employees were invited to participate.
In 2020–21, 14 privacy awareness training sessions were held. A total of 93 employees participated in these training sessions.
The Secretariat also added training materials to the departmental intranet site to continue to inform employees of best practices on privacy issues. In the coming months, new documents will be added in order to create a toolbox for branches and analysts.
The ATIP Secretariat has also been actively working to train all departmental stakeholders and ATIP liaison officers on the electronic transfer of documents and recommendations to facilitate the paperless transition, which is now completed. Twenty-four sessions on this new environment were held, and 216 individuals were trained. All ATIP liaison officers, as well as those who are most in demand by our analysts, have been trained.
6. Policy instruments, procedures and initiatives
During this reporting period, the ATIP Secretariat has continued to implement its strategic action plan, which was developed for the last annual report, in order to modernize practices, reduce frustrations, and improve operational efficiency.
Operational resources
The ATIP Secretariat recruited four new resources in the Operations Unit between August and November 2020, and an additional privacy and governance resource in March 2021 to address staff turnover. The addition of these new employees has greatly improved its performance.
Clerical tasks for analysts have also been reduced by segmenting the various stages of processing requests. This has allowed them to spend more time analyzing documents and recommendations, and ultimately has improved the timeliness of processing requests.
Paperless environment
As of October 2019, the ATIP Secretariat began a digital transition of its operations to support a paperless approach.
During this reporting period, the ATIP Secretariat fully completed its paperless transition. Requests are now processed entirely electronically via the SharePoint software. SharePoint has also allowed analysts to interact with the different stakeholders involved in processing the access request, including the requester.
In addition, analysts can now work remotely on a Protected B server. As a result, as of January 2021, the ATIP Secretariat team is working in hybrid mode and has all the necessary tools to do so. Considering that records containing Protected A or B information represent 85% of the records processed by the ATIP Secretariat, most records are now processed electronically. Only files containing classified information still need to be transmitted on a secret USB key, but these files represent only 15% of the ATIP Secretariat’s workload.
6.1 Policy instruments
During the reporting period, the ATIP Secretariat continued to work toward creating a culture of privacy in the Department by updating its policy instruments. A shift to a paperless environment was completed, and all forms are now available in secure PDF format. This enabled the ATIP Secretariat to achieve efficiency gains in the processing and analysis of projects involving the collection of personal information.
6.2 Information about programs and information holdings
The publication entitled Information about programs and information holdings (formerly known as Info Source: Sources of Federal Government and Employee Information) provides information about the functions, programs, activities and related information holdings of government institutions. It provides individuals, as well as current and former government employees, with relevant information to assist them to access personal information about themselves held by government institutions.
The Treasury Board Secretariat (TBS) requires that government institutions publish their Information about programs and information holdings chapter on their website. During the reporting period, the Department of Canadian Heritage did not update its chapter. This task had to be set aside given the pressing operational needs caused by the temporary interruption of the ATIP Secretariat’s activities during the COVID-19 pandemic and the limited resources it had when it resumed operations. However, the chapter update will be a priority in 2021–22.
7. Complaints and federal court cases
One complaint regarding the processing of a request was filed with the Office of the Privacy Commissioner against the Department of Canadian Heritage in 2020–21. This complaint was settled.
There were no Federal Court cases concerning the refusal of access during this reporting period.
8. Monitoring compliance
The ATIP Secretariat monitors the processing of requests on a daily basis using the ATIP management system (Access Pro Case Management) as well as through bi-weekly meetings with Secretariat management. This ensures accurate and timely responses to requesters.
9. Material privacy breaches
A privacy breach is deemed a material breach if it involves sensitive personal information, could reasonably be expected to cause serious injury or harm to the individual, or involves a large number of affected individuals.
There were no breaches reported to the Treasury Board Secretariat or the Office of the Privacy Commissioner during this reporting period.
10. Privacy impact assessment
During the reporting period, no Privacy Impact Assessments were completed.
In 2020–21, several programs sought advice on the use and disclosure of personal information. Thirty-six privacy risk checklists relating to new or changed programs or systems were reviewed during the reporting period. Also, 53 informal privacy advice requests were received and reviewed. Combined, these reviews resulted in the drafting of 17 privacy notice statements.
11. Disclosure of personal information pursuant to paragraph 8(2)
Subsection 8(2) of the Privacy Act stipulates under which circumstances personal information under the control of a government institution may be disclosed. Paragraph 8(2)(m) states that the disclosure of personal information is permitted for any purpose where, in the opinion of the head of the institution, the public interest in disclosure clearly outweighs any invasion of privacy that could result from the disclosure, or the disclosure would clearly benefit the individual to whom the information relates. Paragraph 8(2)(e) states that personal information may be disclosed to an investigative body specified in the regulations upon written request, indicating the purpose and nature of the information, provided that the information is requested for the purpose of enforcing any law of Canada or a province, or for the purpose of conducting lawful investigations.
