Library and Archives Canada Annual Report on the Privacy Act: 2023-2024
On this page
- Report on the Privacy Act
-
Interpretation of the Statistical Report
- Section 1 – Requests under the Privacy Act
- Section 2 – Informal requests
- Section 3 – Formal requests closed during the reporting period
- Section 4 – Disclosures under subsection 8(2) and 8(5) of the Privacy Act
- Section 5 – Requests for correction and personal information and notations
- Section 6 – Extensions
- Section 7 – Consultations received from other institutions and organizations
- Section 8 – Completion time of consultations on Cabinet confidences
- Section 9 – Complaints and investigation notices received
- Section 10 – Privacy impact assessments
- Section 11 – Privacy breaches
- Section 12 – Resources related to the Privacy Act
- Training and awareness
- Policies, guidelines and procedures
- Initiatives and projects to improve privacy
- Summary of key issues and action taken on complaints
- Material Privacy Breaches
- Monitoring compliance
- Information holdings
- Appendices
Report on the Privacy Act
Introduction
The Privacy Act (the Act) provides all individuals, whether they are within or outside Canada, with the right to access and to correct personal information about themselves that is under the control of a government institution. The Act also provides the legal framework for the collection, retention, use, disclosure, disposition and validation of the accuracy of personal information in the administration of programs and activities by government institutions subject to the Act.
The Act defines “personal information” as “information about an identifiable individual that is recorded in any form.” Examples of personal information include data about the national or ethnic origin, colour, religion, age or marital status of an individual; the education or the medical, criminal, financial or employment history of an individual; the address, fingerprints or blood type of an individual; and any identifying number, symbol or other particular identifier assigned to an individual.
This report is prepared and tabled to Parliament in accordance with section 72 of the Act. It covers the period from April 1, 2023, to March 31, 2024, for Library and Archives Canada (LAC).
Mandate of Library and Archives Canada
The mandate of LAC is
- to preserve the documentary heritage of Canada for the benefit of present and future generations;
- to be a source of enduring knowledge accessible to all, contributing to the cultural, social and economic advancement of Canada as a free and democratic society;
- to facilitate in Canada co-operation among communities involved in the acquisition, preservation and diffusion of knowledge; and
- to serve as the continuing memory of the Government of Canada and its institutions.
LAC’s Access to Information and Privacy (ATIP) Branch is unique within the Government of Canada (GC) as it supports LAC’s broad mandate. Ensuring access to the records of government is a cornerstone of a modern and functioning democracy.
Delegation order
For the purposes of the Act, the Minister of Canadian Heritage delegates their powers, authorities and responsibilities to the Librarian and Archivist of Canada. The Librarian and Archivist of Canada is accountable for developing, coordinating and implementing effective policies, guidelines, systems and procedures. This delegation order ensures that the Minister’s responsibilities under the Act are met and that information is processed and disclosed appropriately.
At LAC, the Librarian and Archivist of Canada delegates their powers, authorities and responsibilities to
- the Assistant Deputy Minister, Collections;
- the Director General, ATIP Branch;
- the Directors, Access to Information Division and Privacy, Personnel Records and Indigenous Requests Division;
- the managers and team leads in the ATIP Branch; and
- the ATIP analysts in the ATIP Branch.
The delegation order effective during 2023–2024 was issued by the Minister of Canadian Heritage to LAC in May 2016 and is available in Appendix A of this report. During the reporting period, LAC has continued reviewing its delegation instrument to align with its ATIP Branch structure and to ensure effective delegation for its ATIP functions and requirements.
Organizational structure
Figure 1: ATIP Branch reporting structure - Text version
This figure is a line organizational structure that shows the reporting structure of the Access to Information and Privacy Branch in 2023-2024.
-
Librarian and Archivist of Canada
-
Assistant Deputy Minister, Collections
-
Director General, Access to Information and Privacy
- Chief of Staff
- Strategic Advisor, LGBT Purge 4SA
- Senior Advisor
- Manager, ATIP - Complaints Management
- Manager, ATIP - Planning and Administrative Coordination
- Manager, ATIP - Litigation Planning
-
Director, Access to Information Division
- Manager, ATIP – Operational Requests and Archival Research
- Manager, ATIP - Military and Intelligence Records
- Lead Archivist, Declassification
- Manager, ATIP - Block Review (Proactive Access)
- Manager, ATIP - LGBT Purge 4SA
- Manager, ATIP - Historical Records
-
Director, Privacy, Personnel Records and Indigenous Requests Division
- Manager, ATIP - Personnel Records - Gatineau
- Manager, ATIP - Personnel Records - Winnipeg
- Manager, ATIP - Indigenous Records
- Manager, ATIP - Privacy Management
-
Director, Operations Support Division
- Manager, ATIP - Triage and Registration
- Manager, ATIP - Systems and Reporting
- Strategic Advisor – Policies, Procedures and Workflows
- Manager, ATIP - Recruitment
- Manager, ATIP - Training and Development
- Manager, ATIP - Infrastructure
-
Director General, Access to Information and Privacy
-
Assistant Deputy Minister, Collections
Office of the Director General, ATIP
Chief of Staff
- Provides guidance and recommendations to executives and management for the integrated operations of the Branch.
Strategic Advisor
- Provides advice and represents LAC in external-facing initiatives relative to ATIP, such as legislative reform.
- Provides project oversight, guidance and expertise to LAC and collaborates with other institutions on specific initiatives, such as the LGBT Purge 4SA.
Senior Advisor
- Supports change management activities across the Branch.
- Designs and delivers products to help communicate the LAC ATIP story.
Complaints Management (Information Commissioner and Privacy Commissioner)
- Handles administrative tasks related to incoming complaints.
- Communicates with the Office of the Information Commissioner (OIC) and collaborates with LAC’s Legal Services to respond to complaints or settlements.
- Communicates with the Office of the Privacy Commissioner (OPC) on complaints and coordinates with LAC’s Privacy Management team on complaints received.
- Develops and implements strategies to address recurring issues and prevent future complaints.
- Communicates with complainants to provide updates and resolutions in a transparent and responsive manner.
- Maintains accurate records of complaints, including documentation of investigations and resolutions.
Planning and Administrative Coordination
- Ensures coordination and oversight for financial and human resources management across the Branch.
- Gathers necessary information for budget forecasting and management, integrated planning and results achieved, project management and reporting.
- Provides administrative support to the Branch and helps coordinate ongoing tasks and projects (human resources, finances, etc.).
Litigation Planning
- Provides planning support, oversight and reporting for LAC’s roles and responsibilities related to class actions, such as the Indian Day Schools class action, Canadian Armed Forces (CAF)/Department of National Defence (DND) class actions or other GC-wide class actions.
Access to Information Division
Operational Requests and Archival Research
- Processes formal and informal access and privacy requests on LAC’s operational records and on consultation requests from other GC institutions.
- Reviews restricted finding aids concerning archival records transferred to LAC for permanent custody and severs information that remains restricted.
- Produces research reports to enable analysts to better exercise their discretion when processing requests and complaints.
Military and Intelligence Records
- Processes formal and informal access and privacy requests on restricted GC archival records in LAC’s collections related to military and intelligence subject matter.
Declassification
- Represents LAC in ongoing discussions with the Treasury Board Secretariat (TBS) and the Access to Information (ATI) Reform team on declassification.
- Engages with GC partners and international counterparts on declassification initiatives and projects.
Block Review (Proactive Access)
- Performs a proactive risk-based review of archival records in LAC’s holdings in accordance with the Access to Information Act and the Privacy Act, following a set procedure, to determine if blocks of records can be proactively opened and made available to the public and researchers.
- Develops strategic mechanisms for the proactive opening of records in LAC’s collection, in collaboration with other business areas at LAC, to improve discoverability of the collection.
LGBT Purge 4SA
- Performs ATIP review on selected records in accordance with GC’s response to the LGBT Purge Class Action Final Settlement Agreement.
