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

Table of Contents

Introduction

We are pleased to table the Annual Report to Parliament on the administration of the Privacy Act for fiscal year 2013-2014, as required under subsections 72(1) and 72(2). This is the first annual report for the Department of Foreign Affairs, Trade and Development 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. Furthermore, Passport Canada moved to Citizenship and Immigration Canada on July 2, 2013.

Purpose of the Privacy Act

The Privacy Act provides Canadian citizens and individuals present in Canada the right to seek access to their personal information that is held by the federal government. It also governs the collection, use, disclosure, retention and disposal of personal information.

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, 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 straightforward, 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 ATIP Office completed its external staffing process for PM-02 to PM-06 positions and will continue to its efforts to attract and retain quality staff as well as continue to look at new practices and procedures to keep up with the increasing workload.

Delegated Authorities

Under Section 73 of 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, for the Department of Foreign Affairs and International Trade Canada, responsibility for all sections of the Act was delegated to the Deputy Ministers, to the Corporate Secretary, to the Director of the ATIP Office, to the Deputy Directors of the ATIP Office, as well as to Heads of Mission for the purposes of disclosure under section 8(2) (m) of the Privacy Act. The Canadian International Development Agency had full delegation to the President, Secretary General, ATIP Coordinator and partial delegation for the Senior ATIP Advisor (See Annex A).

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.

Privacy Requests

DFAIT received 24 requests for personal information under the Privacy Act. Along with those new requests, seventeen (17) requests were carried over from the previous fiscal year, for a total of 41. During the reporting period, 30 requests were completed and 11 still active files were carried over to the next reporting period.

Disposition of Completed Requests

The distribution of completed requests is as follows:

Table 1: Disposition of Completed Requests
RequestsNumber of Requests
All Disclosed5
Disclosed in Part12
Nothing Disclosed (Excluded)0
Nothing Disclosed (Exempt)0
Unable to Process9
Abandoned by applicant4
Total30
Exemptions and Exclusions

The exemption most commonly used by DFAIT during the period was section 26 [Information about another individual] of the Privacy Act. It was invoked in 12 requests. No exclusions pursuant to sections 69 or 70 were invoked.

Relevant Pages Processed and Disclosed

In all, during this reporting period, DFAIT disclosed 4,852 pages of the 6,422 relevant pages processed.

Extensions

During the reporting period, DFAIT claimed extensions pursuant to paragraphs 15(a)(i)
and 15(a)(ii): 3 and 4 times, respectively.

Consultations Received from Other Institutions

When a request contains records that are of interest to another institution, the Access to Information and Privacy Coordinator of that institution is consulted. Between April 1, 2013 and June 26, 2014, DFAIT received 8 consultations under the Privacy Act from other federal government institutions.

During the reporting period, 5 consultations were completed under the Privacy Act

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.

Privacy Requests

Between April 1, 2013 and June 26, 2013, the Agency received 1 request for personal information under the Privacy Act. Along with this request, 1 request was carried over from the previous fiscal year, for a total of 2. During the reporting period, 1 request was completed and the remaining file was carried over to the next reporting period.

Disposition of Completed Requests

The distribution of completed requests is as follows:

Table 2: Disposition of Completed Requests
RequestsNumber of Requests
All Disclosed0
Disclosed in Part0
Nothing Disclosed (Excluded)0
Nothing Disclosed (Exempt)0
Unable to Process1
Abandoned by applicant0
Total1
Exemptions and Exclusions

No exemptions or exclusions were invoked.

Relevant Pages Processed and Disclosed

In all, during this reporting period, The Agency did not process or disclose any documents pursuant to formal requests under the Privacy Act.

Extensions

Extension provisions were not invoked.

Consultations Received from Other Institutions

When a request contains records that are of interest to another institution, the Access to Information and Privacy Coordinator of that institution is consulted. Between April 1, 2013 and June 26, 2014, the Agency had not received any consultations under the Privacy Act from other federal government institutions.

During the reporting period, no consultations were completed under the Privacy Act

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.

Privacy Requests

Between June 27, 2013 and March 31, 2014, DFATD received 58 requests for personal information under the Privacy Act. Along with those new requests, twelve (12) requests were carried over from the previous fiscal year, for a total of 70. During the reporting period, 46 requests were completed and 24 still active files were carried over to the next reporting period.

