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2022-2023 Annual Report on the Access to Information Act

PDF version: Access to Information Act, Annual Report 2022-2023 (PDF, 944 KB)

Table of Contents

Introduction

Immigration, Refugees, and Citizenship Canada (IRCC) is pleased to present to Parliament its annual report on the administration of the Access to Information Act (ATIA). The ATIA, which came into force on July 1, 1983, provides Canadians

a right of access to information to records under the control of a government institution in accordance with the principles that government information should be available to the public, exceptions to the right of access should be limited and specific and decisions made on the disclosure of government information should be reviewed independently of governmentFootnote 1.

This report outlines how IRCC administered its obligations under the ATIA during the reporting period beginning on April 1, 2022 and ending on March 31, 2023. It is tabled in Parliament in accordance with section 94 of the ATIA and section 20 of the Service Fees Act.

IRCC was created to facilitate the entry of temporary residents, manage the selection, settlement and integration of newcomers, grant citizenship and issue passports to eligible citizens.

IRCC’s mandate comes from the Department of Citizenship and Immigration Act. The Minister of IRCC is responsible for the Citizenship Act of 1977 and shares responsibility with the Minister of Public Safety for the Immigration and Refugee Protection Act (IRPA). Effective July 2, 2013, primary responsibility for Passport Canada and the administration of the Canadian Passport Order and the Order Respecting the Issuance of Diplomatic and Special Passports moved from the Department of Foreign Affairs and International Trade to IRCC.

IRCC is committed to both the spirit and intent of the ATIA to ensure openness and transparency within the Department.

This report comprises three sections:

  1. Overview of IRCC’s ATIP program, including organizational structure and delegation order
  2. Outline of IRCC ’s overall performance by highlighting key points from the statistical report on the administration of the ATIA
  3. Description of IRCC’s initiatives and activities to promote training and awareness, policies and process improvements, as well as departmental mechanisms to ensure monitoring and compliance of its obligations under the ATIA.

I. Overview of IRCC’s ATIP Program

As the most solicited ATIP program in the Government of Canada, IRCC receives approximately 79.2% of all access to information (ATI) requests made to the ATIP regime across federal institutions. During the reporting period, IRCC received over 208,000 ATIP requests (184,587 under the ATIA and 24,164 under the Privacy Act). The majority of IRCC’S ATI requests (99%) are for information pertaining to clients’ immigration applications. The remaining requests (1%) are for corporate records pertaining to departmental policies, processes and procedures.

IRCC acknowledges that compared to last fiscal year, its 2022-2023 compliance rate for requests under the Access to Information Act decreased significantly as a result of high volumes of requests, antiquated technology, and ongoing challenges attracting and retaining human resources in a highly competitive environment. IRCC has realigned its structure and has implemented new strategies that have resulted in marked increases in compliance this fiscal year to date.

To address its growing ATIP volumes, IRCC has adopted a three-pronged approach to ATIP improvement centered on enhancing client experience by improving client correspondence, leveraging technological improvements to enhance service delivery and focusing on our people. This strategy incorporates short and long term initiatives to address the root causes driving up ATIP volumes while simultaneously improving ATIP processing capabilities and efficiencies.

Organizational structure

During the reporting period, IRCC restructured its ATIP program to provide dedicated management attention to its main lines of business. As shown in Figure 1, IRCC’s ATIP program is now administered by three divisions: the Client Records Division, the Corporate Records and Complaints Division, and the Privacy Program Management Division. The three divisions report directly to the Director General and Chief Privacy Officer of the Integrated Corporate Business branch (ICB) within the Corporate Services Sector. The Director of the ATIP Corporate Records Division also holds the title of ATIP Coordinator.

Structure of the ATIP Program
Text version: Structure of the ATIP Program
Division Number of employees Responsibilities
Client Records Division 149 employees
  • ATIP requests for client records
  • Disclosures under 8(2)(d,e,f) of the Privacy Act
  • ATIP processing efficiencies and technologies, including robotic process automation
Corporate Records and Complaints Division 24 employees
  • ATIP requests for corporate records
  • Complaints from the Offices of the Information Commissioner and Privacy Commissioner
  • Departmental ATIP training
  • ATI corporate reporting
Privacy Program Management Division 14 employees
  • Privacy policy, advice and guidance
  • Privacy awareness
  • Management of privacy breaches and complaints
  • Disclosures under 8(2)(m) of the Privacy Act
  • Privacy corporate reporting
Parliamentary Affairs and Briefings Division: Proactive Disclosures Unit 2 employees
  • Proactive publication of ministerial briefing products pursuant to ATIA, Part II, s. 74 and 88

The Proactive Disclosure Unit, which falls within the Parliamentary Affairs and Briefings Division of the Integrated Corporate Services branch, is not part of the ATIP program’s funding, but supports the Government of Canada’s commitment to open government and transparency by coordinating and tracking ministerial briefing material through various stages of proactive disclosure. Other groups and sectors within IRCC also share responsibility for the proactive publication of certain requirements. For more on IRCC’s proactive publications, refer to Proactive publication under Part 2 of the ATIA and Annex D: Proactive Publication Requirements Table.

At the end of the reporting period, the ATIP program comprised 189 full-time employees and one consultant, all in the National Capital Region. There are also 256 ATIP liaison officers throughout the Department who support to the ATIP program by gathering records and recommendations. While these officers are essential to the administration of the program, they are funded by other program areas.

Delegation order

The Minister of IRCC is responsible for administering requests made to the Department under the Access to Information Act and the Privacy Act. In accordance to section 95(1) of the Access to Information Act and section 73 of the Privacy Act, the Minister delegates authority to departmental senior management, including the ATIP Coordinator (the Director of the ATIP Corporate Records and Complaints Division), to carry out the Minister’s powers, duties, or functions under the Acts in relation to ATIP requests.

For more information, refer to Annex A: Copy of the signed delegation order in effect March 31, 2023 and Annex B: Copy of the Delegation of Authority under the Access to Information Act and Regulations in effect March 31, 2023.

II. Performance

IRCC received 184,587 requests under the ATIA in 2022-23, which represents an increase of 4% from the previous year. In spite of the number of requests received, the ATIP program still closed 9% more requests than in the previous reporting period (161,067 versus 147,712) and processed over 6.5M pages.

As Table 1 shows, the majority of requests come from the private sector (42%), primarily immigration lawyers and consultants, followed by the public (39%).

Table 1: Sources of Requests
Source Number of requests Percentage
Media 374 0.2%
Academia 6,874 3.7%
Business (private sector) 78,332 42.4%
Organization 7,046 3.8%
Public 71,465 38.7%
Declined to Identify 20,496 11.1%
Total 184,587 99.9%

Compliance and completion times

The compliance rate (percentage of requests responded to within legislated timelines) for ATIA requests completed within legislated timelines was 21.09% for the reporting period. This rate represents a decrease of 12.95% from the previous reporting period, which ended with a compliance rate of 34.04%.

As shown in Table 2, fewer than 10% of IRCC’s ATIA requests were closed within 30 days. The majority of requests took over 121 days to close.

Table 2: Completion Times for Closed ATIA Requests
Completion time Number of requests closed Percentage of requests closed
1 to 30 Days 285 7.6%
31 to 60 Days 282 7.6%
61 to 120 Days 1,398 37.3%
121 Days or More 1,779 47.5%
Total 3,744 100%

Active requests from previous reporting periods

At the end of the reporting period, IRCC had 72,918 open requests from previous reporting periods. As shown in Table 3, most of these requests were received within the last two years, and 12,511 (17%) were still within the legislative timeframe.