During the reporting period, no records containing personal information were disclosed pursuant to paragraphs 8(2)(e) and 8(2)(m) of the Act.
Appendix A – Delegation order
Access to Information Act and Privacy Act
Pursuant to Section 95 of the Access to Information Act and Section 73 the Privacy Act, I, as head of the Department of Canadian Heritage, hereby designate the persons holding the positions set out in the schedule hereto, or persons occupying on an acting basis those positions, to exercise my powers and functions under these Acts specified opposite each position.
This Delegation Order supersedes all previous Access to Information Act and Privacy Act Delegation Orders.
The Honourable Steven Guilbeault
Minister of Canadian Heritage
Date: March 8, 2020
Powers and functions delegated pursuant to section 73 of the Privacy Act and Privacy Regulations
Legend:
- DM
- Deputy Minister
- CS
- Corporate Secretary
- ATIP/D
- Director, Access to Information and Privacy Secretariat
- ATIP/DD
- Deputy Director, Access to Information and Privacy Secretariat
Note: The Xs indicate which position has delegated authority for each section of the Act.
Privacy Act
| Section | Description | DM | CS | ATIP/D | ATIP/DD |
|---|---|---|---|---|---|
| 8(2)(j) | Disclosure for research purposes | x | x | x | - |
| 8(2)(m) | Disclosure in the public interest or in the interest of the individual | x | - | - | - |
| 8(4) | Copies of requests under 8(2)(e) to be retained | x | x | x | - |
| 8(5) | Notice of disclosure under 8(2)(m) | x | x | x | - |
| 9(1) | Record of disclosures to be retained | x | x | x | - |
| 9(4) | Consistent uses | x | x | x | - |
| 10 | Personal information to be included in personal information banks | x | x | x | - |
| 14(a) | Notice where access requested | x | x | x | - |
| 15 | Extension of time limits | x | x | x | x |
| 17(2)(b) | Language of access | x | x | x | - |
| 17(3)(b) | Access to personal information in alternative format | x | x | x | - |
| 18(2) | Exemption (exempt bank) - disclosure may be refused | x | x | x | - |
| 19(1) | Exemption - personal information obtained in confidence | x | x | x | - |
| 19(2) | Exemption - where authorized to disclose | x | x | x | - |
| 20 | Exemption - federal-provincial affairs | x | x | x | - |
| 21 | Exemption - international affairs and defence | x | x | x | - |
| 22 | Exemption - law enforcement and investigation | x | x | x | - |
| 22.3 | Exemption - Public Servants Disclosure Protection Act | x | x | x | - |
| 23 | Exemption - security clearances | x | x | x | - |
| 24 | Exemption - individuals sentenced for an offence | x | x | x | - |
| 25 | Exemption - safety of individuals | x | x | x | - |
| 26 | Exemption - information about another individual | x | x | x | - |
| 27 | Exemption - solicitor-client privilege | x | x | x | - |
| 28 | Exemption - medical record | x | x | x | - |
| 33(2) | Right to make representation | x | x | x | - |
| 35(1)(b) | Findings and recommendations of Privacy Commissioner (complaints) | x | x | x | - |
| 35(4) | Access to be given | x | x | x | - |
| 36(3)(b) | Report of findings and recommendations (exempt banks) | x | x | x | - |
| 37(3) | Report of findings and recommendations (compliance review) | x | x | x | - |
| 51(2)(b) | Special rules for hearings | x | x | x | - |
| 51(3) | Ex parte representations | x | x | x | - |
| 72(1) | Report to Parliament | x | x | x | - |
Privacy Regulations
| Section | Description | DM | CS | ATIP/D | ATIP/DD |
|---|---|---|---|---|---|
| 7 | Retention of personal information requested under paragraph 8(2)(e) | x | x | x | - |
| 9 | Reasonable facilities and time provided to examine personal information | x | x | x | - |
| 11(2) | Notification that correction to personal information has been made | x | x | x | - |
| 11(4) | Notification that correction to personal information has been refused | x | x | x | - |
| 13(1) | Disclosure of personal information relating to physical or mental health may be made to a qualified medical practitioner or psychologist for an opinion on whether to release information to the requestor | x | x | x | - |
| 14 | Disclosure of personal information relating to physical or mental health may be made to a requestor in the presence of a qualified medical practitioner or psychologist | x | x | x | - |
