Annual Report to Parliament on the Administration of the Access to Information Act and Privacy Act 2006-2007
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The Access to Information Act and the Privacy Act (ATIP) became law on July 1, 1983.
The Access to Information Act gives Canadian citizens, permanent residents and any person present in Canada, the right of access to information contained in government records, subject to certain specific and limited exceptions.
The Privacy Act extends to individuals the right of access to information about themselves held by the government, subject to specific and limited exceptions. The Act also protects the privacy of individuals by preventing others from having access to their personal information and gives individuals substantial control over its collection, use and disclosure.
Section 72 of the Access to Information Act and Section 72 of the Privacy Act require that the head of every government institution prepare for submission to Parliament, an annual report on the administration of the Acts within the institution during each financial year.
This report is intended to describe how the Canadian Space Agency administered its responsibilities during the period covered by the report in relation to the Acts.
A. General information – Part I
1. Canadian Space Agency
To better understand the context in which the Access to Information Act and the Privacy Act are implemented, the following presents background information about the Canadian Space Agency.
The Canadian Space Agency reports to the Minister of Industry.
The mission of the Canadian Space Agency is as follows:
"The Canadian Space Agency is committed to leading the development and application of space knowledge for the benefit of Canadians and humanity".
To achieve this, the Canadian Space Agency is committed to leading the development and application of space knowledge for the benefit of Canadians and humanity.
The Agency brings together most of the existing space programs of the federal government. It coordinates all elements of Canada's Space Program and manages majorspace-related activities in Canada. The Canadian Space Agency has the expertise to lead knowledge in Canadian specialty fields, and to sponsor, support and encourage the best Canadian companies to make the next steps in space development. More information on the Agency's activities can be found at: www.asc-csa.gc.ca
2. Organization chart
This organization chart shows the major organizational components of the Agency for the reporting year. The Access to Information and Privacy Office is located at the Canadian Space Agency's Headquarters situated in Longueuil, Quebec.
3. Organization for the implementation of ATIP activities
The head of our institution pursuant to the Access to Information Act and the Privacy Act (ATIP) is the Minister of Industry. The Minister has delegated certain powers, duties and functions pursuant to the two Acts to the Senior Vice-President and to some officers and employees of the Canadian Space Agency.
Operational responsibility for the implementation of the Acts at the Canadian Space Agency has been delegated to the Access to Information and Privacy Coordinator who reports to the Chief, Information Officer.
The Coordinator manages the ATIP Office. The Coordinator has a close working relationship with Executive Committee members concerning the application of, and compliance with, both Acts.
When an Access to Information or Privacy request is received, the Coordinator consults the appropriate managers, the Legal Services Directorate, the Privacy Council Office, the Treasury Board Information Practices Group or other institutions, as required. When the Coordinator identifies a record as one that should be exempted under either Act, a recommendation to that effect is made to the Senior Vice-President.
When a record is identified as exclusion under the Access to Information Act, the Coordinator consults with the Privy Council Office to confirm that it is an excluded record.
Formal requests made under the Acts are carefully documented for reporting purposes and future reference.
The Library at Headquarters in Longueuil makes available to the public the current version of Info Source, as well as departmental publications and manuals as requested under Section 71 of both the Access to Information Act and the Privacy Act. The current version of Info Source can also be found at: www.infosource.gc.ca/index-eng.asp
B. Report – Access to Information Act - Part II
2. Statistics report
The statistics report from the period April 1, 2006 to March 31, 2007 is included at the end of this chapter.
3. Interpretation /explanation of the statistics
a. Requests received
Nineteen requests have been received during 2006-2007. Eighteen have been processed and one has been carried forward to be processed in the next reporting period.
b. Sources of requests received
These are broken down as per their source as follows:
These are broken down by province as follows:
4. Disposition of requests
Since no other federal institutions were considered to be affected by any requests during this period, none were transferred.
There was no request abandoned by the applicant.
c. Unable to proceed
We were unable to process six requests because no identifiable records existed.
d. Completion time
The completion time can be summarized as follows:
|30 days or under||9||45 %|
|31 to 60 days||8||40 %|
|61 to 120 days||1||5 %|
|121 days or over||2||10 %|
Extensions were requested in eight cases for consultation with other departments and in one case for consultation with third parties.
f. Release and method of access
Access was given by providing copies to requesters in 14 cases.
5. Fee waivers
The ATIP Coordinator determines, on a case-by-case basis the fee to be charged for an extensive or complex request.
During the period covered by this report, the ATIP Office was not required to recommend that the Senior Vice-President waive the requirement to pay any fees other than the application fees.
6. Formal / informal requests
During the reporting period, no request was treated informally.
The ATIP Office considers informal any requests that are for material already released in response to previous access to information requests, as well as documents that are already available to the public.
7. Consultations from other federal institutions
Twenty-seven consultation requests were received under the Access to Information Act from other federal institutions during this reporting period. These requests are always given priority within the time constraints that apply to each of them.
8. Exceptions and exclusions
During the period covered by this report, there was no need to exclude records subject to Section 69 of the Act.
The cost of administering the Access to Information Act is estimated at $67,497 for the reporting period. This cost represents a portion of the salary of the ATIP Coordinator and management overhead. It also includes a small amount to cover office supplies. This estimate covers the direct processing of requests and related correspondence with different levels of government and industry.
It does not include the time of the Executive Committee members, directors and managers or legal counsel consulted about requests. Some requests require consultation with various officers to decide how the requested information can be extracted, and with the applicant to determine exactly what information is requested. It does not include the cost of time spent in searching for records.
10. Complaints / investigations
No complaints were filed with the Office of the Information Commissioner during the year 2006-2007.
11. Awareness sessions
In addition to the management of Access and Privacy requests, the ATIP Coordinator provides advice and guidance to CSA employees on compliance with the legislation. This is done by means of information sessions, and, by maintaining dialogue on ATIP request processing and on the handling of sensitive documents at CSA.
12. Policies and procedures
The CSA policies and procedures for the Access to Information Act, including Section 67.1, are accessible on the Agency's Intranet.
C. Report – Privacy Act – Part III
2. Statistics report
The statistics report for the period of April 1, 2006 to March 31, 2007, is included at the end of this chapter.
3. Requests received
The ATIP Office has received and processed four privacy requests during the period covered by this report.
4. Use and disclosure
The policy of the Canadian Space Agency concerning the use of personal information is that such information is used for the purpose for which it was collected or for similar uses only.
5. Exempt banks
The Canadian Space Agency has no exempt banks under the Privacy Act.
6. Policies and procedures
CSA policies and procedures for the Privacy Act are accessible on the Agency's Intranet.
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