Health Canada - Privacy Act - Annual Report 2012-2013

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Table of Contents

Introduction

I. Privacy Act

The Privacy Act (the Act) gives Canadian citizens and permanent residents of Canada the right of access to information about themselves held by the federal government with certain specific and limited exceptions. The Act protects an individual's privacy by setting out provisions related to the collection, retention, accuracy, disposal, use and disclosure of personal information.

The Act requires the head of every federal government institution to submit an annual report to Parliament on the administration of the Act following the close of each fiscal year. This annual report is prepared and is being tabled before each House of Parliament in accordance with section 72 of the Act. This report summarizes how Health Canada has fulfilled its privacy responsibilities during the fiscal year 2012-2013.

II. About Health Canada

Health Canada (HC) is the federal department responsible for helping the people of Canada maintain and improve their health.

HC is committed to improving the lives of all of Canada's people and to making this country's population among the healthiest in the world as measured by longevity, lifestyle and effective use of the public health care system.

By working with others in a manner that fosters the trust of Canadians, HC strives to:

  • Prevent and reduce risks to individual health and the overall environment;
  • Promote healthier lifestyles;
  • Ensure high quality health services that are efficient and accessible;
  • Integrate renewal of the health care system with longer term plans in the areas of prevention, health promotion and protection
  • Reduce health inequalities in Canadian society; and
  • Provide health information to help Canadians make informed decisions.

HC has regional offices in British Columbia, Alberta, Saskatchewan, Manitoba, Ontario, Quebec, and the Atlantic and Northern Regions.

For more information about Health Canada, please visit our website.

Privacy Infrastructure

I. The Access to Information and Privacy (ATIP) Division

The issue of privacy and the appropriate management of personal information, including personal health information, are extremely important for Canadians and HC. The Department takes its role in the management of personal information seriously and has taken steps to raise awareness and implement processes to comply with the Privacy Act. These are outlined in this report.

The Access to Information and Privacy (ATIP) Division is housed in the Planning, Integration and Management Services Directorate, Corporate Services Branch at HC.

In June 2012, under the HC and the Public Health Agency of Canada (the Agency) Shared Services Partnership Agreement, HC and the Agency established a shared service for Access to Information and Privacy (ATIP) by merging resources to allow for a streamlined and consistent approach to applying the Access to Information Act and the Privacy Act across both institutions. Although the shared service was established, HC and the Agency maintain separate ATIP Coordinators, who have been delegated with all access to information (ATI) authorities for their respective institutions. This report will address only the privacy activity that falls under HC. A separate report has been prepared for the Agency.

In 2012-2013, the Act was administered at HC by 5.31 full-time equivalent (FTE) employees as well as 0.55 part-time, casual employees and students. In addition, 1.15 FTEs were retained through service contracts to support administration, reporting, monitoring, management and policy. In addition, there are approximately 5.5 FTEs dedicated to working on privacy policy for HC files.

The ATIP Coordinator is accountable for the development, coordination and implementation of effective policies, guidelines, systems and procedures in order to enable efficient processing of requests under the Act. The Coordinator is also responsible for related policies, systems and procedures stemming from the Act. The Division is responsible for all HC privacy legislative requirements pursuant to the Act such as:

  • Responding to privacy requests within the statutory time frame as well as meeting the duty to assist requesters;
  • Providing advice and guidance to staff on the application of the Act and Treasury Board of Canada policies and directives;
  • Developing corporate privacy policies and practices that promote a culture of privacy awareness and understanding;
  • Promoting staff awareness and providing training on the Act;
  • Ensuring that personal information holdings are published in Info Source;
  • Coordinating and overseeing the Privacy Impact Assessment (PIA) process;
  • Coordinating the containment, assessment and reporting of privacy breaches;
  • Monitoring trends in national and international privacy issues to provide informed advice to clients;
  • Analyzing privacy practices in the health sector;
  • Preparing the Annual Report to Parliament and providing input to the Management Accountability Framework (MAF); and,
  • Liaising with the Office of the Privacy Commissioner (OPC), Treasury Board of Canada Secretariat (TBS), other federal departments and agencies, provincial ministries of health and other key partners regarding the application of the Act to develop relevant policies, tools and guidelines.

Delegation of Authority

The Delegation Order is attached as Appendix A.

Requests under the Privacy Act - Statistical Figures and Interpretation and Explanation

I. Statistical Report

This section includes an interpretation and explanation of the data contained in HC’s statistical report which summarizes privacy-related activity for the period between April 1, 2012 and March 31, 2013 (Appendix B).