Table 3: Active Requests from Previous Reporting Periods
Fiscal year open ATIA requests were received Open requests that are within legislated timelines as of March 31, 2023 Open requests that are beyond legislated timelines as of March 31, 2023 Total
2022-2023 12,254 51,510 63,764
2021-2022 254 8,598 8,852
2020-2021 3 299 302
Total 12,511 60,407 72,918

Active complaints from previous reporting periods

As Table 4 demonstrates, IRCC carried 571 active ATIA complaints from previous reporting periods:

Table 4: Active Complaints from Previous Reporting Periods
Reporting Period Number of complaints carried over
2022-2023 512
2021-2022 38
2020-2021 18
2019-2020 1
2018-2019 1
2017-2018 or earlier 1
Total 571

Reasons for extensions

Section 9 of the Access to Information Act permits the statutory time limits to be extended if consultations are necessary, or the request involves a large volume of records that cannot be processed within the original time limit without unreasonably interfering with the operations of the Department. During the reporting period, IRCC invoked extensions pursuant to section 9(1) a total of 3,730 times:

When necessary, IRCC conducts consultations to ensure the proper exercise of discretion, particularly for (but not limited to) requests that may involve litigation, investigations, or security concerns.

Consultations received from other government departments and organizations

Other government departments and organizations consulted IRCC 200 times under the ATIA. During the reporting period, IRCC responded to 186 consultations, the majority of which were completed within 30 days. Table 5 provides the breakdown of completion times taken to respond to consultations.

Table 5: Completion Times for Consultations Received
Completion times Number of requests
1 to 15 Days 49
16 to 30 Days 61
31 to 60 Days 46
61 to 120 Days 22
121 to 180 Days 3
181 to 365 Days 4
More than 365 Days 1
Total 186

Disposition of completed requests

As shown in Table 6, IRCC released records in their entirety in 57,263 requests (36%) and invoked one or more exemptions in 89,369 requests. Only 17 requests were either all exempted or all excluded. The remaining were abandoned, transferred, had no existing records, or the existence of records could neither be confirmed nor denied as doing so could reveal information that is protected under the ATIA.

Table 6: Disposition of Completed Requests
Disposition Requests Percentage
All disclosed 57,263 36%
Disclosed in part 89,369 55%
All exempted 12 0%
All excluded 5 0%
No records exist 755 1%
Transferred 18 0%
Abandoned 11,897 7%
Neither Confirmed nor denied 1,748 1%
Total 161,067 100%

The most frequently used exemptions were

The ATIA does not apply to records that are already available to the public (Section 68), nor to confidences of the King’s Privy Council (Section 69). IRCC excluded records pursuant to section 68 in one request and section 69 in 52 Requests.

Impact of COVID-19 on IRCC’s ability to fulfill its obligations under the ATIA

The ATIP program was not disrupted by the COVID-19 pandemic in this reporting period and remained fully operational in a mostly telework capacity. Only a limited number of employees worked onsite to process files containing secret information, process mail out requests and provide Information Technology (IT) support.

On January 16, 2023, IRCC announced a phased approach to have employees return to the office in accordance to the TBS mandated common hybrid model.

For more information on IRCC’s performance, refer to Annex C: Validated Statistical Report on the Administration of the Access to Information Act and Supplemental Statistical Report on the Access to Information Act and the Privacy Act.

III. Initiatives to promote awareness, training, and improvements to the ATIP program

During the reporting period, IRCC emphasized training and awareness activities related to access to information, and undertook initiatives to modernize service delivery of its ATIP program, as well as departmental projects to improve client services.

Training and awareness

Through its training delivery and awareness activities, IRCC strives to enhance the institution-wide culture of respect for access to information alongside a strong commitment to increased privacy vigilance. To stay current and proactive, IRCC regularly revises its ATIP training materials to reflect the latest requirements under the ATIA and Privacy Act, as well as the evolving needs of the Department. Within the last five years, IRCC’s ATIP training initiatives centred on proactive disclosure (or Bill C-58), virtual learning and enhanced information management and security awareness.

Proactive disclosure

Following the ascension of Bill C-58 in June 2019, IRCC updated its training and awareness curriculum to include a module on proactive disclose in all its “Access to Information” training sessions, including the “ATIP training for Middle Managers and Executives CC4440” and “ATIP 101 CC4425” (see Table 7). This module covers federal departments’ proactive disclosure responsibilities under Bill C-58, and explains the increased powers of the Information Commissioner as a result of the amendment.

Security and privacy awareness in teleworking

In March 2020, IRCC began transitioning its ATIP training to a virtual platform (Microsoft Teams) to accommodate the new reality of teleworking. The virtual platform fully launched in mid-June 2020, and although virtual training has its challenges, these are outweighed by the elimination of physical location as a barrier to training. Since June 2020, IRCC has prioritized security and privacy training to inform employees (ATIP and non-ATIP) of the potential security and privacy breach risks associated with working from home.

ATIP course catalogue and sessions given

As shown in Table 7, the ATIP program trained a total of 5,569 employees. Of these, 3,797 were non-ATIP officials trained in one or more of the following ATIP training courses:

Understanding and Managing ATIP Requests is designed to provide a greater understanding of the roles and responsibilities of the ATIP program, the ATIP liaison officer as well as various departmental officials in the processing of an ATIP request. The course is intended primarily for ATIP liaison officers and anyone directly involved in the ATIP process. It is mandatory for all new ATIP liaison officers. A total of 343 employees attended 22 sessions.

ATIP Training for Middle Managers and Executives provides an overview of key ATIP principles and practices, and a greater understanding of the roles and responsibilities of managers and executives. This course is part of the Learning Roadmap for IRCC Executives and should be completed within the first year of joining IRCC or being appointed as a new executive. There is a requirement to renew this training every three years. A total of 108 managers and executives attended 8 sessions.

Protecting and Giving Access to Information at IRCC is a mandatory online course for all employees. It provides a brief overview of key ATIP principles and practices and fosters a greater understanding of the roles and responsibilities of all employees. During the year, 2,238 employees took the online training session.

Protect, Secure, and Manage Information is comprised of three modules from IT Security, Information Management and ATIP that intertwine and complement each other. A total of 654 employees attended 26 sessions.

Privacy Breach Training provides a basic understanding of privacy, privacy breaches, how to prevent and react to breaches, and informs employees of their associated roles and responsibilities. A total of 454 employees attended 24 sessions.

The ATIP program also provides tailored training sessions and workshop presentations to reinforce and increase knowledge and understanding of access to information, privacy and personal information. These ad hoc sessions, or informal training sessions, are independent of formal and mandatory courses and are tailored to a group’s specific needs. A total of 924 employees were provided tailored ATIP training over 96 sessions last fiscal year.

Table 7: Formal and Informal ATIP Training Sessions and Participants at IRCC
Course name Platform Access or privacy training Number of sessions Number of participants

Protecting and Giving Access to Information at IRCC (CC5540)

Mandatory for all new employees

 Online Both Self-paced 2,238
Total: N/A
Formal training ATIP Privacy Breach (CC4540) In person/ virtual Privacy 24 454
ATIP Training for Middle Managers and Executives (CC4440) Both 8 108
Protect, Secure, and Manage Information (CC4416) Privacy 26 654
Understanding and Managing ATIP Requests (CC4340) Access 22 343
ATIP 101 (CC4425) Both 19 336
Appropriate Access to and Use of Personal Information (CC4426) Privacy 0 0
Privacy 101 (CC4427) Privacy 4 94
Exemptions and Exclusions 101 (CC4429) Access 11 361
Information Sharing (CC4430) Privacy 3 57
Total: 117 2,407
Informal training One-on-One ATIP Liaison Training/CRCI Administrative Process In person/ virtual Access 41 386
How to fill-out the Response To ATIP Request Form (RAR) Access 9 174
Exemptions and Exclusions 102 Access 5 71
Refresher on “How to provide records to ATIP” Access 6 94
Customized Training (other) Both 35 199
Total: 96 924
Total Formal and Informal: 213 3,331
Total participants trained: 5,569

While the Training, Project and ATIP Support Team (under the ATIP Corporate Records and Complaints Division) monitors the training of all ATIP employees and ATIP liaison officers, it is the responsibility of IRCC managers to monitor mandatory training requirements identified in their employees’ Learning Roadmaps. (Learning Roadmaps are tools that guide the learning and development of IRCC employees based on the Department’s competency profiles and the core competencies of the Public Service Performance Agreement.)

The Training, Project and ATIP Support Team is also responsible for ensuring that all new ATIP liaison officers attend mandatory training and are equipped with a Kofax PDF license to assist Subject Matter Experts in the conversion of large quantities of corporate records.

