2019 to 2020 Annual Report to Parliament: Privacy Act

For information regarding reproduction rights, please contact Public Services and Procurement Canada (PSPC) at: 613-996-6886 or at: droitdauteur.copyright@tpsgc-pwgsc.gc.ca

This Publication is also available in French under the title: Loi sur la protection des renseignements personnels – Rapport annuel au Parlement 2019-2020.

© Her Majesty the Queen in Right of Canada, represented by the Minister of Indigenous Services Canada, 2020

Access to Information and Privacy Directorate
Indigenous Services Canada
18th Floor, Room 18A, Les Terrasses de la Chaudière
10 Wellington Street
Gatineau QC K1A 0H4

Tel.: 819-997-8277
Fax: 819-953-5492

Email: aadnc.atiprequest-aiprpdemande.aandc@canada.ca
Website: www.aadnc-aandc.gc.ca/eng/1100100010871

Contents

Introduction

I. Introduction

The purpose of the Privacy Act (PA) is to protect the personal information of individuals under the responsibility and control of federal institutions, and to provide individuals with a right of access to that information.

This report reflects privacy activities of Indigenous Services Canada (ISC) from April 1, 2019 to March 31, 2020.

This report, submitted to Parliament pursuant to section 72 of the PA, describes the activities of ISC that support compliance with the privacy legislation. The report details the activities and accomplishments of ISC's Access to Information and Privacy (ATIP) Directorate, including highlights such as:

  • Further development of a Privacy/Policy team; and
  • Increased training initiatives to improve departmental ATIP capacity and awareness.

Creation of Two New Departments

In June 2019, the Department of Crown-Indigenous Relations and Northern Affairs Act and Department of Indigenous Services Act received royal ascent. This formalized the creation of the two new departments. The ATIP office provides shared services support for ISC and Crown-Indigenous Relations and Northern Affairs (CIRNAC) through a Memorandum of Understanding (MOU) between the departments.

Delegation on ministerial responsibilities for the PA remain institutionally specific.

Indigenous Services Canada's Mandate

The primary mandate of ISC is improving the quality of services delivered to First Nations, Inuit, and Métis Peoples. The Department will work to close socio-economic gaps and ultimately ensure that Indigenous Peoples have control over their services and programs. The Department of ISC will focus, in partnership with Indigenous peoples, on the following five interconnected priority areas: health, education, children and families, infrastructure, and a new fiscal relationship.

ISC works collaboratively with partners to improve access to high quality services for First Nations, Inuit and Métis Peoples.

Our vision is to support and empower Indigenous peoples to independently deliver services and address the socio-economic conditions in their communities.

ISC has been given the responsibility to identify the best models for delivering improved services to Indigenous Peoples and improve accountability to Indigenous Peoples for the quality of services delivered by the Department.

As Canada moves towards greater Indigenous self-government, ISC will oversee the provision of existing services to Indigenous Peoples, and particularly First Nations under the Indian Act, including the provision of community infrastructure, emergency management, water, education, moneys and trusts, and registration.

The Department works in collaboration with its partners to create systemic change in how the federal government delivers health services to Indigenous Peoples.

II. Organization

ATIP Directorate at ISC

The ATIP Directorate is responsible for the administration of requests made under the Access to Information Act (ATIA) and the PA. It was established within the Corporate Secretariat and reports to the Corporate Secretary, who is directly accountable to the Deputy Head and is a member of the ISC Senior Management Team. The Directorate also coordinates and implements policies, guidelines and procedures to ensure departmental compliance with the ATIA and PA. Workshop presentations, training courses and awareness sessions designed to increase access to information and privacy capacity across the Department are also provided by the ATIP Directorate.

Under a shared service MOU, all ATIP analysts processed requests for both ISC and CIRNAC. They processed requests of varying volume and complexity based on their classification level. They also provide critical privacy advice for new initiatives, resulting in privacy protection in departmental programs. Policies and procedures continue to be established to ensure that privacy is considered throughout the life cycle of ISC's programs and that informed policy decisions are made concerning the collection, sharing and/or use of personal information.

