Annual Report to Parliament on the Privacy Act 2018 to 2019
1. Introduction
The Privacy Act protects the privacy of Canadian citizens and permanent residents against the unauthorized use and disclosure of personal information about themselves held by a government institution. It also provides individuals with a right of access to that information and the right to correct inaccurate personal information. In addition, the Privacy Act legislates how the government collects, stores, disposes, uses and discloses personal information.
Section 72 of the Privacy Act requires that the Head of every federal government institution submit an annual report to Parliament on the administration of this Act over the fiscal year. The Minister of Public Safety and Emergency Preparedness has delegated the administration of the Privacy Act, including the reporting of the Annual Report, to the Commissioner of the Correctional Service of Canada (CSC).
This report describes how CSC fulfilled compliance with the Privacy Act during the fiscal reporting period of April 1, 2018 to March 31, 2019.
2. Organizational Structure
2.1 About Correctional Service of Canada
CSC was formed in 1979 through the amalgamation of the Canadian Penitentiary Service and the Parole Board of Canada (PBC). CSC has the fundamental obligation to contribute to public safety by actively encouraging and assisting offenders to become law-abiding citizens, while exercising reasonable, safe, secure and humane control.
By operating under the rule of law, CSC contributes to public safety by administering court-imposed sentences for offenders sentenced to two years or more. This involves managing institutions (penitentiaries) and supervising offenders.
CSC works closely with its Public Safety Portfolio partners, including the Royal Canadian Mounted Police (RCMP), PBC, the Canada Border Services Agency (CBSA), the Canadian Security Intelligence Service (CSIS), in addition to oversight bodies including the Office of the Correctional Investigator (OCI).
2.2 Delegation Order
The Commissioner of CSC is responsible for dealing with requests under the Access to Information Act and the Privacy Act. The Minister delegates this authority to members of departmental senior management, including the ATIP Departmental Coordinator (ATIP Director), to carry out his powers, duties, and functions under the Acts, in relation to ATIP requests. Certain authorities are delegated to particular positions in the ATIP Division at National Headquarters as shown in Appendix A of this report.
2.3 The ATIP Division
The ATIP Division reports to the Director General of Rights, Redress and Resolution under the Policy Sector and is divided into five components:
- Access to Information Operations
- Privacy Operations
- Backlog
- Policy and Governance
- Information and Processing Unit (ATIP Administrative Team)
The Access to Information Operations and Backlog teams are headed by one Deputy Director. The Access to Information Operations team is managed by one team leader, and is responsible for reviewing records, conducting consultations, applying exemptions and exclusions, preparing release packages for applicants, and responding to complaints from the Office of the Information Commissioner. The Backlog teams are managed by two team leaders, and are responsible solely for processing files received prior to 2017.
The Privacy Operations team is headed by one Deputy Director, who is currently assisted by one team leader with three analysts, and one stand-alone PM-05. These teams process formal and informal requests under the Privacy Act (PA).
The Policy and Governance Unit (PGU) develops reports, policies, guidelines, tools and procedures to support ATIP requirements within CSC; oversees the Privacy Impact Assessment process; manages privacy breaches; reviews disciplinary, harassment, fact-finding and workplace violence reports; processes requests under 8(2) of the PA and complex privacy requests; responds to use and disclosure complaints; and provides training.
The Information Processing and Reporting Unit (IPR), is comprised of one Manager and clerical support staff. IPR is responsible for processing incoming requests, generating routine correspondence, retrieval tasking, ensuring quality control, preparing final release packages, and providing general support to the ATIP office.
In addition, each sector, region, institution, district, parole office and community correctional centre has an access to information and privacy liaison who assists the national ATIP Division in administering its overall responsibilities.