Policies, guidelines, procedures and initiatives

In addition to revising its training materials, IRCC continues to advance institution-specific initiatives to improve the Department’s ATIP program. Most of these initiatives aim to reduce IRCC’s ATIP volumes and further improve processing efficiencies, and were in part developed as a result of the Information Commissioner’s systemic investigation of IRCC’s processing of client records.

Update on the systemic investigation

In February 2020, the Information Commissioner launched a systemic investigation into IRCC’s processing of Access to Information requests, particularly requests for client records, to better understand and address the surge of requests and complaints lodged against IRCC. The Commissioner published the results of her investigation in May 2021, which contained five key recommendations. In response, IRCC devised a Management Action Plan (MAP) to address the Commissioner’s recommendations.

Since the last reporting period, IRCC closed two further items on the MAP and is working with internal stakeholders to complete the remaining action items. The ongoing projects described below, which address the remaining MAP items, are designed to improve client service and the availability of client immigration information. In turn, these are anticipated to alleviate undue pressure on the broader access to information regime.

Proactive Release of Officer Decision Notes (ODN)

The ODN project proactively provides officer decision notes to some refused applicants in the Temporary Resident Visa e-application caseload to give clients additional information regarding the reason(s) for their refusal, including a breakdown of the officer’s rationale when finalizing the application. The first Validation Exercise targeted Temporary Resident Visas (TRVs) with the Central Network’s Case Processing Centre in Ottawa and was launched in February of 2022. This showed promising results with a 57% reduction of ATIP requests received for files that had an ODN released to the client. As of March 31, 2023, IRCC is preparing to transition the project to a steady state for Temporary Resident Visa caseload, and recently launched a second Validation Exercise for Study Permit caseload prior to implementation.

Client Correspondence Project

The Client Correspondence Project will review client-facing communications identified as problematic by clients. The Client Correspondence Unit (CCU) was created to provide clearer, more concise written correspondence.

To date, three key letters were revised (Procedural Fairness, Request for Supplementary Information, and Temporary Resident Refusal Letter). The revised Temporary Resident Refusal Letter launched in June 2022 with improved language, additional detail, and removal of the location of the decision maker. The current focus is on the enhancement of the Study Permit refusal letter along with the refusal grounds. The CCU, as part of its future work objectives, plans to analyze end-to-end client communications throughout the client journey.

Application Status Tracker

The Application Status Tracker project will improve the clarity on the status of client applications. For clients, the Tracker provides more transparency about the history and processing activities related to their applications, as well as more efficiency since the Tracker is a “one-stop shop” for the latest case status information. 

Launched in 2021 and 2022 for the Citizenship Grant and Permanent Residence (Family Class) lines of business, IRCC expanded the project to now include Express Entry clients (Canadian Experience Class, Federal Skilled Worker, Federal Skilled Trades, Provincial Nominee Program), as well as additional Temporary Resident lines of business (Study Permit, Work Permit, and Temporary Resident Visa).

Client Experience Platform (previously My Account 2.0)

This project describes the implementation of a new Client Experience Platform (CXP) to support the delivery of seamless digital client experiences across multiple channels and devices. The new CXP will provide clients with a single online window to access IRCC services, with a suite of tools to facilitate the client’s journey to be informed, to apply for programs and services, to receive real-time status of applications, to communicate with IRCC and provide feedback on their experience. 

As of the end of the reporting period, IRCC remains on track to procure the new CXP in FY 2023-2024.

IRCC anticipates that collectively, these client service initiatives will have the greatest impact on decreasing IRCC’s ATIP volumes. By providing clients with seamless client experience where they have one-stop shop access to their own information, IRCC will be alleviating pressure on the ATIP regime.

The updated MAP can be found on IRCC’s external website here: Management Action Plan – OIC’s Recommendations.

Proactive publication under Part 2 of the ATIA

IRCC is a government entity for the purposes of Part 2 of the ATIA as per the definitions in sections 3 and 81 of the ATIA, as well as the list of Departments and Ministries of State found in Schedule I of the Financial Administration Act. As a government entity that supports a Minister, IRCC is subject to all the proactive publication requirements listed in Annex D: Proactive Publication Requirements Table.

For more information on IRCC’s proactive publication requirements, including groups responsible, links to publications, procedures, and compliance, refer to Annex D: Proactive Publication Requirements Table.

Modernization initiatives to improve access to Information

In addition to improving client services and increasing the availability of client immigration information, IRCC is furthering its initiatives to modernize the delivery of services within the ATIP program, including the expansion of Robotic Process Automation (RPA), migration to the mandated ATIP Online Request Service (i.e., Treasury Board Secretariat’s online platform for the public to file ATIP requests with the Government of Canada) and replacement of the ATIP case management software.

Robotic Process Automation (RPA)

During the reporting period, the Department incorporated two more phases of RPA into its ATIP Processing. The expansion builds on the success of the first phase, which was implemented in 2021. The RPA performs low-complexity/high-volume tasks such as data entry, file and folder operations, and other non-decision making processes, allowing IRCC to realign resources to focus on decision-based work, while also improving data integrity, timeliness, and end-to-end business processes with minimal disruption in the operations processing.

TBS ATIP Online Request Service (ATIP Online)

On March 8, 2023, IRCC formally sought an exception to sections

to delay migration to the prescribed TBS Access to Information and Privacy (ATIP) Online Request Service (ATIP Online). The TBS platform ATIP Online, first launched in 2018, was created to simplify the process of making ATIP requests to, and receiving responses from, federal government institutions. While TBS policies and directives require that all federal institutions onboard by the end of the reporting period, additional preparations are needed for ATIP Online to absorb IRCC’s high ATIP volumes.

Based on recommendations stemming from the Information Commissioner’s systemic investigation, IRCC’s ATIP online request portal uses a customized ATIP request form that has been tailored to facilitate submitting a request. While some institution-specific customization is possible in ATIP Online, the request flows currently in use on the IRCC portal cannot be replicated on the TBS platform without significant effort.

IRCC is working with TBS Office of the Chief Information Officer to develop a transition plan, with a goal of onboarding IRCC to the TBS platform by the end of fiscal year 2023-2024. Until the migration is complete, clients will continue to submit ATIP requests to IRCC via the IRCC ATIP online request portal.

Replacement of the ATIP case management software

To process ATIP volumes more efficiently, IRCC is working with TBS to replace the existing ATIP case management software with a TBS-approved modern platform with several upgrades and features. The new software, which will interface directly with ATIP Online, has built-in artificial intelligence that can be trained to automate repetitive tasks, and has business analytics capabilities to enable IRCC to more effectively and efficiently create reports (statistics, trends, performance reporting, etc.).

The Department aims to procure, test, and deploy the new software by the end of fiscal year 2024-2025.

Summary of key issues and actions taken on complaints

IRCC ATIP’s complaints process strives to provide objective, critical review of processed ATI requests to adhere to the principles of the ATIA. When applicable, IRCC ATIP will conduct new searches, review exemptions and release additional records.

During the reporting period, the Office of the Information Commissioner notified the Department of 4,300 complaints. This volume represents a 3.5% increase compared to the last reporting period and is equivalent to 2.3% of all ATI requests received. Despite the volume of complaints received, IRCC responded to 4,381 complaint investigations during the reporting period. Of these, 93% were discontinued or not substantiated, and 1.5% were deemed well-founded. Of the remaining 5.5%,

The majority of IRCC’s ATI complaints relate to delays in processing. In response, IRCC has allocated specific resources to the complaints process under both the Client Records and Corporate Records Divisions.

IRCC also revised the Department’s Response to ATIP Request (RAR) form to gather information on the completeness of program areas’ search for records. This initiative has helped the Complaints Team assess the original searches and task anew if needed.

IRCC continues to maintain a positive, collaborative relationship with the OIC to improve its ATI processing.

Reporting on ATI fees for the purposes of the Service Fees Act

The Service Fees Act requires a responsible authority to report annually to Parliament on the fees collected by the institution.

