Annual Report - Access to Information Act 2018-2019

Table of contents

Introduction

The Access to Information Actprovides a right of access to information in records under the control of a government institution in accordance with the principles that government information should be available to the public, that necessary exceptions to the right of access should be limited and specific and that decisions on the disclosure of government information should be reviewed independently of government.

This report has been prepared and will be tabled in Parliament in accordance with Section 72 of the Access to Information Act. The information contained in this report pertains to the administration of the Access to Information Act within the Parks Canada Agency.

The Parks Canada Agency’s mandate is to protect and present nationally significant examples of Canada’s natural and cultural heritage and to foster public understanding, appreciation and enjoyment in ways that ensure their ecological and commemorative integrity for present and future generations. The Agency is responsible for operations under multiple pieces of federal legislation and protects approximately 450 000 km2 of Canada’s terrestrial, marine and freshwater ecosystems. It is the steward of 47 national parks, one national urban park, four national marine conservation areas and 171 national historic sites, including nine heritage canals. The Agency is highly decentralized with team members located across the country and often in remote areas.

Organizational structure

Parks Canada’s Access to Information and Privacy Office has developed and is committed to the continuous improvement of its internal policies and procedures. It is comprised of six (6) full-time employees. Parks Canada’s Access to Information and Privacy Office has developed and continues to improve internal policies and procedures in order to meet its obligations in compliance with the Access to Information Act, regulations and Treasury Board policies.

Parks Canada met its statutory deadlines for all requests during the reporting period. Parks Canada is committed to transparency, service to Canadians and the expeditious processing of access to information requests and has put in place the systems and processes necessary to meet this commitment.

Delegation order

Arrêté sur la délégation en vertu de la Loi sur l'accès à l'information et de la Loi sur la protection des renseignements personnels

Access to Information Act and Privacy Act Delegation Order

En vertu de l'article 73 de la Loi sur l'accès à l'information et de l'article 73 de la Loi sur la protection des renseignements personnels, le directeur général de l'Agence Parcs Canada délègue aux titulaires de postes mentionnés à l'annexe ci-après, ainsi qu'aux personnes occupant à titre intérimaire les-dits postes, les attributions dont il est, en qualité de responsable de l'Agence Parcs Canada, désigné par le Décret sur la désignation des responsables d'institutions fédérales (Loi sur la protection des renseignements personnels), investi par les articles de ces lois mentionnés en regard de chaque poste. Le présent arrêté sur la délégation remplace et annule tout arrêté sur la délégation pris précédemment.

The Chief Executive Officer of the Parks Canada Agency, pursuant to section 73 of the Access to Information Act and the section 73 of the Privacy Act and his capacity as the head of the Parks Canada Agency designated by the Access to Information Act Heads of the Government Institutions Designation Order, hereby designates the persons holding the positions set out in the schedule hereto, or the persons occupying on an acting basis those positions, to exercise the powers and functions pursuant to the provisions of the aforementioned Acts set out in the schedule below opposite each position. This Delegation Order replaces any delegation order made previously.

Daté, à la Ville de Gatineau, ce 4e jour de mars 2016
Dated, at the City of Gatineau, this 4th day of March, 2016

L'original a été signé par Daniel Watson
Directeur général, Agence Parcs Canada /

Original signed by Daniel Watson
Chief Executive Officer, Parks Canada Agency

Annexe / Schedule

Poste / Position

Loi sur l'accès à l'information et règlements / Access to information Act and Regulations

Loi sur la protection des renseignements personnels et règlements / Privacy Act and Regulations

Vice-Président, Direction générale des relations externes et de l'expérience du visiteur / Vice-President, External Relations and Visitor Experience Directorate

Autorité absolue / Full authority

Autorité absolue / Full authority

Gestionnaire, Bureau de l'Accès à l'information et à la protection des renseignements personnels (AIPRP) / Manager, Access to Information and Privacy (ATIP) Office

Autorité absolue / Full authority

Autorité absolue / Full authority

Highlights of the statistical report

Interpretation

The following report represents an overview of activities carried out within the Agency during the reporting period of April 1, 2018 to March 31, 2019. The Statistical Report (Appendix A) contains detailed statistics on the Access to Information requests processed under the Access to Information Act.