Appendix B – Statistical Report on the Privacy Act
Statistical Report on the Privacy Act
- Name of institution:
- Canadian Heritage
- Reporting period:
- 2020-04-01 to 2021-03-31
Section 1: Requests Under the Privacy Act
1.1 Number of requests
| - | Number of requests |
|---|---|
| Received during reporting period | 15 |
| Outstanding from previous reporting period | 2 |
| Total | 17 |
| Closed during reporting period | 15 |
| Carried over to next reporting period | 2 |
Section 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 | 0 | 0 | 0 | 0 | 1 | 1 | 0 | 2 |
| Disclosed in part | 0 | 0 | 0 | 1 | 1 | 4 | 0 | 6 |
| All exempted | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| No records exist | 1 | 1 | 2 | 0 | 1 | 0 | 0 | 5 |
| Request abandoned | 2 | 0 | 0 | 0 | 0 | 0 | 0 | 2 |
| Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Total | 3 | 1 | 2 | 1 | 3 | 5 | 0 | 15 |
2.2 Exemptions
| Section | Number of Requests | Section | Number of Requests | Section | Number of Requests |
|---|---|---|---|---|---|
| 18(2) | 0 | 22(1)(a)(i) | 0 | 23(a) | 0 |
| 19(1)(a) | 0 | 22(1)(a)(ii) | 0 | 23(b) | 0 |
| 19(1)(b) | 0 | 22(1)(a)(iii) | 0 | 24(a) | 0 |
| 19(1)(c) | 0 | 22(1)(b) | 0 | 24(b) | 0 |
| 19(1)(d) | 0 | 22(1)(c) | 0 | 25 | 0 |
| 19(1)(e) | 0 | 22(2) | 0 | 26 | 6 |
| 19(1)(f) | 0 | 22.1 | 0 | 27 | 3 |
| 20 | 0 | 22.2 | 0 | 27.1 | 0 |
| 21 | 0 | 22.3 | 0 | 28 | 0 |
| - | - | 22.4 | 0 | - | - |
2.3 Exclusions
| Section | Number of Requests | Section | Number of Requests | Section | Number of Requests |
|---|---|---|---|---|---|
| 69(1)(a) | 0 | 70(1) | 0 | 70(1)(d) | 0 |
| 69(1)(b) | 0 | 70(1)(a) | 0 | 70(1)(e) | 0 |
| 69.1 | 0 | 70(1)(b) | 0 | 70(1)(f) | 0 |
| - | - | 70(1)(c) | 0 | 70.1 | 0 |
2.4 Format of information released
| Paper | Electronic | Other |
|---|---|---|
| 0 | 8 | 0 |
2.5 Complexity
2.5.1 Relevant pages processed and disclosed
| Number of Pages processed | Number of Pages Disclosed | Number of Requests |
|---|---|---|
| 6255 | 5134 | 10 |
2.5.2 Relevant pages processed and disclosed by size by 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 Diclosed | Number of Requests | Pages Diclosed | Number of Requests | Pages Diclosed | Number of Requests | Pages Diclosed | Number of Requests | Pages Diclosed | |
| All disclosed | 1 | 11 | 1 | 140 | 0 | 0 | 0 | 0 | 0 | 0 |
| Disclosed in part | 1 | 9 | 3 | 515 | 0 | 0 | 2 | 4459 | 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 |
| No records exist | 2 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Request abandoned | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Total | 4 | 20 | 4 | 655 | 0 | 0 | 2 | 4459 | 0 | 0 |
2.5.3 Other complexities
| Disposition | Consultation Required | Legal Advice Sought | Interwoven Information | Other | Total |
|---|---|---|---|---|---|
| All disclosed | 0 | 0 | 0 | 2 | 2 |
| Disclosed in part | 0 | 0 | 0 | 6 | 6 |
| All exempted | 0 | 0 | 0 | 0 | 0 |
| All excluded | 0 | 0 | 0 | 0 | 0 |
| No records exist | 0 | 0 | 0 | 0 | 0 |
| Request abandoned | 0 | 0 | 0 | 0 | 0 |
| Total | 0 | 0 | 0 | 8 | 8 |
2.6 Closed requests
2.6.1 Number of requests closed within legislated timelines
| - | Requests closed within legislation timelines |
|---|---|
| Number of requests closed within legislated timelines | 4 |
| Percentage of requests closed within legislated timelines (%) | 26.7 |
2.7 Deemed refusals
2.7.1 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 | |
| 11 | 0 | 1 | 1 | 9 |
2.7.2 Requests closed beyond the legislated timelines (including any extension taken)
| Number of days past legislated timelines | Number of requests past legislated timeline 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 | 2 | 0 | 2 |
| 31 to 60 days | 0 | 0 | 0 |
| 61 to 120 days | 4 | 0 | 4 |
| 121 to 180 days | 1 | 0 | 1 |
| 181 to 365 days | 4 | 0 | 4 |
| More than 365 days | 0 | 0 | 0 |
| Total | 11 | 0 | 11 |
2.8 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 3 – Disclosed under Subsections 8(2) and 8(5)
| Paragraph 8(2)e) | Paragraph 8(2)m) | Subsection 8(5) | Total |
|---|---|---|---|
| 0 | 0 | 0 | 0 |
Section 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 |
Section 5 – Extensions
5.1 Reasons for extensions and disposition requests
| - | 15a) (i) Interference with operations | 15a) (ii) Consultation | 15b) Translation purposes or conversion | |||||