The ATIP Directorate provides advice and guidance to the Department on a number of topics:

  1. Application of the ATIA and PA;
  2. Release of sensitive or protected information to the public;
  3. Departmental Privacy Impact Assessments (PIAs);
  4. Permissible disclosures of personal information pursuant to subsection 8(2) of the PA;
  5. Appropriate PA Statements on Data Collection Instruments (DCIs), i.e. forms, surveys, etc.;
  6. Updates to Info Source and the preparation and registration of Personal Information Banks (PIBs) and their related Classes of Records;
  7. Protocols surrounding privacy breaches;
  8. Education and awareness of ATIP issues throughout the Department; and,
  9. Privacy advice for MOU and Information Sharing agreements.

The Intake Team triages and coordinates the receipt of requests for information under the control of the Department made pursuant to the ATIA and the PA. The Operations Team ensures that a response is provided within the legislated timeframe (30 days). All requests are monitored using the tracking system Access Pro Case Management. To do so, ATIP analysts work closely with the relevant program areas in order to ensure that all responsive documents are provided and to ensure that the information contained within those documents is treated in accordance with the Acts to allow for government records to be safely disclosed to the Canadian public.

The Privacy/Policy team is available to provide expert advice, maintain and monitor privacy risks and with the creation of privacy policy training. The Privacy/Policy team also supports ISC in the development of Departmental policies that reflect the Department's unique relationship with its clients and Indigenous partners all while ensuring the Department meets its obligations under the Privacy Act.

In addition to the ATIP Directorate, each of the sectors and regional offices of ISC are ATIP Liaison Officers (ALOs) who receive callouts from the ATIP Directorate and subsequently task the requests as appropriate to areas within their sector. ALOs plays a crucial role in ensuring requests are clear to the record retrievers and that the appropriate records, impact statements and approvals are obtained and communicated to ATIP Directorate officials within the designated time allowances.

Organizational Chart
Text alternative for the Organizational Chart

Director's Office

The Director (EX-01), as institutional ATIP Coordinator, holds full delegated authority under the Act. The Director is supported in day-to-day administrative tasks by the Deputy Director Operations (PM-06), Deputy Director Privacy/Policy (PM-06) and an Administrative Assistant (AS-01) and in reporting and policy initiatives by the Reporting Analyst (PM-03).

Intake Team

The Intake Team is comprised of two Intake Officers (PM-01) and one Clerk (CR-04), who enter all applications into the electronic case management system, acknowledge receipt of requests, perform imaging services, interact with and respond to inquiries from the public, and are responsible for other administrative tasks.

Operations Team

The Operations Team is led by four Team Leaders (PM-05), who are responsible for the oversight of request processing by their team, including the review of completed requests. The Ops Team consists of Analysts PM-04, PM-03, and PM-02 level, who process Access and Privacy requests of varying volume and complexity, provide training and provide Access and Privacy advice.

Privacy/Policy Team

The Privacy/Policy Team is led by two Team Leaders (PM-05), who are responsible for the oversight of request processing by their team, including the review of privacy/policy requests. The Privacy/Policy Team consists of Analysts PM-04, and PM-02 level, who respond to Privacy matters (such as breaches), provide training and provide Privacy advice.

III. Delegation Order

Pursuant to section 73 of the PA, the Minister's authority may be delegated to departmental officials in order to administer the PA within ISC.

The delegation order signed by Minister Jane Philpott on January 4th, 2018, was in effect during this reporting period (Appendix A).