Between April 1, 2018 and March 31, 2019, the Agency received two hundred and thirty-seven (237) formal information requests under the Access to Information Act. Thirty-five (35) requests were carried forward from the previous reporting period. Twenty-nine (29) requests were carried forward to the next reporting period for the following reasons: required additional time to allow for consultations with third parties or other government entities.

Two hundred and forty-three (243) requests were completed during this reporting period. Of these, fifty-nine (59) requests were disclosed in their entirety and one hundred and forty-six (146) were partially disclosed. Ten (10) requests were abandoned and twenty-five (25) requests were received however no records existed in response to the requests. When appropriate, an information note is provided to the requester to explain the reason that no records exist and efforts are made to assist the requester in obtaining the information they require, wherever possible. In three (3) instances, requests were transferred to other government departments having a greater interest in the subject matter.

The following is a percentage breakdown by source of information requests received during 2018-2019:

  • 34% public
  • 9% media
  • 26% business
  • 2% academia
  • 6% other organizations
  • 23% decline to identify

Time limitations

During fiscal year 2018-2019, 61 percent of completed requests (146 cases) were processed within the initial 30-day period. In 14 percent of completed requests (32 cases), a 30-day time extension was required in order to conduct consultations with either third parties and/or other government departments. In 27 percent of the remaining completed requests (65 cases) an extension of over 30 days was required because of the number of records requested to enable the Agency to conduct necessary consultations or due to the complexity of the requests.

Formal/informal interface

Ninety-eight (98) informal requests were released under the Access to Information Act, which represent a 53 percent decrease from the previous reporting period. These requests concerned documents that were previously disclosed in response to information requests.

In addition, agency officials respond to informal requests from the public and contact the ATIP Office for guidance on the disclosure of information through informal processes. Agency officials are aware of the importance of the legislation and promptly refer formal information requests to the ATIP Office.

The ATIP Office also reviewed responses to parliamentary questions and audit and evaluation reports for publishing on the Agency’s internet site, and provided strategic advice on Access to Information in support of the Agency’s programs.

Consultations received from other institutions and organizations

The Agency received seventy-seven (77) consultations under the Access to Information Act from other government institutions and/or organizations. Five (5) consultations were carried forward from the previous reporting period. Seventy-five (75) consultations were completed before the end of March 2019 Two (2) consultations were carried forward to the next reporting period as they were received at the end of the reporting period under review.

Access to information fees

In accordance with the Interim Directive on the Administrative of the Access to Information Act, used on May 5, 2016, Parks Canada waives all fees prescribed by the Act and Regulations, other than the $5 application fee set out in paragraph 7(1)(a) of the Regulations. The total fees collected were $1,120.

A total of $1,092,005 was incurred by the ATIP Secretariat to administer the Access to Information Act, including $346,297 in salary costs, $745,708 for professional services contracts and $59,697 in material costs.

Training and awareness

Facilitating efficient and transparent access to information and personal information for Canadians is a priority for Parks Canada.

Nine (9) training sessions were given to Agency employees across Canada in 2018-2019. In total, one hundred and sixty-one (161) employees attended these sessions.

To ensure that all employees of the Agency are aware of the legislation and their obligations, general awareness sessions are also given periodically to provide basic information on the provisions of the Access to Information Act and there is a comprehensive section on Access to Information and Privacy on the Parks Canada’s Intranet site that is available to all employees.

Policies, guidelines, procedures and initiatives

During the reporting period, the ATIP Office was continuously ensuring that its policies and procedures for processing requests made pursuant to the Access to Information Act were up to date and that adjustments were made to areas where the need for improvement was identified.

