Annual Report 2020-2021 - Administration of the Privacy Act
On this page
- 1. Introduction
- 2. CSIS Mandate
- 3. Organizational Structure
- 4. Delegation Order
- 5. Interpretation of the 2020-2021 statistical report for quests under the Privacy Act
- 5.1 – Sources of requests
- 5.2 – Disposition of completed requests
- 5.3 – Deemed refusals
- 5.4 – Extensions
- 5.5 – Exemptions and exclusions invoked
- 5.6 – Consultations received from other Government of Canada institutions
- 5.7 – Other requests
- 5.8 – Impact of Covid-18 measures
- 6. Training and Awareness
- 7. Policies, Guidelines, Procedures and Initiatives
- 8. Issues and Actions Taken on Complaints or Audits
- 9. Monitoring Compliance
- 10. Material Breaches
- 11. Privacy Impact Assessments
- 12. Public Interest Disclosures
- 13. Other
- 14. 2020-2021 Statistical Report on the Privacy Act
- 15. 2020-2021 Supplemental Statistical Report on the Report on the Access to Information Act and Privacy Act
1. Introduction
The Privacy Act (hereafter the “Act”) provides Canadian citizens, permanent residents, and individuals present in Canada, the right to access personal information under the control of the Government of Canada. The right of access to personal information is balanced against the legitimate need to protect sensitive information and to maintain the effective functioning of government, while promoting transparency and accountability in government institutions. The Act protects an individual’s privacy by preventing others from accessing his or her personal information, and manages the collection, retention, use and disclosure of personal information.
In June 2019, Bill C-58, An Act to Amend the Access to Information Act and Privacy Act and to make consequential amendments to other Acts, received Royal Assent. The Bill brought forth the most significant advances to the Access to Information Act as well as minor amendments to the Privacy Act since they came into force in 1983.
This report is prepared and tabled in Parliament in accordance with section 72 of the Privacy Act. It covers the way in which the Canadian Security Intelligence Service (CSIS) administered the Act from April 1, 2020 to March 31, 2021.
2. CSIS Mandate
CSIS has, for the past thirty-seven (37) years, continued to demonstrate its value to Canadians by providing the Government of Canada with crucial information and advice linked to threats to the security of Canada and of Canadian interests. The CSIS Act gives CSIS the mandate to investigate activities suspected of constituting threats to the security of Canada including terrorism and violent extremism, espionage and sabotage, foreign influenced activities, and subversion of government. CSIS also advises the Government on these threats and takes lawful measures to reduce them. In addition, the Service provides security assessments on individuals who require access to classified information or sensitive files within the Government of Canada as well as security advice relevant to the exercise of the Citizenship Act or the Immigration and Refugee Protection Act. Foreign intelligence collection within Canada is also conducted by CSIS at the request of the Minister of Foreign Affairs or the Minister of National Defence.
In June 2019, the National Security Act, 2017 received Royal Assent. This legislation modernized the original CSIS Act by addressing outdated legal authorities, introducing new safeguards and accountability measures as well as clarifying CSIS’ responsibilities. The legislation addressed specific challenges and provided new modern authorities needed to keep pace with continuous changes in the threat, as well as the technological and legal landscapes.
3. Organizational Structure
During the 2020-2021 fiscal year, the Access to Information and Privacy (ATIP) Section remained under the Deputy Director, Policy and Strategic Partnerships Directorate. Within the Directorate, the ATIP Section is part to the Litigation and Disclosure Branch headed by the Director General. The employees of the ATIP Section are fully dedicated to the administration of both the Privacy Act and the Access to Information Act programs within CSIS, providing high quality and timely responses to internal and external clients including other government departments as well as providing advice to CSIS employees as they fulfill their obligations under both Acts. CSIS Legal Services Branch, staffed by Department of Justice (DoJ) lawyers, provides legal advice as required.
The ATIP Section has twenty (20) full-time employees to fulfill CSIS’ obligations under the Access to Information and Privacy Acts. During this reporting period, the ATIP Section comprised of one (1) Chief (Coordinator), one (1) Deputy Chief, three (3) unit Heads, thirteen (13) full-time Analysts, one (1) Administrative Officer, one (1) Researcher and one (1) part-time Analyst.
