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Annual Report to Parliament on the Administration of the Access to Information Act - 2013-2014

Table of Contents

Introduction

We are pleased to table the Annual Report to Parliament on the administration of the Access to Information Act (ATIA) for fiscal year 2013-2014, as required under subsections 72(1) and 72(2) of the Act. This is the first annual report for the Department of Foreign Affairs, Trade and Development created as a result of the amalgamation of the Department of Foreign Affairs and International Trade Canada and the Canadian International Development Agency in June 2013. In order to provide complete information on the activities of the two former departments, the statistical reports in the annex of this document consists of three sections, one each for the former Department of Foreign Affairs and International Trade, the former Canadian International Development Agency and the recently created Department of Foreign Affairs, Trade and Development.

Purpose of the Access to Information Act

The Access to Information Act gives Canadian citizens and permanent residents, as well as individuals and corporations present in Canada, the right to seek access to federally-controlled information and records.

Mandate of the Institution

On behalf of the Government of Canada, the Department of Foreign Affairs, Trade and Development is Canada's face and voice to the world, working to advance Canada's political and economic interests in the international community as well as to apply Canadian experience to help address global issues.

The Department's legal mandate, as set out in the Department of Foreign Affairs and International Trade Act, RSC 1985, c. E-22, in force during the first three months of the reporting period, was to:

The Department of Foreign Affairs and International Trade Act, RSC 1985, c. E-22 also established the Canadian International Development Agency's mandate, as:

As of June 26, 2013, The Department's legal mandate, as set out in the Department of Foreign Affairs, Trade and Development Act, SC 2013, c. 33, s. 174 is to:

The Minister of Foreign Affairs is also responsible for the Export and Import Permits Act, RSC 1985, c. E-19, which authorizes the government to control and monitor the trans- border flow of specified goods, and for the Special Economic Measures Act, 40-41 Elizabeth II, c. 17, which authorizes the government to apply economic sanctions in response to a serious threat to international peace and security.

The Department also provides administrative support to other government departments with personnel abroad.

Passport Canada, which was a Special Operating Agency of Foreign Affairs and International Trade Canada, was transferred to the Department of Citizenship and Immigration Canada on July 2, 2013.

Organizational Structure

The Access to Information and Privacy Protection Division (ATIP Office) is responsible for the administration of the ATIA, including the processing of requests and consultations. The Director of the ATIP Office reports to the Corporate Secretary, who in turn reports to the Associate Deputy Minister of Foreign Affairs.

In 2013-2014, the ATIP staff fluctuated between forty-five and fifty-three employees (including contractors) to fulfill the Department's obligations under the Access to Information Act and the Privacy Act. As of March 31, 2014, the ATIP Office consisted of; a Director, three Deputy Directors, eight Team Leaders, thirty-one Analysts at various levels, eight clerical staff, ten consultants, two students, and one Systems Administrator. The work ranges from processing complex and/or voluminous requests to more straight forward, routine requests and consultations from other government departments as well as providing advice to internal and external stakeholders and providing training to departmental staff.

The Division completed an external staffing process at the PM-02, PM-03, PM-04, PM-05, and PM-06 levels. As a result of increased opportunities for ATI analysts throughout government, the division is continuing to deal with staffing challenges, and will continue to look for new practices and procedures to keep up with the increasing workload.

Delegated Authorities

Under Section 73 the Act, the Minister's authority is delegated to enable the Department to meet its legislated requirements as well as exercise its powers. As a result of amalgamation, the Department of Foreign Affairs, Trade and Development Canada is currently operating with two separate and distinct Delegation Orders. Since October 2009 responsibility for all sections of the Act was delegated to the Deputy Ministers, to the Corporate Secretary, to the Director of the Access to Information and Privacy Protection Division, as well as to the Deputy Directors of the ATIP Office.

Administration of Requests

The following section explains in more detail the TBS statistical report for the Department of Foreign Affairs and International Trade Canada for the period of April 1, 2013 and June 26, 2013 as provided in Annex B.

Access to Information Requests

The Department received 214 requests for information under the Access to Information Act. Along with those new requests received, 472 requests were carried over from the previous
fiscal year for a total of 686 requests.

During the reporting period, 225 requests were completed and 461 active files were carried over to the next reporting period.

Requestor Sources

The Access to Information requests received during this reporting period break down as follows:

Table 1: Requestor sources
Access to Information RequestsNumber of Requests
Media95
Academia16
Business46
Organizations16
Public41
Total214
Disposition of Completed Requests

The distribution of requests completed during this reporting period is as follows:

Table 2: Disposition of completed requests
Access to Information RequestsNumber of Requests
All disclosed17
Disclosed in part120
Nothing disclosed (excluded)9
Nothing disclosed (exempted5
Transferred4
Unable to process47
Abandoned by applicant22
Treated informally1
Total225
Exemptions and Exclusions

The exemptions most commonly used by DFAIT during the period were sub-sections 15(1) [international affairs] and 20(1) [third party information] as well as paragraphs 19(1) [personal information] and 21(1)(a) [consultations and deliberations]. These were invoked for 105, 102, 97, and 71 requests, respectively. DFAIT also applied exclusions under sub-section 69(1) [confidences of cabinet] in 42 instances.

Relevant Pages Processed and Disclosed

In all, during this reporting period, DFAIT disclosed 16,635 pages of the 31,865 relevant pages processed.

Extensions

During the reporting period, DFAIT claimed extensions pursuant to paragraphs 9(1)(a), 9(1)(b) and 9(1)(c):43, 72, and 9 times, respectively.

Fees and Costs

For the reporting period, the Department collected $1,321 in fees, and waived $1,500 in fees.

Consultations Received from Other Institutions

When a request contains records that are of a greater interest to another institution, the ATIP Office of that institution is consulted.