Disposition of Completed Requests

The distribution of completed requests is as follows:

Table 3: Disposition of Completed Requests
RequestsNumber of Requests
All Disclosed4
Disclosed in Part27
Nothing Disclosed (Excluded)0
Nothing Disclosed (Exempt)0
Unable to Process10
Abandoned by applicant5
Total46
Exemptions and Exclusions

The exemption most commonly used by DFATD during the period was section 26 [Information about another individual] of the Privacy Act. It was invoked in 26 requests. DFATD applied exclusions under sub-section 70(1) [confidences of cabinet] 3 times during this reporting period.

Relevant Pages Processed and Disclosed

In all, during this reporting period, DFATD disclosed 9,221 pages of the 11,273 relevant pages processed.

Extensions

During the reporting period, DFATD claimed extensions pursuant to paragraphs 15(a)(i) and 15(a)(ii): 9 and 7 times, respectively.

Consultations Received from Other Institutions

When a request contains records that are of interest to another institution, the Access to Information and Privacy Coordinator of that institution is consulted. Between June 27, 2013 and March 31, 2014, DFATD received 18 consultations under the Privacy Act from other federal government institutions.

During the reporting period, 20 consultations were completed under the Privacy Act

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 Office.

The ATIP Office also continued to benefit from its ATIP Professional Development Program which allows DFAIT 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 has been created in AGORA, a new collaboration tool to quickly share information, best practices and facilitate collaboration across the department.

The ATIP Office 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, 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. As well, the ATIP Office has initiated Lunch and Learn sessions for staff members as ongoing training for divisional staff.

To ensure that employees at Canada's missions abroad also receive necessary training, sessions are delivered to Locally Engaged Staff, Trade, Political and 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, was made available. 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.

In collaboration with the Consular Operations Bureau, a specific training program was created and delivered for Consular Officers to assist 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. Scenario-based practical exercises were developed 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.

The ATIP Office also redesigned and refined 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 Office continuously strives to develop and refine its training tools through comments from employees participating in the various training session delivered.

New or Revised Policies, Guidelines and Procedures

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 ATIP 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 department. For new employees, a workflow chart was created to help them better understand how their role fit in the access to information process.

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

During the reporting period, the Policy & Governance Team continued to revise its existing privacy-related policy instruments and produced new instruments to increase the quality and efficiency of work in the office, these include. :

Key Issues Raised, and Actions Taken as a Result of Complaints, Audits and Investigations

During the reporting period, the Department received 3 complaints (2 on one file) related to privacy requests:

The Department takes the issue of complaints seriously. In order to avoid as many of these complaints as possible, the ATIP Office is providing ATIP Awareness sessions throughout the Department, updating the Bureau Intranet and Internet ATIP web sites, ensuring that new personnel receive appropriate training and can refer to a new online ATIP tutorial.

Monitoring Processing Time

The department monitors time to process requests using the following tools:

Administration of Personal Information

Privacy Breaches

During the reporting period 9 privacy breaches took place.

Privacy Impact Assessment (PIA)

No PIAs were completed in 2013-14.

Disclosure of Personal Information

Subsection 8(2) of the Privacy Act states that "personal information under the control of a government institution may be disclosed" under certain specific circumstances.

Paragraph 8(2) (m)

Personal information may be disclosed "for any purpose where, in the opinion of the head of the institution,

There were 10 disclosures pursuant to 8(2) (m) of the Privacy Act, as follows:

Annex A: Designation Order

Privacy Act Designation Order

The Minister of Foreign Affairs, pursuant to section 73 of the Privacy 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 sections of the Act set out opposite each position in the schedule. This designation replaces the designation dated March 11, 1998.

Schedule

  1. Position: Deputy Minister of Foreign Affairs
    Section(s) of Privacy Act: All sections
  2. Position: Deputy Minister for International Trade
    Section(s) of Privacy Act: All sections
  3. Position: Director General Corporate Secretariat
    Section(s) of Privacy Act: All sections
  4. Position: Director, Access to Information and Privacy Protection Division
    Section(s) of Privacy Act: All sections
  5. Position: Deputy Director, Access to Information and Privacy Protection Division
    Section(s) of Privacy Act: All sections
  6. Position: Heads of diplomatic/consular missions
    Section(s) of Privacy Act: Paragraph 8(2)(m)

The Honourable Lawrence Cannon, P.C., M.P.
Ottawa, October 02, 2009

Privacy Act Designation Order

The Minister of Foreign Affairs, pursuant to section 73 of the Privacy 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.