3. Highlights of the Privacy Act Statistical Report for 2018-2019
3.1 Requests Processed Under the Privacy Act
In 2018-2019, CSC received 6,134 requests for personal information, an approximate one percent decrease from the previous year. A total of 12,707 requests were carried over from the previous reporting year, totaling 18,841requests requiring processing in 2018-2019. CSC responded to 2,895 requests for personal information, representing 15 percent of the total number of requests received and outstanding from the previous reporting period. Please refer to Appendix B for the Statistical Report.
3.1:Requests Processed Under the Privacy Act
This graph shows that in 2014-2015, 7,376 requests were received, 5,113 were outstanding from the previous reporting period, and 5,524 requests were closed. In 2015-2016, 7,502 requests were received, 6,912 were outstanding from the previous reporting period, and 6,690 requests were closed. In 2016-2017, 6,861 requests were received, 7,784 were outstanding from the previous reporting period, and 4,326 were closed. In 2017-2018, 6,211 requests were received, 10,328 were outstanding from the previous reporting period, and 3,875 were closed. In 2018-2019, 6,134 requests were received, 12,707 were outstanding from the previous reporting period, and 2,895 were closed.This graph shows the total workload of privacy requests as a sum of requests received during the reporting period and requests outstanding from the previous reporting period. The line illustrates the trend of files closed. This graph is a clear depiction of our current situation – ATIP continues to be challenged by a long-standing backlog of PA requests. Although some improved efficiencies have been implemented to address the backlog, CSC ATIP continues to struggle and will continue to do until additional resources are received.
3.2 Disposition of Requests
Of the 2,895 requests completed during the 2018-2019 reporting period, 224 requests were full disclosures; 1056 were partial disclosure; two were withheld in their entirety; 673 were unable to be processed resulting from no records existing; 937 were abandoned by the applicant, and three were neither confirmed nor denied.
3.2: Disposition of Requests
This graph shows that in the 2018-2019 reporting period, 224 requests were fully disclosed; 1,056 were partially disclosed; two were withheld in their entirety; 673 were unable to be processed; 937 requests were abandoned; and three were neither confirmed nor denied.3.3 Exemptions
The majority of exemptions invoked by CSC fell under three sections of the Privacy Act:
- Section 26, used to protect personal information was applied in 1,196 cases (45 percent)
- Section 22, used to protect information relating to law enforcement and investigations was applied in 830 cases (31 percent)
- Section 19, used to protect information obtained in confidence was applied in 512 cases (19 percent)
A complete breakdown of the exemptions applied during this reporting period is as follows:
| Exemption Description | Number of Times Applied |
|---|---|
| Obtained in Confidence | 512 |
| Law Enforcement & Investigation | 830 |
| Individuals Sentenced for an Offence | 83 |
| Safety of the Individual | 9 |
| Information about another individual | 1196 |
| Solicitor-Client Privilege | 24 |
| Library/Museum Material | 5 |
| Total | 2659 |
3.4 Completion Time
During the reporting period, CSC completed 10 percent of requests in less than 30 days; seven percent of requests in 31 to 60 days; nine percent of requests in 61 to 120 days; three percent of requests in 121 to 180 days; and 71 percent of requests were completed in over 180 days.
3.4: Completion Time
During the reporting period, CSC completed 10 percent of requests in less than 30 days; seven percent of requests in 31 to 60 days; nine percent of requests in 61 to 120 days; three percent of requests in 121 to 180 days; and 71 percent of requests were completed in over 180 days.3.5 Deemed Refusals
Over the years, an increasing number of files have been closed beyond the statutory deadline. During this fiscal year, 88% of the requests (2552) were closed beyond the statutory deadline, a 2% increase from last fiscal year. It is expected this trend will continue until CSC ATIP receives additional resources.