Given its mandate and various responsibilities at the international level, DFAIT played a key role in its responsibilities under the ATIA on behalf of other government departments (OGDs). As well, DFAIT consulted with foreign organizations abroad on behalf of other federal government institutions that are processing requests for records originating from abroad.

Between April 1, 2013 and June 26, 2013, DFAIT received 275 ATI Act consultations from other government institutions. Most requests originated from federal institutions subject to the Access to Information Act. However, a small percentage of consultations originated from other organizations.

During the reporting period, 240 consultations were completed representing 22,164 pages.

The following section explains in more detail the TBS statistical report for the Canadian International Development Agency for the period of April 1, 2013 and June 26, 2013 as provided in Annex C.

Access to Information Requests

The Agency received 41 requests for information under the Access to Information Act. Along with those new requests received, 157 requests were carried over from the previous fiscal year for a total of 198 requests.

During the reporting period, 90 requests were completed and 108 active files were carried over to the next reporting period.

Requestor Sources

The Access to Information requests received during this reporting period break down as follows:

Table 3: Requestor sources
Access to Information RequestsNumber of Requests
Media23
Academia4
Business1
Organizations3
Public10
Total41
Disposition of Completed Requests

The distribution of requests completed during this reporting period is as follows:

Table 4: Disposition of completed requests
Access to Information RequestsNumber of Requests
All disclosed11
Disclosed in part64
Nothing disclosed (excluded)0
Nothing disclosed (exempted)0
Transferred1
Unable to process7
Abandoned by applicant7
Treated informally0
Total90
Exemptions and Exclusions

The exemptions most commonly used by the Agency during the period were sub-sections 20(1) [third party information] and 19(1) [personal information] as well as paragraphs 21(1)(a) [advice] and 21(1)(b) [consultations and deliberations]. These were invoked for 55, 36, 49, and 51 requests, respectively. The Agency also applied exclusions under sub-section 69(1) [confidences of cabinet] in 16 instances.

Relevant Pages Processed and Disclosed

In all, during this reporting period, the Agency disclosed 349 pages of the 425 relevant pages processed.

Extensions

During the reporting period, the Agency claimed extensions pursuant to paragraphs 9(1)(a), 9(1)(b) and 9(1)(c):4, 43, and 17 times, respectively.

Fees and Costs

For the reporting period, the Agency collected $400 in fees, and waived $426 in fees.

Consultations Received from Other Institutions

When a request contains records that are of a greater interest to another institution, the ATIP Office of that institution is consulted.

Between April 1, 2013 and June 26, 2013, the Agency received 34 ATI Act consultations from other government institutions.

During the reporting period, 34 consultations were completed representing 540 pages.

The following section explains in more detail the TBS statistical report for the Department of Foreign Affairs, Trade and Development Canada for the period June 27, 2013 and March 31, 2014 as provided in Annex D.

Access to Information Requests

DFATD received 904 requests for information under the Access to Information Act. Along with those new requests received, 569 requests were carried over from the previous fiscal year for a total of 1,473 requests.

During the reporting period, 975 requests were completed and 498 active files were carried over to the next reporting period.

Although the amalgamation of the former Department of Foreign Affairs and International Trade and the Canadian International Development Agency created administrative and technological challenges related to the merger of the two separate ATIP offices, the amalgamation provided an opportunity to merge and update existing policies, guidelines and procedures resulting in a more efficient and effective department. The labour disruptions by the members of the Professional Association of Foreign Service Officers resulted in an inability to appropriately determine the length of time to process some ATI requests associated with Foreign Service Officers identified as subject matter experts. As these Foreign Service Officers were on strike they were unavailable to retrieve and review records. These factors, combined with a continued focus on completing the oldest requests, unfortunately contributed to an overall increase in deemed refusals. The DFATD ATIP Office has taken measures and is committed to improve on these numbers for the next fiscal year.

Requestor Sources

The Access to Information requests received during this reporting period break down as follows:

Table 5: Requestor sources
Access to Information RequestsNumber of Requests
Media501
Academia73
Business90
Organizations85
Public155
Total904
Disposition of Completed Requests

The distribution of requests completed during this reporting period is as follows:

Table 6: Disposition of completed requests
Access to Information RequestsNumber of Requests
All disclosed98
Disclosed in part612
Nothing disclosed (excluded)24
Nothing disclosed (exempted15
Transferred14
Unable to process94
Abandoned by applicant118
Treated informally0
Total975
Exemptions and Exclusions

The exemptions most commonly used by the Department during the period were sub-sections 15(1) [international affairs] and 19(1) [personal information] as well as paragraphs 21(1)(a) [advice] and 21(1)(b) [consultations and deliberations]. These were invoked for 517, 415, 354, and 375 requests, respectively. The Department also applied exclusions under sub-section 69(1) [confidences of cabinet] in 287 instances.

Relevant Pages Processed and Disclosed

In all, during this reporting period, DFATD disclosed 80 543 pages of the 138 159 relevant pages processed.

Extensions

During the reporting period, the Department claimed extensions pursuant to paragraphs 9(1)(a), 9(1)(b) and 9(1)(c): 210, 390, and 55 times, respectively.

Fees and Costs

For the reporting period, the Department collected $6,257 in fees, and waived $2,970 in fees.

Consultations Received from Other Institutions

When a request contains records that are of interest to another institution, the ATIP Office of that institution is consulted.

Given its mandate and various responsibilities at the international level, DFATD plays a key role under the ATIA on behalf of other government departments (OGDs). As well DFATD consults with foreign organizations abroad on behalf of other federal government institutions that are processing requests for records originating from abroad.

Between June 27, 2013 and March 31, 2014, the Department received 589 ATI Act consultations from other government institutions. Most requests originated from federal institutions subject to the Access to Information Act. However, a small percentage of consultations originated from other organizations.

