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Public Health Agency of Canada Access to Information Act: Annual Report 2018 to 2019

Table of Contents

Introduction

1. Access to Information Act

The Access to Information Act (the Act) gives the Canadian public a right to access information contained in federal government records, subject to certain specific and limited exceptions.

The Act requires the head of every federal government institution to submit an annual report to Parliament on the administration of the Act following the close of each fiscal year. This annual report is prepared and is being tabled before each House of Parliament in accordance with section 94 of the Access to Information Act and section 20 of the Service Fees Act. This report provides a summary of how the Public Health Agency of Canada (PHAC) has fulfilled its access to information responsibilities during the fiscal year 2018–2019.

2. About the Public Health Agency of Canada

Public Health Agency of Canada’s mission is to promote and protect the health of Canadians through leadership, partnership, innovation and action in public health.

The role of PHAC is to:

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

Access to Information Infrastructure

1. The Access to Information and Privacy Division

The Access to Information and Privacy (ATIP) Division resides in the Planning, Integration and Management Services Directorate, Corporate Services Branch at Health Canada. Services are provided to PHAC under a shared services partnership agreement.

The ATIP Coordinator is accountable for the development, coordination and implementation of effective policies, guidelines, systems and procedures in order to enable efficient processing of requests under the Act. The Coordinator is also responsible for the implementation of relevant government-wide policies, systems and procedures. The Division is responsible for all Access to Information (ATI) legislative requirements pursuant to the Act such as:

In 2018–2019, the Act was administered by 3.04 full-time equivalent (FTE) employees with the support of consultant services (0.54 FTE) and part-time and casual employees (0.03 FTE) for a total complement of 3.61 FTEs.

2. Reading Room

PHAC has a reading room available where members of the public may make arrangements to review materials used by employees of the institution in administering or carrying out programs or activities of the institution that affect the public. The public reading room is available at:

Access to Information and Privacy Division
1600 Scott Street, Holland Cross
Tower B, 7th Floor, Suite 700
Ottawa, Ontario K1A 0K9

Delegation of Authority

The most recent delegation order for the Act, signed by the Minister of Health, is included in this report (Appendix A). In keeping with Treasury Board Secretariat recommendations on best practice, the delegation order extends authorities to multiple positions including the Coordinator, the Corporate Services Branch’s Assistant Deputy Minister and Director General of Planning Integration and Management Services Directorate. As appropriate, certain administrative authorities are delegated to various senior levels within the ATIP Division to support the effective and efficient administration of the Act. Health Canada, within the shared services partnership agreement, provides ATIP services to PHAC.

Requests under the Access to Information Act – Statistical Figures, Interpretation and Explanation

1. Statistical Report

This section of the report includes an interpretation and explanation of the data contained in PHAC’s statistical report, which summarizes ATI-related activity for the period between April 1, 2018 and March 31, 2019 (Appendix B).

2. Number of Access Requests and Case Load

Number of Access Requests
In 2018–2019 PHAC received 99 requests, representing a decrease of approximately 32% compared to the 146 requests received in 2017–2018.

Source of Requests: Trends
The largest number of requests received by PHAC comes from the public. Of the 99 requests received in 2018–2019, 33% fall to this category. Other significant sources of requests include Media (27%) and requesters who Decline to Identify themselves (17%).

Figure 1. Proportion of Requests by Source
Figure 1

The table below shows the proportion of requests among sources, noting the percentage changes from 2017–2018.

Proportion of Requests Among Sources
Source Number of Requests Proportion of Requests Variance from 2017–2018
Public 33 33% -5%
Media 27 27% +4%
Decline to Identify 17 17% +4%
Business (Private Sector) 14 14% +4%
Academia 5 5% -6%
OrganizationsFootnote * 3 4% -1%
Total 99 100%  
Footnote *

Examples – Associations, Political Parties and Unions

Return to footnote * referrer

Informal Requests

Requests can be made for records previously released under the Act. These requests are handled as “Access Informal” requests. In 2018–2019, PHAC processed 11 informal requests compared to five requests in 2017–2018. This represents an increase of 120%. PHAC continues to support the Government of Canada’s commitment to Openness and Transparency by posting summaries of completed requests on a monthly basis.

