Annual Report - Access to Information Act 2019-2020

Table of contents

Introduction

The Access to Information Act provides 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 94 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 is comprised of six (6) full-time employees. Internal policies and procedures have been developed in order to meet its obligations in compliance with the Privacy Act, regulations and Treasury Board policies, and those continue to be improved on a regular basis.

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.

Parks Canada did not enter in any service agreements under section 96 of the Access to Information Act during the reporting period.

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 26e jour de mars 2016
Dated, at the City of Gatineau, this 26th day of March, 2016

L'original a été signé par Ron Hallman
Président et Directeur général, Agence Parcs Canada /

Original signed by Ron Hallman
President & 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

Analyste principal (PM-05) / Senior analyst (PM-05)

Sections 7 and 9 of the Access to Information Act

Sections 14 and 15 of the Privacy Act

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, 2019 to March 31, 2020. The Statistical Report (Appendix A) contains detailed statistics on the Access to Information requests processed under the Access to Information Act.

Between April 1, 2019 and March 31, 2020, the Agency received one hundred and thirty-three (133) formal information requests under the Access to Information Act. Twenty-nine (29) requests were carried forward from the previous reporting period. Thirty-one (31) 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.

One hundred and thirty-one (131) requests were completed during this reporting period. Of these, twenty-nine (29) requests were disclosed in their entirety and seventy-three (73) were partially disclosed. Twelve (12) requests were abandoned and fourteen (14) requests were received however no records existed in response to the requests. In two (2) cases, all of the requested information was exempted from disclosure pursuant to Section 19 and 20 of the Act. In one (1) case, all of the requested information was excluded from disclosure pursuant to Section 68 of the Act.

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.

The following is a percentage breakdown by source of information requests received during 2019-2020:

  • 31% public
  • 17% media
  • 24% business
  • 7% academia
  • 11% other organizations
  • 10% decline to identify

Time limitations

During fiscal year 2019-2020, 59 percent of completed requests (77 cases) were processed within the initial 30-day period. In 8 percent of completed requests (10 cases), a 30-day time extension was required in order to conduct consultations with either third parties and/or other government departments. In 33 percent of the remaining completed requests (44 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-two (92) informal requests were released under the Access to Information Act, which represent a 5 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 eighty-one (81) consultations under the Access to Information Act from other government institutions and/or organizations. Eight (8) consultations were carried forward from the previous reporting period. Eighty-one (81) consultations were completed before the end of March 2020. Twelve (12) consultations were carried forward to the next reporting period as they were received at the end of the reporting period under review.

Impact of Covid-19 and mitigation measures

Due to the COVID-19 pandemic, Parks Canada experienced some challenges during the reporting period. Parks Canada employees along with the ATIP office teleworked with limited capacity. Special measures were taken to respond to requests as per Treasury Board Secretariat guidelines and requesters were informed that there could be delays due to the pandemic. No requests were affected by COVID-19 for the reporting period.

Access to information fees

In accordance with the Interim Directive on the Administrative of the Access to Information Act, (effective 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 $590.

A total of $568,336 was incurred by the ATIP Secretariat to administer the Access to Information Act, including $393,940 in salary costs, $102,165 for professional services contracts and $67,028 in material costs.

Training and awareness

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

Four (4) training sessions were given to Agency employees in 2019-2020. In total, thirty-seven (37) 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. Furthermore, 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 ATIPOffice 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, seven (7) complaints were filed with the Office of the Information Commissioner of Canada.

The complaints largely concerned exemptions and/or missing information. Parks Canada has worked closely and collaboratively with the Office of the Commissioner to resolve these complaints and two (2) of the complaints were abandoned by the applicants.

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 President & Chief Executive Officer’s office.

Appendix A : Statistical report Access to information Act (April 1, 2019 to March 31, 2020)

Section 1: Requests under the Access to Information Act

1.1 Number of requests

Number of requests
Number of requests
Received during reporting period 133
Outstanding from previous reporting period 29
Total 162
Closed during reporting period 131
Carried over to next reporting period 31

1.2 Sources of requests

Sources of requests
Source Number of requests
Media 22
Academia 10
Business (private sector) 32
Organization 14
Public 42
Decline to Identify 13
Total 133

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
92 0 0 0 0 0 0 92
Note

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

Section 2: Decline to act on vexatious, made in bad faith or abuse of right requests

Number of requests

Outstanding from previous reporting period

0

Sent during reporting period

0

Total

0

Approved by the Information Commissioner during reporting period

0

Declined by the Information Commissioner during reporting period

0

Carried over to next reporting period

0

Part 3: Requests closed during the reporting period

3.1 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
All disclosed 7 15 4 3 0 0 0 29
Disclosed in part 1 28 4 25 13 1 1 73
All exempted 0 1 1 0 0 0 0 2
All excluded 0 0 1 0 0 0 0 1
No records exist 8 6 0 0 0 0 0 14
Request transferred 0 0 0 0 0 0 0 0
Request abandoned 11 0 0 0 0 1 0 12
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Decline to act with the approval of the Information Commissioner 0 0 0 0 0 0 0 0
Total 27 50 10 28 13 2 1 131

