Annual Report to Parliament on the Access to Information Act April 1, 2017 to March 31, 2018

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Body

Table of Contents

Introduction 
Our Mandate 
Our Mission 
Access to Information Activities 
Historical Trend Analysis 
Appendix A – Statistical Report 
Appendix B – Delegation Order 
 


INTRODUCTION

The Office of the Correctional Investigator is pleased to submit to Parliament its Annual Report on the administration of the Access to Information Act (ATIA) for the fiscal year commencing on April 1, 2017 and ending March 31, 2018. This report is submitted in accordance with section 72 of the Act . This report is tabled in Parliament by the Minister of Public Safety and Emergency Preparedness.

The Access to Information Act took effect on July 1, 1983. The ATIA gives Canadian citizens, permanent residents and any person and corporation present in Canada a right of access to information contained in government records, subject to certain specific and limited exceptions.

OUR MANDATE

The Office of the Correctional Investigator is mandated by Part III of the Corrections and Conditional Release Act as an Ombudsman for federal offenders. The primary function of the Office is to investigate and bring resolution to individual offender complaints. The Office as well, has a responsibility to review and make recommendations on the Correctional Service's policies and procedures associated with the areas of individual complaints to ensure that systemic areas of concern are identified and appropriately addressed.

OUR MISSION

As the ombudsman for federally sentenced offenders, the Office of the Correctional Investigator serves Canadians and contributes to safe, lawful and humane corrections through independent oversight of the Correctional Service of Canada by providing accessible, impartial and timely investigation of individual and systemic concerns. While an independent organization, the Office of the Correctional Investigator is part of the Public Safety and Emergency Preparedness Portfolio.

ACCESS TO INFORMATION ACTIVITIES

The Minister of Public Safety and Emergency Preparedness is the designated head of the institution for the Access to Information Act . The Correctional Investigator has been delegated full authority under the Access to Information Act by the Minister. Full authority under the Act has also been delegated to the Access to Information and Privacy Coordinator. The delegation of authority to administer the Act was confirmed by the Minister of Public Safety and Emergency Preparedness on November 30, 2015 (see Appendix B ).

While the responsibilities of the ATIP Coordinator are assigned to the Director of Corporate Services and Planning, the actual processing of requests and any associated activities are generally carried out by a consultant. Given the limited number of requests, it is felt that this is the most cost effective utilization of resources and delivery of these activities.

The ATIP Coordinator is accountable for the development, coordination and implementation of effective policies, guidelines, systems and procedures to ensure the responsibilities under the Access to Information Act are met and to enable appropriate processing and proper disclosure of information. The Coordinator is also responsible for related policies, systems and procedures emanating from the Act .

The main activities of the ATIP Coordinator include:

  • Processing requests under the Act ;
  • Developing and maintaining policies, procedures and guidelines to ensure the Act is respected;
  • Promoting awareness of the Act to ensure the OCI’s responsiveness to the obligations imposed on the government;
  • Monitoring the OCI’s compliance with the Act , regulations and relevant procedures and policies;
  • Preparing annual reports to Parliament and other statutory reports, as well as other material that may be required by central agencies;
  • Representing the OCI in dealings with the Treasury Board Secretariat, the Information Commissioner and other government agencies regarding the application of the Act as they relate to the OCI; and
  • Supporting the OCI in meeting its commitments in relation to greater openness and transparency through proactive disclosure of information and the disclosure of information through informal avenues.

During the Reporting Period:

Fourteen (14) requests were received and there were none outstanding from the previous reporting period. Nine (9) of these requests were disclosed in part, three (3) were released in their entirety, none exempted in their entirety, none were abandoned, none were transferred and two (2) were carried forward to the next reporting period. All but three (3) requests were processed within the legislative time frame. Extensions were needed for nine (9) of the requests. There were no significant issues surrounding these fourteen (14) requests. Sixteen (16) informal requests were also received.

Monitoring, by the ATIP Coordinator, of the time required to process these access requests was completed in preparing the historical trend analysis in this report. The Executive Director and the ATIP Coordinator are advised by way of a briefing note when requests are not closed within the required time limits. The briefing note advises of the reason for the late response, which is typically a late or never received response from other government departments on a consultation.

No formal training sessions were provided during the reporting period. Advice, guidance and recommendations were provided by the consultant on an as required basis to Management and staff.

There were no new OCI-specific access related procedures, policies or guidelines implemented. 
The OCI received no complaints during the reporting period.

For 2017-18, the costs directly associated with the administration of the Access to Information Act are estimated at $47,009.

Staff: $9,214 
Consultant fees: $37,795

The associated employee resources for 2017-18 are estimated at 0.62 FTE for administering the Access to Information Act .

HISTORICAL TREND ANALYSIS

Over a five year period, from 2013-14 to 2017-18, the OCI received an average of eleven (11) requests annually; the lowest number of requests received in a reporting period was eight (8) and the highest number of requests received in a reporting period was twenty-one (21). Over the last five years the OCI has maintained a 62% completion rate of requests processed between 1-60 days. The average completion time within 30 days was 42% of all requests; and, the average completion time between 30 and 60 days was 19% of all requests.

The Source of the Requests was most often the Public with an average of eight (8) requests followed by the Media with an average of four (4) requests. With regards to the number of pages processed, an average of three thousand, six hundred and forty-four (3,644) was recorded; the highest number of pages processed in a reporting period was six thousand one hundred and twenty-two (6,122); the lowest number of pages processed in a reporting period was three thousand, one hundred and sixty-two (3,162).

The most frequently used exemptions were:

  • 19(1): 44%
  • 16(2)(c): 17%
  • 16(1)(d): 14%
  • 24(1)(b): 6%

A total of twenty nine (29) extensions for consultations were recorded for an average of six (6) extensions per reporting period; the highest number of extensions in one reporting period was fifteen (15); the lowest number of extensions in one reporting period was four (4).

A total of thirty-six (36) consultations were received from other government organizations for an average of seven (7) consultations per reporting period.

This baseline data will continue to be used in future years to assess trends, inform ongoing improvement in the processing of ATI requests and implementing corrective measures where necessary.

APPENDIX A - Statistical Report

Name of institution: Office of the Correctional Investigator

Reporting period: 2017-04-01 to 2018-03-31

Part 1 - Requests Under the Access to Information Act 

1.1 Number of requests 
Number of Requests  
Received during reporting period14
Outstanding from previous reporting period0
Total 14
Closed during reporting period12
Carried over to next reporting period2
1.2 Sources of requests 
SourceNumber of Requests
Media1
Academia0
Business (private sector)3
Organization0
Public10
Decline to Identify0
Total 14
1.3 Informal requests 
Completion Time
1 to 15 Days16 to 30 Days31 to 60 Days61 to 120 Days121 to 180 Days181 to 365 DaysMore Than 
365 Days
Total
1501010016

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 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 disclosed20100003
Disclosed in part10521009
All exempted00000000
All excluded00000000
No records exist00000000
Request transferred00000000
Request abandoned00000000
Neither confirmed nor 
denied
00000000
Total 306210012
2.2 Exemptions 
SectionNumber of Requests
13(1)(a)0
13(1)(b)0
13(1)(c)0
13(1)(d)0
13(1)(e)0
140
14(a)0
14(b)0
15(1) - I.A. 0
15(1) - Def. 0
15(1) - S.A. 0
16(1)(a)(i)2
16(1)(a)(ii)0
16(1)(a)(iii)0
16(1)(b)0
16(1)(c)1
16(1)(d)4
16(2)0
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
16.30
16.4(1)(a)0
16.4(1)(b)0
16.50
170
18(a)0
18(b)0
18(c)0
18(d)0
18.1(1)(a)0
18.1(1)(b)0
18.1(1)(c)0
18.1(1)(d)0
19(1)9
20(1)(a)0
20(1)(b)0
20(1)(b.1)0
20(1)(c)0
20(1)(d)0
20.10
20.20
20.40
21(1)(a)2
21(1)(b)3
21(1)(c)0
21(1)(d)0
220
22.1(1)0
230
24(1)0
260
1 I.A.: International Affairs 2 Def.: Defence of Canada 3 S.A.: Subversive Activities
2.3 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)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 
DispositionPaperElectronicOther formats
All disclosed300
Disclosed in part810
Total 1110

2.5 Complexity

2.5.1 Relevant pages processed and disclosed 
Disposition of RequestsNumber of Pages 
Processed
Number of Pages 
Disclosed
Number of Requests
All disclosed42423
Disclosed in part325430329
All exempted000
All excluded000
Request abandoned000
Neither confirmed nor 
denied
000
2.5.2 Relevant pages processed and disclosed by size of requests 
DispositionLess than 100 
Pages Processed
101-500 
Pages Processed
501-1000 
Pages Processed
1001-5000 
Pages Processed
More than 5000 
Pages Processed
Number of RequestsPages DisclosedNumber of RequestsPages DisclosedNumber of RequestsPages DisclosedNumber of RequestsPages DisclosedNumber of RequestsPages Disclosed
All disclosed34200000000
Disclosed in part61392390001250300
All exempted0000000000
All excluded0000000000
Request abandoned0000000000
Neither 
confirmed nor 
denied
0000000000
Total 91812390001250300
2.5.3 Other complexities 
DispositionConsultation RequiredAssessment of FeesLegal Advice SoughtOtherTotal
All disclosed10001
Disclosed in part80008
All exempted00000
All excluded00000
Request abandoned00000
Neither 
confirmed nor 
denied
00000
Total 90009