3.5: Deemed Refusals
This graph shows that in 2014-2015, 3,383 requests were deemed refused, 5,524 were closed, and 61 percent of the closed requests were deemed refused. In 2015-2016, 3,878 requests were deemed refused, 6,690 were closed, and 58 percent of the closed requests were deemed refused. In 2016-2017, 2,867 requests were deemed refused, 4,326 were closed, and 66 percent of the closed requests were deemed refused. In 2017-2018, 3,341 requests were deemed refused, 3,875 were closed, and 86 percent of the closed requests were deemed refused. In 2018-2019, 2,552 requests were deemed refused, 2,895 were closed, and 88 percent of the closed requests were deemed refused.3.6 Consultations from Other Institutions and Organizations
The ATIP Division’s workload involves responding to consultations in response to formal requests received by other institutions and organizations. CSC works closely with its partners under the Public Safety portfolio such a CBSA, RCMP, CSIS and PBC in an effort to respond to consultations in a timely fashion. CSC is consulted on such subjects as court cases, offender grievances, Office of the Correctional Investigator (OCI) matters, offender files, and deported individuals.
During the 2018-2019 reporting period, the ATIP Division received a total of 22 consultations from other institutions and organizations.
3.7 Disclosures Made Pursuant to Paragraph 8(2)(e) of the Privacy Act
During the 2018-2019 fiscal year, 169 disclosures pursuant to paragraph 8(2)(e) of the Privacy Act were made by CSC.
4. Informal Requests
During the reporting period, CSC received 432 informal requests. A total of 1,233 requests were carried over from the previous reporting year, totaling 1,665 informal requests requiring processing in 2018-2019. These include:
- releasing information through informal means where possible;
- processing requests under subsection 8(2) of the Privacy Act, excluding paragraphs 8(2)(e) and (m);and
- reviewing investigation reports, including fact-finding, harassment, disciplinary, and workplace violence reports.
A total of 516 informal requests were closed during 2018-2019.
5. Training and Awareness
The Policy and Governance Unit plays a fundamental role in developing and delivering training to employees at National Headquarters (NHQ), Regional Headquarters and at the institutional level across Canada, as well as the ATIP staff, on ATIP related matters.
During this reporting period, the ATIP Division continued delivering ATIP Awareness training to the sectors and the regions in order to ensure CSC employees have an understanding of ATIP and the importance of their role in the process.
Eleven training sessions were delivered this reporting period – four sessions were delivered at NHQ – 35 employees received training. An additional seven training sessions were delivered in the regions, comprising of 122 employees.
PGU continues to provide advice and answer questions and concerns regarding training, policy and guidelines, and interpretations of the Acts through its generic email account. Through the use of these email accounts, CSC staff is provided with a single point of contact to increase their knowledge of the ATIP legislation.
6. Policies, Guidelines, Procedures and Initiatives
Over the past year, the ATIP Division has continued to update internal guidelines and procedures as required, including:
- Liaised with provincial Crowns to finalize the Memorandum of Understanding (MOU) for a streamlined process in response to court proceedings for dangerous offender designation and long-term supervision orders. The MOU is nearing completion.
- Statistical reporting in response to Privacy Act requests to ensure accuracy and improved coordination.
- Streamlining operating procedures.
- Developed a process to respond to the Treasury Board Secretariat (TBS) directive regarding the mandatory application of extensions on all new privacy requests.
- Collaborated with Offices of Primary Interest (OPI)/sectors to raise awareness and establish new directives on video requests.
- Commenced exploration with OPI’s/sectors to broaden the scope of processing requests informally.
- Continued to fine-tune the proposed ATIP Professional Development Program (ATIP-PDP) senior ATIP management designed as part of its HR plan. The program serves to address present and future operational needs. The program is designed to develop individuals from the PM-02 to the PM-04 level, using external and internal qualified candidates. It is currently in the approval process.
- Reminding all staff of the process for the preservation of videos and their responsibility to promptly retrieve and preserve videos when requested.
7. Complaints and Audits
At the end of this reporting period, CSC received a total of 355 complaints with a total of 422 findings issued. This represents a slight decrease in the number of complaints received last fiscal year (381 complaints were received in 2017-2018).