Historical Records
- Processes formal and informal access and privacy requests on restricted GC archival records in LAC’s collections and all other subject matter of archival records.
Privacy, Personnel Records and Indigenous Requests Division
Personnel Records – Gatineau
- Processes formal and informal access and privacy requests for restricted personnel files of former members of the CAF who served during the Second World War or in Korea.
Personnel Records – Winnipeg
- Processes formal and informal access and privacy requests for restricted personnel files of former federal public servants and former members of the CAF who did not serve during the Second World War or in Korea.
Indigenous Records
- Processes formal and informal access and privacy requests on restricted GC archival records related to Indigenous communities and Indigenous subject matter, including requests for disclosure pursuant to 8(2)(k) of the Privacy Act.
Privacy Management
- Provides advice on the management and protection of personal information to ensure that the organization complies with the Privacy Act and TBS policy requirements.
- Performs privacy impact assessments and guides business owners through the privacy breach management process.
- Develops policies and procedures to ensure that LAC ATIP meets the legislative and policy reporting requirements of the Privacy Act and its related regulations as well as TBS policies and the direction of the OPC.
Operations Support Division
Triage and Registration
- Assesses and registers new incoming requests and responds to inquiries regarding the status of requests.
- Provides clerical support to the Branch’s incoming and outgoing requests.
- Ensures internal circulation of boxes of documents or files to process and respond to ATIP requests.
- Sends communications and delivers release packages to requesters through different platforms.
Systems and Reporting
- Manages the institution’s use of ATIP-specific software.
- Generates and analyzes statistical reports related to the Branch’s work.
- Leads the development of a range of internal and external reports and dashboards.
- Supports the Branch with the development and implementation of internal technology solutions as ATIP Branch’s key liaison with its Digital Services Sector.
- Coordinates the creation and publication of ATIP web pages and online tools.
Policies, Procedures and Workflows
- Reviews the implications of changes to TBS policies and notices on LAC’s business.
- Coordinates and maintains the inventory of ATIP policies and procedures.
- Supports and develops new policies and procedures to increase efficiencies or respond to changing requirements.
- Refines tools to improve workflows for users and LAC employees.
- Consults with internal and external partners regarding policy and procedure changes.
Recruitment
- Coordinates hiring processes across the ATIP Branch through job posters, interviews and evaluations and handles the administrative tasks to initiate all human resources actions.
- Coordinates the hiring of students through various programs in collaboration with different educational institutions.
- Represents LAC ATIP at various job fairs and events for recruitment purposes.
Training and Development
- Develops and implements training programs to facilitate the onboarding of new employees.
- Provides internal training within LAC on ATIP responsibilities.
- Supports management in identifying the training needs to help facilitate each team’s work.
Infrastructure
- Supports the deployment of classified Secret and Top Secret processing environments to support LAC ATIP business requirements.
- Ensures that the physical office space and facilities meet the needs of the teams and allow the employees to perform their respective tasks in an efficient manner.
Other supporting functions
Since the majority of the historical records requested are in paper format, LAC ATIP requires the support of additional teams within the organization to be able to fulfill its duties. Supporting functions provided by Reference Services, Circulation, Digitization, Regional Services and government archivists are essential in processing ATIP requests.
Service agreements
LAC was not party to any service agreements under section 73.1 of the Privacy Act during the reporting period.
Types of requests processed under the Privacy Act
LAC ATIP has a distinct role in making accessible the historical government records of over 300 current and previously existing federal organizations. LAC is therefore the main channel to provide access to billions of pages of archival government records.
LAC’s collections of records are stored at its facilities in the National Capital Region, Winnipeg and Vancouver.
Government records
All government records deemed to have enduring historical (archival) value are transferred to LAC after they are no longer needed for operational purposes in the department that created them. LAC thus collects, preserves and provides access to historical records created by the various departments and agencies of the federal government, which amount to over 250 linear kilometres of textual, cartographic, photographic, audiovisual and digital records, dating back to 1867. The majority of these records are closed and restricted under ATIP because they have never been requested and reviewed for access or because they might contain sensitive or personal information that must be reviewed in accordance with ATIP legislation.
Access to information requests for historical records are typically large in scope and complex, as they often comprise multiple voluminous files. In addition, as LAC is not the creator of these records, it may need to consult with the originating department prior to releasing information, which can result in longer processing time frames.
Files of former CAF members and former federal public servants
LAC holds and preserves 4.85 million personnel files of former CAF members and former federal public servants. Many of these files are semi-active and continue to be consulted for ongoing programs and benefits.
The control and supervision of the War Records Division of Veterans Affairs Canada (VAC) and all its records were transferred to LAC in accordance with Order in Council P.C. 1971–1989. Since 1971, LAC has worked with the relevant departments (DND, VAC and Public Services and Procurement Canada) to provide necessary access to these records. Most of the ATIP requests received each year by LAC are to access the restricted military personnel files of former members of the CAF. These include
- Canadian Forces regular members (1919 to 1997);
- Canadian Forces reserve members (1919 to 2007); and
- Newfoundland Militia members who served in the Second World War.
LAC also handles requests for the medical or dental records of CAF regular and reserve members who were released from service more than five years ago or who died in service more than five years ago.
In addition, LAC holds the dormant records of former federal public servants (FPS) that were transferred to LAC prior to July 2017. These records are held until a public servant becomes 80 years old, at which time that individual’s records can be destroyed. Due to a litigation hold currently in place, no records are being destroyed at this time. Since July 2017, LAC no longer accepts the personnel files of former FPS for long-term retention. This is aligned with LAC’s mandate, which is to acquire and preserve archival records but does not include the storage of dormant, non-archival records. As the personnel files of all CAF members will become archival, LAC will continue to receive them in perpetuity.
LAC operational records
While the overwhelming majority of LAC’s ATIP Branch’s workload relates to its unique role in providing access to restricted archival records created by other GC departments, LAC ATIP also has responsibilities relating to LAC’s own operations as an institution of the GC. These responsibilities include processing requests for records created by LAC itself or by its predecessor institutions, the National Library or National Archives, ensuring that LAC is meeting its responsibilities under the Act (including privacy regulations, policies and directives) and providing ATIP subject-matter expertise to support responses to parliamentary questions.
Formal and informal Privacy request processes
Formal requests are those officially made under the Privacy Act. A response is required within 30 calendar days of the date the request was received by LAC, unless LAC invokes a one-time 30-day extension (section 15 of the Act). Requesters are entitled to make a formal complaint about the processing time of their request to the Office of the Privacy Commissioner 30 days after its receipt by LAC.
Informal requests are not covered under the Act but are reviewed in the spirit of the Act. There are no legislated timelines for informal requests and no recourse or complaint mechanism. The number of requests received and the complexity of each request dictate the time frames for completing informal requests.
LAC ATIP processes both formal and informal requests. Both processes require a page-by-page review of records by an ATIP analyst.
| Type of record | Type of request | Requests outstanding from previous reporting periods | Requests received | Requests completed | Requests carried over to next reporting period |
|---|---|---|---|---|---|
| Personnel files of former CAF members and former FPS | Formal | 152 | 2,264 | 2,099 | 317 |
| Informal | 558 | 304 | 860 | 2 | |
| Total | 710 | 2,568 | 2,959 | 319 | |
| GC archival records | Formal | 65 | 60 | 98 | 28 |
| Informal | 0 | 0 | 0 | 0 | |
| Total | 65 | 60 | 98 | 28 | |
| LAC operational records | Formal | 1 | 1 | 2 | 0 |
| Informal | 0 | 0 | 0 | 0 | |
| Total | 1 | 1 | 2 | 0 | |
| Grand total (all types of records) | Formal | 218 | 2,325 | 2,199 | 345 |
| Informal | 558 | 304 | 860 | 2 | |
| Total | 776 | 2,629 | 3,059 | 347 |
Interpretation of the Statistical Report
A comprehensive statistical report on the formal and informal privacy requests processed by LAC in the 2023–2024 fiscal year is available in Appendix B of this report. As a complement, the 2023–2024 supplemental statistical report on the Access to Information Act and Privacy Act is available in Appendix C of this report.