Schedule

  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: 14, 15, 33(2)

The Honourable Lawrence Cannon, P.C., M.P.
Ottawa, October 02, 2009

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

Statistical Report on the Privacy Act

Name of institution: Foreign Affairs and International Trade

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

Part 1 - Requests under the Privacy Act

Table 4: Requests under the Privacy Act
Type of requestNumber of requests
Received during reporting period24
Outstanding from previous reporting period17
Total41
Closed during reporting period30
Carried over to next reporting period11

Part 2 - Requests closed during the reporting period

2.1 Disposition and completion time
Table 5: 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 disclosed12200005
Disclosed in part343101012
All exempted00000000
All excluded00000000
No records exist63000009
Request abandoned30000104
Total1395102030
2.2 Exemptions
Table 6: Exemptions
SectionNumber of requests
18(2)0
19(1)(a)4
19(1)(b)1
19(1)(c)0
19(1)(d)0
19(1)(e)0
19(1)(f)0
200
216
22(1)(a)(i)1
22(1)(a)(ii)0
22(1)(a)(iii)0
22(1)(b)1
22(1)(c)0
22(2)0
22.10
22.20
22.30
23(a)0
23(b)0
24(a)0
24(b)0
250
2612
275
280
2.3 Exclusions
Table 7: Exclusions
SectionNumber of requests
69(1)(a)0
69(1)(b)0
69.10
70(1)(a0
70(1)(b)0
70(1)(c)0
70(1)(d)0
70(1)(e)0
70(1)(f)0
70.10
2.4 Format of information released.
Table 8: Format of information released
DispositionPaperElectronicOther formats
All disclosed320
Disclosed in part830
Total1150
2.5 Complexity
2.5.1 Relevant pages processed and disclosed
Table 9: Relevant pages processed and disclosed
Disposition of requestsNumber of pages processedNumber of pages disclosedNumber of requests
All disclosed9769755
Disclosed in part3529284212
All exempted000
All excluded000
Request abandoned191810354
2.5.2 Relevant pages processed and disclosed by size of requests
Table 10: 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 RequestPages disclosedNumber of RequestsPages disclosedNumber of RequestsPages disclosedNumber of RequestsPages disclosedNumber of RequestsPages disclosed
All disclosed2243951000000
Disclosed in part61924122112311119800
All exempted0000000000
All excluded0000000000
Abandoned3000001103500
Total112167217212312223300
2.5.3 Other complexities
Table 11: Other complexities
DispositionConsultation requiredLegal Advice SoughtInterwoven InformationOtherTotal
All disclosed00000
Disclosed in part50005
All exempted00000
All excluded00000
Abandoned10001
Total60006
2.6 Deemed refusals
2.6.1 Reasons for not meeting statutory deadline
Table 12: Reasons for not meeting statutory deadline
Number of requests closed past the statutory deadlinePrincipal Reason
WorkloadExternal consultationInternal consultationOther
41012
2.6.2 Number of days past deadline
Table 13: 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 days101
16 to 30 days011
31 to 60 days000
61 to 120 days000
121 to 180 days011
181 to 365 days011
More than 365 days000
Total134
2.7 Requests for translation
Table 14: Requests for translation
Translation RequestsAcceptedRefusedTotal
English to French000
French to English000
Total000

Part 3 - Disclosures under subsection 8(2)

Table 15: Disclosures under subsection 8(2)
Paragraph 8(2)(e)Paragraph 8(2)(m)Total
000

Part 4 - Requests for correction of personal information and notations

Table 16: Requests for correction of personal information and notations
SourceNumber
Requests for correction received0
Requests for correction accepted0
Requests for correction refused0
Notations attached0

Part 5 - Extensions

5.1 Reasons for extensions and disposition of requests
Table 17: Reasons for extensions and disposition of requests
Disposition of requests where an extension was taken15(a)(i) Interference with operations15(a)(ii) Consultation15(b) Translation or conversion
Section 70Other
All disclosed2000
Disclosed in part1030
All exempted0000
All excluded0000
No records exist0000
Request abandoned0010
Total3040
5.2 Length of extensions
Table 18: Length of extensions
Length of extensions15(a)(i) Interference with operations15(a)(ii) Consultation15(b) Translation purposes
Section 70Other
1 to 15 days1000
16 to 30 days2040
Total3040