With respect to fees collected under the Access to Information Act, the information below is reported in accordance with the requirements of section 20 of the Service Fees Act.

Enabling authority: Access to Information Act
Fees Payable for 2022-23: $5.00 application fee is the only fee charged for an access to information request
Total revenue: IRCC collected $918,775
Fees waived or refunded: IRCC waived or refunded $0 in fees
Cost of operating the program: $9,941,021.00

Monitoring compliance

The ATIP program makes use of frequent and comprehensive reporting tools to monitor compliance and maintain accountability, as well as to identify process improvements.

Time taken to process ATI requests

IRCC monitors the time taken to process ATI requests by retrieving statistics from the ATIP case management software on a daily, weekly, biweekly and quarterly basis. These statistics, which provide information on ATIP request volumes received and processed, compliance rates, and backlog volumes, feed into various reports intended for different levels of officials: daily updates are shared with managers, weekly reports with directors and the ICB Director General, biweekly reports with the deputy ministers, and a quarterly report was shared with assistant deputy ministers across IRCC during the reporting period.

Although the primary goal of the ATIP program’s statistical reporting is to monitor compliance, IRCC ATIP also relies on these statistics to monitor workflows, address current challenges and identify trends in ATIP requests.

During the reporting period, the ATIP program also produced a monthly report, shared with all assistant deputy ministers, on sector and branch compliance for responding to ATIP taskings.

Inter-institutional consultations

Team leads and managers within the ATIP program regularly monitor extensions taken, responses to internal tasking reports, and complaints that do, in turn, identify areas in need of improvement, including consultations, to ensure the proper exercise of discretion.

Review of frequently requested information

The vast majority of IRCC’s ATIP requests under both the ATIA and the Privacy Act are for client immigration records. IRCC is currently developing initiatives to improve clients’ access to their own information through means other than the ATIP program. See Update on the Systemic Investigation, above.

Reflecting right of public access to information in contracts, agreements and arrangements

All IRCC contracts and contractual arrangements include a clause making contractors responsible to the requirements for the Access to Information Act:

Records created by the Contractor, and under the control of Canada, are subject to the Access to Information Act. The Contractor acknowledges the responsibilities of Canada under the Access to Information Act and must, to the extent possible, assist Canada in discharging these responsibilities. Furthermore, the Contractor acknowledges that section 67.1 of the Access to Information Act provides that any person, who destroys, alters, falsifies or conceals a record, or directs anyone to do so, with the intent of obstructing the right of access that is provided by the Access to Information Act is guilty of an offence and is liable to imprisonment or a fine, or both.

Accuracy and completeness of proactively published information under Part 2 of the ATIA

Under IRCC’s current delegation, responsibility for proactive publications under sections 82 to 88 is shared by all Assistant Deputy Ministers, as well as the Director General of the Integrated Corporate Business Branch. Different sectors oversee different proactive publication requirements under the legislation.

For more information, refer to Annex D: Proactive Publication Requirements Table.

Moving forward

During the reporting period, IRCC took significant first steps to reshape its ATIP program, beginning with a structural reorganization into three separate divisions. The reorganization provides increased director-level attention to specific lines of business, and is anticipated to help improve delivery of IRCC’s ATIP services, while also expediting key modernizing projects and initiatives.

This year, the focus was restructuring and stabilizing ATIP resources, expanding the use of RPA into ATIP request processing and implementing departmental client services initiatives.

Moving forward, IRCC will continue improving services to provide clients with better access to their own immigration information through other means than the ATIP program. These initiatives are anticipated to have the greatest impact on IRCC’s ATIP volumes.

In tandem, IRCC will also work with internal and external partners to replace the ATIP case management software, migrate to the TBS ATIP Online Request Service, and collaborate with TBS to find solutions that will benefit the wider ATIP community.

IRCC recognizes its low compliance rate for requests under the Access to Information Act during this reporting period. The Department is already noting marked improvements in key metrics (e.g. increased compliance rates and decreased complaints) as a result of the measures that have been implemented, including further realigning its organizational structure and devoting additional resources to processing requests within legislated timeframes.

The Department acknowledges that the right of access to information is a means to promote openness and transparency and continues to improve its access process and client services.

Annex A: Copy of the signed delegation order in effect March 31, 2023

Annex B: Copy of the Delegation of Authority under the Access to Information Act and Regulations in effect March 31, 2023

Annex C: Validated Statistical Report on the Administration of the Access to Information Act and Supplemental Statistical Report on the Access to Information Act and the Privacy Act

Annex D: Proactive Publication Requirements Table

Annex A: Copy of the signed delegation order in effect March 31, 2023

Text version: Signed Delegation

Official Document

Department of Immigration, Refugees and Citizenship of Canada

Delegation of Authority

Access to Information Act and Privacy Act

I, Minister of Immigration, Refugees and Citizenship, pursuant to section 95 of the Access to Information Act and section 73 of the Privacy Act, hereby authorize the officer and employee of Immigration, Refugees and Citizenship whose position or classification is set out in the attached Schedule to carry out those of my power, duties or functions under the Acts that are set in the Schedule in relation to that officer and employee.

Dated at Ottawa

This 30 day of August 2019

Ahmed Hussen, P.C., M.P.
Minister of Immigration, Refugees and Citizenship

Annex B: Copy of the Delegation of Authority under the Access to Information Act and Regulations in effect March 31, 2023

Delegation of Authority under the Access to Information Act and the Access to Information Regulations

The delegation includes acting appointments and assignments to these positions made pursuant to the Public Service Employment Act and regulations.

Full delegation
Position Delegation
Deputy Minister / Associate Deputy Minister Full Authority
Assistant Deputy Minister, Corporate Management Sector Full Authority
Director General, ATIP & Accountability Branch

Full Authority, except the following sections of the Access to Information Act:

  • 41(2) – seek review of an order of the Information Commissioner by Federal Court
  • Sections 82 to 88 concerning proactive publication of information
Director, ATIP Division

Full Authority, except the following sections of the Access to Information Act:

  • 41(2) – seek review of an order of the Information Commissioner by Federal Court
  • Sections 82 to 88 concerning proactive publication of information
Assistant Directors, ATIP CRCI and OPS

Full Authority, except the following sections of the Access to Information Act:

  • 6.1 – decline to act on a request
  • 20(6) – disclose third party information in the public interest
  • 41(2) – seek review of an order of the Information Commissioner by Federal Court
  • Sections 82 to 88 concerning proactive publication of information