All statistics included in these reports are representative of the most current data available to LAC at the time of writing the 2023–2024 Privacy Annual Report.
Section 1 – Requests under the Privacy Act
Number of formal requests
Formal privacy requests received
During the 2023–2024 fiscal year, LAC received a total of 2,325 formal privacy requests: 2,264 (97%) related to personnel files, compared to 996 in 2022–2023; 60 (3%) related to GC archival records, compared to 719 in 2022–2023; and one (less than 1%) related to LAC’s own operational records, compared to four in 2022–2023.
Compared to previous years, LAC saw an increase in the number of formal privacy requests received (2,325 compared to 1,719 in 2022–2023).
As of April 3, 2023, LAC’s onboarding to the TBS government-wide ATIP Online portal, through which clients can submit requests to multiple institutions, has contributed to this increase. As this platform only allows for the submission of formal requests, LAC adopted a “formal by default” approach following its integration. LAC still processes a considerable number of informal requests, which are submitted through channels other than ATIP Online.
Figure 2: Formal privacy requests received by type of record - Text version
This figure is a pie graph that shows the number of Privacy requests received in 2023-2024 by type of record.
- Former CAF and FPS Personnel Records: 97%
- Government Archival Records: 3%
- LAC Operational Records: Less than 1%
Formal privacy requests completed
In 2023–2024, LAC completed 2,199 formal privacy requests: 2,099 (95%) related to personnel files, compared to 968 in 2022–2023; 98 (4%) related to GC archival records, compared to 1,553 in 2022–2023; and two (less than 1%) related to LAC’s own operational records, compared to four in 2022–2023.
This represents a decrease of 13% in completed formal privacy requests over the previous fiscal year, in which LAC responded to 2,525 formal privacy requests.
At the end of the reporting period, LAC carried forward into 2024–2025 a total of 345 formal privacy requests, compared to 219 in 2022–2023.
Over the course of 2023–2024, LAC continued to use the significant temporary funding it received to increase its capacity to respond to ATIP requests. This resulted in a significant improvement in the number of files closed and, ultimately, a reduction in the overall number of requests carried forward.
Figure 3: Formal privacy requests trends - Text version
This triple bar graph shows the number of Formal Privacy requests received. It provides information for the last three fiscal years.
Carried forward from previous fiscal year:
- 2021-2022: 923
- 2022-2023: 1,025
- 2023-2024: 219
Received:
- 2021-2022: 1,934
- 2022-2023: 1,719
- 2023-2024: 2,325
Closed:
- 2021-2022: 1,836
- 2022-2023: 2,525
- 2023-2024: 2,199
Carried forward to next fiscal year:
- 2021-2022: 1,021
- 2022-2023: 219
- 2023-2024: 345
Channels of requests
In 2023–2024, LAC received 1,049 privacy requests through the TBS ATIP online portal, which represented 45% of the formal privacy requests received by LAC. LAC saw an increase in the number of formal privacy requests received by mail (680 [29%] in 2023–2024 compared to 215 [13%] in 2022–2023).
The TBS ATIP Online platform requires an authentication process. Based on the increase in the volume of calls made to LAC Reference Services, using this platform proved to be a challenge for LAC’s clients. LAC and TBS offered client support to guide users through the new process. However, the increase in the number of requests submitted by mail indicates that some users resorted to other channels to submit their requests to LAC.
Figure 4: Channel for formal requests received - Text version
This bar graph shows the number of informal requests received and with which method they were submitted. It provides information for the last fiscal year.
- Requests submitted via the Online platform: 1,049
- Requests submitted by mail: 680
- Requests submitted via other methods: 596
Section 2 – Informal requests
Number of informal requests
Informal privacy requests received
During the 2023–2024 fiscal year, LAC received a total of 304 informal privacy requests—all of which were for the personnel files of former CAF members and former FPS—compared to 2,899 in 2022–2023.
Overall, LAC saw a 90% decrease in the number of informal privacy requests received in 2023–2024. This may be a result of LAC’s onboarding to TBS ATIP Online, as this platform does not offer the possibility to submit informal requests.
Informal privacy requests completed
In 2023–2024, LAC responded to and completed 860 informal privacy requests (including responses related to the CAF-DND Sexual Misconduct Class Action Settlement). At the end of the reporting period, LAC carried forward two informal privacy requests to 2024–2025 compared to 541 in 2022–2023.
As previously mentioned, the temporary funding that LAC received following the OIC systemic investigation allowed the ATIP Branch to increase its resources and improve its capacity to process its substantial volume of requests, thus reducing the overall backlog and the number of requests carried forward.
Figure 5: Informal privacy requests trends - Text version
This triple bar graph shows the number of Informal Privacy requests received. It provides information for the last three fiscal years.
Carried forward from previous fiscal year:
- 2021-2022: 1,843
- 2022-2023: 878
- 2023-2024: 558
Received:
- 2021-2022: 3,242
- 2022-2023: 2,899
- 2023-2024: 304
Closed:
- 2021-2022: 4,208
- 2022-2023: 3,236
- 2023-2024: 860
Carried forward to next fiscal year:
- 2021-2022: 877
- 2022-2023: 541
- 2023-2024: 2
Channels of informal requests
LAC received 304 informal privacy requests, all of which were received via email.
Completion time of informal requests
At the beginning of the reporting period, LAC had 558 outstanding informal privacy requests all of which were related to personnel files.
While informal requests are not subject to the legislated time frames for formal requests under the Act, LAC strives to limit the number of days that it takes to complete informal privacy requests as much as possible.
| Number of days | 2023–2024 | 2022–2023 |
|---|---|---|
| 0 to 15 days | 334 (39%) | 1,264 (39%) |
| 16 to 30 days | 6 (1%) | 448 (14%) |
| 31 to 60 days | 47 (5%) | 601 (19%) |
| 61 to 120 days | 66 (8%) | 413 (13%) |
| 121 to 180 days | 69 (8%) | 124 (4%) |
| 181 to 365 days | 191 (22%) | 124 (4%) |
| More than 365 days | 147 (17%) | 262 (8%) |
| Total number of requests completed | 860 | 3,236 |
| Note: Percentages may not add up to 100 due to rounding. | ||
Pages released informally
LAC reviewed 217,445 pages for informal privacy requests in 2023–2024. This represents a slight decrease compared to 2022–2023, when it reviewed 302,725 pages.
Section 3 – Formal requests closed during the reporting period
Disposition and completion time
The following tables provide information about disclosure and completion times for formal privacy requests completed during 2023–2024.
| Disclosure | Completion time | |||||||
|---|---|---|---|---|---|---|---|---|
| 0 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 | 178 | 97 | 68 | 15 | 0 | 0 | 0 | 358 |
| Disclosed in part | 193 | 224 | 412 | 366 | 26 | 19 | 11 | 1,251 |
| All exempted | 1 | 0 | 0 | 1 | 0 | 0 | 0 | 2 |
| All excluded | 1 | 0 | 0 | 0 | 0 | 0 | 0 | 1 |
| No records exist | 187 | 35 | 22 | 4 | 1 | 16 | 0 | 265 |
| Request abandoned | 290 | 12 | 5 | 9 | 0 | 1 | 5 | 322 |
| Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Total number of requests | 850 | 368 | 507 | 395 | 27 | 36 | 16 | 2,199 |
Exemptions
During 2023–2024, LAC invoked section 26 of the Act for a total of 1,251 formal privacy requests. All these privacy requests pertained to personnel files of former CAF members and former FPS, which often contain personal information of family members or other individuals (such as their names, dates of birth, social insurance numbers or Indian band numbers).
Exclusions
In 2023–2024, LAC excluded one request under section 69(1)(b) of the Privacy Act as the requested records are part of LAC’s private archives holdings and therefore excluded from the Act.