Case Load

During the 2018–2019 fiscal year, PHAC processed 109 of the 169 active requests (64%). Active requests included 99 new requests in 2018–2019 and 70 requests carried over from 2017–2018.

Figure 2. Access to Information Requests Received/Completed
Figure 2
Key Statistics by Fiscal Year
Fiscal Year Number of Requests
Received		 Number of Requests
Carried Over		 Total
Caseload		 Number of Requests
Closed		 # of Pages Reviewed
for Closed Files
2014–2015 133 40 173 136 1,188,252
2015–2016 75 37 112 76 7,350
2016–2017 133 36 169 131 9,627
2017–2018 146 38 184 114 25,844
2018–2019 99 70 169 109 19,784

Consultations Completed for Other Institutions

In 2018–2019, PHAC completed a total of 146 consultations representing 4,443 pages. This includes 143 consultations from other federal institutions and three consultations from other jurisdictions. PHAC completed 68% more consultations than the 87 consultations from other federal institutions completed in 2017–2018.

Number of Consultations and Pages Reviewed from Other Federal Institutions
Federal Institutions Number of Consultations Completed Pages Reviewed
Health Canada 77 2,120
Canadian Food and Inspection Agency 8 104
Employment and Social Development Canada 8 128
Public Safety 8 321
Treasury Board of Canada Secretariat 6 237
Other 36 1,248
Total 143 4,158

3. Disposition of Requests Completed

Completed requests were classified as follows:

Figure 3. Disposition of Requests Completed
Figure 3
Disposition of Requests Completed
Disposition of Requests Requests Completed by Percentage
Disclosed in part 41%
Request abandoned 21%
All disclosed 18%
No records exist 18%
Request Transferred 1%
Neither confirmed nor denied 1%

4. Exemptions Invoked

Sections 13 through 24 of the Act set out the exemptions intended to protect information pertaining to a particular public or private interest, and section 26 of the Act is a temporary exception relating to information to be published.

The majority of the 176 exemptions invoked by PHAC focussed on four sections of the Act – section 16 (Law enforcement and investigation), section 19 (personal information), section 20 (third party information), and section 21 (operations of government). Together, these accounted for 74% of the exemptions applied in 2018–2019.

Principal Exemptions Applied
Exemptions Number of Requests
with Exemptions Applied
Section 19 – Personal information 42
Section 20 – Third party information 40
Section 21 – Operations of Government 25
Section 16 – Law enforcement and investigation 23
Section 13 – Obtained in confidence 11
Section 14 – Federal-provincial affairs 11
Section 23 – Solicitor-client privilege 11
Section 15 – Injurious to international affairs 8
Section 17 – Threatens the safety of individuals 2

5. Exclusions Cited

The Access to Information Act does not apply to published material, material available to the public for purchase or for public reference (section 68); nor does it apply to confidences of the Queen's Privy Council (section 69). Requests containing proposed exclusions under section 69 require consultation with the Department of Justice, and potentially the Privy Council Office.

During 2018–2019, PHAC applied one exclusion pursuant to section 68 of the Act, and four exclusions for section 69 of the Act.

6. Completion Time

The number of requests processed within the legislated timeline was 63 (58%), with 54 (49%) being completed within 30 days and 9 (9%) requests requiring legislated extensions. Most extensions were taken due to the volume of the file and to complete consultations.

During the fiscal year, an initiative to reduce the inventory of overdue files (i.e. backlog) was put in place. This inventory was primarily made up of large volume and complex requests that were already past the legislative due date. The initiative was successful in closing several of these files, which contributed to a relatively high percentage of files being closed after more than 120 days. In some cases, the legislated extension that had been taken was insufficient to allow for completion of the file, as indicated in the table below.

Percentage of Files Per Completion Time Category
Completion Time Completed Within Legislative Deadline Completed After Legislative Deadline
No Extension Extension Taken No Extension Extension Taken
30 days or less 54 (49%) 0 n/a n/a
31–60 days n/a 4 (4%) 9 (8%) 0
61–120 days n/a 5 (5%) 2 (2%) 3 (3%)
More than 120 days n/a 0 11 (10%) 21 (19%)
Total 54 9 22 24

7. Extensions

Extensions provided under the Act were invoked to provide time for consultations and to process voluminous records. Of the 109 files closed in 2018–2019, PHAC invoked 58 extensions under Section 9(1) of the Act, an increase from the 31 invoked in 2017–2018.