II. Number of Privacy Requests and Case Load

Requests under the Privacy Act
The number of new privacy requests has significantly increased over the past five years. In 2008-09 there were 592 Privacy requests compared to 1,070 in 2012-2013 which represents an 81% increase. This is due, in part, to those seeking medical records, as part of Indian Residential School claims.

Case Load
During fiscal year 2012-2013, HC completed processing of 1,116 of 1,163 (96%) active requests. Active requests included 1,070 new requests and 93 requests carried over from fiscal year 2011-2012.

Privacy Requests Received and Completed by Fiscal Year

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Text description

The Privacy Requests Received and Completed by Fiscal Year graphic illustrates the number of requests received and completed over the past five fiscal years

  • Fiscal year 2008-2009: 593 requests received, and 550 requests completed
  • Fiscal year 2009-2010: 471 requests received, and 508 requests completed
  • Fiscal year 2010-2011: 700 requests received, and 644 requests completed
  • Fiscal year 2011-2012: 681 requests received, and 734 requests completed
  • Fiscal year 2012-2013: 1,070 requests received, and 1,116 requests completed

Pages Reviewed by Fiscal Year

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Text description

The Pages Reviewed by Fiscal Year graphic illustrates the number of pages reviewed over the past five fiscal years.

  • Fiscal year 2008-2009: 53,471 pages reviewed
  • Fiscal year 2009-2010: 47,978 pages reviewed
  • Fiscal year 2010-2011: 91,904 pages reviewed
  • Fiscal year 2011-2012: 148,882 pages reviewed
  • Fiscal year 2012-2013: 172,686 pages reviewed

Consultations Received from Other Government Institutions
In 2012-2013, HC completed a total of 8 consultations from 4 other federal government departments: the Privy Council Office (PCO), the Royal Canadian Mounted Police (RCMP), Canada Border Services Agency (CBSA) and the Department of Justice (DOJ). The graph below illustrated the numbers of pages processed.

Number of Pages Reviewed for Consultations from Other Federal Institutions

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The Number of Pages Reviewed for Consultations from Other Federal Institutions graphic illustrates the number of pages reviewed for other federal institutions during the fiscal year 2012-2013.

  • Privy Council Office (PCO): 44 pages
  • Department of Justice (DOJ): 6 pages
  • Canada Border Services Agency (CBSA): 6 pages
  • Royal Canadian Mounted Police (RCMP): 23 pages

III. Disposition of Requests Completed

Completed requests were classified as follows:

Disposition of Requests Completed, 2012-2013

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The Disposition of Requests Completed, 2012-2013 graphic illustrates the disposition of requests completed by percentage during the fiscal year 2012-2013.

  • Disclosed in part: 36%
  • All disclosed: 27%
  • Request abandoned: 10%
  • No records exist: 27%

IV. Exemptions Invoked

Sections 18 through 28 of the Act set out the exemptions intended to protect information pertaining to a particular public or private interest. Section 26 “personal information of other individuals” accounted for 99% of the all exemptions invoked in 2012-2013 and 94% of all exemptions in 2011-2012.

Principle Exemptions Applied, 2012-2013
Exemptions Number of Times Applied
Section 26 - Personal information of other individuals 401

V. Exclusions Cited

The Act does not apply to personal information that is available to the public (section 69). Nor does it apply to confidences of the Queen's Privy Council, with some exceptions (section 70). Requests containing proposed exclusions under section 70 require consultation with the Privy Council Office. In 2012-2013, HC did not exclude any information under either section 69 or 70.

VI. Completion Time

HC closed 1,116 privacy requests and was able to respond within 30 days or less in 949 (85%) cases. The remaining requests were completed within 31 to 60 days, 61 to 120 days, or 121 days or more. These include files that meet the legislative timeframes under the Act for extensions.

Completion Time of Requests

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Text description

The Completion Time of Requests graphic illustrates the percentage of files per completion time per categories over the past two fiscal years.

  • 30 days or less: 76% during fiscal year 2011-2012 and 85% during fiscal year 2012-2013
  • 31 to 60 days: 16% during fiscal year 2011-2012 and 11% during fiscal year 2012-2013
  • 61 to 120 days: 7% during fiscal year 2011-2012 and 3% during fiscal year 2012-2013
  • More than 121 days: 1% during fiscal year 2011-2012 and 0.4% during fiscal year 2012-2013

VII. Extensions

Legal extensions were invoked in 90 cases (8%) of the total 1,116 requests completed.