2.6 Deemed refusals

2.6.1 Reasons for not meeting statutory deadline 
Number of Requests Closed Past the Statutory DeadlinePrincipal Reason
WorkloadExternal ConsultationInternal ConsultationOther
30300
2.6.2 Number of days past deadline 
Number of Days Past DeadlineNumber of Requests Past Deadline 
Where No Extension Was Taken
Number of Requests Past Deadline 
Where an Extension WasTaken
Total
1 to 15 days022
16 to 30 days000
31 to 60 days011
61 to 120 days000
121 to 180 days000
181 to 365 days000
More than 365 days000
Total 033
2.7 Requests for translation 
Translation RequestsAcceptedRefusedTotal
English to French000
French to English000
Total 000

Part 3 - Extensions

3.1 Reasons for extensions and disposition of requests 
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 69Other
All disclosed0010
Disclosed in part0080
All exempted0000
All excluded0000
No records exist0000
Request abandoned0000
Total 0090
3.2 Length of extensions 
Length of Extensions9(1)(a) 
Interference With Operations
9(1)(b) 
Consultation
9(1)(c) 
Third-Party Notice
Section 69Other
30 days or less0080
31 to 60 days0000
61 to 120 days0010
121 to 180 days0000
181 to 365 days0000
365 days or more0000
Total 0090

PART 4 - Fees

Fees 
Fee TypeFee CollectedFee Waived or Refunded
Number of RequestsAmountNumber of RequestsAmount
Application3$159$45
Search0$00$0
Production0$00$0
Programming0$00$0
Preparation0$00$0
Alternative format0$00$0
Reproduction0$00$0
Total 3$159$45

Part 5 - Consultations Received From Other Institutions and Organizations

5.1 Consultations received from other Government of Canada institutions and organizations 
ConsultationsOther Government of Canada InstitutionsNumber of Pages to ReviewOther OrganizationsNumber of Pages to Review
Received during reporting period923500
Outstanding from the previous reporting period0000
Total 923500
Closed during the reporting period923500
Pending at the end of the reporting period0000
5.2 Recommendations and completion time for consultations received from other Government of Canada 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 entirely80000008
Disclose in part10000001
Exempt entirely00000000
Exclude entirely00000000
Consult other institution00000000
Other00000000
Total 90000009
5.3 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
Total 00000000

Part 6 - Completion Time of Consultations on Cabinet Confidences

6.1 Requests with Legal Services 
Fewer Than 100 
Pages Processed
101-500 
Pages Processed
501-1000 
Pages Processed
1001-5000 
Pages Processed
More Than 5000 
Pages Processed
 
Number of DaysNumber of RequestsPages DisclosedNumber of RequestsPages DisclosedNumber of RequestsPages DisclosedNumber of RequestsPages DisclosedNumber of RequestsPages Disclosed
1 to 150000000000
16 to 300000000000
31 to 600000000000
61 to 1200000000000
121 to 1800000000000
181 to 3650000000000
More than 3650000000000
Total 0000000000
6.2 Requests with Privy Council Office 
Fewer Than 100 
Pages Processed
101-500 
Pages Processed
501-1000 
Pages Processed
1001-5000 
Pages Processed
More Than 5000 
Pages Processed
 
Number of DaysNumber of RequestsPages DisclosedNumber of RequestsPages DisclosedNumber of RequestsPages DisclosedNumber of RequestsPages DisclosedNumber of RequestsPages Disclosed
1 to 150000000000
16 to 300000000000
31 to 600000000000
61 to 1200000000000
121 to 1800000000000
181 to 3650000000000
More than 3650000000000
Total 0000000000

Part 7 - Complaints and Investigations

 
Section 32Section 35Section 37Total
0000

Part 8: Court Action

 
Section 41Section 42Section 44Total
0000

Part 9 - Resources Related to the Access to Information Act 

9.1 Costs 
ExpendituresAmount
Salaries$9,214
Overtime$0
Goods and Services$37,795
Professional services contracts$37,795
Other$0
Total $47,009 
9.2 Human Resources 
ResourcesPerson Years Dedicated 
to Access to 
Information Activities
Full-time employees0.25
Part-time and casual employees0.00
Regional staff0.00
Consultants and agency personnel0.37
Students0.00
Total 0.62

Note: Enter values to two decimal places.

Appendix B - Delegation Order

Access to Information Act Delegation Order

The Minister of Public Safety and Emergency Preparedness , pursuant to section 73 of the Access to Information Act , hereby designates the persons holding the positions set out in the schedule hereto to exercise the powers and perform the duties and functions of the Minister as head of a government institution, that is, the Office of the Correctional Investigator, under the sections of the Act set out in the schedule opposite each position

Schedule 
PositionSections of the Access to Information Act and Regulations
Correctional InvestigatorFull Authority
Executive DirectorFull Authority
Access to Information and Privacy CoordinatorFull Authority

Dated at the City of Ottawa this 30th day of November, 2015

Signed by: 
The Honourable Ralph Goodale, P.C., M.P. 
Minister of Public Safety and Emergency Preparedness


Date modified 
2018-09-12 



 

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