On January 12, 2012 the Treasury Board Secretariat introduced section 7.7 in the Directive on the Administration of the Access to Information Act. The intent of this section was to limit and reduce the need for inter-institutional consultation particularly regarding the application of section 15 of the Access to Information Act. With this goal in mind the Department has offered and conducted training sessions for ATIP offices across government to help ensure departments are trained in the exercise of discretion that would allow them to invoke section 15 without the need to consult DFAIT as was mandatory in the past. In order to ensure high-value work on consultations The ATIP Office now conducts an initial triage and should the application of section 15 not be apparent the documents are immediately returned to the consulting institution. With the implementation of these steps we can now see a marked decrease in the amount of consultations received. In the 2011-2012 reporting year DFAIT had received 1136 consultations, In 2012-2013 DFAIT received 971. A significant drop can now be seen as in the current reporting period, after amalgamation, DFATD has only received 589 consultation requests.

During the reporting period, 652 consultations were completed representing 75,454 pages.

Internal Operations

Training and Development

During 2013-2014, the ATIP Office continued to provide analysts with the necessary training and tools to perform their jobs effectively via training sessions developed to meet the ATIP Office's training needs and a dedicated trainer. Furthermore, in conjunction with the Centre for Corporate Learning Services, Learning Roadmaps were developed in order to effectively identify and formalize the training requirements for employees in the ATIP Division.

The ATIP Office also continued to benefit from its ATIP Professional Development Program which allows DFATD to "grow its own" ATIP Analysts due to the lack of experienced ATIP Analysts within the federal ATIP Community. This program has been very successful in addressing recruitment, retention and succession planning issues. 12 employees are presently in the program and recruiting continues.

The Policy & Governance Team assists in addressing the ATIP training needs of the ATIP Office, the Department and other government departments. The Policy and Governance Team also advises the Department regarding compliance with all other aspects and regulations of the Access to Information Act, Privacy Act and relevant policy requirements.

The Department's Intranet ATIP website is accessible to all DFATD employees as is a newly designed Wiki page. In addition, an ATIP Group exists in AGORA, a collaboration tool used to quickly share information, best practices and facilitate collaboration across the Department. The ATIP Division maintains a structured and department-wide ATIP awareness program to ensure that officials across the Department understand their roles and responsibilities. The ATIP Office has also expanded the forums within which ATIP training is delivered to include; staff meetings, "DFATD 101" courses which are designed for new employees, a "Lunch and Learn" program and pre-posting training sessions in order to better prepare employees for their work at Canada's missions abroad.

The ATIP Office also holds sessions with subject matter experts during which records are reviewed in order to educate employees on the exercise of discretion when making recommendations.

To ensure that employees at Canadian missions abroad also receive necessary training, sessions are delivered to Locally Engaged Staff, Trade, Political, Development, Consular Officers, and Administrative Assistants using videoconferencing and webinar technology. In addition, an online interactive ATIP awareness tutorial, developed in collaboration with the Canadian Foreign Service Institute, continues to be used. For this reporting period, one hundred and eighty-two employees completed the online training. This important tool allows employees to receive training without additional resources being allotted to such efforts.

Training on the Directive 7.7 of the Access to Information Act, which requires consultation with DFATD on Section 15 of the Act only if another department requires additional information for the proper exercise of discretion to withhold or another department intends to disclose sensitive information pertaining to international affairs, continued to be delivered during this reporting period to the federal ATIP community via TBS community meetings and various training sessions. As well, this training provides information on the responsibilities of DFATD vis-à-vis the Access to Information Act and Privacy Act as it pertains to records that have international implications. As expected, this training was beneficial to other federal departments in identifying what information and/or records should be sent to DFATD for consultation.

To assist Consular Officers in understanding their roles and responsibilities vis-a-vis the Access to Information Act and the Privacy Act in the context of providing consular services to Canadians, a specific training program is delivered using scenario-based practical exercises to better prepare employees for situations they may encounter in the course of their duties. During the reporting period sixteen Consular Training sessions were held with one hundred and eighty-three participants. Training was also provided to Honourary Consuls to help them better understand their roles and responsibilities.

The ATIP Office continues to refine both the training program for ATIP Liaison Officers and subject-matter experts within Offices of Primary Interest (OPIs) across the Department. Employees can register for these courses via an automated online service, which has improved the ATIP Office's ability to deliver training.

In all, during the reporting period, fifty-one ATIP training sessions were delivered to approximately five hundred and seventy employees, including:

DFATD's ATIP Division continuously strives to develop and refine its training tools through comments from employees participating in the various training session delivered.

Complaints, Audits, and Investigations

From April 1, 2013 to March 31, 2014, 105 complaints were made to the Office of the Information Commissioner (OIC) regarding access to information requests to the Department. The reasons for the complaints are as follows:

Table 7: Complaints, audits, and investigations
Reason for ComplaintNumber of Complaints
Delay5
Extension7
Miscellaneous19
Refusal – Exemptions71
Refusal – General7
Refusal – Section 699
Publication0

Furthermore, during FY 2013-14, 58 complaints were closed. The findings on closed complaints are as follows:

Table 8: Complaints, audits, and investigations
Reason for ComplaintNumber of Complaints
Discontinued25
Not Well-Founded4
Resolved20
Well-Founded9

The Department takes the issue of complaints seriously. The highest number of complaints pertain to the application of exemptions and this is being addressed through numerous means including; using the ATIP Professional Development Program to recruit, train and promote employees, providing ATIP Awareness sessions throughout the Department, updating the Intranet ATIP web site, ensuring that new personnel receive appropriate training and can refer to a new online ATIP tutorial. The Division has also dedicated an officer to deal solely with complaints.