The ATIP Section’s responsibilities vis-à-vis the Act are divided in two (2) categories:
Operations
- receiving and processing all requests in accordance with the Act;
- assisting requesters in formulating their requests when required;
- gathering all pertinent records and ensuring that the search for information is rigorous and complete;
- conducting the initial review of the records and providing recommendations to the program areas;
- applying all discretionary and mandatory exemptions under the Act;
- conducting and responding to all internal and external consultations;
- consolidating the recommendations;
- assisting the Office of the Privacy Commissioner (OPC) in all privacy related matters including complaints against CSIS; and
- representing CSIS in privacy litigation cases.
Policies and Procedures
- coordinating the annual Info Source update and submission to TBS;
- preparing the annual report on the administration of the Act;
- providing ongoing advice and guidance to senior management and departmental staff on all matters related to the privacy;
- promoting privacy awareness and training sessions and ensuring all employees are aware of the obligations imposed by the legislation;
- monitoring departmental compliance with the Act, regulations and relevant procedures and policies;
- maintaining the CSIS public reading room;
- developing and maintaining privacy policies and guidelines, when required; and
- participating in ATIP community activities, such as the annual Canadian Access and Privacy Association (CAPA) conference, TBS ATIP community meetings and various working groups.
As defined in section 73.1 of the Privacy Act, CSIS did not provide nor receive services related to any power, duty or function to or from another government institution, during this reporting period.
4. Delegation Order
In accordance with section 73(1) of the Act, a delegation order signed by the Minister of Public Safety and Emergency Preparedness designates the persons holding the positions of Director of CSIS, Deputy Director of the Policy and Strategic Partnerships Directorate, Director General of the Litigation and Disclosure Branch, as well as the Chief, Deputy Chief and the unit Heads of the Access to Information and Privacy Section to exercise and perform the duties of the Minister as Head of the institution.
The Honourable Bill Blair, P.C., M.P. issued the current delegation order on October 27, 2020.
5. Interpretation of the 2020-2021 statistical report for requests under the Privacy Act
Every year, TBS requires institutions to submit a statistical report on their administration of the Privacy Act, which contains cumulative data on the application of the legislation during the fiscal year. The CSIS Statistical Report and Supplemental Report for 2020-2021 are included this report. The statistics included in this report have been rounded to the nearest decimal point.
Fiscal year | Requests received | Outstanding requests | Requests closed | Requests carried over | Number of pages processed | Number of pages released | On-time compliance rate |
---|---|---|---|---|---|---|---|
2020-2021 | 725 | 62 | 725 | 62 | 38,188 | 8,895 | 87%* |
2019-2020 | 844 | 73 | 854 | 63 | 25,427 | 10,267 | 96%* |
2018-2019 | 1,048 | 92 | 1,071 | 69 | 23,564 | 10,125 | 97% |
2017-2018 | 844 | 35 | 787 | 92 | 22,672 | 11,027 | 97% |
* The on-time compliance rates for 2019-2020 and 2020-2021 were impacted by the COVID-19 pandemic and will be discussed further in the report.
Number of requests received (includes requests outstanding from previous year) |
Number of requests closed | |
---|---|---|
2017-2018 | 879 | 787 |
2018-2019 | 1,140 | 1,071 |
2019-2020 | 917 | 854 |
2020-2021 | 787 | 725 |
As indicated in table 1, the Service received 725 requests between April 1, 2020 and March 31, 2021. This represents a fourteen percent (14 %) decrease from the requests received during the previous reporting period. The decrease in requests is most likely linked to the global pandemic. During this reporting period, the Service reviewed 38,188 pages including a number of highly complex and sensitive requests.
5.1 - Sources of requests
The 725 requests received during this reporting period came from various sources. Seventy-eight percent (78 %) of requests came from members of the public who, largely, were seeking the status of their citizenship and immigration file or seeking to know whether the Service had information on them. Ten percent (10 %) of requests came from businesses; the most common being law offices looking for personal information on behalf of their clients who are seeking their immigration and citizenship status.
Media | Academics | Businesses (private sector) | Organizations | Members of the Public | Declined to Identify | Other | |
---|---|---|---|---|---|---|---|
2020-2021 | 5 | 27 | 71 | 8 | 568 | 44 | 2 |
5.2 - Disposition of completed requests
The ATIP Section successfully closed 725 requests during the 2020-2021 reporting period: sixty-two percent (62 %) were closed within 1 to 15 days, twenty-one percent (21 %) were closed within 16 to 30 days and ten percent (10 %) took over 60 days to close. Of the records relevant to these requests, none was all disclosed while twenty-seven percent (27 %) were disclosed in part, thirty percent (30 %) did not exist, and thirty-three percent (33 %) for which the existence could be neither confirmed nor denied.