Part 6 - Consultations received from other institutions and organizations

6.1 Consultations received from other government institutions and organizations
Table 19: Consultations received from other government institutions and organizations
ConsultationsOther government institutionsNumber of pages to reviewOther organizationsNumber of pages to review
Received during the reporting period713400
Outstanding from the previous reporting period12300
Total815700
Closed during the reporting period511500
Pending at the end of the reporting period34200
6.2 Recommendations and completion time for consultations received from other government institutions
Table 20: 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 entirely00000000
Disclose in part10100002
Exempt entirely00000000
Exclude entirely00000000
Consult other institution30000003
Other00000000
Total40100005
6.3 Recommendations and completion time for consultations received from other organizations
Table 21: Recommendations and completion time for consultations received from other organizations
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 7 - Completion time of consultations on Cabinet confidences

Table 22: Completion time of consultations on Cabinet confidences
Number of daysNumber of responses receivedNumber of responses received past deadline
1 to 1500
16 to 3000
31 to 6000
61 to 12000
121 to 18000
181 to 36500
More than 36500
Total00

Part 8 - Resources related to the Privacy Act

8.1 Costs
Table 23: Costs
ExpendituresAmount
Salaries$33,986
Overtime$145
Goods and Services$24,509
Contracts for privacy impact assessments$0 
Professional services contracts$22,907
Other$1,602
Total$58,640
8.2 Human Resources
Table 24: Human Resources
ResourcesDedicated full-timeDedicated part-timeTotal
Full-time employees0.000.000.00
Part-time and casual employees0.000.000.00
Regional staff0.000.000.00
Consultants and agency personnel0.000.000.00
Students0.000.000.00
Total0.000.000.00

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

Statistical Report on the Privacy Act

Name of institution: Canadian International Development Agency

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

Part 1 - Requests under the Privacy Act

Table 25: Requests under the Privacy Act
Type of requestNumber of requests
Received during reporting period1
Outstanding from previous reporting period1
Total2
Closed during reporting period1
Carried over to next reporting period1

Part 2 - Requests closed during the reporting period

2.1 Disposition and completion time
Table 26: 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 disclosed00000000
Disclosed in part00000000
All exempted00000000
All excluded00000000
No records exist10000001
Request abandoned00000000
Total10000001
2.2 Exemptions
Table 27: Exemptions
SectionNumber of requests
18(2)0
19(1)(a)0
19(1)(b)0
19(1)(c)0
19(1)(d)0
19(1)(e)0
19(1)(f)0
200
210
22(1)(a)(i)0
22(1)(a)(ii)0
22(1)(a)(iii)0
22(1)(b)0
22(1)(c)0
22(2)0
22.10
22.20
22.30
23(a)0
23(b)0
24(a)0
24(b)0
250
260
270
280
2.3 Exclusions
Table 28: Exclusions
SectionNumber of requests
69(1)(a)0
69(1)(b)0
69.10
70(1)(a0
70(1)(b)0
70(1)(c)0
70(1)(d)0
70(1)(e)0
70(1)(f)0
70.10
2.4 Format of information released.
Table 29: Format of information released
DispositionPaperElectronicOther formats
All disclosed000
Disclosed in part000
Total000
2.5 Complexity
2.5.1 Relevant pages processed and disclosed
Table 30: Relevant pages processed and disclosed
Disposition of requestsNumber of pages processedNumber of pages disclosedNumber of requests
All disclosed000
Disclosed in part000
All exempted000
All excluded000
Request abandoned000
2.5.2 Relevant pages processed and disclosed by size of requests
Table 31: 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 RequestPages disclosedNumber of RequestsPages disclosedNumber of RequestsPages disclosedNumber of RequestsPages disclosedNumber of RequestsPages disclosed
All disclosed0000000000
Disclosed in part0000000000
All exempted0000000000
All excluded0000000000
Abandoned0000000000
Total0000000000
2.5.3 Other complexities
Table 32: Other complexities
DispositionConsultation requiredLegal Advice SoughtInterwoven InformationOtherTotal
All disclosed00000
Disclosed in part00000
All exempted00000
All excluded00000
Abandoned00000
Total00000
2.6 Deemed refusals
2.6.1 Reasons for not meeting statutory deadline
Table 33: Reasons for not meeting statutory deadline
Number of requests closed past the statutory deadlinePrincipal Reason
WorkloadExternal consultationInternal consultationOther
00000
2.6.2 Number of days past deadline
Table 34: 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 days000
16 to 30 days000
31 to 60 days000
61 to 120 days000
121 to 180 days000
181 to 365 days000
More than 365 days000
Total000
2.7 Requests for translation
Table 35: Requests for translation
Translation RequestsAcceptedRefusedTotal
English to French000
French to English000
Total000