Complaints, investigations and audits

During the reporting period under review, seventeen (17) complaints were filed with the Office of the Information Commissioner of Canada.

The complaints largely concerned exemptions and/or missing information related to voluminous and/or multiple Access to Information requests on the same subject matter. Parks Canada has worked closely and collaboratively with the Office of the Commissioner to resolve these complaints.

Parks Canada Agency was not involved in Federal Court cases or audits during this reporting period.

Monitoring compliance

The Agency monitors the time required to process access to information requests. When the need for improvements are identified, internal processes are adjusted. Parks Canada met its statutory deadlines for all requests during the reporting period.

In addition, weekly meetings are held between the ATIP Office and Agency executives in order to monitor active and completed requests including the requests received and completed, pages received and processed, and the complexity of the requests. Weekly reports that provide details on the status of requests are shared with program liaisons and departmental senior managers as well as with the Chief Executive Officer’s office.

Appendix A : Statistical report Access to information Act (April 1, 2018 to March 31, 2019)

Part 1: Requests under the Access to Information Act

1.1 Number of requests

Number of requests
Number of requests
Received during reporting period 237
Outstanding from previous reporting period 35
Total 272
Closed during reporting period 243
Carried over to next reporting period 29

1.2 Sources of requests

Sources of requests
Source Number of requests
Media 22
Academia 4
Business (private sector) 62
Organization 15
Public 80
Decline to Identify 54
Total 237

1.3 Informal requests

Informal requests completion time
Completion time
1 to 15 days 16 to 30 days 31 to 60 days 61 to 120 days 121 to 180 days 181 to 365 days Plus to 365 days Total
90 7 0 0 0 0 0 97
Note

All requests previously recorded as “treated informally” will now be accounted for in this section only.

Part 2: Requests closed during the reporting period

2.1 Disposition and completion time

Disposition and completion time
Disposition of requests Completion time
1 to 15 days 16 to 30 days 31 to 60 days 61 to 120 days 121 to 180 days 181 to 365 days More than 365 days Total
Disclosed in part 5 44 8 2 0 0 0 59
All exempted 5 55 23 34 17 11 1 146
All excluded 0 0 0 0 0 0 0 0
Exclusion totale 0 0 0 0 0 0 0 0
No records exist 16 8 1 0 0 0 0 25
Request transferred 2 1 0 0 0 0 0 3
Request abandoned 9 1 0 0 0 0 0 10
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 37 109 32 36 17 11 1 243

2.2 Exemptions

Exemptions
Section Number of requests
13(1)a) 0
13(1)b) 2
13(1)c) 0
13(1)d) 2
13(1)e) 0
14 0
14a) 3
14b) 3
15(1) 0
15(1) - I.A.Note de bas de page a 0
15(1) - Def.Note de bas de page b 0
15(1) - S.A.Note de bas de page c 0
16(1)(a)(i) 1
16(1)(a)(ii) 4
16(1)(a)(iii) 4
16(1)(b) 4
16(1)(c) 4
16(1)(d) 0
16(2) 29
16(2)(a) 0
16(2)(b) 0
16(2)(c) 0
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
16.3 0
16.4(1)(a) 0
16.4(1)(b) 0
16.5 0
17 3
18(a) 5
18(b) 13
18(c) 2
18(d) 5
18.1(1)(a) 7
18.1(1)(b) 5
18.1(1)(c) 13
18.1(1)(d) 13
19(1) 116
20(1)(a) 0
20(1)(b) 33
20(1)(b.1) 0
20(1)(c) 7
20(1)(d) 17
20.1 0
20.2 0
20.4 0
21(1)(a) 19
21(1)(b) 47
21(1)(c) 8
21(1)(d) 3
22 1
22.1(1) 0
23 22
24(1) 0
26 1