Extensions Invoked
Length of extensions 9(1)(a)
Interference with operations		 9(1)(b)
Consultation 		9(1)(c)
Third party notice
#of times invoked Pourcentage #of times invoked Pourcentage #of times invoked Pourcentage
30 days or less 7 12% 5 9% 0 0%
More than 30 days 9 16 % 20 34% 17 29%

8. Translations

No translations were required to respond to requests in 2018–2019.

9. Format of Information Released

Of the requests that were fully or partially disclosed, 13 were released in paper format, while the remaining 52 were released as electronic copies. Electronic copies are available through CD or E-Post. E-Post is a service offered by Canada Post that provides an accessible platform to share information. E-Post was introduced in fiscal year 2018–2019 to provide requesters with easier and more timely access to information.

10. Fees

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

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

Training and Awareness

Training, Orientation and Awareness for PHAC Employees

Training sessions regarding the Act and related processes are offered to PHAC employees on a regular basis. In fiscal year 2018–2019, the ATIP Division delivered four “ATI 101” training sessions to 13 participants. The objectives of the sessions are to impart an understanding of the Act, roles and responsibilities, the handling of formal and informal requests, basic grounds to withhold information and how to process an ATI request. Significant efforts have been put into updating training materials and tools.

A process to identify and strategically assess training needs and provide customized training to target groups has been implemented to improve the effectiveness of training sessions. In addition, the ATIP Division worked collaboratively with different program areas to promote awareness and develop customized training to meet PHAC's needs. This collaboration resulted in four general awareness sessions for 60 participants.

Complaints and Court Applications for Reviews

1. Complaints to the Information Commissioner

During 2018–2019, 13 complaints were filed under the Act with the Office of the Information Commissioner of Canada with respect to requests processed by PHAC.

Complaints Filed with the OIC
Reason Number of Complaints
Deemed Refusal 3
Exemptions 5
Missing Records 4
Miscellaneous 1
Total 13

The Agency reviews the outcomes of all OIC investigations, and where appropriate, incorporates lessons learned into business processes.

2. Types of Complaints and their Disposition Completed in 2018–2019

Types of Complaints and their Disposition Completed in 2018–2019
Subject of Complaint Number of Closed Complaints Final Disposition by OIC
Deemed Refusal (delay) 1
  • 1 Well Founded
Time Extension 2
  • 2 Well Founded
Incomplete Search 1
  • 1 Not Well Founded
Total 4
  • 3 Well Founded
  • 1 Not Well Founded

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

During this reporting period, no notices of applications were filed with the Federal Court or the Federal Court of Appeal.

4. Responses to Recommendations raised by other Agents of Parliament

There were no recommendations raised by other Agents of Parliament during fiscal year 2018–2019.

Policies, Guidelines, Procedures and Initiatives

In 2018–2019, PHAC continued its efforts to formalize the internal operating procedures and carry out the ATI Action Plan. Several internal ATIP Division procedures were created or modified to continue to reinforce accountability, clarity and consistency.

Other successes arising from the Action Plan included stabilizing the case management and imaging software through the correction of various bugs and the improved availability of performance reports. To support personnel development and consistency, training and information sessions took place both in the ATIP Division and with stakeholders throughout PHAC. Working group meetings continued with participants from all PHAC branches. The objective of those meetings was to identify and leverage best practices and improve collaboration and information sharing.

Recruitment efforts proceeded well despite a shortage of specialized resources across the Government of Canada.

Monitoring Compliance

The ATIP Division has undertaken the production of weekly, monthly and quarterly reporting to Senior Management in order to monitor performance within PHAC.

Appendix A: Access to Information Act and Privacy Act – Delegation Order

Delegation Order

Access to Information Act and Privacy Act

I, the Minister of Health, pursuant to section 95 of the Access to Information Act and section 73 of the Privacy Act, hereby delegate the persons holding the positions set out in the Delegation of Authority Schedule attached hereto, or the persons occupying on an acting basis those positions, to exercise the powers, duties and functions of the Minister as head of Public Health Agency of Canada, under the provisions of the Acts and related regulations set out in the schedule opposite each position. This delegation supersedes all previous delegation orders.