Format of information released for formal requests
In 2023–2024, LAC provided 791 digital response packages using both TBS’s ATIP Online platform and LAC’s own direct digital release package platform via secure file transfer.
While LAC strongly promotes access through digital delivery, which provides requested documentation quickly and efficiently, clients always have the option of receiving records in hard copy (paper).
In addition, LAC continued to offer its clients the ability to consult original records on site at its various facilities in the National Capital Region, Winnipeg and Vancouver.
Figure 6: Format of release packages - Text version
This triple bar graph shows the number of release packages that were delivered during last three fiscal years and in which format.
Digital:
- 2021-2022: 1,956
- 2022-2023: 1,512
- 2023-2024: 791
Hard Copy:
- 2021-2022: 3,000
- 2022-2023: 556
- 2023-2024: 818
Complexity
Relevant pages processed and disclosed
LAC reviewed 371,810 pages pursuant to formal privacy requests in 2023–2024, compared to 498,745 in 2022–2023.
The following chart provides the total number of pages reviewed by type of record within LAC’s collections.
Figure 7: Formal privacy requests: pages reviewed by type of record - Text version
This graph shows the number of pages reviewed for formal privacy requests by type of records in the last fiscal year.
- Former CAF and FPS Personnel Records: 324,715
- Government Archival Records: 47,016
- LAC Operational Records: 79
In 2023–2024, LAC reviewed a total of 589,255 pages pursuant to formal and informal privacy requests.
| Type of request | Number of pages reviewed |
|---|---|
| Informal | 217,445 |
| Formal | 371,810 |
| Total | 589,255 |
Other complexities
LAC’s collection is mostly comprised of physical material. Once an ATIP request is received, the relevant records must first be located, which sometimes requires support from LAC’s archivists, and then retrieved from storage. Due to the age of certain records, they need to be handled with care and caution and sometimes require mould remediation, which adds further complexity and delays. Once the relevant records have been retrieved and physically prepared (bindings removed, etc.), they are digitized. The speed at which materials are digitized depends on their physical state (fragile or stable), their physical size and the effort required to ensure images are captured clearly to be uploaded and processed in the ATIP redaction software. All these activities must occur before an ATIP analyst even begins to review the material for potential redactions.
Other sources of complexity for LAC are requests for documents for which it must seek legal advice and documents that contain personal information about more than one individual (e.g., medical or psychological records or records that contain listings of individuals).
The number of complexities over the last three years remained relatively consistent, based on the number of requests processed within the reporting period.
| Fiscal year | Total number of complexities |
|---|---|
| 2023–2024 | 350 |
| 2022–2023 | 391 |
| 2021–2022 | 468 |
Closed requests
Reasons closed within legislated timelines
This past fiscal year, LAC’s percentage of requests completed within legislated timelines has increased compared to the 2022–2023 fiscal year. In 2023–2024, LAC completed 72% (1,589 of 2,199) within legislated timelines. This represents a very significant increase of 49% from 2022–2023, when 584 of 2,525 requests (23%) were completed within the legislated timelines.
Deemed refusals
Reasons for not meeting legislated timelines
All 610 requests closed as “deemed refusals” and not meeting legislated timelines were due to the large number of requests to be processed, a high volume of records being requested or other ATIP-related tasks.
| Reason for deemed refusals | Total |
|---|---|
| Interference with operations/workload | 610 |
| External consultation | 0 |
| Internal consultation | 0 |
| Other | 0 |
| Note: An institution calculates deemed refusals once the request is closed. In some cases, the deemed refusals pertain to requests that were carried forward from the previous fiscal year. | |
Requests closed beyond legislated timelines (including any extensions taken)
| 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 | 84 | 197 | 281 |
| 16 to 30 days | 49 | 74 | 123 |
| 31 to 60 days | 58 | 39 | 97 |
| 61 to 120 days | 48 | 1 | 49 |
| 121 to 180 days | 15 | 0 | 15 |
| 181 to 365 days | 15 | 0 | 15 |
| More than 365 days | 30 | 0 | 30 |
| Total | 299 | 311 | 610 |
Requests for translation
LAC did not receive any requests for translation from English to French or from French to English in 2023–2024.
Section 4 – Disclosures under subsection 8(2) and 8(5) of the Privacy Act
During 2023–2024, LAC completed 151 privacy requests for disclosures under subsection 8(2) of the Act. Of these requests, 71 were disclosed either fully or in part, and 80 were either abandoned by the applicant or no records existed.
LAC released personal information in four instances in accordance with paragraph 8(2)(j), which provides access of information to any individual or body for statistical or research purposes. Paragraph 8(2)(j) may be invoked when an applicant requests records that contain personal information that would not normally be released under another type of request. With these types of releases, the applicant requires the personal information for research; however, they must agree not to use that information in a manner that would identify the individual to whom it relates. For disclosure under this section of the Act, the head of the institution must be satisfied that the research could not be completed without the disclosure, and the researcher must ensure that no subsequent disclosure would identify the individuals for whom information was collected.
During the reporting period, LAC disclosed personal information in 10 disclosures in accordance with paragraph 8(2)(e), which provides access of information to an investigative body specified for the purpose of enforcing any law of Canada or a province or carrying out a lawful investigation, if the request specifies the purpose and describes the information to be disclosed.
LAC also released personal information in 33 instances in accordance with paragraph 8(2)(k) of the Act, which stipulates that information could be released to an individual or a body acting on behalf of an Indigenous community for the purpose of researching and validating a land claim or grievance.
What follows is a summary of all of LAC’s disclosures of personal information under subsection 8(2) of the Act.
| Subsection | Number of disclosures |
|---|---|
| s.8(2)(a) | 0 |
| s.8(2)(b) | 0 |
| s.8(2)(c) | 1 |
| s.8(2)(d) | 22 |
| s.8(2)(e) | 10 |
| s.8(2)(f) | 4 |
| s.8(2)(g) | 0 |
| s.8(2)(j) | 1 |
| s.8(2)(k) | 33 |
| s.8(2)(m) | 0 |
| Total | 71 |
During the reporting period, LAC did not disclose any personal information in accordance with paragraph 8(2)(m) of the Act.
Section 5 – Requests for correction and personal information and notations
During 2023–2024, LAC received no (0) requests to correct personal information.
Section 6 – Extensions
Reasons for extension
In 2023–2024, LAC invoked 764 extensions of 30 days under paragraph 15(a)(i) Interference with operations.
Section 7 – Consultations received from other institutions and organizations
Consultations received from other Government of Canada institutions and other organizations
In 2023–2024, LAC received no (0) requests for consultation from other institutions within the GC, nor from any other organizations, in connection with privacy requests.
Recommendations and completion time for consultations received from other Government of Canada institutions
In 2023–2024, LAC received no (0) requests for consultation from other GC institutions in connection with privacy requests.
Recommendations and completion time for consultations received from other organizations
In 2023–2024, LAC received no (0) requests for consultation from organizations outside the GC in connection with privacy requests.
Section 8 – Completion time of consultations on Cabinet confidences
Requests with Legal Services
LAC did not consult with Legal Services on Cabinet confidences in 2023–2024 in connection with privacy requests.
Requests with Privy Council Office
LAC did not consult the Privy Council Office on Cabinet confidences in 2023–2024 in connection with privacy requests.
Section 9 – Complaints and investigation notices received
In 2023–2024, LAC received five Notices of Intention to Investigate from the Office of the Privacy Commissioner.
Section 10 – Privacy impact assessments
In 2023–2024, LAC did not complete or modify any privacy impact assessments (PIAs). LAC continues to work on processes to improve the efficiency of the development of PIAs.
Section 11 – Privacy breaches
In 2023–2024, LAC reported no (0) material privacy breaches.
Section 12 – Resources related to the Privacy Act
Allocated costs
What follows are LAC’s comprehensive costs associated with the administration of the Act for 2023–2024.
| Expenditurestable 9 note 1 | Amount | |
|---|---|---|
| Salaries | $3,860,282 | |
| Overtime | $0 | |
| Goods and services | $823,357 | |
|
$70,987 | - |
|
$752,370 | |
| Total | $4,683,639 | |
Table 9 Notes
|
||
A number of resources outside the ATIP Branch were required to support the increased needs of the expanded ATIP Branch as a result of the temporary funding received following the OIC systemic investigation. This includes professional services contracts expenditures for digital services, such as increasing digitization capacity at our Winnipeg facility, additional secure workstations and new information technologies.
Human resources
At the end of the reporting period, 90.327 full-time equivalents were performing work associated to the application of the Act, either within the ATIP Branch or across the institution.
In addition to the work performed in LAC’s ATIP Branch, it is important to highlight that staff from across the institution, such as archivists and staff in Reference Services, Circulation, Preservation, Digitization, Translation and Web Publishing, played a key role in supporting the ATIP function and ensuring that LAC fulfilled its obligations in accordance with the Access to Information Act, the Privacy Act and related regulations.
In conclusion, LAC’s additional temporary funding helped reduce by 34% the number of requests carried forward to 2024–2025. This substantive decrease demonstrates LAC’s efforts to improve its capacity and its ability to meet the annual volume of incoming requests.
| Requests | 2023–2024 | 2022–2023 | 2021–2022 | 2020–2021 | 2019–2020 |
|---|---|---|---|---|---|
| Total number of ATIP requests received | 8,496 | 11,215 | 12,414 | 12,801 | 17,190 |
| Total number of ATIP requests completed | 14,658 | 11,161 | 11,094 | 8,130 | 13,391 |
| Total number of ATIP requests carried forward (backlog of uncompleted requests) | 12,020 | 18,130 | 18,212 | 16,922 | 12,218 |
Training and awareness
The Privacy Management team (PMT) provided several training sessions to LAC employees during fiscal year 2023-2024. This included six onboarding training sessions that introduced privacy at a glance and privacy breaches to new ATIP employees. The PMT also developed and introduced two new training sessions for LAC employees on privacy breaches and the management of personal information this fiscal year. Furthermore, the PMT published several informative communication pieces for Privacy Awareness Week 2023 and Data Privacy Day 2023.
The ATIP Branch welcomed a considerable number of new hires during the past fiscal year and developed onboarding training sessions, which provide new staff with a comprehensive overview of ATIP at LAC by involving each team in the Branch. These onboarding sessions helped the new hires to quickly develop an understanding of LAC’s mandate and ATIP’s role at LAC and allowed them to become valuable contributors within their own teams. Second-language training has also been made available to all employees of the ATIP Branch. The high level of participation to language training has allowed ATIP to hire designated instructors specifically for its staff.
Policies, guidelines and procedures
In fiscal year 2023–2024, LAC’s ATIP Branch made significant changes to its operations and workflows to increase efficiency. In addition, the Branch reviewed many policies to align to its evolving business. With the complex nature of records being requested, the ATIP Branch completed a rewrite of the triage and registration guide, which improved client services and the timeliness of responses and reduced errors.
The PMT began the review and renewal of LAC’s privacy policy instrument suite to ensure compliance with new TBS policies and directives. The team updated LAC’s Privacy Management Policy and Standard on Privacy Breaches, which will be submitted for approval and implementation in 2024–2025. The team also began drafting new standards on the management of personal information as well as on disclosures. In addition, the PMT developed various operating procedures, tools and templates to assist with the completion of necessary compliance verifications and delivery of advice, guidance and recommendations to LAC employees and management.
Initiatives and projects to improve privacy
In fiscal year 2023–2024, the PMT engaged with several key LAC colleagues to integrate privacy into various processes. The PMT worked with IT Security to ensure future necessary privacy risk assessments are conducted for new applications and systems, as well as with LAC’s Outreach and Engagement and Procurement teams to ensure appropriate compliance verifications are conducted when putting in place information-sharing agreements and contracts involving personal information. In addition, the PMT collaborated with LAC’S Digital Services Sector Governance to integrate privacy deliverables and artifacts in LAC’s project management framework.
The PMT also provided guidance to LAC colleagues in 74 advisory files on topics such as general inquiries, disclosures, contracts, forms, surveys, privacy notice statements, consent forms and policy and procedure reviews. Furthermore, the PMT successfully completed the assessment of 32 low-level risk breaches and 14 incidents, none of which were deemed “material breaches.” The PMT also worked on 17 privacy risk assessments files and completed nine preliminary risk assessments and privacy protocols.
In fiscal year 2023–2024, LAC launched simplified web pages along with a virtual “ATIP assistant,” a tool that guides users step by step towards the best option for each of their requests. This assistant provides a simple description of what needs to be included in an ATIP request at LAC to speed up registration and processing.
LAC acquired a new software platform to process its ATIP requests and manage its workload and started to prepare configuration, customization and implementation in 2024–2025.
During the reporting period, LAC continued to strengthen its ability to process classified Secret and Top Secret records by expanding the number of workstations to process requests that require access to sensitive records more efficiently and by ensuring the installation of ATIP-specific software and processes required.
Summary of key issues and action taken on complaints
The Complaints Management team continued with its work to ensure timely and effective resolution of complaint investigation. Since its creation in mid-2022, duties associated to complaints have been removed from the traditional analysts’ and teams’ workloads and centralized in the Complaints Management team.
The team managed deadlines and administrative actions related to ordered disclosure dates and other legal deadlines as well as court proceedings related to complaints. In addition to monitoring compliance with relevant policies, procedures and regulatory requirements in complaint management, LAC’s Complaints Management team continuously evaluated and enhanced its processes to ensure effectiveness and efficiency. It collaborated with relevant ATIP teams to investigate complaints thoroughly, identify root causes and develop and implement strategies to address recurring issues and prevent future complaints. The work of this team improved LAC’s ability to provide clear and timely representations on complaint files.
LAC’s Privacy Management team is responsible for supporting or conducting internal privacy investigations and for interacting with the Office of the Privacy Commissioner.
At the end of the reporting period, LAC had a total of four open complaints with the OPC compared to one in 2022–2023.
| Fiscal year during which the complaints were received | Number of open complaints |
|---|---|
| Received in 2023–2024 | 4 |
| Received in 2022–2023 | 0 |
| Received in 2021–2022 | 0 |
| 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 or earlier | 0 |
| Total | 4 |
Material privacy breaches
During 2023–2024, LAC did not report any privacy breach to TBS and OPC.
Monitoring compliance
In fiscal year 2023–2024, LAC continued to monitor the time invested in processing ATIP requests through the specialized ATIP software AccessPro Case Management (APCM). This software enables LAC to track all request related activities (e.g., time management, correspondence, consultations and application fees) and allows each activity to be reported on with specific timelines.
A monthly review of the data is undertaken by a system specialist through numerous reports to ensure accuracy and compliance with regulations, policies and procedures. In 2023–2024, user training sessions were offered to all APCM users to establish a strong understanding of the system and its data and to highlight the importance of accurate reporting.
In 2023–2024, LAC ATIP created automated dashboards to provide team leads and managers with specific information about their team’s workload, progress and level of completion of requests. Other tools such as dashboards, system-designed reports and search builders were available to all users, allowing them to track all active and closed requests for accuracy and completeness. The Privacy Management team has also been working on developing additional tools (including a case management system) that will allow internal dashboards to be automated for thorough monitoring.
In addition, LAC ATIP generated a number of ad hoc reports throughout the year to help keep LAC’s management informed as well as semi-annual updates to its ATIP action plan to keep the public informed.
Information holdings
Info Source describes the programs and activities, and the information holdings related to programs and activities, of government institutions subject to the Access to Information Act to facilitate the right of access. It also provides individuals, including current and former employees of the Government of Canada, with relevant information to access personal information about themselves held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.
A description of LAC’s functions, programs, activities and related information holdings can be found in Info Source 2024: Library and Archives Canada.
Appendices
Appendix A: Delegation order – Privacy Act
Pursuant to Section 73 of the Access to Information Act and the Privacy Act, I, as head of Library and Archives Canada, hereby designate the persons holding the positions set out in the schedule hereto, or persons occupying on an acting basis those positions, to exercise my powers and functions under these Acts specified opposite each position. This delegation Order supersedes all previous Access to Information Act and Privacy Act Delegation Orders.
Original signed by:
The Honourable Mélanie Joly
Minister of Canadian Heritage
Date: 2016-05-26
LAC will be revising its delegation instrument in 2024-2025 to align with its new ATIP Branch structure and to ensure effective delegation for its ATIP functions and requirements. In the interim, the delegation instrument is implemented in accordance with the levels of the associated positions and LAC’s overall organizational structure.
Powers and functions delegated pursuant to Section 73 of the Access to Information Act and the Access to Information Regulations
| Delegation | Position | ||||||
|---|---|---|---|---|---|---|---|
| LAC | DGS | DIR | MAI | A1 | A2 | ||
| Section | Description | 1 | 2 | 3 | 4 | 5 | 6 |
| 4(2.1) | Responsibility of government institutions | X | X | X | X | X | X |
| 7(a) | Notice where access is requested | X | X | X | X | X | X |
| 7(b) | Giving access to record | X | X | X | X | X | X |
| 8(1) | Transfer of request to another government institution | X | X | X | X | X | X |
| 9 | Extension of time limits | X | X | X | X | X | X |
| 11(2), (3), (4), (5), (6) | Additional fees | X | X | X | X | X | X |
| 12(2)(b) | Language of access | X | X | X | X | ||
| 12(3)(b) | Access in an alternative format | X | X | X | X | ||
| 13 | Exemption - Information obtained in confidence | X | X | X | X | X | X |
| 14 | Exemption- Federal-provincial affairs | X | X | X | X | X | X |
| 15 | Exemption - International affairs and defence | X | X | X | X | X | X |
| 16 | Exemption – Law enforcement and investigation | X | X | X | X | X | X |
| 16.5 | Exemption – Public Servants Disclosure Protection Act | X | X | X | X | X | X |
| 17 | Exemption – Safety of individuals | X | X | X | X | X | X |
| 18 | Exemption – Economic interests of Canada | X | X | X | X | X | X |
| 18.1 | Exemption – Economic interests of the Canada Post Corporation, Export Development Canada, the Public Sector Pension Investment Board and VIA Rail Canada Inc. | X | X | X | X | X | X |
| 19 | Exemption – Personal information | X | X | X | X | X | X |
| 20 | Exemption – Third-party information | X | X | X | X | X | X |
| 21 | Exemption – Operations of Government | X | X | X | X | X | X |
| 22 | Exemption – Testing procedures, tests and audits | X | X | X | X | X | X |
| 22.1 | Exemption – Audit working papers and draft audit reports | X | X | X | X | X | X |
| 23 | Exemption – Solicitor-client privilege | X | X | X | X | X | X |
| 24 | Exemption – Statutory prohibitions | X | X | X | X | X | X |
| 25 | Severability | X | X | X | X | X | X |
| 26 | Exemption – Information to be published | X | X | X | X | X | X |
| 27(1), (4) | Third-party notification | X | X | X | X | X | X |
| 28(1)(b), (2), (4) | Third-party notification | X | X | X | X | X | X |
| 29(1) | Where the Information Commissioner recommends disclosure | X | X | X | X | X | X |
| 33 | Advising Information Commissioner of third-party involvement | X | X | X | X | X | X |
| 35(2)(b) | Right to make representations | X | X | X | X | X | X |
| 37(4) | Access to be given to complainant | X | X | X | X | X | X |
| 43(1) | Notice to applicant (application to Federal Court by third party) | X | X | X | X | X | X |
| 52(2)(b), (3) | Special rules for hearings | X | X | X | X | X | X |
| 71(1) | Facilities for inspection of manuals | X | X | X | X | X | X |
| 72 | Annual report to Parliament | X | X | X | X | X | X |
| Delegation | Position | ||||||
|---|---|---|---|---|---|---|---|
| LAC | DGS | DIR | MAI | A1 | A2 | ||
| Section | Description | 1 | 2 | 3 | 4 | 5 | 6 |
| 6(1) | Transfer of request | X | X | X | X | ||
| 7(2) | Search and preparation fees | X | X | X | X | ||
| 7(3) | Production and programming fees | X | X | X | X | ||
| 8 | Providing access to record(s) | X | X | X | X | ||
| 8.1 | Limitations in respect of format | X | X | X | X | ||
Powers and functions delegated pursuant to Section 73 of the Privacy Act and the Privacy Regulations
| Delegation | Position | ||||||
|---|---|---|---|---|---|---|---|
| LAC | DGS | DIR | MAI | A1 | A2 | ||
| Section | Description | 1 | 2 | 3 | 4 | 5 | 6 |
| 8(2)(j) | Disclosure for research purposes | X | X | X | X | ||
| 8(2)(m) | Disclosure in the public interest or in the interest of the individual | X | X | X | X | ||
| 8(4) | Copies of requests under 8(2)(e) to be retained | X | X | X | X | X | X |
| 8(5) | Notice of Disclosure under 8(2)(m) | X | X | X | X | X | X |
| 9(1) | Record of disclosure to be retained | X | X | X | X | X | X |
| 9(4) | Consistent uses | X | X | X | X | X | X |
| 10 | Personal information to be included in personal information banks | X | X | X | X | X | X |
| 14 | Notice where access requested | X | X | X | X | X | X |
| 15 | Extension of time limits | X | X | X | X | X | X |
| 17(2)(b) | Language of access | X | X | X | X | ||
| 17(3)(b) | Access to personal information in alternative format | X | X | X | X | X | X |
| 18(2) | Exemption (exempt bank) – Disclosure may be refused | X | X | X | X | X | X |
| 19(1) | Exemption – Personal information obtained in confidence | X | X | X | X | X | X |
| 19(2) | Exemption – Where authorized to disclose | X | X | X | X | X | X |
| 20 | Exemption – Federal-provincial affairs | X | X | X | X | X | X |
| 21 | Exemption – International affairs and defence | X | X | X | X | X | X |
| 22 | Exemption – Law enforcement and investigation | X | X | X | X | X | X |
| 22.3 | Exemption – Public Servants Disclosure Protection Act | X | X | X | X | X | X |
| 23 | Exemption – Security clearances | X | X | X | X | X | X |
| 24 | Exemption – Individuals sentenced for an offence | X | X | X | X | X | X |
| 25 | Exemption – Safety of individuals | X | X | X | X | X | X |
| 26 | Exemption – Information about another individual | X | X | X | X | X | X |
| 27 | Exemption – Solicitor-client privilege | X | X | X | X | X | X |
| 28 | Exemption – Medical record | X | X | X | X | X | X |
| 31 | Notice of intention to investigate | X | X | X | X | X | X |
| 33(2) | Right to make representation | X | X | X | X | X | X |
| 35(1) | Findings and recommendations of Privacy Commissioner (complaints) | X | X | X | X | X | X |
| 35(4) | Access to be given | X | X | X | X | X | X |
| 36(3) | Report of findings and recommendations (exempt banks) | X | X | X | X | X | X |
| 37(3) | Report of findings and recommendations (compliance review) | X | X | X | X | X | X |
| 51(2)(b) | Special rules for hearings | X | X | X | X | ||
| 51(3) | Ex parte representations | X | X | X | X | ||
| 72(1) | Report to Parliament | X | X | X | X | X | X |
| Delegation | Position | ||||||
|---|---|---|---|---|---|---|---|
| LAC | DGS | DIR | MAI | A1 | A2 | ||
| Section | Description | 1 | 2 | 3 | 4 | 5 | 6 |
| 9 | Reasonable facilities and time provided to examine personal information | X | X | X | X | ||
| 11(2) | Notification that correction to personal information has been made | X | X | X | X | ||
| 11(4) | Notification that correction to personal information has been refused | X | X | X | X | ||
| 13(1) | Disclosure of personal information relating to physical or mental health may be made to a qualified medical practitioner or psychologist for an opinion on whether to release information to the requestor | X | X | X | X | ||
| 14 | Disclosure of personal information relating to physical or mental health may be made to a requestor in the presence of a qualified medical practitioner or psychologist | X | X | X | X | ||
Legend:
- LAC
- Librarian and Archivist of Canada
- DGS
- Director General, Access to Information and Privacy
- DIR
- Directors, Access to information and Privacy Division
- MAI
- Managers, Access to Information and Privacy Division
- A1
- Team Leads, Access to Information and Privacy Division
- A2
- ATIP Analysts, Access to Information and Privacy Division
Appendix B: Statistical report on the Privacy Act
Name of institution: Library and Archives Canada
Reporting period: 2023-04-01 to 2024-03-31
Section 1: Requests under the Privacy Act
| Number of requests | ||
|---|---|---|
| Received during reporting period | 2,325 | |
| Outstanding from previous reporting periods | 219 | |
| Outstanding from previous reporting period | 180 | - |
| Outstanding from more than one reporting period | 39 | - |
| Total | 2,544 | |
| Closed during reporting period | 2,199 | |
| Carried over to next reporting period | 345 | |
| Carried over within legislated timeline | 323 | - |
| Carried over beyond legislated timeline | 22 | - |
| Source | Number of requests |
|---|---|
| Online | 1,049 |
| 352 | |
| 680 | |
| In person | 0 |
| Phone | 0 |
| Fax | 244 |
| Total | 2,325 |
Section 2: Informal requests
| Number of requests | ||
|---|---|---|
| Received during reporting period | 304 | |
| Outstanding from previous reporting periods | 558 | |
| Outstanding from previous reporting period | 558 | - |
| Outstanding from more than one reporting period | 0 | - |
| Total | 862 | |
| Closed during reporting period | 860 | |
| Carried over to next reporting period | 2 | |
| Channel | Number of requests |
|---|---|
| Online | 0 |
| 304 | |
| 0 | |
| In person | 0 |
| Phone | 0 |
| Fax | 0 |
| Total | 304 |
| Completion time | |||||||
|---|---|---|---|---|---|---|---|
| 0 day 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 |
| 334 | 6 | 47 | 66 | 69 | 191 | 147 | 860 |
| Less than 100 pages released | 101 to 500 pages released | 501 to 1,000 pages released | 1,001 to 5,000 pages released | More than 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 |
| 520 | 5,752 | 165 | 48,844 | 138 | 96,377 | 37 | 50,074 | 0 | 0 |
Section 3: Requests closed during the reporting period
| Disposition of request | Completion time | |||||||
|---|---|---|---|---|---|---|---|---|
| 0 day 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 | 178 | 97 | 68 | 15 | 0 | 0 | 0 | 358 |
| Disclosed in part | 193 | 224 | 412 | 366 | 26 | 19 | 11 | 1,251 |
| All exempted | 1 | 0 | 0 | 1 | 0 | 0 | 0 | 2 |
| All excluded | 1 | 0 | 0 | 0 | 0 | 0 | 0 | 1 |
| No records exist | 187 | 35 | 22 | 4 | 1 | 16 | 0 | 265 |
| Request abandoned | 290 | 12 | 5 | 9 | 0 | 1 | 5 | 322 |
| Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Total | 850 | 368 | 507 | 395 | 27 | 36 | 16 | 2,199 |
| Section | Number of requests |
|---|---|
| 18(2) | 0 |
| 19(1)(a) | 1 |
| 19(1)(b) | 0 |
| 19(1)(c) | 0 |
| 19(1)(d) | 0 |
| 19(1)(e) | 0 |
| 19(1)(f) | 0 |
| 20 | 0 |
| 21 | 0 |
| 22(1)(a)(i) | 0 |
| 22(1)(a)(ii) | 0 |
| 22(1)(a)(iii) | 0 |
| 22(1)(b) | 0 |
| 22(1)(c) | 0 |
| 22(2) | 0 |
| 22.1 | 0 |
| 22.2 | 0 |
| 22.3 | 0 |
| 22.4 | 0 |
| 23(a) | 0 |
| 23(b) | 0 |
| 24(a) | 1 |
| 24(b) | 0 |
| 25 | 1 |
| 26 | 1,251 |
| 27 | 0 |
| 27.1 | 0 |
| 28 | 0 |
| Section | Number of requests |
|---|---|
| 69(1)(a) | 0 |
| 69(1)(b) | 1 |
| 69.1 | 0 |
| 70(1) | 0 |
| 70(1)(a) | 0 |
| 70(1)(b) | 0 |
| 70(1)(c) | 0 |
| 70(1)(d) | 0 |
| 70(1)(e) | 0 |
| 70(1)(f) | 0 |
| 70.1 | 0 |
| Paper | Electronic record | Electronic data set | Video | Audio | Other |
|---|---|---|---|---|---|
| 818 | 791 | 0 | 0 | 0 | 0 |
3.5 Complexity
| Number of pages processed | Number of pages disclosed | Number of requests |
|---|---|---|
| 371,810 | 314,324 | 1,934 |
| Disposition | Less than 100 pages processed | 101 to 500 pages processed | 501 to 1,000 pages processed |
1,001 to 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 | 354 | 2,125 | 3 | 632 | 1 | 700 | 0 | 0 | 0 | 0 |
| Disclosed in part | 590 | 13,367 | 400 | 108,491 | 192 | 133,720 | 68 | 102,010 | 1 | 6,808 |
| All exempted | 1 | 0 | 0 | 0 | 0 | 0 | 1 | 2,002 | 0 | 0 |
| All excluded | 1 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Request abandoned | 321 | 37 | 0 | 0 | 0 | 0 | 1 | 1,918 | 0 | 0 |
| Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Total | 1,267 | 15,529 | 403 | 109,123 | 193 | 134,420 | 70 | 105,930 | 1 | 6,808 |
| Number of minutes processed | Number of minutes disclosed | Number of requests |
|---|---|---|
| 0 | 0 | 0 |
| Disposition | Less than 60 minutes processed | 60 to 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 |
| Total | 0 | 0 | 0 | 0 | 0 | 0 |
| Number of minutes processed | Number of minutes disclosed | Number of requests |
|---|---|---|
| 0 | 0 | 0 |
| Disposition | Less than 60 minutes processed | 60 to 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 |
| Total | 0 | 0 | 0 | 0 | 0 | 0 |
| Disposition | Consultation required | Legal advice sought | Interwoven information | Other | Total |
|---|---|---|---|---|---|
| All disclosed | 0 | 0 | 0 | 0 | 0 |
| Disclosed in part | 0 | 0 | 0 | 0 | 0 |
| All exempted | 0 | 0 | 0 | 0 | 0 |
| All excluded | 0 | 0 | 0 | 0 | 0 |
| Request abandoned | 0 | 0 | 0 | 0 | 0 |
| Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 |
| Total | 0 | 0 | 0 | 0 | 0 |
3.6 Closed requests
| Requests closed within legislated timelines | |
|---|---|
| Number of requests closed within legislated timelines | 1,589 |
| Percentage of requests closed within legislated timelines | 72.26011824% |
3.7 Deemed refusals
| Number of requests closed past the legislated timelines | Principal reason | |||
|---|---|---|---|---|
| Interference with operations or workload | External consultation | Internal consultation | Other | |
| 610 | 610 | 0 | 0 | 0 |
| 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 day to 15 days | 84 | 197 | 281 |
| 16 to 30 days | 49 | 74 | 123 |
| 31 to 60 days | 58 | 39 | 97 |
| 61 to 120 days | 48 | 1 | 49 |
| 121 to 180 days | 15 | 0 | 15 |
| 181 to 365 days | 15 | 0 | 15 |
| More than 365 days | 30 | 0 | 30 |
| Total | 299 | 311 | 610 |
| Translation requests | Accepted | Refused | Total |
|---|---|---|---|
| English to French | 0 | 0 | 0 |
| French to English | 0 | 0 | 0 |
| Total | 0 | 0 | 0 |
Section 4: Disclosures under subsections 8(2) and 8(5)
| Paragraph 8(2)(e) | Paragraph 8(2)(m) | Paragraph 8(5) | Total |
|---|---|---|---|
| 10 | 0 | 0 | 10 |
Section 5: Requests for correction of personal information and notations
| Disposition for correction request received | Number |
|---|---|
| Notation attached | 0 |
| Requests for correction accepted | 0 |
| Total | 0 |
Section 6: Extensions