2.3 Exclusions

Exclusions
Section Number of requests
68(a) 0
68(b) 0
68(c) 0
68.1 0
68.2(a) 0
68.2(b) 0
69(1) 0
69(1)(a) 0
69(1)(b) 0
69(1)(c) 0
69(1)(d) 0
69(1)(e) 0
69(1)(f) 0
69(1)(g) re (a) 0
69(1) (g) re (b) 0
69(1) (g) re (c) 0
69(1) (g) re (d) 0
69(1) (g) re (e) 0
69(1) (g) re (f) 0
69.1(1) 0

2.4 Format of information released

Format of information released
Disposition Paper Electronic Other formats
All disclosed 0 46 13
Disclosed in part 6 128 12
Total 6 174 25

2.5 Complexity

2.5.1 Relevant pages processed and disclosed
Relevant pages processed and disclosed
Disposition of requests Number of pages processed Number of pages disclosed Number of requests
All disclosed 7 504 6 671 59
Disclosed in part 222 970 210 712 146
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 0 0 10
Neither confirmed nor denied 0 0 0
2.5.2 Relevant pages processed and disclosed by size of requests
Relevant pages processed and disclosed by size of requests
Disposition Less than 100 pages processed 101-500 pages processed 501-1000 pages processed 1001-5000 pages processed More than 5000 pages processed
Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed
All disclosed 52 1 222 3 824 3 1 421 1 3 204 0 0
Disclosed in part 67 2 100 29 6 550 17 11 565 27 51 591 6 138 906
All exempted 0 0 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0 0 0
Request abandoned 9 0 1 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Total 128 3 322 33 7 374 20 12 986 28 54 795 6 138 906
2.5.3 Other complexities
Other complexities
Disposition Consultation required Assessment of fees Legal advice sought Other Total
All disclosed 12 0 0 0 12
Disclosed in part 69 0 0 0 69
All exempted 0 0 0 0 0
All excluded 0 0 0 0 0
Request abandoned 1 0 0 0 1
Neither confirmed nor 0 0 0 0 0
Total 82 0 0 0 82

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2.6 Deemed refusals

2.6.1 Reasons for not meeting statutory deadline
Reasons for not meeting statutory deadline
Number of requests closed past the statutory deadline Principal reason
Workload External consultation Internal consultation Other
0 0 0 0 0
2.6.2 Number of days past deadline
Number of days past deadline
Number of days past deadline Number of requests past deadline where no extension was taken Number of requests past deadline where an extension was taken Total
1 to 15 days 0 0 0
16 to 30 days 0 0 0
31 to 60 days 0 0 0
61 to 120 days 0 0 0
121 to 180 days 0 0 0
181 to 365 days 0 0 0
More than 365 days 0 0 0
Total 0 0 0

2.7 Requests for translation

Translation requests
Translation requests Accepted Refused Total
English to French 0 0 0
French to English 0 0 0
Total 0 0 0

Partie 3 – Extensions

3.1 Reasons for extensions and disposition of requests

Disposition of requests where an extension was taken
Disposition of requests where an extension was taken 9(1)(a)
Interference with operations		 9(1)(b)
Consultation 		9(1)(c)
Third-party notice
Section 69 Other
All disclosed 7 0 1 0
Disclosed in part 73 0 52 53
All exempted 0 0 0 0
All excluded 0 0 0 0
No records exist 0 0 0 0
Request abandoned 0 0 0 0
Total 80 0 53 53

3.2 Length of extensions

Length of extensions
Length of extensions 9(1)(a)
Interference with operations		 9(1)(b)
Consultation 		9(1)(c)
Third-party notice
Section 69 Other
30 days or less 10 0 10 10
31 to 60 days 42 0 19 19
61 to 120 days 21 0 18 18
121 to 180 days 6 0 5 5
181 to 365 days 1 0 1 1
365 days or more 0 0 0 0
Total 80 0 53 53