The Honourable Patty Hajdu
Minister of Health
January 22, 2020

Delegation of Authority Schedule

Access to Information Act - Part 1 and 3
Provisions Description President ADM CSB DG PIMSD Dir ATIP Ops Deputy Dir, ATIP Ops
All Provisions All powers, duties and functions under the Access to Information Act, R.S.C. 1985, c. A-1 (prior to and following June 21, 2019) and related regulations (prior to and following June 21, 2019) Full authority
Access to Information Act - Part 1 and 3 Continued
Provisions Description Dir, PMD Manager Team Leader Senior Analyst Analyst
4(2.1) Responsibility of government institutions No Yes Yes Yes Yes
6.1(1) Reasons for declining to act on request No Yes No No No
6.1(1.3), (1.4), (2) Notice – suspension, end of suspension No Yes Yes Yes No
7 Notice when access requested No Yes Yes Yes Yes
8(1) Transfer of request No Yes Yes No No
9(1) Extension of time limits No Yes Yes No No
9(2) Notice of extension to Information Commissioner No Yes Yes Yes Yes
10 Where access is refused No Yes Yes No No
11(2) Application Fee Waiver No Yes Yes No No
12(2)(b) Language of access No Yes Yes No No
12(3)(b) Access to record in alternative format No Yes Yes No No
Exemption Provisions of the Access to Information Act
13 Information obtained in confidence No Yes No No No
14 Federal-provincial affairs No Yes No No No
15 International affairs and defence No Yes No No No
16 Law enforcement and investigations No Yes Yes No No
16.5 Public Servants Disclosure Protection Act No Yes No No No
17 Safety of individuals No Yes No No No
18 Economic interests of Canada No Yes No No No
18.1 Economic interest of certain government institutions No Yes No No No
19 Personal information No Yes Yes No No
20 Third party information No Yes Yes No No
21 Advice, etc. No Yes No No No
22 Testing procedures, tests and audits No Yes No No No
22.1 Internal Audits No Yes No No No
23 Protected information – solicitors, advocates and notaries No Yes Yes No No
23.1 Protected information – patents and trade-marks No Yes Yes No No
24 Statutory prohibitions against disclosure No Yes Yes No No
Other Provisions of the Access to Information Act
25 Severability No Yes Yes No No
26 Refusal of access if information to be published No Yes No No No
27(1), (4) Notice to third parties No Yes Yes Yes No
28(1)(b),
(2), (4)		 Representations of third party and decision No Yes No No No
33 Notice to Information Commissioner of notices to third parties No Yes Yes Yes No
35(2)(b) Right to make representations No No No No No
37(1)(c) Notice of actions to implement recommendations of Commissioner No Yes No No No
37(4) Access to be given to complainant No Yes No No No
41(2) Review by Federal Court – government institution No No No No No
43(2) Service or notice of application to Federal Court for review No Yes Yes No No
44(2) Notice to person who requested record No Yes Yes No No
52(2)(b), 52(3) Special rules for hearings No No No No No
94 Annual report – government institutions No No No No No
96(3) Notice of Provision of services related to access to information No No No No No
96(5) Spending authority No No No No No
Access to Information Act – Regulations
6(1) Transfer of request No Yes No No No
8 Method of access No Yes No No No
8.1 Limitations in respect of format support No Yes No No No