Similar to last fiscal year, the majority of privacy complaints received during this reporting period remain as delay/time limit complaints; followed by denial of access. The delay complaints reflect the reality that CSC is a department that receives a high number of requests for voluminous files and must manage this work with competing priorities and limited resources.
As a result of OPC’s investigations, recommendations, and the number of privacy complaints received (and carried over), some key issues raised and subsequent actions taken during this 2018-2019 period are:
- Although timeliness of our responses to complaints remains an issue, CSC ATIP continues to addressing this as a priority - ATIP continues to build its HR component and has dedicated the majority of staff to lessening the backlog.
- CSC ATIP worked closely with the OPC and committed to responding to 212 outstanding complaints. Although, we were not able to respond to all of them during this fiscal year, we were able to close 166 files and will continue working on these in the new fiscal year.
- The continued use of a divisional complaints coordinator so that the ATIP Division can work closely with the OPC to respond to formal complaints and queries using a single point of contact.
- The OPC has raised concerns regarding CSC’s preservation of video recordings in order to respond to Privacy Act requests, including the retention period and inability to meet the legislative timeframes. In response to these concerns, CSC ATIP worked on a Working Group with OPIs during this last fiscal year to increase the timeframe of the retention period of videos from six to 10 days. Unfortunately, meeting the legislative timeframes remains an issue due to lack of resources, technology, and training. CSC ATIP will be focusing on a resolution to this in the 2019-20 fiscal year.
There were no audits undertaken during this fiscal year.
8. Monitoring Compliance
The ATIP Division produces a monthly report for senior management that captures various statistics, including the number of requests which have been received, closed and are still outstanding. This report is shared with the Director General, Rights, Redress and Resolution and the Assistant Commissioner, Policy. There was also a report created to monitor the outstanding complaints with the OPC, providing it to the ATIP Director on a bi-weekly basis.
In addition to the reports, the IPR Unit actively monitors and triages the incoming requests, regularly reporting to senior management any requirement to reassess priorities and redistribute workload to improve performance.
9. Material Privacy Breaches
During the 2018-2019 reporting period, the ATIP Division reported 21 material privacy breaches to the OPC and TBS. These breaches consisted of disclosure of personal information (1) due to human error; (2) to outside parties; (3) electronic access to information without a need to know; (4) theft/loss of records/electronic assets; and (5) victim information.
CSC ATIP worked closely with the OPIs to assess the breaches, identify corrective measures and ensure individuals were notified of the breach and their right to complain to the OPC.
CSC takes breaches of personal information seriously and continues to educate staff on the protection of personal information as follows:
- A continued and ongoing component of our training includes a comprehensive section on privacy breaches.
- Staff are continuously reminded of their obligations to safeguard and protect personal information and adopt privacy sensitive approaches in the workplace.
- The ATIP Division continues to work with all liaisons regarding reporting requirements, implementing corrective measures and prevention.
- ATIP continues to monitor Situation Reports on a daily basis to ensure all breaches have been reported in accordance with an up-to-date Breach Guideline publication.
10. Privacy Impact Assessments
In accordance with TBS policy, CSC undertakes Privacy Impact Assessments (PIAs) to ensure new and re-designed programs, initiatives and projects involving the collection, use, disclosure and retention of personal information are complying with the Privacy Act.
During the 2018-2019 fiscal year, CSC completed two PIA as follows:
- Digital Education Project: CSC developed a pilot project to introduce computer based learning using a Learning Management System (LMS). A LMS provides greater opportunity for the offender to use multimedia in their educational experience; course progress can be monitored to ensure the offender has completed the requirements of the course and identify any areas that may require additional support. Furthermore, the LMS program allows modifications to meet the cultural needs of Indigenous offenders and those with mental health and/or learning challenges.
- Video Visitation: Video visitation is a video communication initiative (national pilot) used by CSC that provides inmates incarcerated at all federal institutions with another means of interacting with their family, friends, and community ties.