Under section 73 of the PA, the order delegates full authority and responsibility for the PA to the following positions:

  • Deputy Minister
  • Associate Deputy Minister
  • Corporate Secretary
  • Departmental ATIP Coordinator

Statistics

IV. Interpretation of the Statistical Report

ISC's Statistical Report was submitted to the Treasury Board Secretariat (TBS) on July 10, 2020 (Appendix B). The Supplemental Report was submitted to the TBS on July 15, 2020. The Report details various aspects of the requests ISC received and processed during the period of April 1, 2018 to March 31, 2019.

Part 1. Requests under the Privacy Act

In 2019-2020, ISC received 288 new requests under the PA. The ATIP Directorate completed 241 requests during the reporting period. There were only 17 requests carried over for next reporting period. (Table 1.1)

This fiscal year there was an increase of 300% in privacy requests. This increase is reflective of the settlement and resolution agreements and orders the department has been subject to, and it can be anticipated to increase with the devolution of the department's services and as the activities related to reconciliation progress.

Table 1.1 Number of requests from 2018 to 2020
Number of Requests 2018-2019 2019-2020
Received 72 288
Outstanding from last year 0 17
Total 72 305
Closed this year 61 241
Carried over to next year 11 64

Part 2. Requests closed during the reporting period

2.1 Disposition and completion time

Of the 241 requests closed during the reporting period, ISC was able to fully or partially disclose records in 70 cases; that is 29% of the time a request was submitted to ISC, the result was a disclosure of relevant information. The majority of requests (185 or 76.7%) took 30 days or less to complete. In 2019-2020, three (3) request took longer than 121 days to be completed.

The most frequent outcome of the requests processed during the reporting period was 'No records exist', which was the result for 98 requests (42.65). In 72 instances, the request was abandoned by the requester, likely because the original request was not complete or sufficient authorization for disclosure was not obtained. (Table 2.1)

Table 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 0 22 3 1 1 0 0 27
Disclosed in part 7 14 13 8 1 0 0 43
All exempted 0 1 0 0 0 0 0 1
All excluded 0 0 0 0 0 0 0 0
No records exist 14 56 24 3 1 0 0 98
Request abandoned 60 11 1 0 0 0 0 72
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 81 104 41 12 3 0 0 241
2.2 Exemptions

Out of the 241 requests closed during this reporting period, 43 were disclosed in part with the exemption applied being s.26 and s.27 (Table 2.2).

Table 2.2 Number of requests closed where exemption provisions were invoked
Section Number of requests
18(2) 0
19(1)(a) 0
19(1)(b) 0
19(1)(c) 0
19(1)(d) 0
19(1)(e) 0
19(1)(f) 0
20 0
21 0
22(1)(a)(i) 0
22(1)(a)(ii) 0
22(1)(a)(iii) 0
22(1)(b) 0
22(1)(c) 0
22(2) 0
22.1 0
22.2 0
22.3 0
23(a) 0
23(b) 0
24(a) 0
24(b) 0
25 0
26 46
27 3
28 0
Total 49
2.3 Exclusions

No exclusion provisions were applied to requests that were closed in 2019-2020.

2.4 Format of information released

Over the course of this reporting period, requesters received more of their responsive packages via electronic format. ISC conveyed response packages in electronic format (CD or email) for 57 requests (81.4%), and paper format for 13 requests (18.6%). (Table 2.4)

Table 2.4 Format of information released
Disposition Paper Electronic Other formats
All disclosed 5 22 0
Disclosed in part 8 35 0
Total 13 57 0
2.5 Complexity

The following sections detail several factors affecting the complexity of requests that were completed throughout 2019-2020.

2.5.1 Relevant pages processed and disclosed

During the reporting period, the ATIP Directorate closed 241 requests. This resulted in the review of 24,483 pages of records under the control of the Department. A total of 7,220 pages were disclosed during the period of 2019-2020 (Table 2.5.1).

