2018-2019 Annual Report to Parliament on the Access to Information Act

Table of contents

1. Introduction

The purpose of the Access to Information Act (ATIA) is to provide 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 of the disclosure of government information should be reviewed independently of government.

The Act provides every person who is a Canadian citizen or a permanent resident with a right of access to any record under the control of a government institution, with some specific, limited exceptions.

The Canadian Northern Economic Development Agency (CanNor) is fully committed to both the spirit and the intent of the Access to Information Act to ensure openness and transparency within the department. This report summarizes the activities of CanNor in implementing the Act, and fulfills the requirement under Section 72 of the Act which stipulates that, the head of every government institution shall prepare for submission to Parliament an annual report on the administration of this Act within the institution during each financial year.

Mandate

Contributing to jobs and growth in Canada, CanNor works to develop a diversified, sustainable and dynamic economy across Canada's three territories. It does this by delivering funding programs to Northerners and Indigenous people, guiding resource development and major projects across the North through the Northern Projects Management Office, undertaking research to support the development of evidence-based policies, advocating for northern economic prosperity and diversification, and collaborating with other federal departments, territorial governments, Indigenous organizations, and industry.

2. Organizational Structure of CanNor to Fulfill its Access to Information Act Responsibilities

For the purposes of the Access to Information Act, the President of CanNor has delegated powers, duties and functions under the Act to the Director, Corporate Services (and Chief Financial Officer) and the Manager, IM/IT and Chief Information Officer. The Director, Corporate Services fulfills an oversight role and is responsible for representing Access to Information and Privacy (ATIP) issues at Senior Management Committee. The Manager, IM/IT and Chief Information Officer performs the role of ATIP Coordinator responsible for leading the ATIP Program. The ATIP Coordinator administers the Act with part-time assistance from an information management officer. Assistance is also obtained via the procurement of specialized professional services as required.

The ATIP Coordinator is accountable for the development, coordination and implementation of effective policies, guidelines, systems, and procedures to meet responsibilities under the Act, and to permit processing requests, and disclosure of information. Additionally, the ATIP Coordinator provides strategic support and advice to the executive management of the Agency regarding the administration of the ATIP program, and is responsible for all access to information activities and operations pursuant to the ATIA such as:

3. Delegation Order

The President’s Access to Information Delegation Order (Annex A), was updated on June 17, 2019. It provides delegated authority to the Director, Corporate Services and Chief Financial Officer, and the Manager, IM/IT and Chief Information Officer. The Manager, IM/IT and Chief Information Officer provides strategic support and advice to the executive management of the Agency concerning privacy issues and is responsible for all privacy activities and operations.

4. 2018-2019 Statistical Report on the Access to Information Act

CanNor's 2018-2019 Statistical Report on the Access to Information Act is attached as Annex B

Highlights and comparisons with previous periods are as follows:

a) Requests and Consultations Received Under the Access to Information Act

CanNor received five requests which were processed and closed during the 2018-2019 fiscal year. No informal requests were received or processed outside the Access to Information Act during the reporting period. There was one informal request received in 2017-2018 and none in 2016-2017. One request which was previously reported as carried forward to 2018-19 was subsequently treated as a consultation and included in Table 5.1. The following table shows the comparison for the past three years in respect to ATIP requests.

ATIP Requests 2016/2017 2017/2018 2018/2019
Received during reporting period 0 1 5
Outstanding from previous reporting period 0 0 0
Total 0 1 5
Closed during reporting period 0 0 5
Carried over to next reporting period 0 1 0

b) Recommendations and Completion Time for Consultations Received from other Government of Canada Institutions

Twelve consultations were received during 2018-2019 and one carried forward from 2017-18 from other Government of Canada Departments, five were processed within 1-15 days or less, four within 16-30 days, and one within 31 to 60 days. During the 2017-2018 year, 31 consultations were received from other Government of Canada Departments of which 18 were processed within 1-15 days or less and 13 within 16-30 days.

The following table shows the comparison for the past three years in respect to Consultation requests.

Consultation Requests 2016/2017 2017/2018 2018/2019
Received during reporting period 18 31 12
Outstanding from previous reporting period 0 0 1
Total 18 31 13
Closed during reporting period 18 31 10
Carried over to next reporting period 0 0 3

5. Training

Informal briefings and awareness sessions were provided to CanNor employees on the administration of the Access to Information Act.

6. Institution-specific Policies, Guidelines and Procedures

CanNor complies with the TBS Interim Directive on the Administration of the Access to Information Act, posting summaries of completed access to information requests to the Government of Canada’s Open Government portal. Posting these summaries demonstrates consistent procedures across government institutions and helps make released records from previously made access to information requests discoverable and available at no cost.