All disclosed | Disclosed in part |
Neither confirm nor deny |
No records exist |
All exempted | All excluded | Request transferred |
Request abandoned |
|
---|---|---|---|---|---|---|---|---|
2017-2018 | 0 | 171 | 322 | 161 | 117 | 0 | 0 | 16 |
2018-2019 | 0 | 250 | 295 | 247 | 238 | 2 | 0 | 39 |
2019-2020 | 0 | 202 | 245 | 178 | 183 | 0 | 0 | 46 |
2020-2021 | 0 | 193 | 241 | 221 | 33 | 0 | 0 | 37 |
1 to 15 days | 16 to 30 days | 31 to 60 days | 61 to 120 days | 121 days and over | |
---|---|---|---|---|---|
448 | 150 | 52 | 53 | 22 |
5.3 - Deemed refusals
Out of the 725 requests closed during this reporting period, the ATIP Section successfully closed 632 requests (eighty-seven percent (87 %)) within the legislated timelines; however, the remaining ninety-three (93) requests (thirteen percent (13 %)) were closed past the legislated timelines. It is important to note that out of those ninety-three (93) requests, extensions were taken on thirty-one percent (31 %). The two main reasons for requests being closed past the legislated timelines were the COVID-19 pandemic and the need to consult other government departments on classified records. The COVID-19 pandemic measures taken by the Service as well as those taken by other Government of Canada departments to stop the spread of COVID-19 had a negative impact on the ATIP Section’s ability to process requests within the timelines legislated by the Privacy Act.
5.4 - Extensions
The legislation allows for extensions when the response requires internal or external consultations, additional review time due to large amount of records, or when the review could interfere with Service operations. Throughout the reporting period, twenty-nine extensions (29) were taken. Fifty-five percent (55 %) of the twenty-nine (29) extensions taken were due to the need to consult various internal branches and/or other government departments and forty-one percent (41 %) were due to an interference with operations. One hundred percent (100 %) of the extensions taken were between 16 to 30 days.
5.5 – Exemptions and exclusions invoked
The Privacy Act allows institutions to exempt information from being released for a variety of reasons. The ATIP Section invoked 941 exemptions under the Act during the reporting period.
Section of the Act | Type of exemption | Times invoked |
---|---|---|
Section 18 | Exempting personal information contained in a personal information bank (exempt bank) | 226 |
Section 19 | Exempting personal information obtained in confidence | 5 |
Section 21 | Exempting personal information expected to be injurious to the Government of Canada in the conduct of international affairs, and subversive/hostile activities and the defence of Canada | 233 |
Section 22 | Exempting personal information obtained from an investigative body in the course of lawful investigations | 394 |
Section 23 | Exempting personal information obtained for the purpose of determining whether to grant security clearances | 0 |
Section 25 | Exempting personal information that could harm the safety of individuals | 0 |
Section 26 | Exempting personal information of individuals other than the individual who made the request. | 83 |
Section 27 | Exempting personal information subject to solicitor-client privilege | 0 |
Section of the Act | Exclusion type | Time invoked |
---|---|---|
Section 70 (1) | Confidence’s of the Queen’s Privy Council for Canada | 0 |
5.6 - Consultations received from other Government of Canada institutions
During the 2020-2021 fiscal year, the Service received ten (10) consultation requests under the Privacy Act involving Service records or matters. There were two (2) requests outstanding from the 2019-2020 fiscal year.
For this reporting period, the ATIP Section closed twelve (12) privacy consultation requests totaling 148 pages reviewed. Fifty percent (50 %) of consultation requests were processed in less than 15 days, twenty-five percent (25 %) were closed between 16 and 60 days and the remaining twenty-five (25) took more than 61 days to process. There were no privacy consultation requests carried over to the next fiscal year.
Requests received | Requests outstanding | Requests closed | Requests carried over | |
---|---|---|---|---|
2017-2018 | 99 | 2 | 95 | 6 |
2018-2019 | 47 | 6 | 53 | 0 |
2019-2020 | 23 | 0 | 21 | 2 |
2020-2021 | 10 | 2 | 12 | 0 |
5.7 – Other requests
The ATIP Section also acted as a resource for CSIS executives by offering advice and guidance further to provisions in the legislation. The ATIP Section provided assistance, over 196 times, on a variety of matters including, but not limited to, releases of information made by CSIS outside the parameters of the Act.