Table 2.5.1 Relevant pages processed and disclosed
Disposition of requests Number of pages processed Number of pages disclosed Number of requests
All disclosed 1,238 987 27
Disclosed in part 23,245 6,233 43
All exempted 0 0 1
All excluded 0 0 0
Request abandoned 0 0 72
Neither confirmed nor denied 0 0 0
Total 24,483 7,220 143
2.5.2 Relevant pages processed and disclosed by size of requests

Over the reporting period, the majority of requests (125 or 87.4%) were included in the small category for the number of pages processed (less than 100 pages processed) (Table 2.5.2).

Table 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
Requests Pages disclosed Requests Pages disclosed Requests Pages disclosed Requests Pages disclosed Requests Pages disclosed
All disclosed 24 301 3 686 0 0 0 0 0 0
Disclosed in part 28 442 5 785 4 1,668 5 3,297 1 41
All exempted 1 0 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0 0 0
Abandoned 72 0 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Total 126 743 8 1,471 4 1,668 5 3,297 1 41
2.5.3 Other complexities

The ATIP Directorate did not require external consultations with other organizations.

Table 2.5.3 Other complexities related to requests closed during the reporting period
Disposition Consultation required Legal advice sought Interwoven information Other Total
All disclosed 0 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
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

The following sections detail number and reason of requests that were in deemed refusal throughout 2019-2020.

2.6.1 Reason for not meeting statutory deadline

During the course of the reporting period, 15 requests were completed past the statutory deadline with excessive workload being the reason on fourteen (14) of those requests. One (1) requests were completed past the statutory deadline due to other reasons. (Table 2.6.1)

Table 2.6.1 Reason for not meeting statutory deadline
Number of Requests Closed Past the Statutory Deadline Principal Reason
Workload External Consultation Internal Consultation Other
15 14 0 0 1
2.6.2 Number of days past deadline

Of the 15 requests that were completed past the statutory deadline, five (5) were completed within 1 to 15 days. (Table 2.6.2).

Table 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 3 2 5
16 to 30 days 2 1 3
31 to 60 days 1 2 3
61 to 120 days 1 3 4
121 to 180 days 0 0 0
181 to 365 days 0 0 0
More than 365 days 0 0 0
Total 7 8 15
2.7 Requests for translation

During the reporting period, there were no instances where requesters asked that responsive records be translated to another official language.

Part 3. Disclosure under subsections 8(2) and 8(5) of the Privacy Act

Permissible disclosure pursuant to subsection 8(2) of the PA describes the circumstances under which personal information under the control of government institutions may be disclosed without the consent of the individual to whom the information pertains. In 2019-2020, ISC made 52 permissible disclosures under 8(2)(e), 8(2)(m) and 8(5). The TBS requires these three permissible disclosures to be captured in the statistical report.

8(2)(e) disclosures – 48 disclosures were completed made under paragraph 8(2)(e) pursuant to request made by investigative bodies as found in the schedule II and III of the PA.

8(2)(m) disclosures – For the purpose of public interest. ISC authorized four (4) disclosures under paragraph 8(2)(m).

8(5) disclosures – Requires institutions to report 8(2)(m) to the Office of the Privacy Commissioner. The 8(2)(m) disclosure noted above were reported to the Privacy Commissioner.

Other permissible disclosures not captured by the statistical report include:

8(2)(a) disclosures – ISC has completed three (3) disclosures that were obtained by the Department and disclosed for a consistent use.

8(2)(c) disclosures – ISC has completed two (2) disclosures for the purpose of complying with a subpoena or warrant issued or order made by a court.

8(2)(d) disclosures – ISC has completed 45 disclosures to the Attorney General of Canada pursuant to legal proceedings.

8(2)(f) disclosures – Under an agreement or arrangement between the Government of Canada and Provincial Governments for the purpose of administering or enforcing any law or carrying out lawful investigations. ISC completed 466 disclosures of personal information.

8(2)(k) disclosures – Permits the disclosure of personal information to researchers involved in the process of settling native claims. ISC completed three (3) disclosures to researchers for native claims research.

Part 4. Requests for correction of personal information and notations

During the reporting period, there was no request for correction of personal information or notations.

Part 5. Extensions

5.1 Reasons for extensions and disposition of requests

During 2019-2020, 37 extensions were taken under subsection 15(1) of the PA. 35 extensions were taken under subsection 15(1)(i) (interference with operation) and 2 extensions were taken under subsection 15(a)(ii) (consultation). During the reporting period, two (2) requests were disclosed in their entirety whereas twenty (20) requests were disclosed in part. (Table 5.1).

Table 5.1 Reasons for extensions and disposition of requests
Disposition of requests where an extension was taken 15(a)(i) Interference with operations 15(a)(ii) Consultation 15(b) Translation or conversion
Section 70 Other
All disclosed 2 0 0 0
Disclosed in part 20 0 2 0
All exempted 0 0 0 0
All excluded 0 0 0 0
No records exist 13 0 0 0
Request abandoned 0 0 0 0
Total 35 0 2 0
5.2 Length of extensions

ISC applied 11 extensions during the reporting period and of those, eight (8) were for 16 to 30 days (Table 5.2).

Table 5.2 Length of extensions
Length of extension 15(a)(i) Interference with operations 15(a)(ii) Consultation 15(b) Translation purposes
Section 70 Other
1 to 15 days 2 0 0 0
16 to 30 days 33 0 2 0
Total 35 0 2 0

Part 6. Consultations received from other Institutions and Organizations

ISC did not receive any consultations from another institution or organization during the reporting period.

Part 7. Completion time of consultations on Cabinet confidences

During the reporting period, no consultations on the application of section 70 of the PA were sent to Departmental Legal Services Unit for consultation on potential Cabinet confidences.

Part 8. Complaints and Investigations Notices Received

During the reporting period, ISC received two (2) complaints from the Office of the Privacy Commissioner (OPC). These sections are not cumulative.

Table 8.1 Complaints and Investigation
Section 31 Section 33 Section 35 Court action Total
1 0 1 0 2

Part 9. Privacy Impact Assessments

Privacy Impact Assessments (Appendix A of the TBS Statistical Report)

A PIA is a risk evaluation of the flow of personal information held within a program or service. This process enables the Department to determine whether new or substantially modified technologies, information systems, initiatives, and proposed programs or policies meet federal government privacy requirements.

There was one (1) PIA completed during the 2019-2020 reporting period.

Privacy Notice Statements

The ATIP Directorate assists and reviews all ISC programs in the development of appropriate Privacy Notice Statements (PNS) to be included in any form(s) and/or shared during a consultation engagement process which collects personal information. Privacy Statements inform individuals what is done with their personal information. In 2019-2020, the ATIP Directorate responded to numerous requests for PNS.

The ATIP Directorate continues to work with all ISC program areas in the upcoming years to update PNS for all hard copy and online DCIs, forms and/or consultation processes.

Privacy Policy Questions

The ATIP Directorate also fields questions regarding privacy protocols, policies/directives, issues and other inquiries related to the collection, use, retention and disposal, and/or sharing of personal information. During the 2019-2020 reporting period, the ATIP Directorate responded to numerous questions from departmental clients for all ISC-related privacy matters. In addition, the ATIP Directorate put in place a Record of Decision in regards to consistent use disclosures under section 8(2)(a) of the PA to health care providers and professionals directly involved in the care and treatment of a patient. This practice, initiated at Health Canada, is now a recognized approach at ISC that would allow for personal information about ISC clients to be disclosed to health care providers within the circle of care of a client in order to provide timely and/or critical health services.

Privacy Breaches

ISC identified 24 privacy breaches from April 1, 2019 to March 31, 2020. All privacy breaches were of low sensitivity and were not identified as material privacy breaches. Therefore, the OPC was not advised as per TBS policies.

Part 10. Resources related to the Privacy Act

10.1 Costs

The ATIP Directorate functioned under a shared services model to support ISC and CIRNAC. It spent a total of $1,840,301 on staffing, goods and services and was supported by 23.29 human resources. Calculations for the annual reports reflect the level of effort in support ISC's responsibilities pursuant to the Acts.

In 2019-2020, ISC spent $350,439 on the administration of the PA and was supported by 4.07 Human Resources.

Table 10.1 Budget figures for the administration of the Privacy Act
Expenditures Amount
Salaries $299,469
Overtime $2,550
Goods and services $48,420
  • Professional services contracts
 $48,420
  • Other
 $0
Total $350,439
10.2 Human Resources

The Privacy Operations unit within the ATIP Directorate consisted of 4 full-time equivalents (FTEs) (Table 10.2). Over the course of the reporting period, ISC hired 0.07 part-time or casual employees.

Table 10.2 Human resources dedicated to the administration of the Privacy Act
Resources Person years dedicated to privacy activities
Full-time employees 3.40
Part-time and casual employees 0.07
Regional staff 0.00
Consultants and agency personnel 0.50
Students 0.10
Total 4.07

Highlights

V. 2019-2020 Points of Interest

This past fiscal year (2019-2020) was the second full year of reporting for ISC under the ATIA and the PA.

ATIP has administered the Acts in a shared services environment for both ISC and CIRNAC since November 30, 2017.

288 new privacy requests were received and 241 closed. A total of 24,483 pages processed under the PA. By comparison, last fiscal year, only 72 new privacy requests were received.

This fiscal year there was an increase of 300% in privacy requests. This increase is reflective of the settlement and resolution agreements and orders the department has been subject to, and it can be anticipated to increase with the devolution of the department's services and as the activities related to reconciliation progress.

The most sited exemption under PA was Section 26 for personal information.

571 permissible disclosure requests were processed under section 8(2) the PA which allows for the release of personal information without consent.

The relationship existing between Indigenous Peoples, Provinces, Territories and the Department leads to a large volume of requests for permissible disclosures under section 8(2) and necessitates the continuous development of Information Sharing Agreements and Memorandums of Understanding.

It should be noted that of these, 3 disclosures under section 8(2)(k) of the PA were for the purposes of researching or validating the claims, disputes or grievances of any of the aboriginal peoples of Canada.

Complaints from the Office of the Privacy Commissioner were lower in 2019-2020 as only one (1) was received, whereas 2 complaints were received the previous fiscal year.

Overall, for both departments in 2019-2020, there was an decrease of 14% in new access to information requests received and an increase of 583% in privacy requests from the previous fiscal year.

ATIP also trained a total of 860 employees (651 ISC/209 CIRNAC) on the ATIA and PA in 2019-2020.

For the 2019-2020 fiscal year, ISC Privacy spent $350,439 and was supported by 4.07 human resources.

In a shared environment, the ATIP Directorate as a whole spent $1,841,301 on staffing, goods and services, and was supported by 23.29 human resources on the administration of the Acts.

COVID Impacts

As of March 16, 2020, ISC and CIRNAC activated their business continuity plans due to Corona virus. This meant only essential services were provided to Canadians. Employees providing non-essential services were instructed to work remotely until further notice. ATIP was not identified as an essential service.

In order to better serve Canadians, ATIP implemented electronic e-Post to enable the sending of release packages and avoid a break in service.

ATIP also provided support to the department by preparing and sending updates and instructions to ATIP liaison officers to better facilitate the retrieval of records.

The ATIP Directorate with its partners in the Department of Justice and First Nations and Inuit Health Branch's undertook the review and assessment of existing departmental surveillance tools to support COVID-19 Pandemic response and planning activities for Indigenous communities supported by the Department. COVID-19 case specific disclosure recommendations, for use by the department, were simultaneously developed.