A full executive summary of the PIAs can be found on CSC’s website.
11. Public Interest Disclosures
Paragraph 8(2)(m) of the Privacy Act permits the disclosure of personal information where the public interest in disclosure clearly outweighs any invasion of privacy that could result from the disclosure, or where the disclosure would clearly benefit the individual to whom the information relates.
During the 2018-2019 fiscal year, three disclosures pursuant to paragraph 8(2)(m) of the Privacy Act were made by CSC. All public interest disclosures were made to family members/next of kin following a loved ones death while in the care and custody of CSC.
The OPC was notified before all of the disclosures occurred.
Appendix A: Delegation Order
The Minister of Public Safety and Emergency Preparedness, pursuant to section 73 of the Privacy Act, hereby designates the persons holding the positions set out in the schedule hereto to exercise the powers and perform the duties and functions of the Minister as the head of a government institution, that is, the Correctional Service of Canada, under the sections of the Act set out in the schedule opposite each position. This designation replaces all previous delegation orders.
| Section Article | Action | Commissioner | Senior Deputy Commissioner | Assistant Commissioner, Policy | Director, ATIP | Deputy Director, ATIP | Team Leaders, ATIP & Senior Policy Advisor | Regional Deputy Commissioners | Wardens & District Directors | Regional Administrators, Communications and Executive Services |
|---|---|---|---|---|---|---|---|---|---|---|
| 8(2)(e) | Disclose personal information to an investigative body specified in the Regulations for enforcing any law of Canada or a province or carrying out a lawful investigation | • | • | • | • | • | • | • | • | • |
| 8(2)(f) | Disclose personal information under an agreement or arrangement for the purpose of administering or enforcing any law or carrying out a lawful investigation | • | • | • | • | • | • | • | • | • |
| 8(2)(j) | Disclosure for research purposes | • | • | • | ||||||
| 8(2)(m) | Disclosure in the public interest or in the interest of the individual | • | • | • | ||||||
| 8(4) | Copies of requests under 8(2)(e) to be retained | • | • | • | • | • | • | • | • | • |
| 8(5) | Notice of disclosure under 8(2)(m) | • | • | • | ||||||
| 9(1) | Record of disclosures to be retained | • | • | • | • | • | • | • | • | • |
| 9(4) | Consistent uses | • | • | • | • | • | ||||
| 10 | Personal information to be included in personal information banks | • | • | • | • | • | • | |||
| 14 | Notice when access requested | • | • | • | • | • | • | |||
| 15 | Extension of time limits | • | • | • | • | • | • | |||
| 17(2)(b) | Language of access | • | • | • | • | • | • | |||
| 17(3)(b) | Access to personal information in alternative format | • | • | • | • | • | • | |||
| 18(2) | Exemption (exempt bank) - Disclosure may be refused | • | • | • | • | • | ||||
| 19(1) | Exemption - Information obtained in confidence | • | • | • | • | • | • | |||
| 19(2) | Exemption - Where authorized to disclose | • | • | • | • | • | • | |||
| 20 | Exemption - Federal-Provincial Affairs | • | • | • | • | • | • | |||
| 21 | Exemption - International affairs and defence | • | • | • | • | • | • | |||
| 22 | Exemption - Law enforcement and investigation | • | • | • | • | • | • | |||