94 – responsibility to prepare an annual report to Parliament

Partial delegation

Access to Information Act – Part 2 only

Proactive Disclosures
Position Delegation
All Assistant Deputy Ministers Full Authority for sections 82 to 88
Director General, Corporate Secretariat Full Authority for sections 82 to 88
Access to Information Act
Description Section ATIP / PM-05 OPS ATIP / PM-05 CRCI ATIP / PM-04 OPS ATIP / PM-04 CRCI ATIP / PM-03 OPS ATIP / PM-03 CRCI
Duty to assist 4(2.1) Yes Yes Yes Yes Yes Yes
Decline to act on request 6.1 No No No No No No
Notice where access requested 7 Yes Yes Yes Yes Yes Yes
Transfer of request 8(1) Yes Yes Yes No Yes No
Extension of time limits 9(1) Yes Yes Yes No Yes No
Notice of extension to Commissioner 9(2) Yes Yes Yes No Yes No
Payment of additional fees 11(2) Yes Yes Yes Yes Yes Yes
Payment of fees for EDP record 11(3) Yes Yes Yes Yes Yes Yes
Deposit 11(4) Yes Yes Yes Yes Yes Yes
Notice of fee payment 11(5) Yes Yes Yes Yes Yes Yes
Waiver or refund of fees 11(6) Yes Yes Yes Yes Yes Yes
Translation 12(2) (b) No No No No No No
Conversion to alternate format 12(3) (b) No No No No No No
Information obtained in confidence 13 Yes Yes Yes No No No
Refuse access: federal-provincial affairs 14 No Yes No No No No
Refuse access: international affairs, defence, subversive activities 15(1) Yes Yes Yes No No No
Refuse access: law enforcement and investigation 16(1) Yes Yes Yes No Yes No
Refuse access: security information 16(2) Yes Yes Yes No Yes No
Refuse access: policing services for provinces or municipalities 16(3) Yes Yes Yes No Yes No
Refuse access: safety of individuals 17 Yes Yes Yes No Yes No
Refuse access: economic interests of Canada 18 No Yes No No No No
Refuse access: economic interests of certain institutions 18.1 No Yes No No No No
Refuse access: another person’s information 19(1) Yes Yes Yes Yes Yes Yes
Disclose personal information 19(2) Yes Yes Yes Yes Yes Yes
Refuse access: third party information 20(1) No Yes No No No No
Disclose testing methods 20(2) and (3) No No No No No No
Disclose third party information 20(5) No Yes No No No No
Disclose in public interest 20(6) No No No No No No
Refuse access: advice, etc. 21 No No No No No No
Refuse access: tests and audits 22 Yes Yes No No No No
Refuse access: Audit working papers and draft audit reports 22.1 No Yes No No No No
Refuse access: solicitor-client privilege 23 Yes No Yes No No No
Refuse access: patent or trademark privilege 23.1 No No No No No No
Refuse access: prohibited information 24(1) Yes No No No No No
Severability 25 Yes Yes Yes No Yes No
Refuse access: information to be published 26 Yes Yes No No No No
Notice to third parties 27(1) No Yes No No No No
Extension of time limit 27(4) No Yes No No No No
Notice of third party disclosure 28(1)(b) No Yes No No No No
Representation to be made in writing 28(2) No Yes No No No No
Disclosure of record 28(4) No No No No No No
Notice of ceasing to investigate 30(5)(b) No No No No No No
Notice of intention to investigate 32 No No No No No No
Notice to third party 33 No Yes No No No No
Right to make representations 35(2)(b) No Yes No No No No
Access given to complainant * 37(4)* No Yes No No No No
Seek review of order by Federal Court 41(2) No No No No No No
Notice of court action 43(2) No No No No No No
Notice to person who requested record 44(2) No Yes No No No No
Special rules for hearings 52(2)(b) No No No No No No
Ex parte representations 52(3) No No No No No No
Facilities for inspection of manuals 71(1) No No No No No No
Proactive publication of information: travel expenses 82 No No No No No No
Proactive publication of information: hospitality expenses 83 No No No No No No
Proactive publication of information: reports tabled in Parliament 84 No No No No No No
Proactive publication of information: reclassification of positions 85 No No No No No No
Proactive publication of information: contracts 86 No No No No No No
Proactive publication of information: grants and contributions 87 No No No No No No
Proactive publication of information: Briefing materials 88 No No No No No No
Annual Report to Parliament 94 No No No No No No
Access to Information Regulations
Description Section ATIP / PM-05 OPS ATIP / PM-05 CRCI ATIP / PM-04 OPS ATIP / PM-04 CRCI ATIP / PM-03 OPS ATIP / PM-03 CRCI
Transfer of requests 6(1) Yes Yes Yes Yes Yes Yes
Search and preparation fees 7(2) Yes Yes No No No No
Production and programming fees 7(3) Yes Yes No No No No
Examination of records 8 Yes Yes Yes Yes Yes Yes
Limitations in respect of format 8.1 No No No No No No

Legend

ATIP / PM-05 OPS
Senior ATIP Administrators, ATIP Operations (OPS)
ATIP / PM-05 CRCI
Senior ATIP Administrators, Corporate Records, Complaints and Informals (CRCI)
ATIP / PM-04 OPS
ATIP Administrators, ATIP Operations (OPS)
ATIP / PM-04 CRCI
ATIP Administrators, Corporate Records, Complaints and Informals (CRCI)
ATIP / PM-03 OPS
ATIP Officers, ATIP Operations (OPS)
ATIP / PM–03 CRCI
ATIP Officers, Corporate Records, Complaints and Informals (CRCI)

Annex C: Validated Statistical Report on the Administration of the Access to Information Act and Supplemental Statistical Report on the Access to Information Act and the Privacy Act

Statistical Report on the Access to Information Act

Name of institution: Immigration, Refugees and Citizenship Canada
Reporting period: 2022-04-01 to 2023-03-31

Section 1: Requests under the Access to Information Act

1.1 Number of requests
Number of requests
Received during reporting period 184,587
Outstanding from previous reporting period 49,392
  • Outstanding from previous reporting period
 48,197 n/a
  • Outstanding from more than one reporting period
 1,195 n/a
Total 233,979
Closed during reporting period 161,067
Carried over to next reporting period 72,918
  • Carried over within legislated timeline
 12,511 n/a
  • Carried over beyond legislated timeline
 60,407 n/a
1.2 Sources of requests
Source Number of requests
Media 374
Academia 6,874
Business (private sector) 78,332
Organization 7,046
Public 71,465
Decline to identify 20,496
Total 184,587
1.3 Channels of requests
Source Number of requests
Online 182,848
E-mail 344
Mail 1,375
In person 0
Phone 0
Fax 0
Total 184,567

Section 2: Informal requests

2.1 Number of informal requests
Number of requests
Received during reporting period 3,158
Outstanding from previous reporting period 642
  • Outstanding from previous reporting period
 642 n/a
  • Outstanding from more than one reporting period
 0 n/a
Total 3,800
Closed during reporting period 3,744
Carried over to next reporting period 56
2.2 Channels of informal requests
Source Number of requests
Online 3,158
E-mail 0
Mail 0
In person 0
Phone 0
Fax 0
Total 3,158
2.3 Completion time of informal requests
Completion time
1-15 days 16-30 days 31-60 days 61-120 days 121-180 days 181-365 days More than 365 days Total
85 200 282 1,398 850 928 1 3,744
2.4 Pages released informally
Less pages than 100
pages released		 101-500
pages released		 501-1,000
pages released		 1,001-5,000
pages released		 5,000
pages released
Number of requests Pages released Number of requests Pages released Number of requests Pages released Number of requests Pages released Number of requests Pages released
0 0 0 0 0 0 0 0 0 0
2.5 Pages re-released informally
Less pages than 100
pages released		 101-500
pages released		 501-1,000
pages released		 1,001-5,000
pages released		 5,000
pages released
Number of requests Pages released Number of requests Pages released Number of requests Pages released Number of requests Pages released Number of requests Pages released
2,521 61,210 807 181,288 178 122,636 146 262,637 92 953,185

Section 3: Applications to the Information Commissioner on declining to act on requests

Number of requests
Outstanding from previous reporting period 0
Sent during reporting period 0
Total 0
Approved by the Information Commissioner during reporting period 0
Declined by the Information Commissioner during reporting period 0
Withdrawn during reporting period 0
Carried over to next reporting period 0