3.2 Exemptions

Exemptions
Section Number of requests
13(1)a) 0
13(1)b) 1
13(1)c) 2
13(1)d) 2
13(1)e) 6
14 1
14a) 1
14b) 1
15(1) 3
15(1) - I.A.Footnote a 0
15(1) - Def.Footnote b 0
15(1) - S.A.Footnote c 0
16(1)(a)(i) 0
16(1)(a)(ii) 0
16(1)(a)(iii) 1
16(1)(b) 1
16(1)(c) 1
16(2) 43
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) 1
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
16.6 0
17 1
18(a) 0
18(b) 4
18(c) 0
18(d) 1
18.1(1)(a) 0
18.1(1)(b) 0
18.1(1)(c) 0
18.1(1)(d) 0
19(1) 69
20(1)(a) 0
20(1)(b) 35
20(1)(b.1) 0
20(1)(c) 9
20(1)(d) 20
20.1 0
20.2 0
20.4 0
21(1)(a) 8
21(1)(b) 22
21(1)(c) 13
21(1)(d) 3
22 0
22.1(1) 0
23 11
24(1) 0
26 0

3.3 Exclusions

Exclusions
Section Number of requests
68(a) 0
68(b) 2
68(c) 0
68.1 0
68.2(a) 0
68.2(b) 0
69(1) 2
69(1)(a) 1
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) 2
69(1) (g) re (b) 0
69(1) (g) re (c) 1
69(1) (g) re (d) 0
69(1) (g) re (e) 0
69(1) (g) re (f) 1
69.1(1) 0

3.4 Format of information released

Format of information released
Paper Electronic Other
48 42 12

3.5 Complexity

3.5.1 Relevant pages processed and disclosed
Relevant pages processed and disclosed
Number of pages processed Number of pages disclosed Number of requests
543 948 305 325 117
3.5.2 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 20 23 954 5 1 203 3 1 950 1 1 834 0 0
Disclosed in part 26 907 25 5 504 6 3 455 11 17 581 5 242 831
All exempted 1 0 1 0 0 0 0 0 0 0
All excluded 1 0 0 0 0 0 0 0 0 0
Request abandoned 10 0 0 0 1 266 0 0 1 5 840
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Total 58 24 861 31 6 707 10 5 671 12 19 415 6 248 671
3.5.3 Other complexities
Other complexities
Disposition Consultation required Assessment of fees Legal advice sought Other Total
All disclosed 5 0 0 0 5
Disclosed in part 35 0 0 0 35
All exempted 2 0 0 0 2
All excluded 1 0 0 0 1
Request abandoned 1 0 0 0 1
Neither confirmed nor denied 0 0 0 0 0
Total 44 0 0 0 44

3.6 Closed requests

3.6.1 Number of requests closed within legislated timelines
  Requests closed within legislated timelines

Number of requests closed within legislated timelines

131

Percentage of requests closed within legislated timelines (%)

100

3.7 Deemed refusals

3.7.1 Reasons for not meeting legislated timelines
Reasons for not meeting legislated timelines
Number of requests closed past the legislated timelines Principal reason
Interference with operations / workload External consultation Internal consultation Other
0 0 0 0 0
3.7.2 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

3.8 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

Section 4: Extensions

4.1 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 1 0 6 2
Disclosed in part 25 0 6 25
All exempted 0 0 4 2
All excluded 0 0 0 1
No records exist 0 0 0 0
Request abandoned 1 0 0 1
Total 27 0 16 31

4.2 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 11 0 6 1
31 to 60 days 8 0 6 28
61 to 120 days 6 0 4 2
121 to 180 days 0 0 0 0
181 to 365 days 1 0 0 0
365 days or more 1 0 0 0
Total 27 0 16 31

Part 5: Fees

Fees
Fee type Fee collected Fee waived or refunded
Number of requests Amount Number of requests Amount
Application 118 $590 10 $50
Other fees 0 $0 0 $0
Total 118 $590 10 $50

Section 6: Consultations received from other institutions and organizations

6.1 Consultations received from other Government of Canada institutions and organizations

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 81 2 256 0 0
Outstanding from the previous reporting period 8 358 0 0
Total 89 2 614 0 0
Closed during the reporting period 81 1 741 0 0
Carried over to next reporting period 12 905 0 0

6.2 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 25 38 0 0 0 0 0 63
Disclose in part 4 9 4 1 0 0 0 18
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 29 47 4 1 0 0 0 81

6.3 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 0 0 0 0 0 0 0 0
Disclose in part 0 0 0 0 0 0 0 0
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 0 0 0 0 0 0 0 0

Part 7: Completion time of consultations on cabinet confidences

7.1 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 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 1 316 0 0 0 0 0 0
More than 365 days 0 0 0 0 0 0 0 0 0 0
Total 0 0 1 316 0 0 0 0 0 0

7.2 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 8: Complaints and investigations

Complaints and investigations
Section 32
Notice of intention to investigate		 Section 30(5)
Ceased to investigate		 Section 35
Formal representations		 Section 37
Reports of finding received		 Section 37
Reports of finding containing recommendations issued by the Information Commissioner		 Section 37
Reports of finding containing orders issued by the Information Commissioner
7 0 0 0 0 0

Part 9: Court action

9.1 Court actions on complaints received before June 21, 2019 and on-going

Court actions on complaints received before June 21, 2019 and on-going
Section 41 (before June 21, 2019) Section 42 Section 44
0 0 0

9.2 Court actions on complaints received after June 21, 2019

Court actions on complaints received after June 21, 2019
Section 41 (after June 21, 2019)
Complainant (1) Institution (2) Third party (3) Privacy commissioner (4) Total
0 0 0 0 0

Part 10: Resources related to the Access to Information Act

9.1 Costs

Costs
Expenditures Amount
Salaries $393,940
Overtime $5,203
Goods and Services $169,193

Professional services contracts

$102,165

Other

$67,028
Total $568,336

9.2 Human resources

Human resources
Resources Person years dedicated to access to information activities
Full-time employees 6.00
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 1.00
Students 0.00
Total 7.00

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