2021-2022 Annual Report to Parliament: The Administration of the Privacy Act

1 Introduction

The purpose of the Privacy Act is to extend to individuals the right of access to information about themselves held by the government, subject to specific and limited exemptions. It protects individuals’ privacy by preventing others from having access to their personal information and by affording individuals substantial control over how their personal information is collected, used, and disclosed.

1.1 Background

Section 72 of the Privacy Act requires that the head of every government institution prepare and submit to Parliament an annual report on the administration of the Act within the institution. This is the twentieth report to Parliament on performance with respect to administration of the act by the Office of the Ombudsman for the Department of National Defence and the Canadian Forces (the Office or the Office of the Ombudsman).

The Office of the Ombudsman is committed to openness and transparency about its administration and functioning. The Office endeavours to ensure that information about its work is widely disseminated and easily available. For example, the Ombudsman's annual reports, special reports and press releases are posted on the Office’s website as soon as they are released. The website also contains case studies and statistics on the Office's caseload, and educational material on subjects of interest to our constituents.

Critical to the resolution of complaint files and investigations is the confidentiality of the information provided by the constituents who come forward. Therefore, before any case study or report is released, identifying information is removed to ensure the protection of personal information and confidentiality of our communications.

As the Ombudsman’s Office is part of the Defence portfolio, disclosure of the Ombudsman’s travel and hospitality expenses, contracts over $10,000 and position reclassifications are reported on the National Defence website https://www.canada.ca/en/department-national-defence/corporate/transparency.html.

The Office of the Ombudsman proactively posts to its website correspondence between the Ombudsman and senior officials on matters of interest to our

constituency. This initiative is in keeping with the Ombudsman’s goal of promoting transparency and with the Open Government initiative. In accordance with the Directive on Open Government, correspondence is reviewed prior to release to ensure it does not contain any information raising concerns about privacy, confidentiality or security. The Access to Information and Privacy Unit conducts the review of correspondence prior to release. Correspondence can be found on the Ombudsman website in the Letters and Statements section; at https://www.canada.ca/en/ombudsman-national-defence-forces/reports-news-statistics/ombudsman-letters.html.

1.2 Mandate of the Office of the Ombudsman for the Department of National Defence and the Canadian Forces

The first Ombudsman for the Department of National Defence and the Canadian Forces was appointed in June 1998 by Governor in Council (Federal Cabinet). The creation of an Ombudsman institution was part of a wide range of initiatives brought forth by the Government of Canada to enhance the overall fairness and effectiveness of the military justice system, enhance the transparency of internal review mechanisms, streamline the Canadian Armed Forces grievance process, and promote greater openness, accountability and transparency within the Department of National Defence and the Canadian Forces.

The duties and functions of the Ombudsman are set out in the Ministerial Directives Respecting the Ombudsman for the Department of National Defence and the Canadian Forces: https://www.canada.ca/en/department-national-defence/corporate/policies-standards/defence-administrative-orders-directives/5000-series/5047/5047-1-office-of-the-ombudsman.html.

The Ministerial Directives confirm that the Ombudsman and the Office operate outside the military chain of command as well as outside the civilian management of the Department of National Defence. The Ombudsman reports directly to, and is accountable only to, the Minister of National Defence, who is responsible for the management and direction of the Canadian Armed Forces and of all matters relating to national defence. However, the Ombudsman operates at arm’s-length from the

Minister, preserving the Ombudsman’s independence from the executive function.

The Ministerial Directives governing the Office provide that the Ombudsman is to act, on the Minister’s behalf, as a neutral and objective sounding board, mediator, investigator and reporter on matters related to the Department of National Defence and the Canadian Armed Forces. The Ombudsman also acts as a direct source of information, referral and education to assist individuals in accessing existing internal channels of assistance and redress. The overall goal of the Office of the Ombudsman is to contribute to substantial and long-lasting improvements to the welfare of the Defence community.

Under the Ministerial Directives, the Ombudsman is required to issue an annual report to the Minister of National Defence on the operations of the Office. The Ministerial Directives further provide that the Ombudsman may publish reports concerning any investigation if the Ombudsman considers that it is in the public interest to do so.