VIII. Translation

There were no requests for translation of the personal information kept in HC’s records.

IX. Format of Information Released

Although 365 requests were sent out in paper format, this represents only 17% of the total pages released. The balance of requests was released in electric format, representing 140,486 pages.

HC’s imaging software allows the Department to respond to formal privacy requests using Portable Document Format (PDF) which provides more delivery options to the public. Released documents can be mailed on CD-ROM which eliminates the need for photocopying; and documents can also be delivered through ePosting for faster delivery when the requester provides an email address. It is anticipated that electronic format will increase as the preferred delivery choice in future years.

X. Corrections and Notations

There were no requests for the correction or the notation of personal information during the reporting period.

XI. Costs

HC spent a total of $564,808 responding to requests related to the Act. Of this total: salaries accounted for $376,660 and administration costs accounted for $188,148.

Training and Awareness

Orientation and Awareness
HC continued to increase awareness among employees of their responsibilities under the Act by publishing helpful tips and tools on the intranet site, as well as through Broadcast News messages (a daily electronic newsletter sent to every HC employee). Management from across the Department has been informed of the newly created shared service for ATIP and is being kept updated on the transformation agenda through regular updates at branch executive committee meetings and other fora.

Training for HC Employees
HC’s main privacy training is the ‘Privacy 101’ course. The course covers a broad range of topics and highlights departmental and employee obligations under the Act and its supporting policies and directives. In 2012-2013, 37 sessions of the ‘Privacy 101’ course were held, attended by 455 HC employees.

In addition to the Department’s ‘Privacy 101’ course, program areas sometimes request customized privacy training, referred to as ‘Crash Courses’. In these ‘Crash Courses’, the content is customized for the recipient. In 2012-2013, three (3) of these were held, attended by a total of 300 HC employees.

HC's executives were offered a specialized course that addressed privacy governance and awareness issues of activities involving the collection, use, or disclosure of personal information. In 2012-2013, 4 sessions were delivered to 22 executive level employees.

There is also an online learning tool available entitled “Privacy: The Basics”. This e-learning course provides employees with the basic introduction to their roles and responsibilities surrounding the safeguarding of personal information. The course was designed to increase employees' awareness of privacy legislation, as well as the policies and directives that govern the privacy practices.

Informal Briefing
The ATIP Coordinator provided briefings at senior level management meetings and to the Departmental Audit Committee on the results of the audit of privacy practices and the development of the Privacy Management Framework.

Recent Privacy Initiatives

Over the past year, there has been increased interest in privacy issues from various programs in both HC and the Agency. The ATIP Division worked collaboratively with program areas to identify and mitigate privacy issues. Below are some examples of recent initiatives in which the Division is working closely with program areas to address privacy considerations.

British Columbia (BC) Tripartite Framework Agreement
BC Tripartite is an agreement amongst the federal government, the provincial government and First Nations that involves the transfer of health programs and services for First Nations in BC to the First Nations Health Authority. The ATIP Division has been involved in the transfer since the early stages when a preliminary PIA was undertaken, and continues to work on an ongoing basis to identify and mitigate privacy issues. This includes assisting in the determination of which personal information, records, client files, and employee information can be transferred.

Pan-Canadian Health Information Privacy Group
The ATIP Division is represented on the Pan-Canadian Health Information Privacy Group, a federal/provincial/territorial (F/P/T) committee established to deal with the privacy issues associated with the development of electronic health records, across all jurisdictions in Canada. The work has assisted jurisdictions in understanding and working with the different privacy regimes across the country in developing privacy legislation and the Pan-Canadian electronic health record system.

Multi-Lateral Information Sharing Agreement (MLISA)
The ATIP Division is providing privacy input into the MLISA, an agreement that sets out the parameters regarding public health information to be shared among and used by federal, provincial and territorial governments. The objective of MLISA is to improve infectious disease surveillance and responses to urgent public health events, while strengthening the safeguards and transparency that govern the flow of personal and health information. Federally, this initiative is being spearheaded by the Agency.

New Privacy Related Policies, Guidelines and Procedures

I. ATIP Division and the Transformation Agenda

The creation of the ATIP shared service harmonized the HC and the Agency’s ATIP operations which include treatment of ATI and privacy requests, as well as privacy policy and other key functions. Separate ATIP Coordinator functions remain in place for HC and the Agency to comply with the Acts. As part of this move to a shared service, a transformation agenda was developed, the main components of which are identified below:

ATIP Delegation Order
In 2012-2013 the ATIP delegation orders were reviewed to ensure that they aligned with the structure of the ATIP Division and to streamline processes and efficiencies.