Section 4: Requests closed during the reporting period

4.1 Disposition and completion time
Disposition of requests Completion time
1-15 days 16-30 days 31-60 days 61-120 days 121-180 days 181-365 days More than 365 days Total
All disclosed 227 9,762 17,500 21,767 4,359 2,274 1,374 57,263
Disclosed in part 317 13,798 26,864 21,723 7,420 8,220 11,027 89,369
All exempted 1 3 3 3 1 0 1 12
All excluded 2 0 0 2 0 1 0 5
No records exist 59 98 139 216 83 110 50 755
Request transferred 16 0 0 0 0 0 2 18
Request abandoned 301 2,626 1,510 2,853 902 2,367 1,338 11,897
Neither confirmed nor denied 47 0 16 410 427 812 36 1,748
Decline to act with the approval of the Information Commissioner 0 0 0 0 0 0 0 0
Total 970 26,287 46,032 46,974 13,192 13,784 13,828 161,067
4.2 Exemptions
Section Number of requests Section Number of requests Section Number of requests Section Number of requests
13(1)(a) 2,978 16(2) 423 18(a) 1 20.1 0
13(1)(b) 55 16(2)(a) 0 18(b) 1 20.2 0
13(1)(c) 73 16(2)(b) 1 18(c) 0 20.4 0
13(1)(d) 5 16(2)(c) 222 18(d) 1 21(1)(a) 292
13(1)(e) 1 16(3) 0 18.1(1)(a) 0 21(1)(b) 381
14 0 16.1(1)(a) 0 18.1(1)(b) 0 21(1)c) 46
14(a) 123 16.1(1)(b) 2 18.1(1)(c) 0 21(1)(d) 63
14(b) 30 16.1(1)(c) 17 18.1(1)(d) 0 22 32
15(1) 25,853 16.1(1)(d) 0 19(1) 58,429 22.1(1) 3
15(1) - I.A.Footnote * 0 16.2(1) 0 20(1)(a) 0 23 241
15(1) -Def.*Footnote * 0 16.3 0 20(1)(b) 79 23.1 0
15(1) -S.A.Footnote * 0 16.31 0 20(1)(b.1) 1 24(1) 0
16(1)(a)(i) 1 16.4(1)(a) 0 20(1)(c) 248 26 28
16(1)(a)(ii) 0 16.4(1)(b) 0 20(1)(d) 7 n/a
16(1)(a)(iii) 1 16.5 0 n/a
16(1)(b) 273 16.6 1 n/a
16(1)(c) 18,173 17 0 n/a
16(1)(d) 0 n/a
4.3 Exclusions
Section Number of requests Section Number of requests Section Number of requests
68(a) 1 69(1) 1 69(1)(g) re (a) 24
68(b) 0 69(1)(a) 3 69(1)(g) re (b) 0
68(c) 0 69(1)(b) 1 69(1)(g) re (c) 4
68.1 0 69(1)(c) 1 69(1)(g) re (d) 9
68.2(a) 0 69(1)(d) 0 69(1)(g) re (e) 5
68.2(b) 0 69(1)(e) 3 69(1)(g) re (f) 1
n/a 69(1)(f) 0 69.1(1) 0
4.4 Format of information released
Paper Electronic Other
E-record Data set Video Audio
0 146,632 6 0 1 0
4.5 Complexity
4.5.1 Relevant pages processed and disclosed for paper and e-record formats
Number of pages processed Number of pages disclosed Number of requests
6,540,483 6,204,630 160,294
4.5.2 Relevant pages processed per requests disposition for paper and e-record formats by size of requests
Disposition Less than 100
pages processed		 101-500 pages
processed		 501-1,000 pages
processed		 1,001-5,000 pages
processed		 More than 5,000
pages processed
Number of requests Pages processed Number of requests Pages processed Number of requests Pages processed Number of requests Pages processed Number of requests Pages processed
All disclosed 55,935 1,396,912 1280 221,178 24 16,162 15 35,963 9 229,609
Disclosed in part 81,417 2,882,864 7587 1,334,723 282 189,534 81 133,492 2 19,708
All exempted 10 285 2 281 0 0 0 0 0 0
All excluded 5 138 0 0 0 0 0 0 0 0
Request abandoned 11,716 30,004 172 31,728 6 4,356 2 2,331 1 11,215
Neither confirmed nor denied 1,748 0 0 0 0 0 0 0 0 0
Declined to act with the approval of the Information Commissioner 0 0 0 0 0 0 0 0 0 0
Total 150,831 4,310,203 9,041 1,587,910 312 210,052 98 171,786 12 260,532
4.5.3 Relevant minutes processed and disclosed for audio formats
Number of minutes processed Number of minutes disclosed Number of requests
0 0 0
4.5.4 Relevant minutes processed per request disposition for audio formats by size of requests
Disposition Less than 60
minutes processed		 60-120
minutes processed		 More than 120
minutes processed
Number of requests Minutes processed Number of requests Minutes processed Numbe of requests Minutes processed
All disclosed 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0
All exempted 0 0 0 0 0 0
All excluded 0 0 0 0 0 0
Request abandoned 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0
Declined to act with the approval of the Information Commissioner 0 0 0 0 0 0
Total 0 0 0 0 0 0
4.5.5 Relevant minutes processed and disclosed for video formats
Number of minutes processed Number of minutes disclosed Number of requests
0 0 0
4.5.6 Relevant minutes processed per request disposition for video formats by size of requests
Disposition Less than 60
minutes processed		 60-120
minutes processed		 More than 120
minutes processed
Number of requests Minutes processed Number of requests Minutes processed Number of requests Minutes processed
All disclosed 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0
All exempted 0 0 0 0 0 0
All excluded 0 0 0 0 0 0
Request abandoned 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0
Declined to act with the approval of the Information Commissioner 0 0 0 0 0 0
Total 0 0 0 0 0 0
4.5.7 Other complexities
Disposition Consultation required Legal advice sought Other Total
All disclosed 13 0 0 13
Disclosed in part 136 28 0 164
All exempted 0 0 0 0
All excluded 19 0 0 19
Request abandoned 0 1 0 1
Neither confirmed nor denied 0 0 0 0
Total 168 29 0 197
4.6 Closed requests
4.6.1 Requests closed within legislated timelines
Number of requests closed within legislated timelines 33,963
Percentage of requests closed within legislated timelines (%) 21.086
4.7 Deemed refusals
4.7.1 Reasons for not meeting legislated timelines
Number of requests closed past the legislated timelines Principal reason
Interference with operations/workload External consultation Internal consultation Other
127,104 127,104 0 0 0
4.7.2 Requests closed beyond legislated timelines (including any extension taken)
Number of days past legislated timelines Number of requests past legislated timeline where no extension was taken Number of requests past legislated timeline where an extension was taken Total
1-15 days 28,901 597 29,498
16-30 days 12,171 144 12,315
31-60 days 30,482 176 30,658
61-120 days 22,940 259 23,199
121-180 days 7,951 152 8,103
181-365 days 11,577 499 12,076
More than 365 days 10,702 553 11,255
Total 124,724 2,380 127,104
4.8 Requests for translation
Translation requests Accepted Refused Total
English to French 0 0 0
French to English 0 0 0
Total 0 0 0

Section 5: Extensions

5.1 Reasons for extensions and disposition of requests
Disposition of requests where an extension was taken 9(1)(a) Interference with operations 9(1)(b) Consultation 9(1)(c) Third-party notice
Section 69 Other
All disclosed 11 1 1,179 0
Disclosed in part 88 15 2,193 7
All exempted 0 0 1 0
All excluded 0 0 1 0
Request abandoned 13 0 104 0
No records exist 3 0 112 0
Declined to act with the approval of the Information Commissioner 1 0 1 0
Total 116 16 3,591 7
5.2 Length of extensions
Length of extensions 9(1)(a) Interference with operations 9(1)(b) Consultation 9(1)(c) Third-party notice
Section 69 Other
30 days or less 17 3 170 0
31-60 days 28 9 1,853 5
61-120 days 40 2 266 2
121-180 days 26 1 24 0
181-365 days 5 1 1,278 0
365 days or more 0 0 0 0
Total 116 16 3,591 7

Section 6: Fees

Fee type Fee collected Fee waived Fee refunded
Number of requests Amount Number of requests Amount Number of requests Amount
Application 183,751 $918,755 725 $3,625 0 $0
Other fees 0 $0 0 $0 0 $0
Total 183,751 $918,755 725 $3,625 0 $0

Section 7: Consultations received from other institutions and organizations

7.1 Consultations received from other Government of Canada institutions and organizations
Consultations Other Government of Canada institutions Number of pages to review Other organizations Number of pages to review
Received during reporting period 193 7,407 0 0
Outstanding from the previous reporting period 7 1,050 0 0
Total 200 8,457 0 0
Closed during the reporting period 186 6,994 0 0
Carried over within negotiated timelines 2 19 0 0
Carried over beyond negotiated timelines 12 1,444 0 0
7.2 Recommendations and completion time for consultations received from other Government of Canada institutions
Recommendation Number of days required to complete consultation requests
1-15 days 16-30 days 31-60 days 61-120 days 121-180 days 181-365 days More than 365 days Total
Disclose entirely 29 35 15 6 0 0 0 85
Disclose in part 19 25 29 14 3 4 1 95
Exempt entirely 0 0 2 1 0 0 0 3
Exclude entirely 0 0 0 1 0 0 0 1
Consult other institution 0 0 0 0 0 0 0 0
Other 1 1 0 0 0 0 0 2
Total 49 61 46 22 3 4 1 186
7.3 Recommendations and completion time for consultations received from other organizations outside the Government of Canada
Recommendation Number of days required to complete consultation requests
1-15 days 16-30 days 31-60 days 61-120 days 121-180 days 181-365 days More than 365 days Total
Disclose entirely 0 0 0 0 0 0 0 0
Disclose in part 0 0 0 0 0 0 0 0
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0