Part 3 - Disclosures under subsection 8(2)

Table 36: Disclosures under subsection 8(2)
Paragraph 8(2)(e)Paragraph 8(2)(m)Total
000

Part 4 - Requests for correction of personal information and notations

Table 37: Requests for correction of personal information and notations
SourceNumber
Requests for correction received0
Requests for correction accepted0
Requests for correction refused0
Notations attached0

Part 5 - Extensions

5.1 Reasons for extensions and disposition of requests
Table 38: Reasons for extensions and disposition of requests
Disposition of requests where an extension was taken15(a)(i) Interference with operations15(a)(ii) Consultation15(b) Translation or conversion
Section 70Other
All disclosed0000
Disclosed in part0000
All exempted0000
All excluded0000
No records exist0000
Request abandoned0000
Total0000
5.2 Length of extensions
Table 39: Length of extensions
Length of extensions15(a)(i) Interference with operations15(a)(ii) Consultation15(b) Translation purposes
Section 70Other
1 to 15 days0000
16 to 30 days0000
Total0000

Part 6 - Consultations received from other institutions and organizations

6.1 Consultations received from other government institutions and organizations
Table 40: Consultations received from other government institutions and organizations
ConsultationsOther government institutionsNumber of pages to reviewOther organizationsNumber of pages to review
Received during the reporting period12200
Outstanding from the previous reporting period0000
Total12200
Closed during the reporting period0000
Pending at the end of the reporting period12200
6.2 Recommendations and completion time for consultations received from other government institutions
Table 41: 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 entirely00000000
Disclose in part00000000
Exempt entirely00000000
Exclude entirely00000000
Consult other institution00000000
Other00000000
Total00000000
6.3 Recommendations and completion time for consultations received from other organizations
Table 42: Recommendations and completion time for consultations received from other organizations
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 7 - Completion time of consultations on Cabinet confidences

Table 43: Completion time of consultations on Cabinet confidences
Number of daysNumber of responses receivedNumber of responses received past deadline
1 to 1500
16 to 3000
31 to 6000
61 to 12000
121 to 18000
181 to 36500
More than 36500
Total00

Part 8 - Resources related to the Privacy Act

8.1 Costs
Table 44: Costs
ExpendituresAmount
Salaries$9,150
Overtime$23
Goods and Services$3,515
Contracts for privacy impact assessments$0 
Professional services contracts$1,136 
Other$2,379 
Total$12,688
8.2 Human Resources
Table 45: Human Resources
ResourcesDedicated full-timeDedicated part-timeTotal
Full-time employees0.200.000.20
Part-time and casual employees0.000.000.00
Regional staff0.000.000.00
Consultants and agency personnel0.300.000.30
Students0.000.000.00
Total0.500.000.50

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

Statistical Report on the Privacy Act

Name of institution: Foreign Affairs, Trade and Development Canada

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

Part 1 - Requests under the Privacy Act

Table 46: Requests under the Privacy Act
Type of requestNumber of requests
Received during reporting period58
Outstanding from previous reporting period12
Total70
Closed during reporting period46
Carried over to next reporting period24