Business Process Review
A business process review was completed in the fall of 2012. The management team and staff members continue to be engaged in the implementation of strengthened processes around ATIP requests.

ATIP IT System
An Information Technology (IT) case management and imaging system was procured to improve the ability to track and respond to requests, enhance efficiencies, streamline office of the primary interest (OPI) ATIP processes, and enhance reporting capacity.

Governance and Outreach
There is an increased focus on employee engagement within the Division and stakeholder engagement through meetings with branches, central agencies and other government departments.

Organizational Review
An organizational structure was developed and approved by senior management which will strengthen and stabilize the ATIP function by permanently resourcing to meet increased workload. Competitive staffing processes were launched to fill vacant positions and to support the new structure.

II. Audit of Privacy Practices

Internal Audit of Privacy Practices
In December 2012, HC completed an internal audit of privacy practices within the Department. The focus of this audit was on the privacy practices at HC and adherence to the Act.

The audit found that overall, HC is managing personal information under its control with care and consideration, and that the Department benefits from a strong culture of security and confidentiality in the delivery of core program activities.

The audit made six recommendations to strengthen privacy practices within the department and a management action plan has been developed to address the items identified in the audit. The recommendations are being addressed from a shared service perspective and will be implemented as appropriate in both HC and the Agency.

III. Other Initiatives

Health Partnership Privacy Committee (HPPC)
In 2012-2013, to support the move to a shared service, a new Health Partnership Privacy Committee (HPPC) was established. As a director level forum with representation from all areas of HC and the Agency, the HPPC generates discussion and approval on privacy guidance, practices and tools, collaborates in ensuring that privacy compliance requirements are met, and makes recommendations to senior management.

Privacy Management Framework (PMF)
In 2012-2013, HC and the Agency jointly developed and approved a Privacy Management Framework to strengthen privacy management in both institutions. The PMF is comprised of four components; i) legislation, policy, and governance; ii) privacy risk management; iii) awareness and training; and, iv) compliance assurance. It has been approved by the Partnership Executive Committee, chaired by the deputy heads of both institutions, and will be shared throughout HC and the Agency.

New Guidelines and Standardized Risk Tools
Work continued in 2012-2013 to standardize PIA tools, the privacy breach management process and the registration of personal information banks. The existing HC PIA tool kit in place since 2006 has been reviewed and is being updated to align with current TBS privacy directives, and will be used by programs at both HC and the Agency.

Key Issues Raised as a Result of Privacy Complaints and/or Investigations

I. Complaints to the Privacy Commissioner

During 2012-2013, three complaints under the Act were filed with the OPC, and three complaints were carried over from the previous fiscal year.

A total of two complaints were closed in this reporting period, the OPC deemed one to be not well founded, while the other saw a mediated resolution. Both complaints were categorized as ‘Refusal – General’ which where the complaint alleges that the Department has not released all pertinent information.

Total Number of Complaints Processed
Complaints Processed Number
Received in 2012-2013 3
Outstanding from 2011-2012 3
Closed in 2012-2013 2
Carried Over to 2013-2014 4

II. Types of Complaints and their Dispositions Completed

Subject of Complaint Number Final Disposition by OPC
Refusal - General 2
  • 1 Not Well Founded; no action required
  • 1 Resolution Mediated; remedial action taken

III. Applications/Appeals Submitted to the Federal Court/Federal Court of Appeal

There were no applications or appeals submitted to the Federal Court or the Federal Court of Appeal during fiscal year 2012-2013.

IV. Health Canada Responses to Recommendations raised by other Agents of Parliament

There were no recommendations raised by other Agents of Parliament during fiscal year 2012-2013.

Privacy Impact Assessments Completed

In 2012-2013, no PIAs were completed.

Disclosures made Pursuant to Subsection 8(2)(E) of the Privacy Act

Subsection 8(2)(m) allows for the disclosure of personal information where the head of a government institution is of the opinion that the public interest in the disclosure clearly outweighs any invasion of privacy that could result from the disclosure. In 2012-2013 there were no disclosures of personal information pursuant to that provision of the Privacy Act made by HC.