New or Revised Policies, Guidelines and Procedures

As previously mentioned, although the amalgamation of the former Department of Foreign Affairs and International Trade and the Canadian International Development Agency created administrative and technological challenges related to the merger of the two separate ATIP offices, the amalgamation provided an opportunity to merge and update existing policies, guidelines and procedures resulting in a more efficient and effective department. The labour disruptions by the members of the Professional Association of Foreign Service Officers resulted in an inability to appropriately determine the length of time to process some ATI requests associated with Foreign Service Officers identified as subject matter experts. As these Foreign Service Officers were on strike, they were unavailable to retrieve and review records. These factors, combined with a continued focus on completing the oldest requests, unfortunately contributed to an overall increase in deemed refusals. The DFATD ATIP Office has taken measures and is committed to improve on these numbers for the next fiscal year.

The Access to Information and Privacy Protection Office at DFATD is continually working to find efficiencies to deal with the ever increasing workload. The past fiscal year saw the implementation of Learning Roadmaps to guide management and staff in their professional development as ATIP experts. To aid staff in better understanding the roles of the branches, bureaus and divisions in the new department, an evergreen chart was created and continues to be updated on a weekly basis given the ongoing organizational changes in the new department. For new ATIP Office employees, an ATIP request process workflow chart was created to help them better understand their role. Finally, a detailed Access to Information and Access Consultation step-by-step process document was prepared to increase the efficiency of new employees.

The ATIP Office completed its external staffing processes for PM-02 to PM-06 positions as well as a PM-04 deployment process.

The Department continued to place emphasis on educating departmental officials on their ATIP roles and responsibilities to ensure compliance and efficiencies.

Monitoring Processing Times

The Department monitors time to process ATI requests as well as tracks the status of requests.

Annex A: Designation Order

Access to Information Act Designation Order

The Minister of Foreign Affairs, pursuant to section 73 of the Access to Information Act, hereby designates the persons holding the positions set out in the schedule hereto, or the persons acting in those positions, to exercise the powers and perform the duties and functions of the Minister of Foreign Affairs as the head of a Government institution under the Act. This designation replaces the designation dated March 11, 1998.

Schedule

Position

  1. Deputy Minister of Foreign Affairs
  2. Deputy Minister for International Trade
  3. Director General, Corporate Secretariat
  4. Director, Access to Information and Privacy Protection Division
  5. Deputy Directors, Access to Information and Privacy Protection Division

The Honourable Lawrence Cannon, P.C., M.P.
Ottawa, October 2nd, 2009

Access to Information Act Designation Order

The Minister of Foreign Affairs, pursuant to section 73 of the Access to Information Act, hereby designates the persons holding the positions in the Canadian International Development Agency set out in the schedule hereto, or the persons occupying on an acting basis those positions, to exercise the powers and perform the duties and functions of the Minister of Foreign Affairs as the head of a government institution under the Act. This designation replaces the designation dated August 11, 1993.

Canadian International Development Agency Delegation Schedule (Access to Information Act)

  1. Position: President
    Section(s) of Privacy Act: All sections
  2. Position: Secretary General
    Section(s) of Privacy Act: All sections
  3. Position: Coordinator, ATIP
    Section(s) of Privacy Act: All sections
  4. Position: Senior ATIP Advisor
    Section(s) of Privacy Act: 7(a), 7(b), 8(1), 9, 11(2)(3)(4)(5)(6), 27(1), 27(4), 28(1)(b), 28(2), 28(4), 35(2), 43(1), 44(2)

The Honourable Lawrence Cannon, P.C., M.P.
Ottawa, October 2nd, 2009

Annex B: Department of Foreign Affairs and International Trade Canada 2013-14 Statistical Report

Statistical Report on the Access to Information Act

Name of institution: Foreign Affairs and International Trade

Reporting period: 01/04/2013 to 26/06/2013

Part 1 - Requests under the Access to Information Act

1.1 Number of requestes
Table 9: Number of requestes
SourceNumber of Requests
Received during reporting period214
Outstanding from previous reporting period472
Total686
Closed during reporting period225
Carried over to next reporting period461
1.2 Source of requestes
Table 10: Source of requestes
SourceNumber of Requests
Media95
Academia16
Business (Private Sector)46
Organization16
Public41
Total214