 1.3 Structure of the Access to Information and Privacy Unit 

The ATIP unit for the Office of the Ombudsman is part of the Legal Services

Directorate and is managed by the institution’s Access to Information and Privacy Coordinator. Pursuant to section 73 of the Privacy Act, the Minister of National Defence designated the Office’s ATIP Coordinator to exercise all powers and perform the duties and functions of the Minister under the Act as it concerns the Office of the Ombudsman. This arrangement reflects the Office’s independent, arm’s length relationship with the Department of National Defence and Canadian Armed Forces. A copy of the delegation order appears in Appendix A to this report.

A major challenge to the application of the ATIP legislation lies in the Ministerial Directives that establish the Office of the Ombudsman. One of the main functions of the Office is to conduct confidential investigations, yet the records are not fully protected by having either the status of an investigative body under the regulation or having a specific provision protecting the Office’s investigative records. A further challenge is caused by the fact that some of the information that is required by this Office to conduct its investigations is held by other parts of the Defence community that are designated as investigative bodies or who claim exemptions under the ATIP legislation.

Because of the interplay of the Office’s mandate and the ATIP legislation, legal guidance is often called upon to find the balance between the application of the mandate and compliance with the ATIP legislation, whether it be protection of personal information or access to information.

The ATIP Unit is responsible for the following activities:

• Processing requests under the Access to Information Act and the Privacy Act;
• Responding to consultation requests from other government institutions;
• Monitoring institutional compliance with the aforementioned Acts, regulations and relevant procedures and policies;
• Acting on behalf of the Office of the Ombudsman in dealings with the Treasury Board of Canada Secretariat, the offices of the Information Commissioner and Privacy Commissioner of Canada and other government institutions regarding the administration and application of the above legislation as it relates to the Office of the Ombudsman;
• Preparing annual reports to Parliament and other statutory reports and material that may be required by central agencies;
• Developing and delivering awareness training to the managers and employees of the Office to ensure responsiveness to the legal obligations imposed by both Acts and regulations;
• Conducting and providing direction to program managers regarding the completion of Privacy Impact Assessments (PIAs);
• Reviewing potential privacy breaches, and taking steps to deal with breaches;

• Publishing updates to Info Source annually or as needed;
• Participating in ATIP networks such as the Treasury Board Secretariat’s ATIP Community meetings;
• Developing and implementing internal policies and office

The ATIP unit has one ATIP Officer who administers the processing of ATIP files, among other duties. The ATIP Unit also engages a consultant, on an as-needed basis, to assist with processing of requests.

2 Key Activities and Accomplishments

2.1 Education and Training Activities

Those responsible for the delivery of the Ombudsman’s ATIP services regularly attend learning activities presented by the Treasury Board of Canada Secretariat, Information and Privacy Policy Division and other learning institutions.

• ATIP staff attended (virtually) two (2) Treasury Board Secretariat coordinators and community

• A presentation was delivered to all staff (approximately 55 employees) on rights and responsibilities related to access to information and privacy.

• The ATIP unit was also responsible for providing information to respond to five(5) Parliamentary inquiries (order paper questions) on the administration of the ATIP

2.2 Institutional Privacy Policies and Procedures

The Office of the Ombudsman has not implemented any new and/or revised institution-specific policy, guideline or procedure during this reporting period.

2.3 Summary of Material Privacy Breaches

The Office of the Ombudsman did not have any material privacy breaches over the reporting period.

2.4 Privacy Impact Assessments

During the reporting period, no Privacy Impact Assessments or Preliminary Privacy Impact Assessments were initiated, completed or forwarded to the Office of the Privacy Commissioner.

2.5 Data Matching

No data matching or sharing activities were undertaken by the Office during the reporting period.

2.6 Disclosures under 8(2)(m) of the Privacy Act

Paragraph 8(2)(m) allows for the disclosure of personal information when the public interest clearly outweighs any invasion of privacy or when the disclosure would benefit the individual. There were no disclosures under paragraph 8(2)(m) during this reporting period.

2.7 Effects of COVID-19 Measures on ATIP activities

To comply with public health directives, most of the ATIP activities for the entire period were conducted off-site. ATIP employees were able to monitor requests received by email remotely, and to process and provide records in electronic format. Mailroom services were fully available, enabling the handling of correspondence received by mail. 

Working off-site prevented ATIP employees from being able to search through the complaints database (which is maintained on a dedicated Protected B server), resulting in a significant delay in responding to one request for personal information. Other than that, Access to Information and Privacy activities were not impacted by COVID-19 measures. 