Appendix A: Privacy Act – Delegation Order

Privacy Act - Delegation Order

Pursuant to the powers of delegation conferred upon me by Section 73 of the Privacy Act, the person exercising the functions and position of Access to Information and Privacy Coordinator and the respective successor, including in the Coordinator’s absence, a person or officer designated in writing to act in the place of the holder of such functions and position is hereby authorized to exercise these powers, duties, or functions of the Minister as the head of the government institution under the Act, set out in the attached schedule.

The person exercising the functions and position of Access to Information and Privacy Coordinator and the respective successor, including in the Coordinator’s absence, a person or officer designed in writing to act in the place of the holder of such functions and position, is hereby authorized to exercise these powers, duties or functions of the Minister as the head of the government institution under the Act, set out in sections 13 and 15 of the Act.

This delegation order supersedes any previous order executed pursuant to section 73 of the Act.

Minister of Health               Date: March 20, 2007

HEALTH CANADA
SCHEDULE TO THE DELEGATION ORDER

DELEGATION OF POWERS, DUTIES AND FUNTIONS PURSUANT TO SECTION 73 OF THE PRIVACY ACT
SECTIONS OF ACT POWERS, DUTIES OR FUNCTIONS RESPONSIBLE POSITION
8(2) Disclose personal information without the consent of the individual to whom it relates ATIP Co-ordinator
8(4) Retain a copy of 8(2)(e) requests and disclosed records ATIP Co-ordinator
8(5) Notify the Privacy Commissioner of 8(2)(m) disclosures ATIP Co-ordinator
9(1) Retain a record of the use of personal information ATIP Co-ordinator
9(4) Notify the Privacy Commissioner of a consistent use of personal information and update the index accordingly ATIP Co-ordinator
10 Include personal information in personal information banks ATIP Co-ordinator
14 Respond to a request for access within statutory deadlines; give access or give notice ATIP Co-ordinator
15 Extend the time limit and notify the applicant ATIP Co-ordinator
17(2)(b) Determine the necessity for a translation or interpretation for requested personal information ATIP Co-ordinator
18(2) Refuse to disclose information contained in an exempt bank ATIP Co-ordinator
19(1) Refuse to disclose information obtained in confidence from another government ATIP Co-ordinator
19(2) Disclose any information referred in 19(1) if the other government consents to the disclosure or makes the information public ATIP Co-ordinator
20 Refuse to disclose information injurious to federal-provincial affairs ATIP Co-ordinator
21 Refuse to disclose information injurious to international affairs and/or defence ATIP Co-ordinator
22 Refuse to disclose information injurious to law enforcement and investigation ATIP Co-ordinator
23 Refuse to disclose information injurious to security clearance ATIP Co-ordinator
24 Refuse to disclose information collected by the Canadian Penitentiary Service, the National Parole Service or the National Parole Board ATIP Co-ordinator
25 Refuse to disclose information which could threaten the safety of the individual ATIP Co-ordinator
26 Refuse to disclose information about other individuals, and shall refuse to disclose such information where disclosure is prohibited under Section 8 ATIP Co-ordinator
27 Refuse to disclose information subject to solicitor-client privilege ATIP Co-ordinator
28 Refuse to disclose information relating to an individual=s physical or mental health where disclosure is contrary to the best interests of the individual ATIP Co-ordinator
31 Receive notice of an investigation by the Privacy Commissioner ATIP Co-ordinator
33(2) Make representations to the Privacy Commissioner during an investigation ATIP Co-ordinator
35(1) Receive the Privacy Commissioner=s report of findings of the investigation and give notice of action taken ATIP Co-ordinator
35(4) Give the complainant access to information after a 35(1)(b) notice ATIP Co-ordinator
36(3) Receive the Privacy Commissioner=s report of findings of investigation of exempt banks ATIP Co-ordinator
37(3) Receive the report of the Privacy Commissioner=s findings after a compliance investigation ATIP Co-ordinator
51(2)(b) Request that a matter be heard and determined in the National Capital Region ATIP Co-ordinator
51(3) Request and make representations in Section 51 hearings ATIP Co-ordinator
72(1) Prepare an Annual Report to Parliament ATIP Co-ordinator
77 Carry out responsibilities conferred on the head of the institution by regulations made under section 77 which are not included above ATIP Co-ordinator

Appendix B: Statistical Report on the Privacy Act

TBS/SCT 350-63

Name of institution: Health Canada

Reporting period: 2012-04-01 to 2013-03-31

PART 1 – Requests under the Privacy Act

1 Number of Requests
Requests Number of Requests
Received during reporting period 1,070
Outstanding from previous reporting period 94
Total 1,164
Closed during reporting period 1,116
Carried over to next reporting period 48