Part 2 - Requests closed during the reporting period

2.1 Disposition and completion time
Table 11: Disposition and completion time
Disposition of requestsCompletion Time
1 to 15 days16 to 30 days31 to 60 days61 to 120 days121 to 180 days181 to 365 daysMore than 365 daysTotal
All disclosed285200017
Disclosed in part122143682415120
All exempted03110005
All excluded10130319
No records exist10342100047
Request transferred40000004
Request abandoned563202422
Treated informally10000001
Total2473264582920225
2.2 Exemptions
Table 12: Exemptions
SectionNumber of Requests
* I.A.: International Affairs Def.: Defence of Canada S.A.: Subversive Activities
13(1)(a)36
13(1)(b)9
13(1)(c)4
13(1)(d)1
13(1)(e)0
14(a)3
14(b)2
15(1) - I.A.*96
15(1) - Def.*7
15(1) - S.A.*2
16(1)(a)(i)2
16(1)(a)(ii)1
16(1)(a)(iii)0
16(1)(b)0
16(1)(c)4
16(1)(d)0
16(2)(a)0
16(2)(b)0
16(2)(c)8
16(3)0
16.1(1)(a)0
16.1(1)(b)0
16.1(1)(c)0
16.1(1)(d)0
16.2(1)0
16.30
16.4(1)(a)0
16.4(1)(b)0
16.50
176
18(a)2
18(b)3
18(c)0
18(d)3
18.1(1)(a)0
18.1(1)(b)1
18.1(1)(c)0
18.1(1)(d)0
19(1)97
20(1)(a)2
20(1)(b)41
20(1)(b.1)1
20(1)(c)42
20(1)(d)16
20.10
20.20
20.40
21(1)(a)71
21(1)(b)70
21(1)(c)18
21(1)(d)11
220
22.1(1)0
2334
24(1)0
260
2.3 Exclusions
Table 13: Exclusions
SectionNumber of Requests
68(a)1
68(b)0
68(c)0
68.10
68.2(a)0
68.2(b)1
69(1)(a)1
69(1)(b)0
69(1)(c)2
69(1)(d)2
69(1)(e)8
69(1)(f)1
69(1)(g)re (a)10
69(1)(g)re (b)0
69(1)(g)re (c)7
69(1)(g)re (d)2
69(1)(g)re (e)8
69(1)(g)re (f)1
69.1(1)0
2.4 Format of information released
Table 14: Format of information released
DispositionPaperElectronicOther formats
All disclosed1511
Disclosed in part77376
Total92387
2.5 Complexity
2.5.1 Relevant pages processed and disclosed
Table 15: Relevant pages processed and disclosed
Disposition of requestsNumber of pages processedNumber of pages disclosedNumber of requests
All disclosed1303116217
Disclosed in part2743214869120
All exempted11805
All excluded20509
Request abandoned2807176622
2.5.2 Relevant pages processed and disclosed by size of requests
Table 16: Relevant pages processed and disclosed by size of requests
DispositionLess than 100 pages processed101-500 pages processed501-1000 pages processed1001-5000 pages processedMore than 5000 pages processed
Number of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosed
All disclosed15226129116450000
Disclosed in part751914336047623926451600
All exempted5000000000
All excluded9000000000
Abandoned160490328630000
Total1202140387241939006451600
2.5.3 Other complexities
Table 17: Other complexities
DispositionConsultation requiredAssessment of feesLegal advice soughtOtherTotal
All disclosed3 003
Disclosed in part7020072
All exempted10001
All excluded60006
Abandoned42006
Total8440088
2.6 Deemed refusals
2.6.1 Reasons for not meeting statutory deadline
Table 18: Reasons for not meeting statutory deadline
Number of requests closed past the statutory deadlinePrincipal Reason
WorkloadExternal consultationInternal consultationOther
7433151313
2.6.2 Number of days past deadline
Table 19: Number of days past deadline
Number of days past deadlineNumber of requests past deadline where no extension was takenNumber of requests past deadline where an extension was takenTotal
1 to 15 days10414
16 to 30 days459
31 to 60 days549
61 to 120 days189
121 to 180 days01111
181 to 365 days71118
More than 365 days044
Total274774
2.7 Requests for translation
Table 20: Requests for translation
Translation RequestsAcceptedRefusedTotal
English to French000
French to English000
Total000

Part 3 - Extensions

3.1 Reasons for extensions and disposition of requests
Table 21: Reasons for extensions and disposition of requests
Disposition of requests where an extension was taken9(1)(a) Interference with operations9(1)(b) Consultation9(1)(c) Third party notice
Section 69Other
All disclosed1001
Disclosed in part330568
All exempted0010
All excluded1070
No records exist1000
Request abandoned7080
Total430729
3.2 Length of extensions
Table 22: Length of extensions
Length of extensions9(1)(a) Interference with operations9(1)(b) Consultation9(1)(c) Third party notice
Section 69Other
30 days or less16093
31 to 60 days90214
61 to 120 days110182
121 to 180 days30130
181 to 365 days10110
365 days or more3000
Total430729

Part 4 - Fees

Table 23: Fees
Fee TypeFee CollectedFee Waived or Refunded
Number of requestsAmountNumber of requestsAmount
Application217$1,0857$40
Search1$1631$1,263
Production0$00$0
Programming0$00$0
Preparation1$731$197
Alternative format0$00$0
Reproduction0$00$0
Total219$1,3219$1,500

Part 5 - Consultations received from other institutions and organizations

5.1 Consultations received from other government institutions and organizations
Table 24: Consultations received from other government institutions and organizations
ConsultationsOther government institutionsNumber of pages to reviewOther organizationsNumber of pages to review
Received during reporting period27581234752
Outstanding from the previous reporting period123206716318
Total39828794101070
Closed during the reporting period24066306797
Pending at the end of the reporting period158221644273
5.2 Recommendations and completion time for consultations received from other government institutions
Table 25: Recommendations and completion time for consultations received from other government institutions
RecommendationNumber of days required to complete consultation requests
1 to 15 days16 to 30 days31 to 60 days61 to 120 days121 to 180 days181 to 365 daysMore than 365 daysTotal
Disclose entirely1113189 0051
Disclose in part8305332410128
Exempt entirely20101004
Exclude entirely00000000
Consult other institution435311017
Other24132100040
Total49597945620240
5.3 Recommendations and completion time for consultations received from other organizations
Table 26: Recommendations and completion time for consultations
RecommendationNumber of days required to complete consultation requests
1 to 15 days16 to 30 days31 to 60 days61 to 120 days121 to 180 days181 to 365 daysMore than 365 daysTotal
Disclose entirely01100002
Disclose in part101000 2
Exempt entirely00000000
Exclude entirely00000000
Consult other institution00001001
Other00010001
Total11211006

Part 6 - Completion time of consultations on Cabinet confidences

Table 27: Completion time of consultations on Cabinet confidences
Number of daysNumber of responses receivedNumber of responses received past deadline
1 to 1510
16 to 3000
31 to 6050
61 to 12080
121 to 18033
181 to 36555
More than 36500
Total228