Throughout 2020-2021, the ATIP Section continued to receive telephone calls and emails from employees of the Service as well as from the public seeking direction on how to obtain their personal information and/or how to submit a request under the Privacy Act. The ATIP Section administration team provided guidance in a professional manner and often directed these individuals to the ATIP Online Request Service website for additional information.
5.8 – Impact of Covid-19 measures
As indicated in table 1, the global COVID-19 pandemic had a major impact on the on-time compliance rate of the ATIP Section during this reporting period. The measures taken by the Service as well as those taken by the Government of Canada to combat the spread of the Coronavirus had negative repercussions for the CSIS ATIP Section.
On March 14, 2020, CSIS activated its Business Continuity Plan (BCP). Due to the BCP and the CSIS ATIP Section’s inability to process Secret and Top Secret records from home, the ATIP Section had to remain closed for eight (8) weeks. Consequently, privacy requests sent to the Service, between March 14, 2020 and May 19, 2020 were neither registered nor processed. However, the ATIP Section was able to follow the recommendations of the TBS and issue delay letters to the requesters affected. The CSIS website, as well as the public ATIP email auto-reply and voicemail message, were amended to notify requesters of potential delays in the processing of their requests due to the implementation of workplace measures to curb the spread of COVID-19.
When it was suitable and safe to do so, a limited number of employees returned to the office. The ATIP Section remained at partial capacity from May 19, 2020 to August 24, 2020 for a total of fourteen (14) weeks. For security reasons, the Service does not have the capability to process Secret or Top Secret electronic records. During those fourteen (14) weeks, the ATIP Section was able to close 188 paper requests; 138 of those requests were received after April 1, 2020. Starting August 24, 2020, the ATIP Section returned to the office at full capacity and remained as such until the end of the fiscal year. As noted in the 2020-2021 Supplemental Statistical Report on the Access to Information Act and Privacy Act, the Service was able to receive paper requests by mail and through the digital request service forty-four (44) out of fifty-two (52) weeks.
As previously mentioned, one of the biggest impacts of the COVID-19 pandemic on the Service’s ability to meet legislated timelines was the inability of certain institutions to receive and process Secret and Top Secret paper records. Although the CSIS ATIP Section was operating at full capacity for most of the year, many institutions advised the Service of their inability to process classified material due to their employees working from home, or that they were ultimately not accepting classified consultation requests. This resulted in requests being in deemed refusal, partial responses to requesters and necessary lengthy extensions. When the pandemic restrictions are lifted and institutions can once again receive and process classified paper records, the Service will be inundated with consultation requests and responses. The impact will likely be discussed in the 2021-2022 annual report.
6. Training and Awareness
During the 2020-2021 reporting period, the ATIP Section did not conduct in-person training. Rather, employees were encouraged to use other means of communication such as phone calls, collaboration software, teleconferences, etc. The ATIP Section did however, continue to offer its awareness sessions through ATIP e-learning narrated slides. The narrated slides form part of the employee orientation program, which is required for all new employees. All other Service employees have the ability to reference the narrative slides at any given time through an e-learning application. The narrated slides provides participants with an overview of the Act and the Access to Information Act, promotes a better comprehension of individual responsibilities and obligations relating to the Acts and offers a greater understanding of the internal ATIP process. During the 2020-2021 fiscal year, 241 Service employees viewed the ATIP online module.
7. Policies, Guidelines, Procedures and Initiatives
The Service worked in accordance with both interim directives on Privacy Practices and Privacy Impact Assessments (PIA) issued by TBS in response to the global pandemic. No other policies, guidelines or procedures were implemented during this reporting period further to new TBS policies and directives or issues raised by the OPC further to the Privacy Act.
The Privacy Advisor position, which had been a part of the ATIP Section since July 2018, was officially transferred to the Service’s Compliance Unit during the summer of 2020. The Privacy Advisor’s responsibilities include promoting privacy practices and ensuring compliance with the TBS policies. The Privacy Advisor continues to consult the ATIP Section in accordance with section 10 and section 71 (6) of the Privacy Act.
8. Issues and Actions Taken on Complaints or Audits
Section 29 (1) of the Act provides requesters with the right to file a complaint with the OPC should they be dissatisfied with the response to their access to information request. Reasons for complaints include the refusal of an institution to disclose personal information, personal information used and disclosed for other purposes, delays in receiving a response, etc. Fifteen (15) complaints were registered with the OPC during the 2020-2021 fiscal year. This represents two percent (2 %) of the total number of Privacy Act requests received throughout the fiscal year.
Section of the Act | Number of complaints |
---|---|
Section 31 |
15 |
Section 33 |
18 |
Section 35 |
7 |
Total | 40 |
OPC investigators closed and issued their findings on seven complaints. They determined that five (5) complaints (seventy-two percent (72 %)) were not well founded, one (1) was resolved at the early resolution stage and one (1) complaint was discontinued.
Well-Founded | Not Well-Founded | Resolved | Discontinued | |
---|---|---|---|---|
0 | 5 | 1 | 1 |
CSIS continues to work closely with the OPC in order to resolve complaints in an efficient and timely manner. The Service reviews the outcome of all investigations by the OPC and where appropriate, integrates lessons learned into corporate processes.
There were four (4) Court actions filed against CSIS regarding the Act during this reporting period. The Court proceedings remain ongoing.
9. Monitoring Compliance
The unit Heads are responsible for monitoring compliance and reporting issues to the Chief ATIP. The monitoring is continuously conducted via reports produced by the ATIP Case Management Software. The ATIP Coordinator conveys compliance issues to the Director General, Litigation and Disclosure Branch.
10. Material Breaches
There was one (1) material privacy breach reported to the OPC during the 2020-2021 reporting period. The breach occurred at CSIS and involved the information of one external candidate. Some of the candidate’s personal information was inadvertently emailed to the hiring manager. Immediate action was taken to ensure the documents were deleted. The OPC was satisfied with the manner in which CSIS handled the breach and closed it on February 27, 2021. The organization takes the privacy of its employees and Canadians seriously and continues to act appropriately to prevent future breaches.
11. Privacy Impact Assessments
The TBS PIA Directive took effect on April 1, 2010. The PIA is a process that helps determine whether an initiative involving the use and collection of personal information raises privacy risks. It measures, describes and quantifies the risks, and proposes solutions to eliminate or mitigate them to an acceptable level prior to the implementation of new or substantially modified programs or activities. An interim directive on PIA’s was issued during the reporting period as a response to the COVID-19 pandemic.
In consultation with subject matter experts within the Service, the Privacy Advisor has the responsibility to assess whether modified or new programs / activities have an impact on privacy and warrant the preparation of a PIA, in accordance with the TBS Directive on PIAs. When a PIA is required, the Privacy Advisor initiates the process, coordinates the completion of the PIA, seeks proper approvals, submits the PIA to the TBS and to the OPC and responds to the OPC's recommendations. In 2020, as previously mentioned, the responsibility of conducting PIAs was transferred from the ATIP Section to the Service’s Compliance branch.
During this reporting period:
- Fourteen (14) consultations with subject matter experts took place to determine whether a PIA was required for new or modified programs/initiatives/activities;
- One (1) classified PIA was approved and submitted to the OPC;
- Nine (9) PIAs were in process.
For national security reasons, the Service only publishes the summaries of unclassified PIAs.
12. Public Interest Disclosures
There was no disclosure made under paragraph 8(2) (m) of the Privacy Act during the reporting period.
13. Other
Throughout the 2020-2021 fiscal year, the ATIP Section incurred $ 903,213 in salary costs and $ 192 in other costs associated with the administration of the Privacy Act.
2020-2021 Statistical Report on the Privacy Act
Name of institution: Canadian Security Intelligence Service
Reporting Period: 01 April 2020 to 31 March 2021
Section 1 – Requests Under the Privacy Act
1.1 Number of Requests
Number of Requests | |
---|---|
Received during reporting period | 725 |
Outstanding from the previous period | 62 |
Total | 787 |
Closed during reporting period | 725 |
Carried over to the next period | 62 |
Section 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 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Disclosed in part | 73 | 45 | 28 | 30 | 10 | 7 | 0 | 193 |
All exempted | 21 | 7 | 3 | 2 | 0 | 0 | 0 | 33 |
All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
No records exist | 142 | 50 | 13 | 11 | 0 | 0 | 5 | 221 |
Request abandoned | 30 | 4 | 3 | 0 | 0 | 0 | 0 | 37 |
Neither confirmed nor denied | 182 | 44 | 5 | 10 | 0 | 0 | 0 | 241 |
Total | 448 | 150 | 52 | 53 | 10 | 7 | 5 | 725 |
2.2 Exemptions
Section |
Number of requests |
---|---|
18(2) | 226 |
19(1)(a) | 4 |
19(1)(b) | 0 |
19(1)(c) | 0 |
19(1)(d) | 1 |
19(1)(e) | 0 |
19(1)(f) | 0 |
20 | 0 |
21 | 223 |
22(1)(a)(i) | 168 |
22(1)(a)(ii) | 0 |
22(1)(a)(iii) | 1 |
22(1)(b) | 225 |
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) | 0 |
24(b) | 0 |
25 | 0 |
26 | 83 |
27 | 0 |
27.1 | 0 |
28 | 0 |
2.3 Exclusions
Section |
Number of requests |
---|---|
69(1)(a) | 0 |
69(1)(b) | 0 |
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 |
2 .4 Format of information released
Disposition |
Paper | Electronic | Other formats |
---|---|---|---|
Total | 71 | 121 | 1 |
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 |
---|---|---|---|
Total | 38,188 | 8,895 | 504 |
2.5.2 Relevant pages processed and disclosed by size of requests
Disposition | Less than 100 pages processed | 101 to 500 pages processed | 501 to 1000 pages processed | 1001 to 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 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Disclosed in part | 163 | 2,764 | 22 | 2,531 | 5 | 2,579 | 1 | 611 | 2 | 410 |
All exempted | 33 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Request abandoned |
36 | 0 | 1 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Neither confirmed nor denied | 241 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 473 | 2,764 | 23 | 2,531 | 5 | 2,579 | 1 | 611 | 2 | 410 |
2.5.3 Other complexities
Disposition |
Required | Sought | Information | Other | Total |
---|---|---|---|---|---|
All disclosed | 0 | 0 | 0 | 0 | 0 |
Disclosed in part | 123 | 0 | 0 | 0 | 123 |
All exempted | 0 | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 | 0 |
Request abandoned | 3 | 0 | 0 | 0 | 3 |
Neither confirmed nor |
8 | 0 | 0 | 0 | 8 |
Total | 134 | 0 | 0 | 0 | 134 |
2.6 Closed requests
2.6.1 Number of requests closed within legislated timelines
Requests closed within legislated timelines | |
---|---|
Number of requests closed within legislated timelines | 632 |
Percentage of requests closed within legislated timelines (%) | 87.2 |
2.7 Deemed refusals
2.7.1 Reasons for not meeting statutory deadline
Number of requests closed past the statutory deadline | Principal Reason | |||
---|---|---|---|---|
Interference with Operations / Workload | External consultation | Internal consultation | Other | |
93 | 9 | 16 | 2 | 66 |
2.7.2 Requests closed beyond legislated timelines (including any extension taken)
Number of Days Past Legislated Timelines | Number of Requests Past Legislated Timeline Where No Extension Was Taken | Number of Requests Past Legislated Timeline Where an Extension Was Taken | Total |
---|---|---|---|
1 to 15 days | 8 | 9 | 17 |
16 to 30 days | 12 | 1 | 13 |
31 to 60 days | 20 | 6 | 26 |
61 to 120 days | 16 | 7 | 23 |
121 to 180 days | 3 | 5 | 8 |
181 to 365 days | 0 | 1 | 1 |
More than 365 days | 5 | 0 | 5 |
Total | 64 | 29 | 93 |
2.8 Requests for translation
Translation Requests |
Accepted | Refused | Total |
---|---|---|---|
English to French | 0 | 0 | 0 |
French to English | 0 | 0 | 0 |
Total | 0 | 0 | 0 |
Section 3: Disclosures Under Subsections 8(2) and 8(5)
Paragraph 8(2)(e) | Paragraph 8(2)(m) | Subsection 8(5) | Total |
---|---|---|---|
1 | 0 | 0 | 1 |
Section 4: Requests for Correction of Personal Information and Notations
Disposition for Correction Requests Received | Number |
---|---|
Notations attached | 0 |
Requests for correction accepted | 1 |
Total | 1 |
Section 5: Extensions
5.1 Reasons for extensions and disposition of requests
Number of requests where an extension was taken | 15(a)(i) Interference with operations | 15 (a)(ii) Consultation | 15(b) Translation purposes or conversion |
|||||
---|---|---|---|---|---|---|---|---|
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 | ||
66 | 33 | 0 | 36 | 0 | 0 | 20 | 13 | 0 |
5.2 Length of extensions
Length of Extensions | 15(a)(i) Interference with operations | 15 (a)(ii) Consultation | 15(b) Translation purposes or conversion |
|||||
---|---|---|---|---|---|---|---|---|
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 | 33 | 0 | 0 | 0 | 0 | 20 | 13 | 0 |
31 days or greater | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 33 | 0 | 0 | 0 | 0 | 20 | 13 | 0 |
Section 6: Consultations received from other institutions and organizations
6.1 Consultations received from other government 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 | 10 | 60 | 0 | 0 |
Outstanding from the previous reporting period | 2 | 88 | 0 | 0 |
Total | 12 | 148 | 0 | 0 |
Closed during the reporting period | 12 | 148 | 0 | 0 |
Carried over to the next reporting period | 0 | 0 | 0 | 0 |
6.2 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 | |
All disclosed | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Disclose in part | 6 | 1 | 2 | 0 | 0 | 0 | 0 | 10 |
All exempted | 0 | 0 | 0 | 0 | 0 | 1 | 0 | 1 |
All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Consult other institution | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Other | 0 | 0 | 0 | 1 | 0 | 0 | 0 | 1 |
Total | 6 | 1 | 2 | 1 | 0 | 1 | 0 | 12 |
6.3 Recommendations and completion time for consultations received from other organizations
Recommendation |
Number of days required to complete consultation requests | |||||||
---|---|---|---|---|---|---|---|---|
1 to 15 days | 16 to 30 days | 31 to 60 days | 61 to 120 days | 121 to 180 days | 181 to 365 days | More than 365 days | Total | |
All disclosed | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Disclose in part | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
All exempted | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
All excluded | 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 7: Completion Time of Consultations on Cabinet Confidences
7.1 Requests with Legal Services
Number of Days | Fewer 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 | |
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 |
7.2 Requests with Privy Council Office
Number of Days | Fewer 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 | |
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 8: Complaints and Investigations Notices Received
Section 31 | Section 33 | Section 35 | Court action | Total |
---|---|---|---|---|
15 | 18 | 7 | 4 | 44 |
Section 9: Privacy Impact Assessments (PIA) and Personal Information Banks
9.1 Privacy Impact Assessments
Number of PIA(s) completed | 1 |
---|
9.2 Personal Information Banks
Personal Information Banks | Active | Created | Terminated | Modified |
17 | 0 | 0 | 0 |
Section 10: Material Privacy Breaches
Number of material privacy breaches reported to TBS | 1 |
---|---|
Number of material privacy breaches reported to OPC | 1 |
Section 11: Resources Related to the Privacy Act
11.1 Costs
Expenditures | Amount | |
---|---|---|
Salaries | $903,213 | |
Overtime | $0 | |
Goods and Services | $192 | |
Professional services contracts | 0$ | |
Other | $192 | |
Total | $903,405 |
11.2 Human Resources
Resources | Person Years Dedicated to Privacy Activities |
---|---|
Full-time employees | 10.00 |
Part-time and casual employees | 0.00 |
Regional staff | 0.00 |
Consultants and agency personnel | 0.00 |
Students | 0.00 |
Total | 10.00 |
2020-2021 Supplemental Statistical Report on the Access to Information Act and Privacy Act
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 | 44 |
Able to receive requests by email | 0 |
Able to receive requests through the digital request service | 44 |
Section 2: Capacity to Process Records
2.1 Enter the number of weeks your institution was able to process paper records in different classification levels.
No Capacity | Partial Capacity | Full Capacity | Total | |
---|---|---|---|---|
Unclassified Paper Records | 8 | 14 | 30 | 52 |
Protected B Paper Records | 8 | 14 | 30 | 52 |
Secret and Top Secret Paper Records | 8 | 14 | 30 | 52 |
2.2 Enter the number of weeks your institution was able to process electronic records in different classification levels.
No Capacity | Partial Capacity | Full Capacity | Total | |
---|---|---|---|---|
Unclassified Electronic Records | 8 | 14 | 30 | 52 |
Protected B Electronic Records | 8 | 14 | 30 | 52 |
Secret and Top Secret Electronic Records | 52 | 0 | 0 | 52 |
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