Key actions on access to information

Maintain engagement and outreach activities with Indigenous organizations:

• to continue to inform work to address administrative and operational barriers to access
• to advance the policy areas outlined in the report within the broader federal implementation of the UN Declaration on Indigenous Peoples.

Continue to support the reflection of Indigenous needs and interests in a coherent way in continuous improvements to the Access to Information (ATI) regime and in the Department of Justice’s work on Privacy Act modernization.

• Advancing Indigenous Reconciliation
• Strengthening the Access to Information and Privacy (ATIP) community
• Transparency
• ATI services
• Processes and timeliness

Supports the Government of Canada ongoing commitment to respecting and supporting Indigenous self-determination in Canada, including by improving Indigenous access to information and supporting Indigenous-led information and data strategies.

Continuing to onboard institutions that fall under the Access to Information Act (ATIA) onto the ATIP Online portal, where requesters can now submit requests to 253 institutions and organizations.

• Transparency
• ATI services
• Processes and timeliness

Improve ATIP online user experience by making it easier for Canadians to access government information via a simple, central website, where they can submit requests to government institutions covered by the ATIA.

The Access to Information and Privacy Community Development Office (APCDO) continues to contribute to the development and sustainability of the ATI and Privacy communities via recruitment, retention, learning, networking, and partnership activities with a spirit of diversity, inclusivity, and accessibility through community engagement. This includes delivering 26 learning activities to approximately 1,300 individual ATIP professionals and in-person and virtual recruitment events involving institutions and candidates.

• Strengthening the ATIP community
• ATI services
• Processes and timeliness

Helps enhance the capacity of ATIP offices to provide Canadians with access to government information in a timely manner by attracting new talent to the ATIP offices and providing ATIP professionals with centralized training and professional development programs.

Ongoing support to institutions working to acquire, implement and maximize the benefits of the next-generation ATIP request processing software. This includes providing procurement and project management guidance and reference material and establishing inter-institutional working groups of early adopters.

• ATI services
• Processes and timeliness

Leveraging modern technologies to improve the processing and tracking of ATI requests by government institutions.

Improved the access to information and privacy statistical report by conveying more clearly the aggregated statistical data that are most relevant to Canadians. The changes will ensure key data are easily understood by non-specialists. More detailed information is available in the full dataset published on Open.Canada.ca.

• Transparency

Improving reporting on the administration of the ATIA to the public and stakeholders increases transparency and permits more accountability.

Provided guidance on how institutions could leverage their existing access to information processes to prompt assessment of the classification of records held within the program areas, with a view to declassifying or downgrading such records as appropriate.

• Transparency
• ATI services
• Processes and timeliness

Help reduce redundancies in the handling and disclosure of information that is no longer classified information.

Implemented a user feedback form on June 12, 2023, for datasets published on the Open Government Portal to better identify user needs and desires related to open data and to take appropriate actions.

• Transparency

Provides a better means for Canadians to request changes or improvements to open datasets and to request new open datasets.

Developed a standard on systems that manage metadata:

• to provide the foundation for the development of metadata standards
• to ensure a stewardship and governance model that aligns with the 2023-2026 Data Strategy for the Federal Public Service.

• Strengthening the ATIP community
• Processes and timeliness

Metadata ensures information and data can be well managed and enables the FAIR principles for information and data (findable, accessible, interoperable and re-useable). It helps improve efficiency in retrieving records in response to ATI requests. It also provides for a consistent approach to metadata and metadata application and management across the government.

On July 11, 2023, digital service delivery functionality of ATIP Online was expanded to allow registered requesters to:

• Send and receive correspondence to/from the processing institution directly in the secure ATIP Online environment.
• Provide additional information, clarification and/or documentation identified by the processing institution.
• Receive multiple responses per request.

• Transparency
• ATI services

Improve ATIP online user experience by making it easier for Canadians to communicate with government institutions during the processing of requests, and by receiving all correspondence through a single channel.

Developed and published a learning placemat to capture learning products for ATIP professionals. In addition to training on access to information and privacy, ATIP professionals are encouraged to consider training relating to information management, open government, and security, client service, and accessibility, diversity and inclusion. The learning placemat includes learning products related to Indigenous knowledge and reconciliation, as recommended in May 2023 and described elsewhere in this document.

• Strengthening the ATIP community
• ATI services

Helps to improve the ATIP community’s ability to better deliver the access to information program to Canadians.

Updated the ATI Regulations to ensure consistency with the ATIA, following the 2019 legislative changes, and with the current practices and requirements on identification verification.

• Strengthening the ATIP community
• Transparency
• ATI services

Ensures consistency between the ATI Regulations and the ATIA as well as between the ATI Regulations and the Privacy Regulations as it relates to identity validation requirements.

In September 2023 TBS published a Plain Language Guide to exemptions and exclusions under the Access to Information Act.

• Transparency

Helps requesters understand why some information may have been withheld in responding to their request.

The Management Response and Action Plan responding to the Evaluation on Proactive Publication under Part 2 of the Access to Information Act was finalized, including the approval of the new Directive on Proactive Publication under the Access to Information Act, which was published in June 2023.

• Strengthening the ATIP Community
• Transparency
• Processes and timeliness

Increase the efficiency and effectiveness of proactive publication processes within institutions

Updates to the Treasury Board Secretariat Access to Information Manual for ATIP practitioners were completed in April 2023 and are available online. These updates included substantial content on the investigations process and order-making power of the Information Commissioner (Chapter 14).

• Advancing Indigenous Reconciliation
• Strengthening the ATIP community
• Transparency
• ATI services
• Processes and timeliness

Assists in ensuring that ATIP practitioners have the tools to deliver a consistent client-centered service to individuals that are seeking to exercise their right of access.

TBS recommended training for ATI and Privacy professionals to facilitate access by Indigenous Peoples to government and personal information by promoting the provision of culturally appropriate services.

• Advancing Indigenous Reconciliation
• Strengthening the ATIP community
• ATI services

Helps ensure that ATIP professionals have the essential cultural competency required to better deliver culturally appropriate services to Indigenous Peoples.

TBS published a consolidated dataset of all ATI request summaries published on the Open Government Portal, including the summaries made available on the Portal before January 1, 2020, to facilitate long-term research and analysis of older ATI request summaries by stakeholders such as academics and journalists.

• Transparency
• ATI services

Reaffirms the Government of Canada’s commitment towards an Open Government and further promotes transparency and openness within the ATI regime.

Reviewed the approach to the annual statistical reporting required under the ATIA to continue to better identify systemic issues in a manner that considers the reporting challenges for institutions.

• Strengthening the ATIP community
• Transparency

Improving reporting by government institutions on the administration of the ATIA to better track ongoing trends and help identify shortcomings and will aid in the development of standardized key performance indicators for the ATI program.

TBS launched a working group with the proactive publication community to help guide the creation of additional guidance on proactive publication as per Part 2 of the ATIA.

• Strengthening the ATIP community
• Transparency

Facilitates information-sharing of best practices on proactive publication and supports the development of guidance to help institutions improve their compliance with proactive publication requirements under Part 2 of the ATIA.

TBS led an Inter-Institutional Consultation Working Group to gather best practices on reducing the delays associated with lengthy consultations and develop guidance and tools to support the creation of a more efficient consultations processes.

• Strengthening the ATIP community
• ATI services
• Processes and timeliness

Identifies ways to improve the efficiency of conducting consultations between institutions and supports the development of guidance to help institutions respond to access to information requests more effectively when consultations are necessary.

TBS issued implementation guidance to clarify that consultations between institutions on ATI requests should be undertaken only when necessary and to narrow the scope of such consultations.

• Strengthening the ATIP community
• ATI services
• Processes and timeliness

Improves the efficiency of inter-institutional consultation on ATI requests to help reduce delays resulting from this process.

Developing government-wide training tools to support the Access to Information and Privacy communities. The APCDO started offering onboarding sessions to new ATIP professionals as well as training sessions on specific sections of the Act.

• Strengthening the ATIP community
• ATI services
• Processes and timeliness

Supporting training and professional development of the ATIP communities will help increase the capacity of ATIP offices to provide access to government information in a timely manner.

Public Safety Canada, in collaboration with the National Security and Intelligence (NSI) community, Library and Archives Canada, and TBS, is leading a declassification initiative that includes:

• an Interdepartmental Declassification Working Group responsible for providing advice on the proactive declassification of historical NSI records on an ongoing basis and to inform declassification policy work across government
• the development of a draft NSI declassification framework, which provides guidance on a consistent and coordinated approach to declassifying historical NSI records proactively across the community
• a pilot completed in June 2022 to review high priority records against the draft framework to test, assess key elements of, inform and validate the draft Framework
• planned consultations with domestic and foreign stakeholders to inform the draft framework and future declassification proposals and plans

• Strengthening the ATIP community
• Transparency
• ATI services

Through the declassification initiative, the government aims to promote transparency and accountability, and to improve access to national security-related information of historical significance. This will foster a better understanding of activities undertaken by the NSI community.

TBS concluded an evaluation assessing the efficiency and effectiveness of proactive publication under the ATIA. The recommendations from the evaluation guided and informed the Management Response and Action Plan.

• Strengthening the ATIP Community
• Transparency
• Processes and timeliness

The evaluation has provided recommendations to improve the proactive publication process and increase the efficiency of proactive publication processes within institutions.

In July 2022, improved user experience of the ATIP Online.

The new features allow requesters to:

• sign into a secure website to make ATIP requests, using two-factor authentication
• have an account where their basic information is saved so they do not have to re-enter it every time they make a request
• track the status of all their requests through their own dashboard; and,
• receive their completed request responses through the ATIP Online

ATIP Online allows institutions to:

• send completed requests directly to the requester through ATIP Online, avoiding CD-ROMs, paper and mail

• ATI services
• Processes and timeliness

Secure accounts allow users to submit requests without having to repeatedly provide the same information.
Users can receive responses to their request electronically through the same platform used to submit it.

In July 2022, the Policy on Access to Information and Directive on Access to Information Requests came in effect. These updated policy instruments have been published on the TBS website and reflect the legislative changes made to the ATIA in 2019.

• Strengthening the ATIP community
• ATI services

Helps improve consistency of TBS policy suite following legislative changes and codify best practices for the ATIP community.

TBS launched a renewal of the Standard on Metadata. A symposium on Metadata was held with participants and panelists from government, academia and private sector in Spring 2022. TBS consulted and worked with federal institutions between Spring 2022 and Spring 2023 on an approach that would instead focus on a standard on systems that manage metadata.

• Strengthening the ATIP community
• Processes and timeliness

Metadata ensures information and data can be well managed and enables the FAIR principles for information and data (findable, accessible, interoperable and re-useable). It will help improve efficiency in retrieving records in response to ATI requests. It will also provide for a consistent approach to metadata and metadata application and management across the government.

TBS launched the APCDO to support the ATIP communities in 2022-23. The APCDO will support ongoing external recruitment activities, as well as retention, training and professional development.

• Strengthening the ATIP community
• Transparency
• ATI services
• Processes and timeliness

Helps develop a strong community of ATIP professionals across Government of Canada to uphold the right of access to information and privacy for Canadians.

As of June 2022, summaries of completed ATI requests are published every 30 days on the Open Government portal and remain publicly available, a change to the previous practice of removing summaries after a period of two years.

• Transparency

Users are able to search an increasing volume of summaries of ATI requests.

TBS and Public Services Procurement Canada have completed a competitive request for proposal process to establish contracting vehicles to allow for a new ATIP request processing software. TBS will support the implementation of the new request processing software by Government of Canada institutions to ensure a streamlined approach across government.

• Strengthening the ATIP community
• ATI services
• Processes and timeliness

Updated technologies improve service delivery in responding to ATI requests.

TBS developed a new Standard on Systems that Manage Information and Data which came into effect in May 2022. The standard takes a principles and outcomes-based approach to the management of information and data across the Government of Canada.

• Strengthening the ATIP community
• Processes and timeliness

Robust information management systems help ensure that information and data are well-managed and can be made available through ATI requests.

TBS launched an external recruitment exercise to create a pool of qualified candidates to address existing resource pressures across the government. Following this exercise, TBS launched a pre-qualified ATIP Professionals pool in Summer 2022.

• Strengthening the ATIP community
• Processes and timeliness

Helps increase institutions’ ATIP processing capacity by adding new ATIP professionals from both inside and outside the public service.

TBS released guidance to federal institutions to streamline the review process before proactive publication.

• Transparency
• Processes and timeliness

Helps increase the efficiency of proactive publication processes within institutions by streamlining the review prior to publication.

The Chief Information Officer of Canada sent correspondence to deputy heads to remind them of their legal obligations under the ATIA as they plan for return to workplaces, and to signal the expectation that access to information is considered among critical services in business continuity planning.

• ATI services
• Processes and timeliness

Helps ensure plans are in place to address ATI request backlogs and that the legal obligations of the ATIA are fully met, including in more challenging contexts.

TBS and the Canada School of Public Service co-sponsored a digital event that showcased innovative digital tools that can help facilitate the processing of ATI requests.

• Strengthening the ATIP community
• ATI services
• Processes and timeliness

Helps increase the efficiency of institutions in responding to ATI requests through the use of innovative digital tools.

TBS trained more than 500 data publishers within federal organizations and in the Open Government, Access to Information, Information Management and Technology communities. The focus was on improving data quality, web accessibility for data, and application programming interfaces to publish and consume open data.

This training reduced the number of documents that required large-scale changes for accessibility purposes, which made the publication more efficient.

• Strengthening the ATIP community
• Transparency
• ATI services
• Processes and timeliness

Helps ensure Canadians have access to quality data that is easily understandable and consumable.

In April 2021, Budget 2021 committed $12. 8 million (on an accrual basis, $14. 2 million cash) to support improvements to the Access to Information and Privacy Online Request service, to accelerate the proactive release of information to Canadians on the Open Government portal, to enhance performance monitoring and reporting and to complete the ATI Review.

• Strengthening the ATIP community
• Transparency
• ATI services
• Processes and timeliness

Increases the government’s capacity to advance initiatives related to ATI.

TBS engaged more than twenty federal institutions to update the ATI summaries template used for publication to the Open Government Portal. The updated template was implemented in April 2021.

• Strengthening the ATIP community
• ATI services

The updated reporting template facilitated data entry and improved data quality, official languages compliance as well as the searchability and discoverability of ATI summaries data on the portal.

In July 2020, TBS engaged federal institutions in workshops to share the digital ATI processes in place at various institutions, including practices in place at Fisheries and Oceans Canada and Infrastructure Canada.

• Strengthening the ATIP community
• ATI services
• Processes and timeliness

The workshops supported institutions in their capacity to continue processing ATI requests remotely during the ongoing COVID-19 pandemic.

TBS engaged 300 public servants in June 2020 on guidance for proactively releasing information and data on the Open Government portal. This engagement helped to increase the internal awareness of the tools available for institutions to publish even more open information and open data.

• Strengthening the ATIP community
• Transparency

Enabled users in obtaining information that is easily accessible and provided in the official language of their choice.