Part 7 - Resources related to the Access to Information Act

7.1 Costs
Table 28: Costs
ExpendituresAmount
Salaries$716,415
Overtime$3,057
Goods and Services$516,648
Professional services contracts$482,878 
Other$33,770
Total$1,236,120
7.2 Human Resources
Table 29: Human Resources
ResourcesDedicated full-time to ATI activitiesDedicated part-time to ATI activitiesTotal
Full-time employees38.550.0038.55
Part-time and casual employees0.000.000.00
Regional staff0.000.000.00
Consultants and agency personnel14.150.0014.15
Students0.000.000.00
Total52.700.0052.70

Annex C: Canadian International Development Agency 2013-14 Statistical Report

Statistical Report on the Access to Information Act

Name of institution: Canadian International Agency

Reporting period: 01/04/2013 to 26/06/2013

Part 1 - Requests under the Access to Information Act

1.1 Number of requestes
Table 30: Number of requestes
SourceNumber of Requests
Received during reporting period41
Outstanding from previous reporting period157
Total198
Closed during reporting period90
Carried over to next reporting period108
1.2 Source of requestes
Table 31: Source of requestes
SourceNumber of Requests
Media23
Academia4
Business (Private Sector)1
Organization3
Public10
Total41

Part 2 - Requests closed during the reporting period

2.1 Disposition and completion time
Table 32: Disposition and completion time
Disposition of requestsCompletion Time
1 to 15 days16 to 30 days31 to 60 days61 to 120 days121 to 180 days181 to 365 daysMore than 365 daysTotal
All disclosed090020011
Disclosed in part114226171364
All exempted00000000
All exempted00000000
No records exist52000007
Request transferred10000001
Request abandoned60010007
Treated informally00000000
Total1325227191390
2.2 Exemptions
Table 33: Exemptions
SectionNumber of Requests
* I.A.: International Affairs Def.: Defence of Canada S.A.: Subversive Activities
13(1)(a)8
13(1)(b)7
13(1)(c)0
13(1)(d)1
13(1)(e)0
14(a)0
14(b)0
15(1) - I.A.*23
15(1) - Def.*0
15(1) - S.A.*0
16(1)(a)(i)0
16(1)(a)(ii)0
16(1)(a)(iii)0
16(1)(b)0
16(1)(c)0
16(1)(d)0
16(2)(a)0
16(2)(b)0
16(2)(c)1
16(3)0
16.1(1)(a)0
16.1(1)(b)0
16.1(1)(c)0
16.1(1)(d)0
16.2(1)0
16.30
16.4(1)(a)0
16.4(1)(b)0
16.50
172
18(a)0
18(b)0
18(c)0
18(d)0
18.1(1)(a)0
18.1(1)(b)1
18.1(1)(c)0
18.1(1)(d)0
19(1)36
20(1)(a)3
20(1)(b)31
20(1)(b.1)0
20(1)(c)16
20(1)(d)5
20.10
20.20
20.40
21(1)(a)49
21(1)(b)51
21(1)(c)5
21(1)(d)4
224
22.1(1)0
233
24(1)0
260
2.3 Exclusions
Table 34: Exclusions
SectionNumber of Requests
68(a)0
68(b)0
68(c)0
68.10
68.2(a)0
68.2(b)0
69(1)(a)0
69(1)(b)0
69(1)(c)0
69(1)(d)0
69(1)(e)5
69(1)(f)0
69(1)(g)re (a)5
69(1)(g)re (b)0
69(1)(g)re (c)3
69(1)(g)re (d)1
69(1)(g)re (e)2
69(1)(g)re (f)0
69.1(1)0
2.4 Format of information released
Table 35: Format of information released
DispositionPaperElectronicOther formats
All disclosed1100
Disclosed in part41230
Total52230
2.5 Complexity
2.5.1 Relevant pages processed and disclosed
Table 36: Relevant pages processed and disclosed
Disposition of requestsNumber of pages processedNumber of pages disclosedNumber of requests
All disclosed21721711
Disclosed in part11049819864
All exempted000
All excluded000
Request abandoned4253497
2.5.2 Relevant pages processed and disclosed by size of requests
Table 37: Relevant pages processed and disclosed by size of requests
DispositionLess than 100 pages processed101-500 pages processed501-1000 pages processed1001-5000 pages processedMore than 5000 pages processed
Number of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosed
All disclosed10861131000000
Disclosed in part401273193409313792213700
All exempted0000000000
All excluded0000000000
Abandoned601349000000
Total561359213889313792213700
2.5.3 Other complexities
Table 38: Other complexities
DispositionConsultation requiredAssessment of feesLegal advice soughtOtherTotal
All disclosed21003
Disclosed in part5200052
All exempted00000
All excluded00000
Abandoned12003
Total5530058
2.6 Deemed refusals
2.6.1 Reasons for not meeting statutory deadline
Table 39: Reasons for not meeting statutory deadline
Number of requests closed past the statutory deadlinePrincipal Reason
WorkloadExternal consultationInternal consultationOther
62400
2.6.2 Number of days past deadline
Table 40: Number of days past deadline
Number of days past deadlineNumber of requests past deadline where no extension was takenNumber of requests past deadline where an extension was takenTotal
1 to 15 days011
16 to 30 days000
31 to 60 days011
61 to 120 days011
121 to 180 days000
181 to 365 days022
More than 365 days011
Total066
2.7 Requests for translation
Table 41: Requests for translation
Translation RequestsAcceptedRefusedTotal
English to French000
French to English000
Total000

Part 3 - Extensions

3.1 Reasons for extensions and disposition of requests
Table 42: Reasons for extensions and disposition of requests
Disposition of requests where an extension was taken9(1)(a) Interference with operations9(1)(b) Consultation9(1)(c) Third party notice
Section 69Other
All disclosed0110
Disclosed in part463417
All exempted0000
All excluded0000
No records exist0000
Request abandoned0100
Total483517
3.2 Length of extensions
Table 43: Length of extensions
Length of extensions9(1)(a) Interference with operations9(1)(b) Consultation9(1)(c) Third party notice
Section 69Other
30 days or less2000
31 to 60 days11014
61 to 120 days13323
121 to 180 days0430
181 to 365 days0000
365 days or more0000
Total483517