Legend

Yes - Delegated

No - No Delegation
Privacy Act
Provisions Description President ADM CSB DG PIMSD Dir ATIP Ops Deputy Dir, ATIP Ops
All Provisions All powers, duties and functions under the Act and Regulations Full authority
Privacy Act Continued
Provisions Description Dir, PMD Manager Team Leader Senior Analyst Analyst
8(2)(j) Disclosure for research or statistical purposes Yes No No No No
8(2)(m) Disclosure in the public interest or in the interest of the individual Yes No No No No
8(4) Copies of requests under paragraph 8(2)(e) Yes No No No No
8(5) Notice of disclosure under paragraph 8(2)(m) Yes No No No No
9(1) Record of disclosures to be retained Yes No No No No
9(4) Consistent uses Yes No No No No
10 Personal information to be included in personal information banks Yes No No No No
14(a) Notice where access requested No Yes Yes Yes No
14(b) Giving access to the record No Yes Yes No No
15 Extension of time limits No Yes Yes Yes No
16 Where access is refused No Yes Yes No No
17(2)(b) Language of access No Yes Yes No No
17(3)(b) Access in an alternative format No Yes Yes No No
Exemption Provisions of the Privacy Act
18(2) Exempt banks No Yes No No No
19 Information obtained in confidence No Yes No No No
20 Federal-provincial affairs No Yes No No No
21 International affairs and defence No Yes No No No
22 Law enforcement and investigations No Yes No No No
22.3 Public Servants Disclosure Protection Act No Yes No No No
23 Security clearances No Yes No No No
24 Individuals sentenced for an offence No Yes No No No
25 Safety of individuals No Yes No No No
26 Information about another individual No Yes Yes No No
27 Protected information – solicitors, advocates and notaries No Yes Yes No No
27.1 Protected information – patents and trade-marks No Yes Yes No No
28 Medical records No Yes No No No
Other Provisions
33(2) Right to make representations Yes No No No No
35(1)(b) Notice of actions to implement recommendations of Commissioner Yes Yes No No No
35(4) Access to be given to complainant Yes Yes No No No
36(3)(b) Notice of actions to implement recommendations of Commissioner concerning exempt banks Yes Yes No No No
51(2)(b),(3) Special rules for hearings Yes No No No No
72 Annual report to Parliament Yes No No No No
73.1(3) Notice of Provision of services related to privacy Yes No No No No
73.1(5) Spending authority Yes No No No No
Privacy Regulations
7 Retention of personal information requested under paragraph 8(2)(e) Yes No No No No
9 Examination of information Yes Yes Yes Yes Yes
11(2),11(4) Notification concerning corrections Yes Yes Yes Yes Yes
13(1) Disclosure of personal information relating to physical or mental health Yes Yes Yes No No
14 Examination in presence of medical practitioner or psychologist Yes Yes Yes No No

Legend

Yes - Delegated

No - No Delegation

Appendix B: Statistical Report on the Access to Information Act

TBS/SCT 350-62
Name of institution: Public Health Agency of Canada
Reporting period: 2018-04-01 to 2019-03-31

Part 1: Requests Under the Access to Information Act

1.1 Number of requests
Requests Number of Requests
Received during reporting period 99
Outstanding from previous reporting period 70
Total 169
Closed during reporting period 109
Carried over to next reporting period 60
1.2 Sources of requests
Source Number of Requests
Media 27
Academia 5
Business (private sector) 14
Organization 3
Public 33
Decline to Identify 17
Total 99
1.3 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
4 2 4 1 0 0 0 11

Part 2: Requests Closed During the Reporting Period

2.1 Disposition and completion time
Disposition of Requests Completion Time
1 to 15
Days		 16 to 30
Days		 31 to 60
Days		 61 to 120
Days		 121 to 180
Days		 181 to 365
Days		 More Than 365
Days		 Total
All disclosed 0 9 5 2 1 2 1 20
Disclosed in part 3 3 6 6 4 12 11 45
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0
No records exist 10 6 2 1 0 0 1 20
Request transferred 1 0 0 0 0 0 0 1
Request abandoned 11 10 0 1 0 0 0 22
Neither confirmed nor denied 1 0 0 0 0 0 0 1
Total 26 28 13 10 5 14 13 109
2.2 Exemptions
Section Number of Requests Section Number of Requests Section Number of Requests Section Number of Requests
13(1)(a) 3 16(2) 0 18(a) 0 20.1 0
13(1)(b) 1 16(2)(a) 3 18(b) 1 20.2 0
13(1)(c) 7 16(2)(b) 2 18(c) 0 20.4 0
13(1)(d) 0 16(2)(c) 1 18(d) 0 21(1)(a) 13
13(1)(e) 0 16(3) 16 18.1(1)(a) 0 21(1)(b) 12
14 8 16.1(1)(a) 0 18.1(1)(b) 0 21(1)(c) 0
14(a) 3 16.1(1)(b) 0 18.1(1)(c) 0 21(1)(d) 0
14(b) 0 16.1(1)(c) 0 18.1(1)(d) 0 22 0
15(1) 3 16.1(1)(d) 0 19(1) 42 22.1(1) 0
15(1) - I.A. Table 2.2 footnote 1 4 16.2(1) 0 20(1)(a) 1 23 11
15(1) - Def.Table 2.2 footnote 2 1 16.3 0 20(1)(b) 12 24(1) 1
15(1) - S.A.Table 2.2 footnote 3 0 16.4(1)(a) 0 20(1)(b.1) 2 26 1
16(1)(a)(i) 0 16.4(1)(b) 0 20(1)(c) 17    
16(1)(a)(ii) 0 16.5 0 20(1)(d) 8    
16(1)(a)(iii) 0 17 2        
16(1)(b) 0            
16(1)(c) 1            
16(1)(d) 0            