Part 4: Fees

Fees
Fee type Fee collected Fee waived or refunded
Number of requests Amount Number of requests Amount
Application 224 $1 120 13 $65
Search 0 $0 0 $0
Production 0 $0 0 $0
Programming 0 $0 0 $0
Preparation 0 $0 0 $0
Alternative format 0 $0 0 $0
Reproduction 0 $0 0 $0
Total 224 $1 120 13 $65

Part 5: Consultations received from other institutions and organizations

Consultations received from other Government of Canada institutions and organizations

5.1 Consultations received from other Government of Canada institutions and organizations
Consultations Other Government of Canada institutions Number of pages to review Other organizations Number of pages to review
Received during reporting period 60 2 935 12 87
Outstanding from the previous reporting period 4 24 6 158
Total 64 2 959 18 245
Closed during the reporting period 64 2 959 18 245
Pending at the end of the reporting period 2 11 0 0

5.2 Recommendations and completion time for consultations received from other Government of Canada institutions

Recommendations and completion time for consultations received from other Government of Canada institutions
Recommendation Number of days required to complete consultation requests
1 to 15 days 16 to 30 days 31 to 60 days 61 to 120 days 121 to 180 days 181 to 365 days More than 365 days Total
Disclose entirely 20 22 2 0 0 0 0 44
Disclose in part 3 8 4 1 0 0 0 16
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 0 0 0 0 0 0 0 0
Total 23 30 6 1 0 0 0 60

5.3 Recommendations and completion time for consultations received from other organizations

Recommendations and completion time for consultations received from other organizations
Recommendation Number of days required to complete consultation requests
1 to 15 jours 16 to 30 Days 31 to 60 jours 61 to 120 jours 121 to 180 jours 181 to 365 jours More than 365 jours Total
Disclose entirely 4 2 1 0 0 0 0 7
Disclose in part 4 3 0 0 0 0 0 7
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 1 0 0 0 0 0 0 1
Total 9 5 1 0 0 0 0 15

Part 6: Completion time of consultations on cabinet confidences

6.1 Requests with legal services

Requests with legal services
Number of days Fewer than 100 pages processed 101-500 pages processed 501-1000 pages processed 1001-5000 pages processed More than 5000 pages processed
Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed
1 to 15 0 0 0 0 0 0 0 0 0 0
16 to 30 2 103 3 941 1 829 1 719 0 0
31 to 60 0 0 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 days 0 0 0 0 0 0 0 0 0 0
Total 2 103 3 941 1 829 1 719 0 0

6.2 Requests with Privy Council Office

Requests with Privy Council Office
Number of days Fewer than 100 pages processed 101‒500 pages processed 501-1000 pages processed 1001-5000 pages processed More than 5000 pages processed
Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed
1 to 15 0 0 0 0 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 days 0 0 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0 0 0

Part 7: Complaints and investigations

Complaints and investigations
Section 32 Section 35 Section 37 Total
17 0 0 17

Part 8: Court action

Court action
Section 41 Section 42 Section 44 Total
0 0 0 0

Part 9: Resources related to the Access to Information Act

9.1 Costs

Costs
Expenditures Amount
Salaries $346,297
Overtime $0
Goods and Services $745,708
  • Professional services contracts
 $686,011
  • Other
 $59,697
Total $1,092,005

9.2 Human resources

Human resources
Resources Person years dedicated to access to information activities
Full-time employees 5.00
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 6.00
Students 0.00
Total 11.00

Access to information Act

Access to information Act
Section Number of requests
16.31 Investigation under the Elections Act 0
16.6 National Security and Intelligence Committee 0
23.1 Patent or Trademark privilege 0

Organizational contact information

Parks Canada National Office
30 Victoria Street
Gatineau, Quebec
Canada
J8X 0B3

Email: information@pc.gc.ca

Telephone:888-773-8888 (General inquiries)

Telephone — international:819-420-9486 (General inquiries — international)

Parks Canada Agency

Related links

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