CanNor uses tools to assist the Office of Primary Interest with identifying sensitivities in records that makes it easier to identify types of information that may quality for an exemption. Using standardized retrieval email and template letters improves efficiency. Reconfiguring the case management system to capture accurate statistics improved reporting, and new functional actions assist in the processing of request. The Agency did not implement or amend any ATI policies during the reporting period.

7. Complaints, Audits, and Investigations

There were no complaints received concerning the administration of the Access to Information Act, and no audits, investigations or appeals to the Federal Court were undertaken.

8. Monitoring

The ATIP Coordinator uses a case management system to monitor, track and report on the processing of access to information requests from receipt through disposition. During the 2018-2019 fiscal year, there were no ATI requests carried over to the next fiscal year.

Annex A – Access to Information Act Delegation Order

Access to Information Act – Delegation Order

Pursuant to the powers of designation conferred upon me by Section 73 of the Access to Information Act, the persons exercising the functions or positions of Director, Corporate Services and CFO (position number 20000830), and Manager, IM/IT and Chief Information Officers (position number 000139900) and the departmental Access to Information and Privacy Coordinator (position number 20002643) and their respective successors, including in their absence, a person or officer designated in writing to act in the place of the holder of any such functions or positions are hereby designated to exercise those powers, duties or functions of the President as the Head of the government institution under the Act, and as set out in the attached Schedule A and B.

President - Canadian Northern Economic Development Agency

Dated at Ottawa, the 17th of June, 2019

Schedule A – Schedule to delegation order - Designation pursuant to section 73 of the Acces to Information Act

Sections and Powers, Duties or Functions

6
Advise requesters that we need additional information to proceed with their request
7(a)
Give written notice to requestor that we can proceed with the request
8(1)
Transfer request to another institution or accept transfer from another institution
9
Extend time limits
10
Refuse to acknowledge or deny the existence of records
11
Charge additional fees
12(2)(3)
Provide access in alternate format
13
Exempt information obtained in confidence
14
Exempt information pertaining to federal-provincial affairs
15
Exempt information pertaining to international affairs and/or defence
16
Exempt information pertaining to law enforcement and investigations
17
Exempt information pertaining to the safety of individuals
18
Exempt information pertaining to the economic interests of Canada
19
Exempt personal information
20
Exempt or disclose third party information
21
Exempt information pertaining to advice, decision-making processes of government plans and positions etc.
22
Exempt information pertaining to testing procedures or audits
23
Exempt information pertaining to solicitor-client privilege
24
Exempt information subject to statutory prohibitions or other Acts of Parliament
25
Sever information
26
Exempt information to be published within 90 days
27(1)(4)
Notify third parties of their rights to provide comments/representations regarding the disclosure of their records
28(1)(2)
Receive third party comments/observations
28(4)
Receive third party representations; make a decision as to whether to disclose the record or part thereof; and, notify third party of right to appeal to Federal Court
29(1)
Disclose information on Information Commissioner’s recommendation
33
Advise the Information Commissioner of any third party involvement
35(2)
Make representations to the Information Commissioner during an investigation
37(4)
Release information to complainant
43(1)
Issue a notice to a third party of an application for Court review
44(2)
Issue a notice to an applicant that a third party has applied for Court review
52(2)(3)
Request special rules for hearings
69
Exclude Cabinet Confidences
71
Inspect and exempt information in manuals
72(1)
Prepare Annual Report to Parliament
77
Carry out responsibilities conferred to the Head of the institution by the regulations made under section 77 which are not included in the above

Schedule B – Delegation order - Designation pursuant to section 73 of the Access to Information Act

Sections and Powers, Duties or Functions

6
Advise requesters that we need additional information to proceed with their request
7(a)
Give written notice to requestor that we can proceed with the request
8(1)
Transfer request to another institution or accept transfer from another institution
9
Extend time limits
11
Charge additional fees
27(1)(4)
Notify third parties of their rights to provide comments/representations regarding the disclosure of their records
28(1)(2)
Receive third party representations
28(4)
Make a decision as to whether to disclose the record or part thereof; and, notify third party of right to appeal to Federal Court
33
Advise the Information Commissioner of any third party involvement
35(2)
Make representations to the Information Commissioner during an investigation
43(1)
Issue a notice to a third party of an application for Court review
44(2)
Issue a notice to an applicant that a third party has applied for Court review

Annex B – Statistical Report on the Access to Information Act

Name of institution: Canadian Northern Economic Development Agency

Reporting period: 2018-04-01 to 2019-03-31

Part 1: Requests Under the Access to Information Act

1.1 Number of requests

  Number of Requests
Received during reporting period 5
Outstanding from previous reporting period 0
Total 5
Closed during reporting period 5
Carried over to next reporting period 0

1.2 Sources of requests

Source Number of Requests
Media 1
Academia 0
Business (private sector) 1
Organization 0
Public 2
Decline to Identify 1
Total 5

1.3 Informal 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
0 0 0 0 0 0 0 0

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 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 1 0 3 0 0 0 0 4
Disclosed in part 0 0 1 0 0 0 0 1
All exempted 0 0 0 0 0 0 0 0
All excluded 0 1 0 0 0 0 0 0
No records exist 0 0 0 0 0 0 0 0
Request transferred 0 0 0 0 0 0 0 0
Request abandoned 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 1 0 4 0 0 0 0 5

2.2 Exemptions

Section Number of Requests
13(1)(a) 0
13(1)(b) 0
13(1)(c) 0
13(1)(d) 0
13(1)(e) 0
14 0
14(a) 0
14(b) 0
15(1) 0
15(1) - I.A.* 0
15(1) - Def.* 0
15(1) - S.A.* 0
16(1)(a)(i) 0
16(1)(a)(ii) 0
16(1)(a)(iii) 0
16(1)(b) 0
16(1)(c) 0
16(1)(d) 0
16(2) 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
16.3 0
16.4(1)(a) 0
16.4(1)(b) 0
16.5 0
17 0
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) 0
20(1)(a) 0
20(1)(b) 0
20(1)(b.1) 0
20(1)(c) 0
20(1)(d) 0
20.1 0
20.2 0
20.4 0
21(1)(a) 0
21(1)(b) 0
21(1)(c) 0
21(1)(d) 0
22 0
22.1(1) 0
23 1
24(1) 0
26 0
* I.A.: International Affairs Def.: Defence of Canada S.A.: Subversive Activities

2.3 Exclusions

Section Number of requests
68(a) 0
68(b) 0
68(c) 0
68.1 1
68.2(a) 0
68.2(b) 0
69(1) 1
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

Disposition Paper Electronic Other formats
All disclosed 0 4 0
Disclosed in part 0 1 0
Total 0 5 0

2.5 Complexity

2.5.1 Relevant pages processed and disclosed
Disposition of Requests Number of Pages Processed Number of Pages Disclosed Number of Requests
All disclosed 129 129 4
Disclosed in part 1448 1398 1
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 0 0 0
Neither confirmed nor denied 0 0 0
2.5.2 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 4 129 0 0 0 0 0 0 0 0
Disclosed in part 0 0 0 0 1 1398 0 0 0 0
All exempted 0 0 8 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0 0 0
Request abandoned 0 0 0 0 0 0 1 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Total 4 129 0 0 1 1398 0 0 0 0
2.5.3 Other complexities
Disposition Consultation Required Assessment of Fees Legal Advice Sought Other Total
All disclosed 6 0 0 0 0
Disclosed in part 0 0 0 0 0
All exempted 0 0 0 0 0
All excluded 0 0 0 0 0
Request abandoned 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0
Total 0 0 0 0 0

2.6 Deemed refusals

2.6.1 Reasons for not meeting statutory deadline
Number of Requests Closed Past the Statutory Deadline Principal Reason
Workload External Consultation Internal Consultation Other
1 1 0 0 0
2.6.2 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 1 1
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 1

2.7 Requests for translation

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

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 69 Other
All disclosed 0 0 0 0
Disclosed in part 1 0 0 0
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 1 0 0 0

3.2 Length of extensions

Length of Extension 9(1)(a) Interference With Operations 9(1)(b) Consultation 9(1)(c) Third-Party Notice
Section 69 Other
30 days or less 1 0 0 0
31 to 60 days 0 0 0 0
61 to 120 days 0 0 0 0
121 to 180 days 0 0 0 0
181 to 365 days 0 0 0 0
365 days or more 0 0 0 0
Total 1 0 0 0

Part 4: Fees

Fee Type Fee Collected Fee Waived or Refunded
Number of Requests Amount Number of Requests Amount
Application 0 $0 5 $0
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 0 $0 5 $0

Part 5: Consultations Received From Other 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 12 517 0 0
Outstanding from the previous reporting period 1 51 0 0
Total 13 568 0 0
Closed during the reporting period 10 249 0 0
Pending at the end of the reporting period 3 319 0 0

5.2 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 5 4 1 0 0 0 0 10
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 2 0 0 0 0
Other 0 0 0 0 0 0 0 0
Total 5 4 1 0 0 0 0 10

5.3 Recommendations and completion time for consultations received from other organizations

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 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 6: Completion Time of Consultations on Cabinet Confidences

6.1 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 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0 0 0

6.2 Requests with Privy Council Office

Number of Days 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
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 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

Section 32 Section 35 Section 37 Total
0 0 0 0

Part 8: 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

Expenditures Amount
Salaries $7,365
Overtime $0
Goods and Services $3,825
Professional services contracts $0
Other $3,825
Total $11,190

9.2 Human Resources

Resources Person Years Dedicated to Access to Information Activities
Full-time employees 0.02
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 0.00
Students 0.00
Total 0.02
Note: Enter values to two decimal places.

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