Table 2.2 footnotes

Footnote 1

I.A.: International Affairs

Return to footnote 1 referrer

Footnote 2

Def.: Defence of Canada

Return to footnote 2 referrer

Footnote 3

S.A.: Subversive Activities

Return to footnote 3 referrer
2.3 Exclusions
Section Number of
Requests		 Section Number of
Requests		 Section Number of
Requests
68(a) 1 69(1) 2 69(1)(g) re (a) 2
68(b) 0 69(1)(a) 0 69(1)(g) re (b) 0
68(c) 0 69(1)(b) 0 69(1)(g) re (c) 0
68.1 0 69(1)(c) 0 69(1)(g) re (d) 0
68.2(a) 0 69(1)(d) 0 69(1)(g) re (e) 0
68.2(b) 0 69(1)(e) 0 69(1)(g) re (f) 0
    69(1)(f) 0 69.1(1) 0
2.4 Format of information released
Disposition Paper Electronic Other Formats
All disclosed 6 14 0
Disclosed in part 7 38 0
Total 13 52 0

2.5 Complexity

2.5.1 Relevant pages processed and disclosed
Disposition of Requests Number of Pages
Processed		 Number of Pages
Disclosed		 Number of Requests
All disclosed 4,147 4,147 20
Disclosed in part 15,637 12,112 45
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 0 0 22
Neither confirmed nor denied 0 0 1
2.5.2 Relevant pages processed and disclosed by size of requests
Disposition Less Than 100
Pages Processed		 101-500
Pages Processed		 501-1000
Pages Processed 		1001-5000
Pages Processed		 More Than 5000
Pages Processed
Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed
All disclosed 15 590 3 524 0 0 2 3,033 0 0
Disclosed in part 23 679 12 2,435 4 2,707 6 6,291 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 22 0 0 0 0 0 0 0 0 0
Neither confirmed nor denied 1 0 0 0 0 0 0 0 0 0
Total 61 1,269 15 2,959 4 2,707 8 9,324 0 0
2.5.3 Other complexities
Disposition Consultation
Required		 Assessment of
Fees		 Legal Advice
Sought		 Other Total
All disclosed 2 0 0 5 7
Disclosed in part 11 0 1 11 23
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 13 0 1 16 30

2.6 Deemed refusals

2.6.1 Reasons for not meeting statutory deadline
Number of Requests Closed
Past the Statutory Deadline		 Principal Reason
Workload External Consultation Internal Consultation Other
45 18 3 1 23
2.6.2 Number of days past deadline
Number of Days Past Deadline Number of Requests
Past Deadline Where
No Extension Was Taken		 Number of Requests
Past Deadline Where
An Extension Was Taken		 Total
1 to 15 days 3 2 5
16 to 30 days 6 0 6
31 to 60 days 1 1 2
61 to 120 days 3 5 8
121 to 180 days 3 3 6
181 to 365 days 5 7 12
More than 365 days 1 5 6
Total 22 23 45
2.7 Requests for translation
Translation Requests Accepted Refused Total
English to French 0 0 0
French to English 0 0 0
Total 0 0 0