Appendix A

Order of Delegation of the Privacy Act dated January 4th, 2018
Text alternative for the Order of Delegation of the Privacy Act dated January 4th, 2018

Minister of Indigenous Services
Ottawa, Canada K1A 0H4

Access to Information Act and Privacy Act – Delegation Order

I, the Minister of Indigenous Services, pursuant to section 73 of the Access to Information Act and section 73 of the Privacy Act, hereby designate the persons holding the positions set out in the schedule attached as Annex "A", and the persons occupying on an acting basis those positions, to exercise or perform such powers, duties and functions under the provisions of the Acts and related regulations as are set out in the scheudle attached as Annexe "A".

Original document signed on January 4, 2018

The Honourable Jane Philpott, P.C., M.P.
Minister of Indigenous Services

Ministre des Services aux Autochtones
Ottawa, Canada K1A 0H4

Loi sur l'accès à l'information et la Loi sur la protection des renseignements personnels – Ordonnance de délégation de pouvoirs

Je, Ministre des Services aux Autochtones, conformément à l'article 73 de la Loi sur la protection des renseignements personnels, désigne les titulaires des postes figurant à l'annexe A, ci-jointe, et les titulaires de ces postes par intérim, pour exercer les attributions prévues par ces deux lois et les règlements connexes, comme indiqué à l'Annexe A.

Document original signé le 4 janvier, 2018

L'honorable Jane Philpott, C.P., députée
Ministre des Services aux Autochtones

Annex A
Delegation of Authority Schedule
Position Access to Information Act and Regulations Privacy Act and Regulations
Deputy Minister Full Authority Full Authority
Associate Deputy Minister Full Authority Full Authority
Corporate Secretary Full Authority Full Authority
Director, Access to Information and Privacy Full Authority Full Authority
Deputy Director, Access to Information and Privacy Full Authority Full Authority except: Sections 8(2)(j), 8(2)(m), 9(1), 9(4), 10

Appendix B

Statistical Report on the Privacy Act

Name of institution: Indigenous Services Canada

Reporting period: 2019-04-01 to 2020-03-31

Part 1: Requests Under the Privacy Act

  Number of requests
Received during reporting period 288
Outstanding from previous reporting period 17
Total 305
Closed during reporting period 241
Carried over to next reporting period 64

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 0 22 3 1 1 0 0 27
Disclosed in part 7 14 13 8 1 0 0 43
All exempted 0 1 0 0 0 0 0 1
All excluded 0 0 0 0 0 0 0 0
No records exist 14 56 24 3 1 0 0 98
Request abandoned 60 11 1 0 0 0 0 72
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 81 104 41 12 3 0 0 241
2.2 Exemptions
Section Number of requests
18(2) 0
19(1)(a) 0
19(1)(b) 0
19(1)(c) 0
19(1)(d) 0
19(1)(e) 0
19(1)(f) 0
20 0
21 0
22(1)(a)(i) 0
22(1)(a)(ii) 0
22(1)(a)(iii) 0
22(1)(b) 0
22(1)(c) 0
22(2) 0
22.1 0
22.2 0
22.3 0
23(a) 0
23(b) 0
24(a) 0
24(b) 0
25 0
26 46
27 3
28 0
2.3 Exclusions
Section Number of requests
69(1)(a) 0
69(1)(b) 0
69.1 0
70(1) 0
70(1)(a) 0
70(1)(b) 0
70(1)(c) 0
70(1)(d) 0
70(1)(e) 0
70(1)(f) 0
70.1 0
2.4 Format of information released
Disposition Paper Electronic Other formats
All disclosed 5 22 0
Disclosed in part 8 35 0
Total 13 57 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 1,238 987 27
Disclosed in part 23,245 6,233 43
All exempted 0 0 1
All excluded 0 0 0
Request abandoned 0 0 72
Neither confirmed nor denied 0 0 0
Total 24,483 7,220 143
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
Numbers of requests Pages disclosed Numbers of requests Pages disclosed Numbers of requests Pages disclosed Numbers of requests Pages disclosed Numbers of requests Pages disclosed
All disclosed 24 301 3 686 0 0 0 0 0 0
Disclosed in part 28 442 5 785 4 1,668 5 3,297 1 41
All exempted 1 0 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0 0 0
Request abandoned 72 0 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Total 125 743 8 1,471 4 1,668 5 3,297 1 41
2.5.3 Other complexities
Disposition Consultation required Legal advice sought Interwoven information Other Total
All disclosed 0 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
15 14 0 0 1
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 3 2 5
16 to 30 days 2 1 3
31 to 60 days 1 2 3
61 to 120 days 1 3 4
121 to 180 days 0 0 0
181 to 365 days 0 0 0
More than 365 days 0 0 0
Total 7 8 15
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: Disclosures Under Subsections 8(2) and 8(5)