| 22.3 | Exemption - Public Servants Disclosure Protection Act | • | • | • | • | • | • | |||
| 23 | Exemption - Security clearances | • | • | • | • | • | • | |||
| 24 | Exemption - Individuals sentenced for an offence | • | • | • | • | • | • | |||
| 25 | Exemption - Safety of individuals | • | • | • | • | • | • | |||
| 26 | Exemption - Information about another individual | • | • | • | • | • | • | |||
| 27 | Exemption - Solicitor-client privilege | • | • | • | • | • | • | |||
| 28 | Exemption - Medical record | • | • | • | • | • | • | |||
| 31 | Notice of intention to investigate | • | • | • | • | • | • | • | • | • |
| 35(1) | Findings and recommendations of Privacy Commissioner | • | • | • | • | • | • | • | • | • |
| 35(4) | Access to be given | • | • | • | • | • | • | • | • | • |
| 36(3) | Report of findings and recommendations (exempt banks) | • | • | • | • | • | • | • | • | • |
| 37(3) | Report of findings and recommendations (compliance review) | • | • | • | • | • | • | • | • | • |
| 51(2)(b) | Special rules for hearings | • | • | • | • | • | ||||
| 51(3) | Ex parte representations | • | • | • | • | • | • | • | • | • |
| 70 | Confidences of the Queen’s Privy Council for Canada | • | • | • | • | • | • | |||
| 72(1) | Annual Report to Parliament | • | • | |||||||
| Privacy Regulations | ||||||||||
| 9 | Reasonable facilities and time provided to examine personal information | • | • | • | ||||||
| 11(2) | Notification that correction to personal information has been made | • | • | • | ||||||
| 11(4) | Notification that correction to personal information has been refused | • | • | • | ||||||
| 13(1) | Disclosure of personal information relating to physical or mental health may be made to a qualified medical practitioner or psychologist for an opinion on whether to release information to the requester | • | • | • | ||||||
| 14 | Disclosure of personal information relating to physical or mental health may be made to a requester in the presence of a qualified medical practitioner or psychologist | • | • | • | ||||||
|
Dated, at the City of Ottawa, this 21th day of June, 2016 ________________________________________________________________ Minister of Public Safety and Emergency Preparedness |
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Appendix B: Statistical Report on the Privacy Act
Statistical Report on the Privacy Act
Name of institution: Correctional Service Canada
Reporting period: 2018-04-01 to 2019-03-31
Part 1: Requests Under the Privacy Act
1.1 Number of requests
| Number of Requests | |
|---|---|
| Received during reporting period | 6134 |
| Outstanding from previous reporting period | 12707 |
| Total | 18841 |
| Closed during reporting period | 2895 |
| Carried over to next reporting period | 15946 |
Part 2: Requests Closed During the Reporting Period
2.1 Disposition and completion time
| Disposition of Requests | Completion Time | |||||||
|---|---|---|---|---|---|---|---|---|
| 1 to 15 Days | 16 to 30 Days | 31 to 60 Days | 61 to 120 Days | 121 to 180 Days | 181 to 365 Days | More Than 365 Days | Total | |
| All disclosed | 1 | 3 | 11 | 24 | 17 | 49 | 1619 | 224 |
| Disclosed in part | 3 | 3 | 37 | 85 | 38 | 168 | 722 | 1056 |
| All exempted | 0 | 0 | 1 | 0 | 0 | 0 | 1 | 2 |
| All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| No records exist | 124 | 101 | 131 | 109 | 22 | 139 | 47 | 673 |
| Request abandoned | 42 | 17 | 16 | 59 | 7 | 16 | 780 | 937 |
| Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 3 | 3 |
| Total | 170 | 124 | 196 | 277 | 84 | 372 | 1672 | 2895 |
2.2 Exemptions
| Section | Number of Requests | Section | Number of Requests | Section | Number of Requests |
|---|---|---|---|---|---|
| 18(2) | 0 | 22(1)(a)(i) | 159 | 23(a) | 0 |
| 19(1)(a) | 8 | 22(1)(a)(ii) | 36 | 23(b) | 0 |
| 19(1)(b) | 1 | 22(1)(a)(iii) | 7 | 24(a) | 4 |
| 19(1)(c) | 299 | 22(1)(b) | 207 | 24(b) | 79 |
| 19(1)(d) | 203 | 22(1)(c) | 419 | 25 | 9 |
| 19(1)(e) | 1 | 22(2) | 0 | 26 | 1196 |
| 19(1)(f) | 0 | 22.1 | 2 | 27 | 24 |
| 20 | 0 | 22.2 | 0 | 28 | 0 |
| 21 | 0 | 22.3 | 0 |
2.3 Exclusions
| Section | Number of Requests | Section | Number of Requests | Section | Number of Requests |
|---|---|---|---|---|---|
| 69(1)(a) | 5 | 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
| Disposition | Paper | Electronic | Other Formats |
|---|---|---|---|
| All disclosed | 223 | 1 | 0 |
| Disclosed in part | 1050 | 6 | 0 |
| Total | 1273 | 7 | 0 |
2.5 Complexity
2.5.1 Relevant pages processed and disclosed
| Disposition of Requests | Number of Pages Processed | Number of Pages Disclosed | Number of Requests |
|---|---|---|---|
| All disclosed | 11452 | 10674 | 224 |
| Disclosed in part | 356236 | 305557 | 1056 |
| All exempted | 541 | 0 | 2 |
| All excluded | 0 | 0 | 0 |
| Request abandoned | 44430 | 34238 | 937 |
| Neither confirmed nor denied | 0 | 0 | 3 |
| Total | 412659 | 350469 | 2222 |
2.5.2 Relevant pages processed and disclosed by size of requests
| Disposition | Less Than 100 Pages Processed | 101-500 Pages Processed | 501-1000 Pages Processed | 1001-5000 Pages Processed | More Than 5000 Pages Processed | |||||
|---|---|---|---|---|---|---|---|---|---|---|
| Number of Requests | Pages Disclosed | Number of Requests | Pages Disclosed | Number of Requests | Pages Disclosed | Number of Requests | Pages Disclosed | Number of Requests | Pages Disclosed | |
| All disclosed | 195 | 3843 | 28 | 5851 | 1 | 980 | 0 | 0 | 0 | 0 |
| Disclosed in part | 384 | 13979 | 473 | 96393 | 127 | 75866 | 69 | 100879 | 3 | 18440 |
| All exempted | 1 | 0 | 0 | 0 | 1 | 0 | 0 | 0 | 0 | 0 |
| All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Request abandoned | 850 | 3370 | 68 | 13530 | 11 | 6450 | 8 | 10888 | 0 | 0 |
| Neither confirmed nor denied | 3 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Total | 1433 | 21192 | 569 | 115774 | 140 | 83296 | 77 | 111767 | 3 | 18440 |
2.5.3 Other complexities
| Disposition | Consultation Required | Legal Advice Soughts | Interwoven Information | Other | Total |
|---|---|---|---|---|---|
| All disclosed | 0 | 0 | 2 | 2 | 4 |
| Disclosed in part | 6 | 0 | 83 | 83 | 172 |
| All exempted | 0 | 0 | 1 | 1 | 2 |
| All excluded | 0 | 0 | 0 | 0 | 0 |
| Request abandoned | 2 | 0 | 7 | 7 | 16 |
| Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 |
| Total | 8 | 0 | 93 | 93 | 194 |
2.6 Deemed refusals
2.6.1 Reasons for not meeting statutory deadline
| Number of Requests Closed Past the Statutory Deadline | Principal Reason | |||
|---|---|---|---|---|
| Workload | External Consultation | Internal Consultation | Other | |
| 2552 | 2528 | 5 | 0 | 19 |
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 | 104 | 35 | 139 |
| 16 to 30 days | 57 | 15 | 72 |
| 31 to 60 days | 116 | 14 | 130 |