Section 8: Completion time of consultations on Cabinet Confidences

8.1 Requests with Legal Services
Number of days Fewer than 100
pages processed		 100-500
pages processed		 501-1,000
pages processed		 1,001-5,000
pages processed		 More than 5,000
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
1-15 7 60 0 0 0 0 0 0 0 0
16-30 5 52 1 245 0 0 0 0 0 0
31-60 4 13 0 0 0 0 0 0 0 0
61-120 0 0 0 0 0 0 0 0 0 0
121-180 0 0 0 0 0 0 0 0 0 0
181-365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 16 125 1 245 0 0 0 0 0 0
8.2 Requests with Privy Council Office
Number of days Fewer than 100
pages processed		 100-500
pages processed		 501-1,000
pages processed		 1,001-5,000
pages processed		 More than 5,000
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
1-15 0 0 0 0 0 0 0 0 0 0
16-30 0 0 0 0 0 0 0 0 0 0
31-60 0 0 0 0 0 0 0 0 0 0
61-120 0 0 0 0 0 0 0 0 0 0
121-180 0 0 0 0 0 0 0 0 0 0
181-365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0 0 0

Section 9: Investigation and reports of finding

9.1 Investigations
Section 32 notice of intention to investigate Subsection 30(5) ceased to investigate Section 35 formal representations
4,300 3,529 21
9.2 Investigation and Reports of finding
Section 37 reports of finding received Section 37(2) final reports
Received Containing recommendations issued by the Information Commissioner Containing orders issued by the Information Commissioner Received Containing recommendations issued by the Information Commissioner Containing orders issued by the Information Commissioner
0 0 0 0 0 0

Section 10: Court action

10.1 Court actions on complaints
Section 41
Complainant (1) Institution (2) Third party (3) Privacy Commissioner (4) Total
1 0 0 0 1
10.2 Court actions on third party notification under paragraph 28(1)(b)
Section 44 – Under paragraph 28(1)(b)
0

Section 11: Resources related to the Access to Information Act

11.1 Allocated costs
Expenditures Amount
Salaries $8,783,103
Overtime $624,591
Goods and Services $533,327
Professional services contracts $44,657 n/a
Other $488,670
Total $9,941,021
11.2 Human Resources
Resources Person years dedicated to access to information activities
Full-time employees 73.130
Part-time and casual employees 58.240
Regional staff 0.000
Consultants and agency personnel 0.500
Students 0.000
Total Total 131.670

Supplemental Statistical Report on the Access to Information Act and the Privacy Act

Name of institution: Immigration, Refugees and Citizenship Canada
Reporting period: 2022-04-01 to 2023-03-31

Section 1: Capacity to receive requests under the Access to Information Act and the Privacy Act

Number of weeks IRCC was able to receive ATIP requests through the different channels
Number of weeks
Able to receive requests by mail 52
Able to receive requests by email 52
Able to receive requests through the digital request service 52

Section 2: Capacity to process records under the Access to Information Act and the Privacy Act

2.1 Number of weeks IRCC was able to process paper records in different classification levels
No capacity Partial capacity Full capacity Total
Unclassified paper records 0 0 52 52
Protected B paper records 0 0 52 52
Secret and Top Secret paper records 0 0 52 52
2.2 Number of weeks IRCC was able to process electronic records in different classification levels
No capacity Partial capacity Full capacity Total
Unclassified electronic records 0 0 52 52
Protected B electronic records 0 0 52 52
Secret and Top Secret electronic records 0 0 52 52

Section 3: Open requests and complaints under the Access to Information Act

3.1 Number of open requests that are outstanding from previous reporting periods
Fiscal year open requests were received Open requests that are within legislated timelines as of March 31, 2023 Open requests that are beyond legislated timelines as of March 31, 2023 Total
Received in 2022-2023 12,254 51,510 63,764
Received in 2021-2022 254 8,598 8,852
Received in 2020-2021 3 299 302
Received in 2019-2020 0 0 0
Received in 2018-2019 0 0 0
Received in 2017-2018 0 0 0
Received in 2016-2017 0 0 0
Received in 2015-2016 0 0 0
Received in 2014-2015 0 0 0
Received in 2013-2014 or earlier 0 0 0
Total 12,511 60,407 72,918
3.2 Number of open complaints with the Information Commissioner of Canada that are outstanding from previous reporting periods
Fiscal year open complaints were received by institution Number of open complaints
Received in 2022-2023 512
Received in 2021-2022 38
Received in 2020-2021 18
Received in 2019-2020 1
Received in 2018-2019 1
Received in 2017-2018 1
Received in 2016-2017 0
Received in 2015-2016 0
Received in 2014-2015 0
Received in 2013-2014 or earlier 0
Total 571

Section 4: Open requests and complaints under the Privacy Act

4.1 Number of open requests that are outstanding from previous reporting periods
Fiscal year open requests were received Open requests that are within legislated timelines as of March 31, 2023 Open requests that are beyond legislated timelines as of March 31, 2023 Total
Received in 2022-2023 2,935 9,336 12,271
Received in 2021-2022 158 1,499 1,657
Received in 2020-2021 0 35 35
Received in 2019-2020 0 1 1
Received in 2018-2019 0 0 0
Received in 2017-2018 0 0 0
Received in 2016-2017 0 0 0
Received in 2015-2016 0 0 0
Received in 2014-2015 0 0 0
Received in 2013-2014 or earlier 0 0 0
Total 3,093 10,871 13,964
4.2 Number of open complaints with the Privacy Commissioner of Canada that are outstanding from previous reporting periods
Fiscal Year open complaints were received by institution Number of open complaints
Received in 2022-2023 38
Received in 2021-2022 2
Received in 2020-2021 0
Received in 2019-2020 0
Received in 2018-2019 0
Received in 2017-2018 0
Received in 2016-2017 0
Received in 2015-2016 0
Received in 2014-2015 0
Received in 2013-2014 or earlier 0
Total 40

Section 5: Social Insurance Number

Has your institution begun a new collection or a new consistent use of the SIN in 2022-2023? No

Section 6: Universal access under the Privacy Act

How many requests were received from confirmedFootnote * foreign nationals outside of Canada in 2022-2023? 6,425

Annex D: Proactive Publication Requirements Tables

All Government Institutions as defined in section 3 of the Access to Information Act
Legislative Requirement Section Publication Timeline Group(s) responsible Links to published proactive publication Compliance Procedures and systems in place to meet proactive publication requirement
Travel expenses 82 Within 30 days after the end of the month of reimbursement Travel Centre of Expertise, FOPB/FSA Open Government website 100%

IRCC centralized travel to ensure increased compliance to the TBS Guide to the Proactive Publication of Travel and Hospitality Expenses, Special Travel Authorities, Directive on Travel, Hospitality, Conference and Event Expenditures, and the National Joint Council Travel Directive. Tools and approvals were developed (templates, internal procedures and orientation tools) to facilitate the process, including standardization and automation of some tasks involved with the proactive publication. This can include, but not limited to: using PowerPivot, pivot tables, VBA (Object orientated coding language used by Microsoft application), and formulas to summarize the findings in an organized manner. The report and briefing note (with input from the Communications [Comms] branch) are then sent to the ADM for approval and DM for information.