Paragraph 8(2)(e) Paragraph 8(2)(m) Subsection 8(5) Total
48 4 4 56

Part 4: Requests for Correction of Personal Information and Notations

Disposition for Correction Requests Received Number
Notations attached 0
Requests for correction accepted 0
Total 0

Part 5: Extensions

5.1 Reasons for extensions and disposition of requests
Disposition of requests where an extension was taken 15(a)(i) Interference with operations 15(a)(ii) Consultation 15(b) Translation or conversion
Section 70 Other
All disclosed 2 0 0 0
Disclosed in part 20 0 2 0
All exempted 0 0 0 0
All excluded 0 0 0 0
No records exist 13 0 0 0
Request abandoned 0 0 0 0
Total 35 0 2 0
5.2 Length of extensions
Length of extensions 15(a)(i) Interference with operations 15(a)(ii) Consultation 15(b) Translation purposes
Section 70 Other
1 to 15 days 2 0 0 0
16 to 30 days 33 0 2 0
Total 35 0 2 0

Part 6: Consultations received from other institutions and organizations

6.1 Consultations received from other Government of Canada institutions and other organizations
Consultations Other Government of Canada Institutions Number of Pages to Review Other Organizations Number of Pages to Review
Received during the reporting period 0 0 0 0
Outstanding from the previous reporting period 0 0 0 0
Total 0 0 0 0
Closed during the reporting period 0 0 0 0
Pending at the end of the reporting period 0 0 0 0
6.2 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
All disclosed 0 0 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0 0 0
All exempted 0 0 0 0 0 0 0 0
All excluded 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
6.3 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
All disclosed 0 0 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0 0 0
All exempted 0 0 0 0 0 0 0 0
All excluded 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
Numbers of days Fewer than 100 pages processed 101-500
pages processed		 501-1000
pages processed		 1001-5000
pages processed		 More than 5000 pages processed
Numbers of requests Pages disclosed Numbers of requests Pages disclosed Numbers of requests Pages disclosed Numbers of requests Pages disclosed Numbers 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
7.2 Requests with Privy Council Office
Numbers of days Fewer than 100 pages processed 101-500
pages processed		 501-1000
pages processed		 1001-5000
pages processed		 More than 5000 pages processed
Numbers of requests Pages disclosed Numbers of requests Pages disclosed Numbers of requests Pages disclosed Numbers of requests Pages disclosed Numbers 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 8: Complaints and investigations notices received

Section 31 Section 33 Section 35 Court action Total
1 0 1 0 2

Part 9: Privacy impact assessments (PIAs)

Number of PIA(s) completed
1

Part 10: Resources related to the Privacy Act

10.1 Costs
Expenditures Amount
Salaries $299,469
Overtime $2,550
Goods and services $48,420
  • Professional services contracts
 $48,420
  • Other
 $0
Total $350,439
10.2 Human resources
Resources Person years dedicated to privacy activities
Full-time employees 3.40
Part-time and casual employees 0.07
Regional staff 0.00
Consultants and agency personnel 0.50
Students 0.10
Total 4.07

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