|---|---|---|---|---|---|---|---|---|
| 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 | |
| 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
5.2 Length of extensions
| - | 15a) (i) Interference with operations | 15a) (ii) Consultation | 15b) Translation purposes or conversion | |||||
|---|---|---|---|---|---|---|---|---|
| Length of Extensions | Further review to determine exemption | Large volume of pages | Large volume of requests | Documents are difficult to obtain | Cabinet Confidence Section (Section 70) | External | Internal | |
| 1 to 15 days | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| 16 to 30 days | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| More than 31 days | - | - | - | - | - | - | - | - |
| Total | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Section 6 – Consultations Received From Other Institutions and Organizations
6.1 Consultations received from other Government of Canada institutions and other
| 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 to the next reporting period | 0 | 0 | 0 | 0 |
6.2 Recommendations and completion time for consultations received from other Government of Canada institutions
| Recommendation | Number of Days Required to Complete Consultations 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 | |
| All disclosed | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| 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 |
| 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 |
6.3 Recommendations and completion time for consultations received from other
| 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 | ||
| All disclosed | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | |
| 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 | |
| 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 7 – Completion Time of Consultations on Cabinet Confidences
7.1 Requests with 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 |
7.2 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 8 – Complaints and Investigations Notices Received
| Section 31 | Section 33 | Section 35 | Court action | Total |
|---|---|---|---|---|
| 1 | 0 | 0 | 0 | 1 |
Section 9 – Privacy Impact Assessment (PIA) and Personal Information Banks (PIB)
9.1 Privacy Impact Assessments
| Number of PIA(s) completed | 0 |
|---|
9.2 Personal Information Banks
| Personal Information Banks | Active | Created | Terminated | Modified |
|---|---|---|---|---|
| 6 | 0 | 0 | 0 |
Section 10 – Material Privacy Breaches
| Number of material privacy breaches reported to TBS | 0 |
|---|---|
| Number of material privacy breaches reported to OPC | 0 |
Section 11 – Resources Related to the Privacy Act
11.1 Costs
| Expenditures | Amount | |
|---|---|---|
| Salaries | $186,698 | |
| Overtime | $0 | |
| Goods and Services | $5,253 | |
|
$0 | - |
|
$5,253 | - |
| Total | 191 951 $ | |
11.2 Human resources
| Resources | Person Years Dedicated to Privacy Activities |
|---|---|
| Full-time employees | 2.00 |
| Part-time and casual employees | 0.00 |
| Regional staff | 0.00 |
| Consultants and agency personnel | 0.00 |
| Students | 0.00 |
| Total | 2.00 |
Note : Entry values to three decimal places.
Supplementary statistical report on the Access to Information Act and Privacy Act
- Name of institution:
- Canadian Heritage
- Reporting period:
- 2020-04-01 to 2021-03-31
Section 1: Capacity to Receive Requests
| - | Number of weeks |
|---|---|
| Able to receive requests by mail | 35 |
| Able to receive requests by email | 35 |
| Able to receive requests through the digital request service | 35 |
Section 2: Capacity to Process Records
| - | No capacity | Partial capacity | Full capacity | Total |
|---|---|---|---|---|
| Unclassified Paper Records | 17 | 0 | 35 | 52 |
| Protected B Paper Records | 17 | 0 | 35 | 52 |
| Secret and Top Secret Paper Records | 17 | 0 | 35 | 52 |
| - | No capacity | Partial capacity | Full capacity | Total |
|---|---|---|---|---|
| Unclassified Electronic Records | 17 | 0 | 35 | 52 |
| Protected B Electronic Records | 17 | 0 | 35 | 52 |
| Secret and Top Secret Electronic Records | 17 | 0 | 35 | 52 |
©Her Majesty the Queen in Right of Canada, 2022
Catalogue number: CH1-1/2E-PDF
ISBN: 1926-7819
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