Part 3: Extensions

3.1 Reasons for extensions and disposition of requests
Disposition of Requests
Where an Extension Was Taken		 9(1)(a)
Interference
With Operations		 9(1)(b)
Consultation		 9(1)(c)
Third-Party Notice
Section 69 Other
All disclosed 3 0 5 2
Disclosed in part 13 0 20 15
All exempted 0 0 0 0
All excluded 0 0 0 0
No records exist 0 0 0 0
Request abandoned 0 0 4 2
Total 16 0 25 17
3.2 Length of extensions
Length of Extensions 9(1)(a)
Interference With Operations		 9(1)(b)
Consultation		 9(1)(c)
Third-Party Notice
Section 69 Other
30 days or less 7 0 5 0
31 to 60 days 3 0 12 15
61 to 120 days 4 0 8 0
121 to 180 days 0 0 0 1
181 to 365 days 1 0 0 1
365 days or more 1 0 0 0
Total 16 0 25 17

Part 4: Fees

4.1 Fees
Fee Type Fee Collected Fee Waived or Refunded
Number of
Requests		 Amount Number of
Requests		 Amount
Application 74 $370 35 $175
Search 0 $0 0 $0
Production 0 $0 6 $14
Programming 0 $0 0 $0
Preparation 0 $0 0 $0
Alternative format 0 $0 0 $0
Reproduction 0 $0 1 $2
Total 74 $370 42 $191

Part 5: Consultations Received From Other Institutions and Organizations

5.1 Consultations received from other Government of Canada institutions and organizations
Consultations Other Government of Canada Institutions Number of Pages to Review Other Organizations Number of Pages to Review
Received during reporting period 133 3,670 3 285
Outstanding from the previous reporting period 12 535 0 0
Total 145 4,205 3 285
Closed during the reporting period 143 4,158 3 285
Pending at the end of the reporting period 2 47 0 0
5.2 Recommendations and completion time for consultations received from other Government of Canada institutions
Recommendation Number of Days Required to Complete Consultation Requests
1 to 15 Days 16 to 30 Days 31 to 60 Days 61 to 120 Days 121 to 180 Days 181 to 365 Days More Than 365 Days Total
Disclose entirely 37 56 14 3 0 0 0 110
Disclose in part 6 6 6 2 0 1 0 21
Exempt entirely 0 1 0 1 0 0 0 2
Exclude entirely 0 1 0 0 0 0 0 1
Consult other institution 3 0 1 0 0 0 0 4
Other 1 1 3 0 0 0 0 5
Total 47 65 24 6 0 1 0 143
5.3 Recommendations and completion time for consultations received from other organizations
Recommendation Number of Days Required to Complete Consultation Requests
1 to 15 Days 16 to 30 Days 31 to 60 Days 61 to 120 Days 121 to 180 Days 181 to 365 Days More Than 365 Days Total
Disclose entirely 0 2 0 0 0 0 0 2
Disclose in part 0 0 0 1 0 0 0 1
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 2 0 1 0 0 0 3

Part 6: Completion Time of Consultations on Cabinet Confidences

6.1 Requests with Legal Services
Number of Days Fewer Than 100
Pages Processed		 101-500
Pages Processed		 501-1,000
Pages Processed		 1001-5,000
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 2 51 0 0 0 0 0 0 0 0
16 to 30 1 11 0 0 0 0 0 0 0 0
31 to 60 1 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 4 62 0 0 0 0 0 0 0 0
6.2 Requests with Privy Council Office
Number of Days Fewer Than 100
Pages Processed		 101‒500
Pages Processed		 501-1,000
Pages Processed		 1001-5,000
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 1 2 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 1 2 0 0 0 0 0 0 0 0

Part 7: Complaints and Investigations

7.1 Complaints and Investigations
Section 32 Section 35 Section 37 Total
13 0 4 17

Part 8: Court Action

8.1 Court Action
Section 41 Section 42 Section 44 Total
0 0 0 0

Part 9: Resources Related to the Access to Information Act

9.1 Costs
Expenditures Amount
Salaries $230,919
Overtime $3,070
Goods and Services
  • Professional services contracts ($126,057)
  • Other ($11,667)
 $137,724
Total $371,713
9.2 Human Resources
Resources Person Years Dedicated to Access to Information Activities
Full-time employees 3.04
Part-time and casual employees 0.03
Regional staff 0.00
Consultants and agency personnel 0.54
Students 0.00
Total 3.61

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