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 98 153 34 13 0 0 0 298
Disclosed in part 78 236 69 17 3 0 1 404
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0
No records exist 178 104 14 5 0 1 0 302
Request abandoned 80 22 8 2 0 0 0 112
Total 434 515 125 37 3 1 1 1,116
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) 3
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 2
26 401
27 2
28 0
2.3 Exclusions
Section Number of requests
69(1)(a) 0
69(1)(b) 0
69.1 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 271 27 0
Disclosed in part 94 310 0
Total 365 337 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 22,119 22,111 298
Disclosed in part 148,737 146,525 404
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 0 0 112
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 248 4,672 41 8,788 6 4,261 3 4,390 0 0
Disclosed in part 99 4,065 200 50,422 79 55,316 26 36,722 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
Abandoned 112 0 0 0 0 0 0 0 0 0
Total 459 8,737 241 59,210 85 59,577 29 41,112 0 0
2.5.3 Other complexities
Disposition Consultation required Legal Advice Sought Interwoven Information Other Total
All disclosed 6 0 0 0 6
Disclosed in part 19 0 0 2 21
All exempted 0 0 0 0 0
All excluded 0 0 0 0 0
Abandoned 0 0 0 0 0
Total 25 0 0 2 27

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
85 75 1 0 9
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 29 13 42
16 to 30 days 14 1 15
31 to 60 days 21 1 22
61 to 120 days 3 0 3
121 to 180 days 2 0 2
181 to 365 days 0 0 0
More than 365 days 0 1 1
Total 69 16 85
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 subsection 8(2)

3 Disclosures under subsection 8(2)
Paragraph 8(2)(e) Paragraph 8(2)(m) Total
6 1 7

PART 4 – Requests for correction of personal information and notations

4 Requests for correction of personal information and notations
Requests Number
Requests for correction received 0
Requests for correction accepted 0
Requests for correction refused 0
Notations attached 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 23 0 3 0
Disclosed in part 45 0 9 0
All exempted 0 0 0 0
All excluded 0 0 0 0
No records exist 7 0 0 0
Request abandoned 3 0 0 0
Total 78 0 12 0
5.2 Length of extensions
Length of extensions 15(a)(i) Interference with operations 15(a)(ii) Consultation 15(b) Translation or conversion
Section 70 Other
30 days or less 0 0 0 0
31 to 60 days 78 0 12 0
Total 78 0 12 0

PART 6 – Consultations received from other institutions and organizations

6.1 Consultations received from other government institutions and organizations
Consultations Other government institutions Number of pages to review Other organizations Number of pages to review
Received during reporting period 7 75 0 0
Outstanding from the previous reporting period 1 4 1 18
Total 8 79 1 18
Closed during the reporting period 8 79 1 18
Pending at the end of the reporting period 0 0 0 0
6.2 Recommendations and completion time for consultations received from other government institutions
Recommendation Number of days required to complete consultation requests
1 to 15 days 16 to 30 days 31 to 60 days 61 to 120 days 121 to 180 days 181 to 365 days More than 365 days Total
Disclose entirely 3 3 0 0 1 0 0 7
Disclose in part 0 0 0 0 0 0 0 0
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 0 1 0 0 0 0 0 1
Total 3 4 0 0 1 0 0 8
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
Disclose entirely 0 1 0 0 0 0 0 1
Disclose in part 0 0 0 0 0 0 0 0
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 0 1 0 0 0 0 0 0
Total 0 1 0 0 0 0 0 1

PART 7 – Completion time of consultations on Cabinet confidences

7 – Completion time of consultations on Cabinet confidences
Number of days Number of responses received Number of responses received past deadline
1 to 15 0 0
16 to 30 0 0
31 to 60 0 0
61 to 120 0 0
121 to 180 0 0
181 to 365 0 0
More than 365 0 0
Total 0 0

PART 8 – Resources related to the Privacy Act

8.1 Costs
Expenditures Amount
Salaries $374,473
Overtime $2,187
Goods and Services $188,148
• Contracts for privacy impact assessments $0  
• Professional services contracts $142,125
• Other $46,023
Total $564,808
8.2 Human Resources
Resources Dedicated full-time Dedicated part-time Total
Full-time employees 0.50 4.81 5.31
Part-time and casual employees 0.00 0.07 0.07
Regional staff 0.00 0.00 0.00
Consultants and agency personnel 0.00 1.15 1.15
Students 0.00 0.48 0.48
Total 0.50 6.51 7.01
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