| 15(a)(i) Interference with operations | 15(a)(ii) Consultation | 15(b) Translation purposes or conversion | ||||||
|---|---|---|---|---|---|---|---|---|
| Number of extensisons taken | Further review required to determine exemptions | Large volume of pages | Large volume of requests | Documents are difficult to obtain | Cabinet Confidence Section (Section 70) | External | Internal | |
| 764 | 0 | 19 | 744 | 1 | 0 | 0 | 0 | 0 |
| 15(a)(i) Interference with operations | 15(a)(ii) Consultation | 15(b) Translation purposes or conversion | ||||||
|---|---|---|---|---|---|---|---|---|
| Length of extensisons | Further review required to determine exemptions | Large volume of pages | Large volume of requests | Documents are difficult to obtain | Cabinet Confidence Section (Section 70) | External | Internal | |
| 1 to 15 days | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| 16 to 30 days | 0 | 19 | 744 | 1 | 0 | 0 | 0 | 0 |
| 31 days or greater | - | - | - | - | - | - | - | 0 |
| Total | 0 | 19 | 744 | 1 | 0 | 0 | 0 | 0 |
Section 7: Consultations received from other institutions and organizations
| Consultations | Other Government of Canada institutions | Number of pages to review | Other organizations | Number of pages to review |
|---|---|---|---|---|
| Received during the reporting period | 0 | 0 | 0 | 0 |
| Outstanding from the previous reporting period | 0 | 0 | 0 | 0 |
| Total | 0 | 0 | 0 | 0 |
| Closed during the reporting period | 0 | 0 | 0 | 0 |
| Carried over within negotiated timelines | 0 | 0 | 0 | 0 |
| Carried over beyond negotiated timelines | 0 | 0 | 0 | 0 |
| Recommendations | Number of days required to complete consultation requests | |||||||
|---|---|---|---|---|---|---|---|---|
| 1 day 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 | 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 |
| Recommendations | Number of days required to complete consultation requests | |||||||
|---|---|---|---|---|---|---|---|---|
| 1 day 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 | 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
| Number of days | Fewer than 100 pages processed | 101 to 500 pages processed | 501 to 1,000 pages processed | 1,001 to 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 to 15 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| 16 to 30 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| 31 to 60 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| 61 to 120 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| 121 to 180 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| 181 to 365 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| More than 365 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Total | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Number of days | Fewer than 100 pages processed | 101 to 500 pages processed | 501 to 1,000 pages processed | 1,001 to 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 to 15 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| 16 to 30 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| 31 to 60 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| 61 to 120 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| 121 to 180 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| 181 to 365 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| More than 365 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
| Total | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Section 9: Complaints and investigation of notices received
| Section 31 | Subsection 33 | Section 35 | Court action | Total |
|---|---|---|---|---|
| 5 | 0 | 0 | 0 | 5 |
Section 10: Privacy Impact Assessments (PIAs) and Personal Information Banks (PIBs)
| Number of PIAs completed | 0 |
|---|---|
| Number of PIAs modified | 0 |
| Personal information banks | Active | Created | Terminated | Modified |
|---|---|---|---|---|
| Institution-specific | 37 | 0 | 0 | 0 |
| Central | 1 | 0 | 0 | 0 |
| Total | 38 | 0 | 0 | 0 |
Section 11: Privacy breaches
| Number of material privacy breaches reported to TBS | Number of material privacy breaches reported to OPC |
|---|---|
| 0 | 0 |
| Number of non-material privacy breaches |
|---|
| 32 |
Section 12: Resources related to the Privacy Act
| Expenditures | Amount | |
|---|---|---|
| Salaries | $8,224,531 | |
| Overtime | $0 | |
| Goods and services | $1,239,490 | |
|
$80,117 | - |
|
$1,159,373 | |
| Total | $9,464,021 | |
| Resources | Person years dedicated to Privacy Activities |
|---|---|
| Full-time employees | 56.130 |
| Part-time and casual employees | 28.171 |
| Regional staff | 1.293 |
| Consultants and agency personnel | 0.000 |
| Students | 4.733 |
| Total | 90.327 |
Appendix C: Supplemental statistical report on the Access to Information Act and the Privacy Act
Name of institution: Library and Archives Canada
Reporting period: 2023-04-01 to 2024-03-31
Section 1: Open requests and complaints under the Access to Information Act
| Fiscal year open request was received | Open request within legislated timeline as of March 31, 2024 | Open request beyond legislated timeline as of March 31, 2024 | Total |
|---|---|---|---|
| Received in 2023–24 | 1,091 | 416 | 1,507 |
| Received in 2022–23 | 34 | 332 | 366 |
| Received in 2021–22 | 1 | 448 | 449 |
| Received in 2020–21 | 0 | 385 | 385 |
| Received in 2019–20 | 3 | 443 | 446 |
| Received in 2018–19 | 1 | 106 | 107 |
| Received in 2017–18 | 2 | 110 | 112 |
| Received in 2016–17 | 0 | 29 | 29 |
| Received in 2015–16 | 0 | 5 | 5 |
| Received in 2014–15 or earlier | 0 | 4 | 4 |
| Total | 1,132 | 2,278 | 3,410 |
| Fiscal year open complaints were received by institution | Number of open complaints |
|---|---|
| Received in 2023–24 | 73 |
| Received in 2022–23 | 51 |
| Received in 2021–22 | 6 |
| Received in 2020–21 | 1 |
| Received in 2019–20 | 15 |
| Received in 2018–19 | 1 |
| Received in 2017–18 | 0 |
| Received in 2016–17 | 0 |
| Received in 2015–16 | 2 |
| Received in 2014–15 or earlier | 0 |
| Total | 149 |
Section 2: Open requests and complaints under the Privacy Act
| Fiscal year open request were received | Open request within legislated timeline as of March 31, 2024 | Open request beyond legislated timeline as of March 31, 2024 | Total |
|---|---|---|---|
| Received in 2023–24 | 320 | 8 | 328 |
| Received in 2022–23 | 1 | 6 | 7 |
| Received in 2021–22 | 1 | 7 | 8 |
| Received in 2020–21 | 1 | 1 | 2 |
| Received in 2019–20 | 0 | 0 | 0 |
| Received in 2018–19 | 0 | 0 | 0 |
| Received in 2017–18 | 0 | 0 | 0 |
| Received in 2016–17 | 0 | 0 | 0 |
| Received in 2015–16 | 0 | 0 | 0 |
| Received in 2014–15 or earlier | 0 | 0 | 0 |
| Total | 323 | 22 | 345 |
| Fiscal year open complaints were received by institution | Number of open complaints |
|---|---|
| Received in 2023–24 | 4 |
| Received in 2022–23 | 0 |
| Received in 2021–22 | 0 |
| Received in 2020–21 | 0 |
| Received in 2019–20 | 0 |
| Received in 2018–19 | 0 |
| Received in 2017–18 | 0 |
| Received in 2016–17 | 0 |
| Received in 2015–16 | 0 |
| Received in 2014–15 or earlier | 0 |
| Total | 4 |
Section 3: Social Insurance Number
| Has your institution begun a new collection or a new consistent use of the SIN in 2023-24? | No |
|---|
Section 4: Universal access under the Privacy Act
| How many requests were received from confirmed foreign nationals outside of Canada in 2022–23? | 48 |
|---|