| 61 to 120 days | 107 | 18 | 125 |
| 121 to 180 days | 81 | 9 | 90 |
| 181 to 365 days | 334 | 29 | 363 |
| More than 365 days | 1124 | 509 | 1633 |
| Total | 1923 | 629 | 2552 |
2.7 Requests for translation
| Translation Requests | Accepted | Refused | Total |
|---|---|---|---|
| English to French | 0 | 0 | 0 |
| French to English | 0 | 0 | 0 |
| Total | 0 | 0 | 0 |
Part 3: Disclosures Under Subsections 8(2) and 8(5)
| Paragraph 8(2)(e) | Paragraph 8(2)(m) | Subsection 8(5) | Total |
|---|---|---|---|
| 169 | 3 | 3 | 175 |
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) Consultation |
15(b) Translation or Conversion |
|
|---|---|---|---|---|
| Section 70 | Other | |||
| All disclosed | 73 | 0 | 0 | 0 |
| Disclosed in part | 352 | 0 | 0 | 0 |
| All exempted | 1 | 0 | 0 | 0 |
| All excluded | 0 | 0 | 0 | 0 |
| No records exist | 21 | 0 | 0 | 0 |
| Request abandoned | 232 | 0 | 0 | 1 |
| Total | 679 | 0 | 0 | 1 |
5.2 Length of extensions
| Length of Extensions | 15(a)(i) Interference With Operations |
15(a)(ii) Consultation |
15(b) Translation purposes |
|
|---|---|---|---|---|
| Section 70 | Other | |||
| 1 to 15 days | 0 | 0 | 0 | 0 |
| 16 to 30 days | 679 | 0 | 0 | 1 |
| Total | 679 | 0 | 0 | 1 |
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 | 15 | 151 | 7 | 329 |
| Outstanding from the previous reporting period | 3 | 557 | 4 | 5 |
| Total | 18 | 708 | 11 | 334 |
| Closed during the reporting period | 16 | 404 | 7 | 304 |
| Pending at the end of the reporting period | 2 | 304 | 4 | 30 |
6.2 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 | |
| All disclosed | 2 | 2 | 1 | 0 | 0 | 0 | 0 | 5 |
| Disclosed in part | 3 | 3 | 3 | 1 | 0 | 0 | 0 | 10 |
| All exempted | 0 | 1 | 0 | 0 | 0 | 0 | 0 | 1 |
| 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 | 5 | 6 | 4 | 1 | 0 | 0 | 0 | 16 |
6.3 Recommendations and completion time for consultations received from other organizations
| Recommendation | Number of Days Required to Complete Consultation Requests | |||||||
|---|---|---|---|---|---|---|---|---|
| 1 to 15 Days | 16 to 30 Days | 31 to 60 Days | 61 to 120 Days | 121 to 180 Days | 181 to 365 Days | More Than 365 Days | Total | |
| All disclosed | 2 | 1 | 0 | 0 | 0 | 0 | 0 | 3 |
| Disclosed in part | 0 | 3 | 0 | 0 | 0 | 0 | 0 | 3 |
| All exempted | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Consult other institution | 1 | 0 | 0 | 0 | 0 | 0 | 0 | 1 |
| Other | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Total | 3 | 4 | 0 | 0 | 0 | 0 | 0 | 7 |
Part 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 |
Part 8: Complaints and Investigations Notices Received
| Section 31 | Section 33 | Section 35 | Court action | Total |
|---|---|---|---|---|
| 346 | 0 | 359 | 0 | 705 |
Part 9: Privacy Impact Assessments (PIAs)
| Number of PIA(s) completed | 2 |
Part 10: Resources Related to the Privacy Act
10.1 Costs
| Expenditures | Amount | |
|---|---|---|
| Salaries | $2,289,042 | |
| Overtime | $113,852 | |
| Goods and Services | $174,781 | |
|
$174,781 | |
|
$0 | |
| Total | $2,577,675 | |
10.2 Human Resources
| Resources | Person Years Dedicated to Privacy Activities |
|---|---|
| Full-time employees | 59.00 |
| Part-time and casual employees | 12.00 |
| Regional staff | 0.00 |
| Consultants and agency personnel | 2.00 |
| Students | 1.00 |
| Total | 58.00 |
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