3 Statistical Report on the Administration of the Privacy Act

This section provides information about the processing of requests under the

Privacy Act. Appendix B provides a statistical summary of the requests received and/or finalized during this reporting period (2021-2022).

3.1 Formal Requests under the Privacy Act

The Office of the Ombudsman received eight (8) new requests under the Privacy Act during the period from April 1, 2021 to March 31, 2022, and two (2) requests were carried over from the previous reporting period. All ten (10) requests were dealt with during the reporting period, and none (0) were carried over to the next fiscal year. The total number of pages reviewed was 7,888.

For one (1) request received during the reporting period, no records existed. For the remaining nine (9) requests completed, two (2) requests were provided in their entirety, and in seven (7) partial disclosure was made. For all nine (9) of the requests where documents were provided, requestors were provided with electronic copies. There were no (0) requestors provided with paper copies of their records

There was one (1)) request for corrections to personal information in the reporting period. A notation was added to the file in question and the individual’s written comments added to the file.

3.2 Exemptions to the Release of Information

In the seven (7) cases of partial release, exemptions were invoked based on section 26 (personal information of another individual) of the Privacy Act. In one (1) request, information was also withheld on the basis of section 25 (safety of individuals), and in two (2) other requests information was also withheld on the basis of section 27 (solicitor-client privilege).

The Office of the Ombudsman does not receive a high volume of requests for personal information; over the last five years, the number of requests has not exceeded twelve (12). Therefore, it is not possible to report on trends with any statistical significance. Having said that, over the same five year time period, information was mainly withheld on the basis of sections 26 (personal information of another individual) and 27 (solicitor-client privilege) of the Privacy Act, as well as section 22(1)(a)(ii) (designated investigative body). Requests normally relate to files of complaints received by the Ombudsman, so the type of information collected to deal with the file will dictate the exemptions and exclusions necessary.

3.3 Extension of the Time Limit

In seven (7) cases, the requests were completed in 30 days or less. In two (2) cases, extensions were taken under section 15(a)(i) of the Privacy

Act as the volume of pages to process could not be handled within thirty days by a reduced staff. Both were completed in less than 60 days.

One (1) request took longer than 60 days to deal with. In this case, the delay was caused by ATIP staff being unable to search the complaint database remotely. 

While the low volume of requests to the Office requires a caution as to the statistical significance of any trend analysis, it is possible to say that the vast majority of requests over the past five years have been completed within the statutory timeline of 30 days. During that period, the reason that an extension was required most often related to the need to consult with another organization prior to the release of the information. When delays relate to consultations, the Office attempts to provide the requestor with records that were not sent for consultation, and will release the remaining records once the consultation is complete.

3.4 Informal Privacy Requests

During the current reporting period the ATIP Unit did not process any informal requests for personal information.

The Office’s policy is to keep all parties informed of the progress of each case, and keep constituents informed of the status of their file.

3.5 Complaints and Audits

During this reporting period, no complaints were filed with the Privacy Commissioner regarding the handling of requests under the Privacy Act, and no audits or investigations were conducted.

3.6 Fees and Costs

There are no costs associated with ATIP specific software as the volume of requests does not warrant the expenditure.

• The total cost assigned to the salaries related to the administration of the Privacy Act totaled $30,200

• There were no other administrative costs

• The total costs were $30,200

4 Monitoring – Privacy Requests

The ATIP Unit uses a tracking spreadsheet to monitor processing times for privacy requests. The ATIP Coordinator reports to the senior management committee as necessary for their situational awareness. The senior management committee includes the Ombudsman, Directors General and Directors.

Annex 1: Delegation Order

Copy of Delegation Order

Sep 05 2002

Mr. André Marin

Department of National Defence

and Canadian Forces Ombudsman

12th Floor, 100 Metcalfe Street

Ottawa ON K1P 5M1

Dear Mr. Marin:

I would like to acknowledge and thank you for your letter, received on August 1, 2002, concerning the Designation Order for the Access to Information Act and the Privacy Act.

 

I concur with your request and have signed the enclosed English and French copies of the Designation Order.

Once again, thank you for bringing this information to my attention.

Yours sincerely,

[signed]

The Honourable John McCallum, P.C., M.P.