Part 2 - Requests closed during the reporting period

2.1 Disposition and completion time
Table 47: 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 disclosed03100004
Disclosed in part365722227
All exempted00000000
All excluded00000000
No records exist261100010
Request abandoned30200005
Total8159822246
2.2 Exemptions
Table 48: Exemptions
SectionNumber of requests
18(2)0
19(1)(a)10
19(1)(b)0
19(1)(c)0
19(1)(d)0
19(1)(e)0
19(1)(f)0
200
2117
22(1)(a)(i)0
22(1)(a)(ii)0
22(1)(a)(iii)0
22(1)(b)2
22(1)(c)0
22(2)0
22.10
22.20
22.30
23(a)0
23(b)0
24(a)0
24(b)0
255
2626
276
280
2.3 Exclusions
Table 49: Exclusions
SectionNumber of requests
69(1)(a)0
69(1)(b)0
69.10
70(1)(a)1
70(1)(b)0
70(1)(c)1
70(1)(d)0
70(1)(e)1
70(1)(f)0
70.10
2.4 Format of information released.
Table 50: Format of information released
DispositionPaperElectronicOther formats
All disclosed310
Disclosed in part15120
Total18130
2.5 Complexity
2.5.1 Relevant pages processed and disclosed
Table 51: Relevant pages processed and disclosed
Disposition of requestsNumber of pages processedNumber of pages disclosedNumber of requests
All disclosed2052054
Disclosed in part11068901627
All exempted000
All excluded000
Request abandoned005
2.5.2 Relevant pages processed and disclosed by size of requests
Table 52: 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 RequestPages disclosedNumber of RequestsPages disclosedNumber of RequestsPages disclosedNumber of RequestsPages disclosedNumber of RequestsPages disclosed
All disclosed3491156000000
Disclosed in part10439122197210183536200
All exempted0000000000
All excluded0000000000
Abandoned5000000000
Total18488132353210183536200
2.5.3 Other complexities
Table 53: Other complexities
DispositionConsultation requiredLegal Advice SoughtInterwoven InformationOtherTotal
All disclosed00000
Disclosed in part1000010
All exempted00000
All excluded00000
Abandoned00000
Total1000010
2.6 Deemed refusals
2.6.1 Reasons for not meeting statutory deadline
Table 54: Reasons for not meeting statutory deadline
Number of requests closed past the statutory deadlinePrincipal Reason
WorkloadExternal consultationInternal consultationOther
1912115
2.6.2 Number of days past deadline
Table 55: 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 days437
16 to 30 days134
31 to 60 days112
61 to 120 days112
121 to 180 days011
181 to 365 days011
More than 365 days022
Total71219
2.7 Requests for translation
Table 56: Requests for translation
Translation RequestsAcceptedRefusedTotal
English to French000
French to English000
Total000

Part 3 - Disclosures under subsection 8(2)

Table 57: Disclosures under subsection 8(2)
Paragraph 8(2)(e)Paragraph 8(2)(m)Total
000

Part 4 - Requests for correction of personal information and notations

Table 58: Requests for correction of personal information and notations
SourceNumber
Requests for correction received0
Requests for correction accepted0
Requests for correction refused0
Notations attached0

Part 5 - Extensions

5.1 Reasons for extensions and disposition of requests
Table 59: Reasons for extensions and disposition of requests
Disposition of requests where an extension was taken15(a)(i) Interference with operations15(a)(ii) Consultation15(b) Translation or conversion
Section 70Other
All disclosed0000
Disclosed in part8060
All exempted0000
All excluded0000
No records exist0010
Request abandoned1000
Total9070
5.2 Length of extensions
Table 60: Length of extensions
Length of extensions15(a)(i) Interference with operations15(a)(ii) Consultation15(b) Translation purposes
Section 70Other
1 to 15 days0000
16 to 30 days9070
Total9070

Part 6 - Consultations received from other institutions and organizations

6.1 Consultations received from other government institutions and organizations
Table 61: Consultations received from other government institutions and organizations
ConsultationsOther government institutionsNumber of pages to reviewOther organizationsNumber of pages to review
Received during the reporting period1837300
Outstanding from the previous reporting period46400
Total2243700
Closed during the reporting period2034500
Pending at the end of the reporting period29200
6.2 Recommendations and completion time for consultations received from other government institutions
Table 62: 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 entirely02010003
Disclose in part24000006
Exempt entirely00000000
Exclude entirely00000000
Consult other institution44000008
Other00000000
Total6100100017
6.3 Recommendations and completion time for consultations received from other organizations
Table 63: Recommendations and completion time for consultations received from other organizations
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 7 - Completion time of consultations on Cabinet confidences

Table 64: Completion time of consultations on Cabinet confidences
Number of daysNumber of responses receivedNumber of responses received past deadline
1 to 1500
16 to 3000
31 to 6000
61 to 12010
121 to 18000
181 to 36500
More than 36500
Total10

Part 8 - Resources related to the Privacy Act

8.1 Costs
Table 65: Costs
ExpendituresAmount
Salaries$144,772
Overtime$618
Goods and Services$104,403
Contracts for privacy impact assessments$0 
Professional services contracts$97,579 
Other$6,824 
Total$249,793
8.2 Human Resources
Table 66: Human Resources
ResourcesDedicated full-timeDedicated part-timeTotal
Full-time employees2.100.002.10
Part-time and casual employees0.000.000.00
Regional staff0.000.000.00
Consultants and agency personnel0.760.000.76
Students1.140.001.14
Total4.000.004.00
Date Modified: