Source: http://www.csc-scc.gc.ca/atip/007006-1011-eng.shtml
Timestamp: 2017-10-18 05:54:10
Document Index: 600996263

Matched Legal Cases: ['art 8', 'art 222', 'art 37474', 'art 144', 'art 77', 'art 89', 'art 20', 'art 0']

﻿ Annual Report of the Access to Information Act 2013-2014
Annual Report of the Access to Information Act 2013-2014
Annual Report Access to Information Act 2013 - 2014
3.1 Training & Awareness
3.2 Policies, Guidelines, and Procedures
3.3 ATIP Website – Internal and External
3.4 Info Source
3.5 Management Accountability Framework (MAF)
3.6 Ongoing Activities
Chapter II – Access to Information Act Statistical Report and Supplementary Reporting Requirements For 2013-2014
6.0 Interpretation of the 2013-2014 Statistical Report
Section 72 of the Access to Information Act requires that the head of every federal government institution submit an annual report to Parliament on the administration of this Act during the fiscal year. This report describes how Correctional Service Canada (CSC) fulfilled its access to information responsibilities during the reporting period covering 2013-2014.
The Access to Information and Privacy Division (ATIP) is comprised of one Director and eight teams: an Administrative Unit, two Access to Information Teams, four Privacy Teams and a Policy and Training Unit. The Administrative Unit is responsible for processing incoming requests, generating routine correspondence, tasking the institutions in order to retrieve records for privacy requests, ensuring quality control, preparing final release packages for the mail, and providing general support to the ATIP office. The Access to Information and Privacy Teams review and analyze documents, provide guidance, conduct consultations, process complaints received about their files from the Offices of the Information and Privacy Commissioners, and provide guidance and support to program areas on the application of the Acts. In addition, the Access to Information teams are responsible for tasking the branches and regions in order to retrieve records. The Policy and Training Unit develops policies, guidelines, tools and procedures to support ATIP requirements within CSC, oversees the Privacy Impact Assessment process, manages privacy breaches, processes complaints on the use and disclosure of personal information from the Office of the Privacy Commissioner, and provides training to CSC employees.
During the 2013-2014 fiscal year, there were 58 full-time equivalents (FTE) and 10 casual employees.
The ATIP Division is part of the Policy Sector and reports to the Director General of Rights, Redress and Resolution. It is responsible for the overall administration of the Access to Information Act and the Privacy Act . In addition, each sector, region, institution, parole office and community correctional centre has an Access to Information and Privacy liaison who assists the national ATIP Division in administering its overall responsibilities.
During the next reporting period, the ATIP Division will be undergoing a restructuring in order to improve and streamline workflow with the overall goal of increasing the efficiency of the office.
the building of new institutions and the amalgamation and closures of others;
media interest in CSC's legislative agenda; and
mental health practices and policies.
Victim Services Officers
A total of 315 employees received ATIP training at NHQ and in the regions this reporting period.
During the 2013-2014 fiscal year, the ATIP Division implemented new ATIA policies, practices and procedures, including:
As per Treasury Board and our duty to assist, a generic email address was created to enable the public to send requests for previously released records electronically and in preparation for the ATIP Request and Pay Online Project which CSC hopes to be participating in September 2014. This account is monitored by several individuals to ensure timely responses.
Employees actively advise requesters to consult CSC's Completed ATI Summaries on the external website to see if there is information that has been previously released that may meet the criteria they are looking for before they make a request and incur the associated costs.
Updates were made in the ATIP Case Management database (AccessPro) to capture general enquiries for advice that do not necessarily involve the review of CSC records.
CSC's ATIP Division continues to ensure its internal ATIP website is kept updated with the most current information in order to educate the wider CSC community on access to information. The site includes information regarding policies and procedures, directives, and a list of ATIP Tips.
In accordance with TBS' guidelines, CSC continues to post summaries of completed access to information requests on a monthly basis. For more information, please consult CSC's Completed Access to Information Requests page.
ATIP's external internet continues to be user-friendly and includes dedicated pages for instructions on submitting access and privacy requests, the duty to assist, an up-to-date list of the completed Privacy Impact Assessments, and frequently asked questions. For more information, please consult the ATIP Division's Internet site.
CSC is responsible for providing comprehensive, accurate and up-to-date descriptions of its functions, programs, activities. CSC's program records continue to be properly described and reflect its 2013-2014 Program Activity Architecture.
CSC's Info Source chapter can now be found on its external website and will be updated as revisions arise.
There was no MAF for the fiscal year 2013-2014.
Throughout the 2013-2014 fiscal year, officials of the ATIP division supported the administration of the Access to Information Act through many of its other activities, including:
Reviewing CSC's forms to ensure they contain the required Access to Information Act statements.
Attending networking functions with other ATIP colleagues such as the ATIP Community meetings presided by the Treasury Board, the annual Canadian Access and Privacy Association (CAPA) conference, the annual Information Commissioner and Privacy Commissioner's breakfast and the annual PIA information session held by the Office of the Privacy Commissioner.
Strengthening our communication and relationship with the Office of the Information Commissioner by participating in quarterly meetings.
The responsibilities associated with the administration of the Access to Information Act , such as notifying applicants of extensions and transferring requests to other institutions, are delegated to the departmental ATIP Coordinator through a delegation instrument signed by the Minister of Public Safety. The approval of exemptions remains with the Director, the Deputy Directors as well as the Team Leaders. Delegation for public interest releases as well as research and statistics rests with the Commissioner, the Senior Deputy Commissioner and the Assistant Commissioner, Policy.
See Appendix B for CSC's Statistical Report on the Access to Information Act .
In 2013-2014, CSC received 630 Access to Information Act requests. 170 requests were carried over from the previous reporting period for a total of 800 requests. Please refer to Appendix B for the statistical report.
In addition to formal Access to Information Act requests, the Division processed 119 consultation requests from other government institutions, as well as 77 informal requests.
Of the 630 received, the majority of CSC's requests originated from the public (offenders are included in this category), totaling 463. Media accounted for 119 requests received; nine requests were received from Business; 12 requests were received from Academia; 27 requests were received from organizations and there were no requests received from political parties.
Of the 618 requests completed during this reporting period, full disclosure was provided in response to 138 requests and partial disclosure was provided in 225 cases. Information was withheld in its entirety pursuant to exemptions in 32 cases and in seven cases the information was excluded. CSC was unable to process 112 requests as a result of no records existing; no requests were treated informally; 96 were abandoned; and eight were transferred to other federal government institutions. A total of 51,632 pages were processed.
Obtained in Confidence 22
Federal-Provincial Affairs 10
Law Enforcement & Investigation 153
Safety of Individuals 1
Economic Interests 0
Personal Information 205
Third Party Information 57
Operations of Government (Advice) 155
Testing Procedures 11
Solicitor-Client Privilege 24
Information to be published 27
Library/Museum Material 2
Cabinet Confidences 19
A total of 194 extensions were required during this reporting period. As requests get more voluminous, complex and require an increased amount of programming time when asking for statistics, the need for dedicated search time is subsequently increased.
During the reporting period, CSC completed 412 requests in less than 30 days; 81 between 31 and 60 days; 70 requests between 61 to 120 days; 29 requests between 121 to 180 days and 26 were closed over 180 days. The majority of the requests which required extensive processing time resulted from consultations with other federal government departments.
During the reporting period, 77 informal requests were completed. Sixty-six of these were for completed requests that were posted on CSC's external website which resulted in the release of 253 previously released Access to Information packages. The remaining requests included:
reviewing investigation reports, including fact-finding and Board of Investigation reports; and
reviewing Audit and Evaluation reports internal to CSC.
Where information was available for release, copies were provided in 363 cases which included paper copies, electronic and CDs.
The ATIP Division's workload involves responding to consultations in response to formal requests received by other institutions. CSC works closely with its partners under the Public Safety portfolio such as CBSA, RCMP, CSIS, PBC, OCI, as well as Citizenship and Immigration in order to respond to consultations in a timely fashion.
During the 2013-2014 reporting period, the ATIP Division received a total of 137 consultations from other institutions processing requests under the Access to Information Act .
The following chart provides the type and number of consultations received over the 2013-2014 reporting year:
Number of Consultations Received in 2013-2014
Other government institutions 119
Other organizations 0
Applicants have the right of complaint to the Office of the Information Commissioner (OIC) pursuant to the Access to Information Act and may exercise this right at any time during the processing of their request. At the end of this reporting period, CSC received a total of 54 complaints and 49 findings were issued.
The majority of the access complaints received during this reporting period concern application of exemptions and refusal of access. CSC processed 618 requests and received 51 complaints representing less than 8.25% of the requests processed by CSC.
The following chart provides a breakdown of the type of complaint made to the OPC:
Delay/Time Limits 12 14 8
Extension 6 4 2
Exemptions 14 18 31
Exclusions 0 1 0
Fees 8 5 3
Refusal Access – General (i.e. incomplete response, no records, etc.) 11 7 21
Total 51 49 65
During last fiscal year, procedures were implemented as a result of formal ATIA complaints received by CSC and the OIC's investigations and recommendations. These procedures are still in place and are as follows:
Monthly compliance reports continue to be generated and reviewed by Senior Management on a weekly basis to ensure that ATIA requests are being processed by legislative due dates.
As part of its Duty to Assist, ATIP staff continue to communicate with requesters discussing the scope of requests, offering alternative suggestions as appropriate, and providing previously released information that is posted as summaries on CSC's external website.
CSC continues to improve its compliance rate and continues to take steps to make sure that the timeliness of responses continues.
A total of $4830.15 was collected as per Access to Information Act Regulations which included:
Application $2375.00
Search $1708.25
Programming $412.50
Reproduction $334.40
Total $4830.15
CSC was named the respondent in one federal court review related to Access requests.
The ATIP Division expended a total of $854,245.00 – $847,518.00 was in salary costs and $6,727.00 in operating costs. There were no overtime costs.
The Minister of Public Safety, pursuant to section 73 of the Access to Information Act , hereby designates the persons holding the positions set out in the schedule hereto to exercise the powers and perform the duties and functions of the Minister as the head of a government institution, that is, the Correctional Service of Canada, under the sections of the Act set out in the schedule opposite each position.
Assistant Commissioner Policy
Director ATIP
7(a) Notice where access requested • • •
8(1) Transfer to – transfer from institution • •
9 Extension of time limits • • •
11(2)(3)(4) • • •
11(5)(6) Additional Fees • • •
12(2) Language of access • • •
12(3) Access in Alternative format • • •
13 Information obtained in Confidence • • • • •
14 Federal-Provincial Affairs • • • • •
15 International affairs and defence • • • • •
16 Law enforcement and investigation • • • • •
17 Safety of individuals • • • • •
18 Economic Interests of Canada • • • • •
19 Personal Information • • • • •
20 Third party information • • • • •
21 Advice • • • • •
22 Testing procedures • • • • •
23 Solicitor/Client Privilege • • • • •
24 Statutory prohibitions • • • • •
25 Severance • • • • •
26 Information to be published • • • • •
28(1)(2)(4) • • • • •
35(2) Right to make representations • • • • •
37(4) Prepare annual report to Parliament • •
43(1) Notice to third party (application to Federal court for review) • • • • •
44(2) Notice to applicant (application to federal Court by third party) • • • • •
52(2) Special rules for hearings • • • • •
71(2) Exempt information severed from manuals • • • • •
77 Responsibilities conferred on the head of the institution by the regulations made under section 77 which are not included above • • • • •
__th day of ______, 2013
2013-04-01 to 31-Mar-14
Received during reporting period 630
Outstanding from previous reporting period 170
Closed during reporting period 618
Carried over to next reporting period 182
Business (Private Sector) 9
All disclosed 13 98 21 5 0 0 1 138
Disclosed in part 8 73 43 54 27 11 9 225
All exempted 7 15 3 3 1 2 1 32
All excluded 4 2 1 0 0 0 0 7
No records exist 65 40 7 0 0 0 0 112
Request transferred 8 0 0 0 0 0 0 8
Request abandoned 60 19 6 8 1 1 1 96
Treated informally 0 0 0 0 0 0 0 0
Total 165 247 81 70 29 14 12 618
13(1)(a) 2 16(2)(a) 0 18(a) 0 20.1 0
13(1)(b) 1 16(2)(b) 0 18(b) 0 20.2 0
13(1)(c) 10 16(2)(c) 0 18(c) 0 20.4 0
13(1)(d) 9 16(3) 0 18(d) 0 21(1)(a) 58
13(1)(e) 0 16.1(1)(a) 0 18.1(1)(a) 0 21(1)(b) 121
14(a) 8 16.1(1)(b) 0 18.1(1)(b) 0 21(1)(c) 11
14(b) 2 16.1(1)(c) 0 18.1(1)(c) 0 21(1)(d) 23
15(1) - I.A.* 4 16.1(1)(d) 0 18.1(1)(d) 0 22 9
15(1) - Def.* 0 16.2(1) 0 19(1) 205 22.1(1) 2
15(1) - S.A.* 2 16.3 0 20(1)(a) 2 23 24
16(1)(a)(i) 20 16.4(1)(a) 0 20(1)(b) 20 24(1) 2
16(1)(a)(ii) 5 16.4(1)(b) 0 20(1)(b.1) 1 26 0
16(1)(a)(iii) 2 16.5 0 20(1)(c) 22
16(1)(b) 3 17 1 20(1)(d) 12
16(1)(c) 28
16(1)(d) 95
68(a) 27 69(1)(a) 1 69(1)(g) re (a) 10
68(b) 2 69(1)(b) 0 69(1)(g) re (b) 0
68(c) 0 69(1)(c) 0 69(1)(g) re (c) 2
68.1 0 69(1)(d) 0 69(1)(g) re (d) 1
68.2(a) 0 69(1)(e) 0 69(1)(g) re (e) 5
All disclosed 132 5 1
Disclosed in part 222 3 0
Total 354 8 1
All disclosed 5309 3328 138
Disclosed in part 37474 18342 225
All exempted 1886 0 32
All excluded 449 0 7
Request abandoned 6514 0 96
All disclosed 125 1458 11 1536 2 334 0 0 0 0
Disclosed in part 144 3913 61 5306 16 6147 4 2976 0 0
All exempted 29 0 2 0 1 0 0 0 0 0
All excluded 6 0 1 0 0 0 0 0 0 0
Abandoned 88 0 4 0 1 0 3 0 0 0
Total 392 5371 79 6842 20 6481 7 2976 0 0
All disclosed 9 4 0 0 13
Disclosed in part 77 12 0 3 92
All exempted 6 0 0 3 9
Abandoned 6 19 0 2 27
Total 98 35 0 8 141
52 32 3 4 13
1 to 15 days 9 4 13
16 to 30 days 6 1 7
61 to 120 days 3 4 7
121 to 180 days 1 3 4
181 to 365 days 2 10 12
More than 365 days 3 0 3
Total 25 27 52
All disclosed 21 0 2 1
Disclosed in part 89 0 37 19
All exempted 5 0 3 0
Request abandoned 9 0 2 2
Total 128 0 44 22
30 days or less 54 0 8 2
31 to 60 days 44 0 6 7
61 to 120 days 28 0 23 12
121 to 180 days 1 0 3 1
181 to 365 days 0 0 4 0
Application 468 $2,375 51 $255
Search 18 $1,708 3 $126
Programming 2 $413 1 $263
Reproduction 5 $334 1 $33
Total 493 $4,830 56 $677
Received during reporting period 119 6947 0 0
Outstanding from the previous reporting period 18 3372 0 0
Total 137 10319 0 0
Closed during the reporting period 130 9830 0 0
Pending at the end of the reporting period 7 489 0 0
Disclose entirely 33 18 4 1 0 0 0 56
Disclose in part 20 27 9 3 4 1 0 64
Exempt entirely 3 0 1 0 0 0 0 4
Consult other institution 3 1 0 0 0 0 0 4
Total 59 47 14 5 4 1 0 130
Disclose in part 0 0 0 0 0 0 0
1 to 15 4 0
Salaries $847,518
Goods and Services $6,727
Total $854,245
Dedicated full-time to ATI
Full-time employees 12.00 0.00 12.00
Part-time and casual employees 1.00 0.00 1.00
Regional staff 0.00 5.00 5.00
Total 13.00 5.00 18.00