Some of the notable lessons learned through the proactive publication are: tasks can be repetitive, some information pulled from reports is redundant, and human error requires mitigation. To address these lessons learned, we automated as many low risk tasks as possible, took a lean approach to reports, had frequent verification checks throughout the process and used formulas available in Excel to mitigate human error with calculations.
Hospitality Expenses 83 Within 30 days after the end of the month of reimbursement Travel Centre of Expertise, FOPB/FSAS Open Government website 100%
Reports tabled in Parliament 84 Within 30 days after tabling Parliamentary Affairs Unit, Parliamentary Affairs and Briefings Division, ICB/CSS

IRCC page of Canada.ca

Publications and Manuals - Canada.ca

 100% Once a draft report has been developed by the responsible sector and approved by the respective DG, it is received by the Parliamentary Affairs Unit (PAU) to manage its routing through further approvals from relevant ADMs, the DM, the Minister, and Communications, flagging that the report will need to be published publicly upon tabling. Proactive publication is included in the Critical Path for tabling of a report. Once the report is tabled in Parliament, PAU sends a confirmation to Communications, DMO 20, DMO 21, and the drafting sector and branch. This confirmation is an indication to the Communications branch to publish the report on the Government of Canada website.
Government entities or Departments, agencies, and other bodies subject to the Act and listed in Schedules I, I.1, or II of the Financial Administration Act
Legislative Requirement Section Publication Timeline Group(s) responsible Links to published proactive publication Compliance Procedures and systems in place to meet proactive publication requirement
Contracts over $10,000 86 Q1-3: Within 30 days after the quarter
Q4: Within 60 days after the quarter		 Procurement Compliance and Monitoring, FOPB/FSA Open Government website, also posted on Canadabuys.Canada.ca by IRCC and PSPC
 100%

Data over contracts over $10k is pulled from SAP on a quarterly basis, and is validated for accuracy by the Procurement Monitoring and Compliance Team and the Procurement and Contracting Services Team. Once the translation is verified, the Proactive Disclosure report is reviewed and approved by the Director of Procurement and Contract Management. The report and briefing note (with Comms input) are then sent to the ADM for approval and the DM for information.

Note: PCM is piloting weekly review of data to see if validation time can be reduced.
Grants & Contributions over $25,000 87 Within 30 days after the quarter

Integrated Planning, Reporting and Systems Division, SNB/SIS

Data Delivery Team, Data Development & Reporting Division, CDOB/SPP

 Open Government website 100%

Since 2015, IRCC’s Grants and Contributions System (GCS) has allowed Settlement Network to easily pull a report on every grant and contribution agreement that the Department signed in a given quarter. Settlement Network pulls the report for the previous quarter at the beginning of each quarter to have ample time to send it for translation and still meet the publication deadline. Settlement Network has developed standardized language for the Program Purpose and Expected Results fields* that can be used for all contribution agreements that are providing similar services (e.g. “Clients improve official language skills”, “Clients increase knowledge of life in Canada”).

*These fields appear when clicking on an organization’s name on the Open Government website.
Packages of briefing materials prepared for new or incoming deputy heads or equivalent 88(a) Within 120 days after appointment Proactive Disclosure Unit, ICB/CSS Open Government website 100% Standard Operating Procedure were created for the processing and proactive publication of briefing materials prepared for new or incoming deputy heads. As well, templates of tasking emails were created to facilitate the tasking process within the Department.
Titles and reference numbers of memoranda prepared for a deputy head or equivalent 88(b) Within 30 days after the end of the month received Proactive Disclosure Unit, ICB/CSS Open Government website 100%

An automated WebCIMS generated report is sent on the first day of every month to the PDU team. This report lists all the BN and memo titles provided to the Deputy Head for the previous month and helps streamline the publication process of this requirement.

Standard Operating Procedure were created and followed for the processing of BN and memo titles and proactive publication of this requirement on the Open Government Website. As well, templates of tasking emails were created to facilitate the tasking process within the Department
Packages of briefing materials prepared for a deputy head or equivalent’s appearance before a committee of Parliament 88(c) Within 120 days after appearance Proactive Disclosure Unit, ICB/CSS Open Government website 100% Standard Operating Procedure were created and followed for the processing and proactive publication of briefing materials prepared for a deputy head’s appearance before a committee of Parliament. As well, templates of tasking emails were created to facilitate the tasking process within the Department.
Government institutions that are departments named in Schedule I to the Financial Administration Act or portions of the core public administration named in Schedule IV to that Act (i.e. government institutions for which Treasury Board is the employer)
Legislative Requirement Section Publication Timeline Group(s) responsible Links to published proactive publication Compliance Procedures and systems in place to meet proactive publication requirement
Reclassification of positions 85 Within 30 days after the quarter Classification Division, PMO/CSS Open Government website 25% This function will be moved to the Corporate Classification team and it will be added to a list of recurring tasks that need to take place quarterly in an effort to ensure we meet the proactive disclosure requirements of this item going forward.
Ministers
Legislative Requirement Section Publication Timeline Group(s) responsible Links to published proactive publication Compliance Procedures and systems in place to meet proactive publication requirement
Packages of briefing materials prepared by a government institution for new or incoming ministers 74(a) Within 120 days after appointment Proactive Disclosure Unit, ICB/CSS Open Government website 100% Standard Operating Procedures were created and followed for processing and proactively disclosing briefing materials prepared for new or incoming ministers. As well, templates of tasking emails were created to facilitate the tasking process within the Department.
Titles and reference numbers of memoranda prepared by a government institution for the minister, that is received by their office 74(b) Within 30 days after the end of the month received Proactive Disclosure Unit, ICB/CSS Open Government website 100% An automated WebCIMS generated report is sent on the first day of every month to the PDU team. This report lists all the BN and memo titles provided to the Minister for the previous month and helps streamline the processing of this requirement. Standard Operating Procedures were created and followed for processing and proactively disclosing BN and memo titles on the Open Government website. Templates of tasking emails were created to facilitate the tasking process within the Department.
Package of question period notes prepared by a government institution for the minister and in use on the last sitting day of the House of Commons in June and December 74(c) Within 30 days after last sitting day of the House of Common in June and December Proactive Disclosure Unit, ICB/CSS Open Government website 100% Standard Operating Procedure created and followed for processing and proactively disclosing packages of question period notes prepared by a government institution for the minister and in use on the last sitting day of the House of Commons in June and December. Templates of tasking emails were created to facilitate the tasking process within the Department.
Packages of briefing materials prepared by a government institution for a minister’s appearance before a committee of Parliament 74(d) Within 120 days after appearance Proactive Disclosure Unit, ICB/CSS Open Government website 100% Standard Operating Procedures were created and followed for processing and proactively disclosing briefing materials prepared for a minister’s appearance before a committee of Parliament. Templates of tasking emails were created to facilitate the tasking process within the Department.
Travel Expenses 75 Within 30 days after the end of the month of reimbursement Travel Centre of Expertise, FOPB/FSA Open Government website 100% See comments for sections 82-83
Hospitality Expenses 76 Within 30 days after the end of the month of reimbursement Travel Centre of Expertise, FOPB/FSA Open Government website 100%
Contracts over $10,000 77 Q1-3: Within 30 days after the quarter
Q4: Within 60 days after the quarter		 Procurement Compliance and Monitoring Division, FOPB/FSA Open Government website, also posted on Canadabuys.Canada.ca by IRCC and PSPC 100%

Data over contracts over $10k is pulled from SAP on a quarterly basis and validated for accuracy by the Procurement Monitoring and Compliance Team and the Procurement and Contracting Services Team. Once translation is verified, the Proactive Disclosure report is reviewed and approved by the Director of Procurement and Contract Management. The report and briefing note (with Comms input) are then sent to the ADM for approval and DM for information

Note: PCM is piloting weekly review of data to see if validation time can be reduced.
Ministers’ Offices Expenses
*Note: This consolidated report is currently published by TBS on behalf of all institutions.		 78 Within 120 days after the fiscal year N/A 100%

Branch/Sector Abbreviations:

CDO/SPP
Chief Data Officer Branch—Strategic Program Policy Sector
ICB/CSS
Integrated Corporate Business Branch—Corporate Services Sector
PMO/CSS
People Management Operations Branch—Corporate Services Sector
SN/SIS
Settlement Network Branch—Settlement and Integration Sector
FOBP/FSA
Financial Operations and Procurement Branch—Chief Financial Officer / Finance, Security and Administration Sector

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