Part 4 - Fees

Table 44: Fees
Fee TypeFee CollectedFee Waived or Refunded
Number of requestsAmountNumber of requestsAmount
Application80$40010$50
Search0$00$0
Production0$00$0
Programming0$00$0
Preparation0$022$44
Alternative format0$00$0
Reproduction0$051$332
Total80$40083$426

Part 5 - Consultations received from other institutions and organizations

5.1 Consultations received from other government institutions and organizations
Table 45: Consultations received from other government institutions and organizations
ConsultationsOther government institutionsNumber of pages to reviewOther organizationsNumber of pages to review
Received during reporting period3450400
Outstanding from the previous reporting period612800
Total4063200
Closed during the reporting period3454000
Pending at the end of the reporting period69200
5.2 Recommendations and completion time for consultations received from other government institutions
Table 46: Recommendations and completion time for consultations received from other government institutions
RecommendationNumber of days required to complete consultation requests
1 to 15 days16 to 30 days31 to 60 days61 to 120 days121 to 180 days181 to 365 daysMore than 365 daysTotal
Disclose entirely1460000020
Disclose in part750000012
Exempt entirely10000001
Exclude entirely00000000
Consult other institution10000001
Other00000000
Total23110000034
5.3 Recommendations and completion time for consultations received from other organizations
Table 47: Recommendations and completion time for consultations
RecommendationNumber of days required to complete consultation requests
1 to 15 days16 to 30 days31 to 60 days61 to 120 days121 to 180 days181 to 365 daysMore than 365 daysTotal
Disclose entirely00000000
Disclose in part00000000
Exempt entirely00000000
Exclude entirely00000000
Consult other institution00000000
Other00000000
Total00000000

Part 6 - Completion time of consultations on Cabinet confidences

Table 48: Completion time of consultations on Cabinet confidences
Number of daysNumber of responses receivedNumber of responses received past deadline
1 to 1510
16 to 3010
31 to 6000
61 to 12030
121 to 18022
181 to 36522
More than 36500
Total94

Part 7 - Resources related to the Access to Information Act

7.1 Costs
Table 49: Costs
ExpendituresAmount
Salaries$118,953
Overtime$302
Goods and Services$45,695
Professional services contracts$14,772 
Other$30,923
Total$164,950
7.2 Human Resources
Table 50: Human Resources
ResourcesDedicated full-time to ATI activitiesDedicated part-time to ATI activitiesTotal
Full-time employees3.070.003.07
Part-time and casual employees0.000.000.00
Regional staff0.000.000.00
Consultants and agency personnel3.430.003.43
Students0.000.000.00
Total6.500.006.50

Annex D: Department of Foreign Affairs, Trade and Development Canada 2013-14 Statistical Report

Statistical Report on the Access to Information Act

Name of institution: Foreign Affairs and International Trade

Reporting period: 27/06/2013 to 31/03/2014

Part 1 - Requests under the Access to Information Act

1.1 Number of requestes
Table 51: Number of requestes
SourceNumber of Requests
Received during reporting period904
Outstanding from previous reporting period569
Total1473
Closed during reporting period975
Carried over to next reporting period498
1.2 Source of requestes
Table 52: Source of requestes
SourceNumber of Requests
Media501
Academia73
Business (Private Sector)90
Organization85
Public155
Total904