Enclosures: 2

Designation Order

Access to Information and Privacy Act

The Minister of National Defence, persuant to section 73 of the Access to Information Act and the Privacy Act, hereby designates the person holding the position of Access to Information and Privacy Coordinator, Office of the Ombudsman, National Defence and Canadian Forces, to exercise all powers and perform the duties and functions of the Minister as the head of the Department of National Defence and the Canadian Forces under the Acts, concerning the Office of the Ombudsman, National Defence and Canadian Forces.

In the absence of the Access to Information and Privacy Coordinator, Office of the Ombudsman, National Defence and Canadian Forces, the Minister, pursuant to section 73 of the Acts, hereby designates the person acting as Access to Information and Privacy Coordinator for the Office of the Ombudsman, National Defence and Canadian Forces, to exercise the powers and perform the duties and functions of the Minister under the Acts, concerning the Office of the Ombudsman, National Defence and Canadian Forces.

[signed]

The Honourable John McCallum, P.C.,

M.P. Minister of National Defence

Annex 2: Statistical Report on the PrivacyAct

Statistical Report on the Privacy Act

Name of institution:Ombudsman for the Department of National Defence a

Reporting period:

2021-04-01

to 2022-03-31

 Section 1: Requests Under the Privacy Act

• Number of requests received

Number of Requests
Received during reporting period		8
Outstanding from previous reporting periods		2
• Outstanding from previous reporting period	2
• Outstanding from more than one reporting period	0
Total		10
Closed during reporting period		10
Carried over to next reporting period		0
• Carried over within legislated timeline	0
• Carried over beyond legislated timeline	0

• Channels of requests

Source	Number of Requests
Online	0
E-mail	8
Mail	0
In person	0
Phone	0
Fax	0
Total	8

 Section 2: Informal requests

• Numberof informalrequests

Number of Requests
Received during reporting period			0
Outstanding from previous reporting periods			0
• Outstanding from previous reporting period	0
• Outstanding from more than one reporting period	0
Total			0
Closed during reporting period			0
Carried over to next reporting period			0

• Channels of informal requests

Source	Number of Requests
Online	0
E-mail	0
Mail	0
In person	0
Phone	0
Fax	0
Total	0

• Completion time of informal requests

Completion Time
1 to 15 Days	16 to 30 Days	31 to 60 Days	61 to 120 Days	121 to 180 Days	181 to 365 Days	More Than 365 Days	Total
0	0	0	0	0	0	0	0

• Pages released informally

Less Than 100 Pages Released		100-500 Pages Released		501-1000 Pages Released		1001-5000 Pages Released		More Than 5000 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

• Disposition and completion time

Disposition of Requests	Completion Time
	1 to 15 Days	16 to 30 Days	31 to 60 Days	61 to 120 Days	121 to 180 Days	181 to 365 Days	More Than 365 Days	Total
All disclosed	1	0	0	0	1	0	0	2
Disclosed in part	1	4	2	0	0	0	0	7
All exempted	0	0	0	0	0	0	0	0
All excluded	0	0	0	0	0	0	0	0
No records exist	1	0	0	0	0	0	0	1
Request abandoned	0	0	0	0	0	0	0	0
Neither confirmed nor denied	0	0	0	0	0	0	0	0
Total	3	4	2	0	1	0	0	10

• Exemptions

Section	Number of Requests	Section	Number of Requests	Section	Number of Requests
18(2)	0	22(1)(a)(i)	0	23(a)	0
19(1)(a)	0	22(1)(a)(ii)	0	23(b)	0
19(1)(b)	0	22(1)(a)(iii)	0	24(a)	0
19(1)(c)	0	22(1)(b)	0	24(b)	0
19(1)(d)	0	22(1)(c)	0	25	1
19(1)(e)	0	22(2)	0	26	7
19(1)(f)	0	22.1	0	27	2
20	0	22.2	0	27.1	0
21	0	22.3	0	28	0
22.4	0

• Exclusions

Section	Number of Requests	Section	Number of Requests	Section	Number of Requests
69(1)(a)	0	70(1)	0	70(1)(d)	0
69(1)(b)	0	70(1)(a)	0	70(1)(e)	0
69.1	0	70(1)(b)	0	70(1)(f)	0
70(1)(c)	0	70.1	0

• Format of information released

Paper	Electronic				Other
	E-record	Data set	Video	Audio
0	9	0	0	0	0

• Complexity

Relevant pages processed and disclosed for paper and e-record formats

Number of Pages Processed	Number of Pages Disclosed	Number of Requests
7888	7609	9

• Relevant pages processed by request disposition for paper and e-record formats by size of requests

Less Than 100 Pages Processed			100-500 Pages Processed			501-1000 Pages Processed			1001-5000 Pages Processed			More Than 5000 Pages Processed
Disposition		Number of Requests		PagesProcessed	Number of Requests		PagesProcessed	Number of Requests		PagesProcessed	Number of Requests		PagesProcessed	Number of Requests		PagesProcessed
All disclosed		0		0	2		406	0		0	0		0	0		0
Disclosed in part		1		68	2		968	1		976	3		5470	0		0
All exempted		0		0	0		0	0		0	0		0	0		0
All excluded		0		0	0		0	0		0	0		0	0		0
Request abandoned		0		0	0		0	0		0	0		0	0		0
Neither confirmed nor denied		0		0	0		0	0		0	0		0	0		0
Total		1		68	4		1374	1		976	3		5470	0		0

• Relevant minutes processed and disclosed for audio formats

Number of Minutes Processed	Number of Minutes Disclosed	Number of Requests
0	0	0

• 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	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

• Relevant minutes processed and disclosed for video formats

Number of Minutes Processed	Number of Minutes Disclosed	Number of Requests
0	0	0

• 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
Total	0	0	0	0	0	0

• Other complexities

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

• Closed requests

• Number of requests closed within legislated timelines

Number of requests closed within legislated timelines	9
Percentage of requests closed within legislated timelines (%)	90

• Deemed refusals

• 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
1	0	0	0	1

• Request 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 to 15 days	0	0	0
16 to 30 days	0	0	0
31 to 60 days	0	0	0
61 to 120 days	1	0	1
121 to 180 days	0	0	0
181 to 365 days	0	0	0
More than 365 days	0	0	0
Total	1	0	1

• 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 4: Disclosures Under Subsections 8(2) and 8(5)

Paragraph 8(2)(e)	Paragraph 8(2)(m)	Subsection 8(5)	Total
0	0	0	0

Disposition for Correction Requests Received	Number
Notations attached	1
Requests for correction accepted	0
Total	1

• Reasons for extensions

15(a)(i) Interference with operations			15 (a)(ii) Consultation
Further review	15(b)
required to	Cabinet	Translation
Number of requests where an	determine	Large volume of	Large volume of	Documents are	ConfidenceSection	purposes or
extension was taken	exemptions	pages	requests	difficult to obtain	(Section 70)	External	Internal	conversion
2	0	2	0	0	0	0	0	0

• Length of extensions

15(a)(i) Interference with operations				15 (a)(ii) Consultation			15(b) Translation purposes or conversion
Length of Extensions	Further review required to determine exemptions	Large volume of pages	Large volume of requests	Documents are difficult to obtain	Cabinet ConfidenceSection (Section 70)	External		Internal
1 to 15 days	0	0	0	0	0	0	0	0
16 to 30 days	0	2	0	0	0	0	0	0
31 days or greater	0
Total	0	2	0	0	0	0	0	0

• Consultations received from other Government of Canada institutions and other organizations

Consultations	Other Government of Canada Institutions	Number of Pages to Review	Other Organizations	Number of Pages to Review
Received during the reporting period	1	35	0	0
Outstanding from the previous reporting period	0	0	0	0
Total	1	35	0	0
Closed during the reporting period	1	35	0	0
Carried over within negotiated timelines	0	0	0	0
Carried over beyond negotiated timelines	0	0	0	0

• Recommendations and completion time for consultations received from other Government of Canada institutions

Recommendation	Number of Days Required to Complete Consultation Requests
	1 to 15 Days	16 to 30 Days	31 to 60 Days	61 to 120 Days	121 to 180 Days	181 to 365 Days	More Than 365 Days	Total
Disclose entirely	1	0	0	0	0	0	0	1
Disclose in part	0	0	0	0	0	0	0	0
Exempt entirely	0	0	0	0	0	0	0	0
Exclude entirely	0	0	0	0	0	0	0	0
Consult other institution	0	0	0	0	0	0	0	0
Other	0	0	0	0	0	0	0	0
Total	1	0	0	0	0	0	0	1

• 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 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

• Requests with Legal Services

Number of Days	Fewer Than 100 Pages Processed		100-500PagesProcessed		501-1000 Pages Processed		1001-5000 Pages Processed		More than 5000 Pages Processed
	Number of Requests	PagesDisclosed	Number of Requests	PagesDisclosed	Number of Requests	PagesDisclosed	Number of Requests	PagesDisclosed	Number of Requests	PagesDisclosed
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

• Requests with Privy Council Office

Number of Days	Fewer Than 100 Pages Processed		100‒500PagesProcessed		501-1000 Pages Processed		1001-5000 Pages Processed		More than 5000 Pages Processed
	Requests	Disclosed	Requests	Disclosed	Requests	Disclosed	Requests	Disclosed	Requests	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 Investigations Notices Received

Section 31	Section 33	Section 35	Court action	Total
0	0	0	0	0

 Section 10: Privacy Impact Assessments (PIAs) and Personal Information Banks (PIBs)

• Privacy Impact Assessments

Number of PIAs completed	0
Number of PIAs modified	0

• Institution-specific and Central Personal Information Banks

Personal Information Banks	Active	Created	Terminated	Modified
Institution-specific	1	0	0	0
Central	43	0	0	0
Total	44	0	0	0

 Section 11: Privacy Breaches

• Material Privacy Breaches reported

Number of material privacy breaches reported to TBS	0
Number of material privacy breaches reported to OPC	0

• 
  Non-Material Privacy Breaches

 Section 12: Resources Related to the Privacy Act

• Allocated Costs

Expenditures		Amount
Salaries		$30,200
Overtime		$0
Goods and Services		$0
• Professional services contracts	$0
• Other	$0
Total		$30,200

• Human Resources

Resources	Person Years Dedicated to Privacy Activities
Full-time employees	0.270
Part-time and casual employees	0.000
Regional staff	0.000
Consultants and agency personnel	0.000
Students	0.000
Total	0.270

Note: Enter values to three decimal places.

Supplemental Statistical Report on the Access to Information Act and

The Privacy Act

Name of institution: Ombudsman for the Department of National Defence and the Canadian Forces

Reporting period: 2021-04-01 to 2022-03-31

Section 1: Capacity to Receive Requests

Enter the number of weeks your institution 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	0

Section 2: Capacity to Process Records

• Enter the number of weeks your institution was able to process paper records in

different classification levels.

No Capacity	Partial Capacity	Full Capacity	Total
UnclassifiedPaper Records	0	0	52	52
Protected B Paper Records	0	0	52	52
Secret and Top Secret Paper Records	0	0	52	52

• Enter the number of weeks your institution was able to process electronic records in

different classification levels.

No Capacity	Partial Capacity	Full Capacity	Total
UnclassifiedElectronic Records	0	0	52	52
Protected B Electronic Records	0	0	52	52
Secret and Top Secret Electronic Records	52	0	0	52

Section 3: Open Requests and Complaints Under the Access to Information Act

Fiscal Year Open Requests Were Received Open Requests that are Within Legislated Timelines as of March 31, 2022 Open Requests that are Beyond Legislated Timelines as of March 31, 2022 Total Received in 2021-2022 0 0 0 Received in 2020-2021 0 0 0 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 or earlier 0 0 0 Total 0 0 0

• Enter the number of open requests that are outstanding from previous reporting

• Enter the 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 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 or	0
earlier
Total	0

Section 4: Open Requests and Complaints Under the Privacy Act

Fiscal Year Open Requests Were Received Open Requests that are Within Legislated Timelines as of March 31, 2022 Open Requests that are Beyond Legislated Timelines as of March 31, 2022 Total Received in 2021-2022 0 0 0 Received in 2020-2021 0 0 0 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 or earlier 0 0 0 Total 0 0 0

• Open requests that are outstanding from previous reporting

• Open complaints with the Privacy Commissioner of Canada that are from previous reporting periods.

Fiscal Year Open Complaints Were Received by Institution	Number of Open Complaints
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 or earlier	0
Total	0

Section 5: Social Insurance Number (SIN)

Did your institution receive authority for a new collection or new consistent use of the SIN in 2021-2022?

No