Part 2 - Requests closed during the reporting period

2.1 Disposition and completion time
Table 53: Disposition and completion time
Disposition of requestsCompletion Time
1 to 15 days16 to 30 days31 to 60 days61 to 120 days121 to 180 days181 to 365 daysMore than 365 daysTotal
All disclosed1054161032398
Disclosed in part11569715683103106612
All exempted023522115
All exempted0109112124
No records exist96310603394
Request transferred1400000014
Request abandoned5427942715118
Treated informally00000000
Total98203135190101119129975
2.2 Exemptions
Table 54: Exemptions
SectionNumber of Requests
* I.A.: International Affairs Def.: Defence of Canada S.A.: Subversive Activities
13(1)(a)174
13(1)(b)65
13(1)(c)16
13(1)(d)1
13(1)(e)0
14(a)40
14(b)16
15(1) - I.A.*471
15(1) - Def.*34
15(1) - S.A.*12
16(1)(a)(i)5
16(1)(a)(ii)0
16(1)(a)(iii)3
16(1)(b)3
16(1)(c)7
16(1)(d)2
16(2)(a)2
16(2)(b)1
16(2)(c)61
16(3)0
16.1(1)(a)0
16.1(1)(b)0
16.1(1)(c)0
16.1(1)(d)0
16.2(1)0
16.30
16.4(1)(a)0
16.4(1)(b)0
16.51
1746
18(a)11
18(b)8
18(c)0
18(d)13
18.1(1)(a)0
18.1(1)(b)6
18.1(1)(c)0
18.1(1)(d)0
19(1)415
20(1)(a)8
20(1)(b)152
20(1)(b.1)5
20(1)(c)159
20(1)(d)41
20.13
20.20
20.40
21(1)(a)354
21(1)(b)375
21(1)(c)109
21(1)(d)40
223
22.1(1)3
2392
24(1)12
263
2.3 Exclusions
Table 55: Exclusions
SectionNumber of Requests
68(a)13
68(b)1
68(c)0
68.10
68.2(a)1
68.2(b)1
69(1)(a)22
69(1)(b)0
69(1)(c)0
69(1)(d)16
69(1)(e)48
69(1)(f)3
69(1)(g)re (a)88
69(1)(g)re (b)1
69(1)(g)re (c)39
69(1)(g)re (d)21
69(1)(g)re (e)46
69(1)(g)re (f)3
69.1(1)0
2.4 Format of information released
Table 56: Format of information released
DispositionPaperElectronicOther formats
All disclosed78119
Disclosed in part35523324
Total43324433
2.5 Complexity
2.5.1 Relevant pages processed and disclosed
Table 57: Relevant pages processed and disclosed
Disposition of requestsNumber of pages processedNumber of pages disclosedNumber of requests
All disclosed5264254298
Disclosed in part11808574371612
All exempted3768015
All excluded1751024
Request abandoned92913630118
2.5.2 Relevant pages processed and disclosed by size of requests
Table 58: Relevant pages processed and disclosed by size of requests
DispositionLess than 100 pages processed101-500 pages processed501-1000 pages processed1001-5000 pages processedMore than 5000 pages processed
Number of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosed
All disclosed9312843709153811100
Disclosed in part3657290184312633717122261869600
All exempted11020101000
All excluded22010001000
Abandoned103165760749014195700
Total5948739197325794318561332066400
2.5.3 Other complexities
Table 59: Other complexities
DispositionConsultation requiredAssessment of feesLegal advice soughtOtherTotal
All disclosed7001017
Disclosed in part35618473451
All exempted70018
All excluded2200224
Abandoned17502446
Total409234110546
2.6 Deemed refusals
2.6.1 Reasons for not meeting statutory deadline
Table 60: Reasons for not meeting statutory deadline
Number of requests closed past the statutory deadlinePrincipal Reason
WorkloadExternal consultationInternal consultationOther
394191656177
2.6.2 Number of days past deadline
Table 61: Number of days past deadline
Number of days past deadlineNumber of requests past deadline where no extension was takenNumber of requests past deadline where an extension was takenTotal
1 to 15 days264470
16 to 30 days211536
31 to 60 days152641
61 to 120 days193150
121 to 180 days102939
181 to 365 days254974
More than 365 days156984
Total131263394
2.7 Requests for translation
Table 62: Requests for translation
Translation RequestsAcceptedRefusedTotal
English to French000
French to English000
Total000

Part 3 - Extensions

3.1 Reasons for extensions and disposition of requests
Table 63: Reasons for extensions and disposition of requests
Disposition of requests where an extension was taken9(1)(a) Interference with operations9(1)(b) Consultation9(1)(c) Third party notice
Section 69Other
All disclosed12082
Disclosed in part1705726748
All exempted2273
All excluded56140
No records exist80102
Request abandoned134150
Total2106932155
3.2 Length of extensions
Table 64: Length of extensions
Length of extensions9(1)(a) Interference with operations9(1)(b) Consultation9(1)(c) Third party notice
Section 69Other
30 days or less1050541
31 to 60 days5429832
61 to 120 days32229418
121 to 180 days845363
181 to 365 days70391
365 days or more4000
Total2106932155

Part 4 - Fees

Table 65: Fees
Fee TypeFee CollectedFee Waived or Refunded
Number of requestsAmountNumber of requestsAmount
Application922$4,61046$232
Search7$7355$2,523
Production0$00$0
Programming0$00$0
Preparation3$66724$48
Alternative format0$00$0
Reproduction1$24530$167
Total933$6,257105$2,970

Part 5 - Consultations received from other institutions and organizations

5.1 Consultations received from other government institutions and organizations
Table 66: Consultations received from other government institutions and organizations
ConsultationsOther government institutionsNumber of pages to reviewOther organizationsNumber of pages to review
Received during reporting period5897172924483
Outstanding from the previous reporting period164222564273
Total7539398528756
Closed during the reporting period6527545421626
Pending at the end of the reporting period101185317130
5.2 Recommendations and completion time for consultations received from other government institutions
Table 67: Recommendations and completion time for consultations received from other government institutions
RecommendationNumber of days required to complete consultation requests
1 to 15 days16 to 30 days31 to 60 days61 to 120 days121 to 180 days181 to 365 daysMore than 365 daysTotal
Disclose entirely41647125000201
Disclose in part19641021031781314
Exempt entirely165100013
Exclude entirely00100001
Consult other institution1911191725275
Other3467100048
Total11415120514719133652
5.3 Recommendations and completion time for consultations received from other organizations
Table 68: Recommendations and completion time for consultations
RecommendationNumber of days required to complete consultation requests
1 to 15 days16 to 30 days31 to 60 days61 to 120 days121 to 180 days181 to 365 daysMore than 365 daysTotal
Disclose entirely444101014
Disclose in part04020006
Exempt entirely00000000
Exclude entirely00000000
Consult other institution01000001
Other00000000
Total494301021

Part 6 - Completion time of consultations on Cabinet confidences

Table 69: Completion time of consultations on Cabinet confidences
Number of daysNumber of responses receivedNumber of responses received past deadline
1 to 1560
16 to 3030
31 to 6050
61 to 120511
121 to 18077
181 to 3651212
More than 36522
Total8622

Part 7 - Resources related to the Access to Information Act

7.1 Costs
Table 70: Costs
ExpendituresAmount
Salaries$2,106,431
Overtime$8,989
Goods and Services$1,519,065
Professional services contracts$1,419,775 
Other$99,290
Total$3,634,485
7.2 Human Resources
Table 71: Human Resources
ResourcesDedicated full-time to ATI activitiesDedicated part-time to ATI activitiesTotal
Full-time employees46.350.0046.35
Part-time and casual employees0.000.000.00
Regional staff0.000.000.00
Consultants and agency personnel10.990.0010.99
Students0.86 0.86
Total58.200.0058.20
Date Modified: