2020 to 2021 Annual Report to Parliament: Privacy Act
Table of contents
- Introduction
- Statistics
- Section 1. Requests under the Privacy Act
- Section 2. Requests closed during the reporting period
- Section 3. Disclosure under subsections 8(2) and 8(5)
- Section 4. Requests for correction of personal information and notations
- Section 5. Extensions
- Section 6. Consultations received from other Institutions and Organizations
- Section 7. Completion time of consultations on Cabinet confidences
- Section 8. Complaints and Investigations Notices Received
- Section 9. Privacy Impact Assessments
- Section 10. Material Privacy Breaches
- Section 11. Resources related to the Privacy Act
- Highlights
- Appendix A
- Appendix B
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, 2020 to March 31, 2021.
This report, submitted to Parliament pursuant to section 72 of the PA, describes the activities of ISC that support compliance with privacy legislation. The report details the activities and accomplishments of ISC's Access to Information and Privacy (ATIP) Directorate, including highlights such as:
- Ensuring a no break in service during Covid-19;
- Continued training initiatives to increase departmental ATIA capacity and awareness; and
- Further development of a Privacy/Policy team.
Creation of Two New Departments
In June 2019, the Department of Crown-Indigenous Relations and Northern Affairs Act and the Department of Indigenous Services Act received royal ascent. This formalized the creation of the two new departments. The ATIP Directorate provides shared services support for Indigenous Services Canada (ISC) and Crown Indigenous Relations and Northern Affairs Canada (CIRNAC) through a Memorandum of Understanding (MOU) between the departments.
Delegation on ministerial responsibilities for the Access to Information Act (ATIA) remains 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)andthePA. 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:
- Application of the ATIA and PA;
- Release of sensitive or protected information to the public;
- Departmental Privacy Impact Assessments (PIAs);
- Permissible disclosures of personal information pursuant to subsection 8(2) of the PA;
- Appropriate PA Statements on Data Collection Instruments (DCIs), i.e. forms, surveys, etc.;
- Updates to Info Source and the preparation and registration of Personal Information Banks (PIBs) and their related Classes of Records;
- Protocols surrounding privacy breaches;
- Education and awareness of ATIP issues throughout the Department; and,
- 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. ATIP analysts work closely with the relevant program areas to ensure that all responsive documents are provided and 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.
![](/DAM/DAM-ISC-SAC/DAM-TRNSPRCY/STAGING/images-images/transparency-privacy-act-annual-report-2020-2021-orgchart_1639775791456_eng.jpg)
Text alternative for the Organizational Chart
Director's Office
The Director (EX-01), as institutional ATIP Coordinator, holds full delegated authority under the ATIA. 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 by the Systems Administrator (AS-04).
Intake Team
The Intake Team is led by one Team Lead (PM-05) and is comprised of various Intake Officers (PM-01 and CR-04's), 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.
Operations Team
The Operations Team is led by four Team Leaders (PM-05), who are responsible for the overview of request processing by their team, including the review of completed requests. The Operations Team consists of Analysts at the PM-04, PM-03, and PM-02 levels who process Access and Privacy requests of varying volume and complexity, as well as provide training.
Privacy/Policy Team
The Privacy/Policy Team is led by two Team Leaders (PM-05), who are responsible for the overview of request processing by their team, including the review of privacy/policy requests. The Privacy/Policy Team consists of Analysts at the PM-04, PM-03 and PM-02 levels who respond to Privacy matters (such as privacy breaches, Privacy Impact Assessment), also provides training and Privacy advice, supported by a Clerk (CR-04).
III. Delegation Order
Under 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 Marc Miller on November 6, 2020, 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 Director (Coordinator)
- Deputy Director
Statistics
IV. Interpretation of the Statistical Report
ISC's Statistical Report and Supplemental Report were submitted to the Treasury Board Secretariat (TBS) on June 4, 2021 (Appendix B). The Report details various aspects of the requests ISC received and processed during the period of April 1, 2020 to March 31, 2021.
Section 1. Requests under the Privacy Act
In 2020-2021, ISC received 180 new requests under the PA. Of the 180 requests, 61 were carried over from previous reporting period. The ATIP Directorate completed 192 requests and carried 49 requests over into the 2021-2022 reporting period. (Table1.1)
This fiscal year there was an increase of 150% in privacy requests since the 2018-2019 reporting period. This increase is reflective of the settlement and resolution agreement for day schools.
Table 1.1 Number of Requests from 2018 to 2021
Number of Requests | 2018-2019 | 2019-2020 | 2020-2021 |
---|---|---|---|
Received | 72 | 288 | 180 |
Outstanding from last year | 0 | 17 | 61 |
Total | 72 | 305 | 241 |
Closed this year | 61 | 241 | 192 |
Carried over to next year | 11 | 64 | 49 |
Section 2. Requests closed during the reporting period
2.1 Disposition and completion time
Of the 192 requests closed during the reporting period (Table 2.1), ISC was able to fully or partially disclose records in 63 cases or 33% of the time. The result was a disclosure of relevant information. The majority of requests (105, or 54.6%) took 60 days or less to complete. In 2020-2021, 87 requests took longer than 61 days.
The most frequent outcome of requests processed during the reporting period was 'Disclosed in Part", in 52 cases or 27% of the time. The category of 'No records exist", occurred in 84 requests or 43.7% of the time. In 45 instances, the request was abandoned by the requester, likely because the original request was not complete or sufficient authorization for disclosure was not obtained.
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 | 4 | 3 | 1 | 1 | 1 | 0 | 11 |
Disclosed in part | 3 | 4 | 12 | 20 | 8 | 3 | 2 | 52 |
All exempted | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
No records exist | 14 | 11 | 15 | 25 | 14 | 4 | 1 | 84 |
Request abandoned | 36 | 1 | 1 | 5 | 0 | 1 | 1 | 45 |
Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 54 | 20 | 31 | 51 | 23 | 9 | 4 | 192 |
2.2 Exemptions
As seen in previous years, section 26 (information about another identifiable individual) was the most common exemption invoked during the reporting period (49 times). The only other exemptions applied in 2020-2021 was under subsections 27 (solicitor-client privilege), which was invoked on three occasion. (Table 2.2)
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 | 49 |
27 | 3 |
28 | 0 |
Total: | 52 |
2.3 Exclusions
No mandatory exclusion provisions were applied to requests that were closed in fiscal year 2020-2021.
2.4 Format of information released
Over the course of this reporting period, ISC provided response packages in electronic format through E-post for 60 requests. On the three occasions, individuals who did not have access to retrieve records electronically were provided with paper copies through regular mail. (Table 2.4)
Paper | Electronic | Other formats |
---|---|---|
3 | 60 | 0 |
2.5 Complexity
The following sections detail several factors affecting the complexity of requests that were completed throughout 2020-2021.
2.5.1 Relevant pages processed and disclosed
During the reporting period, the ATIP Directorate closed 192 requests, and for 84 of these, no records existed. Of the remaining 108 requests, 45 were abandoned, leaving 63 treatable requests. These requests resulted in the review of 15,902 pages and the release of 4,533 pages (Table 2.5.1).
Number of Pages Processed | Number of Pages Disclosed | Number of Requests |
---|---|---|
15,902 | 4,533 | 108 |
2.5.2 Relevant pages processed and disclosed by size of requests
Over 85% of completed requests required processing of 100 pages or less. The seven requests that required treatment of between 101-500 pages of records resulted in the disclosure of 1,240 pages. Only four requests involved over 501 pages
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 | 10 | 190 | 1 | 191 | 0 | 0 | 0 | 0 | 0 | 0 |
Disclosed in part | 43 | 1052 | 6 | 1049 | 0 | 0 | 3 | 1525 | 0 | 0 |
All exempted | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Abandoned | 44 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 1 | 526 |
Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 97 | 1242 | 7 | 1240 | 0 | 0 | 3 | 1525 | 1 | 526 |
2.5.3 Other complexities
The ATIP Directorate did not require any external consultations with the Department of Justice for privacy requests.
Disposition | Consultation required | Legal Advice Sought | Interwoven Information | Other | Total |
---|---|---|---|---|---|
All disclosed | 0 | 0 | 0 | 10 | 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 Closed Requests
The following section details the number of requests closed within the legislated timelines.
2.6.1 Number of requests closed within legislated timelines
During the reporting period, 102 or 53.1% of requests were closed within legislated timelines. (Table 2.6.1)
Requests closed within legislated timelines | |
---|---|
Number of requests closed within legislated timelines | 102 |
Percentage of requests closed within legislated timelines (%) | 53.1 |
2.7 Deemed refusals
The following sections detail the number of, and reasons for requests in deemed refusal throughout 2020-2021.
2.7.1. Reasons for not meeting legislated timelines
The majority of deemed refusals or late requests were a result of COVID-19 and the department's ability to retrieve records. This fiscal year there was an increase of 150% in privacy requests since the 2018-2019 reporting period. This increase is reflective of the settlement and resolution agreement for day schools. (Table 2.7.1 & 2.7.2)
Number of Requests Closed Past the Legislated Timelines | Principal Reason | |||
---|---|---|---|---|
Workload | External Consultation | Internal Consultation | Other | |
90 | 30 | 0 | 0 | 60 |
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 | 12 | 15 |
16 to 30 days | 2 | 7 | 9 |
31 to 60 days | 4 | 18 | 22 |
61 to 120 days | 11 | 19 | 30 |
121 to 180 days | 2 | 2 | 4 |
181 to 365 days | 5 | 1 | 6 |
More than 365 days | 2 | 2 | 4 |
Total | 29 | 61 | 90 |
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.
Section 3. Disclosure under subsections 8(2) and 8(5)
Permissible disclosure pursuant to subsection 8(2) of the PAdescribes 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 2020-2021, ISC made 59 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. (table 3)
8(2)(e) disclosures – 55 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 two 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.
Table 3 Disclosure under 8(2) and 8(5)
Paragraph 8(2)(e) | Paragraph 8(2)(m) | Subsection 8(5) |
---|---|---|
55 | 2 | 2 |
Other permissible disclosures not captured by the statistical report include:
8(2)(a) disclosures – ISC has completed one disclosure of personal information that was obtained by the Department and disclosed for a consistent use.
8(2)(c) disclosures – ISC has completed five 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 12 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 414 disclosures of personal information. Most disclosures made under this subcategory come from Provincial government institutions conducting investigations of different types that require them to confirm an individual's Indian Status
8(2)(j) disclosures – Permits the disclosure of personal information for statistical purposes. ISC completed three disclosures for statistical purposes.
8(2)(k) disclosures - Permits the disclosure of personal information to researchers involved in the process of settling specific claims. ISC completed four disclosures to researchers for native claims research.
The Department processed a combined total of 498 requests under section 8(2) of the Act during 2020-2021. (Table 3.1)
Table 3.1 Additional disclosures under 8(2)
Paragraph 8(2)(a) | Paragraph 8(2)(c) | Paragraph 8(2)(d) | Paragraph 8(2)(f) | Subsection 8(2)(j) | Subsection 8(2)(k) |
---|---|---|---|---|---|
1 | 5 | 12 | 414 | 3 | 4 |
Section 4. Requests for correction of personal information and notations
During the reporting period, there was no request for correction of personal information or notations.
Section 5. Extensions
5.1 Reasons for extensions and disposition of requests
In 2020-2021, 81 extensions were taken under subsection 15(a) of the Privacy Act due to volume of day school requests and operational pressures for COVID-19.
Number of requests where an extension was taken | 15(a)(i) Interference with Operations | 15(a)(ii) Consultation | 15(b) Translation purposes or conversion | |||||
---|---|---|---|---|---|---|---|---|
Further review required to determine exemptions | Large volume of pages | Large volume of requests | Documents are difficult to obtain | Cabinet Confidence Section (Section 70) | External | Internal | ||
81 | 0 | 11 | 0 | 70 | 0 | 0 | 0 | 0 |
5.2 Length of extensions
ISC applied 81 extensions during the reporting period and of those, 80 were for 16 to 30 days (Table 5.2).
Number of requests where an extension was taken | 15(a)(i) Interference with Operations | 15(a)(ii) Consultation | 15(b) Translation purposes or conversion | |||||
---|---|---|---|---|---|---|---|---|
Further review required to determine exemptions | Large volume of pages | Large volume of requests | Documents are difficult to obtain | Cabinet Confidence Section (Section 70) | External | Internal | ||
1 to 15 days | 0 | 0 | 0 | 1 | 0 | 0 | 0 | 0 |
16 to 30 days | 0 | 11 | 0 | 69 | 0 | 0 | 0 | 0 |
Total | 0 | 11 | 0 | 70 | 0 | 0 | 0 | 0 |
Section 6. Consultations received from other Institutions and Organizations
ISC received and completed 1 consultation from another Government of Canada institution. ISC recommended partial disclosure of this consultation and it was completed within 16 to 30 days.
Section 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.
Section 8. Complaints and Investigations Notices Received
During the 2020-2021 reporting period, there was one complaint received from the Office of the Privacy Commissioner under section 31. There were two complaints closed resulting in no action required by the department under section 35. The Treasury Board of Canada requires institutions to track in the statistical report sections 31, 33 and 35 of the Privacy Act. These sections are not cumulative. (Table 8.1)
Table 8.1 Complaints and Investigation
Section 31 | Section 33 | Section 35 | Court action | Total |
---|---|---|---|---|
1 | 0 | 2 | 0 | 3 |
Section 9. Privacy Impact Assessments
Privacy Impact Assessments (Appendix A of the TBS Statistical Report)
A Privacy Impact Assessment (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 were no Privacy Impact Assessments completed during the 2020-2021 reporting period.
Section 10. Material Privacy Breaches
Privacy Breaches
The ATIP Directorate supports the Department in investigating potential privacy breaches. ISC reported no material Privacy Breaches during this fiscal year. Material privacy breaches are at the highest risk and impact is defined as: Involving sensitive personal information and could reasonably cause serious injury or harm to the individual and or involves a large number of affected individuals.
Section 11. Resources related to the Privacy Act
11.1 Costs
The ATIP Directorate functioned under a shared services model to support ISC and CIRNAC. It spent a total of $2,234,522 on staffing, and was supported by 26.094 human resources. Calculations for the annual reports reflect the level of effort in support ISC's responsibilities pursuant to the Acts.
In 2020-2021, ISC spent $346,015 on the administration of the PAand was supported by 4.568 Human Resources.
Expenditures | Amount |
---|---|
Salaries | $334,890 |
Overtime | $1,720 |
Goods and Services | $9,405 |
Professional services contracts | $9,405 |
Other | $0 |
Total | $346,015 |
11.2 Human Resources
The Privacy Operations unit within the ATIP Directorate consisted of 4.523 full-time equivalents (FTEs) (Table 10.2).
Resources | Person Years Dedicated to Privacy Activities |
---|---|
Full-time employees | 4.523 |
Part-time and casual employees | 0.000 |
Regional staff | 0.000 |
Consultants and agency personnel | 0.045 |
Students | 0.000 |
Total | 4.568 |
Highlights
V. 2020-2021 Points of Interest
The ATIP Directorate administers the Acts as a shared services for both Indigenous Services Canada (ISC) and Crown-Indigenous Relations and Northern Affairs Canada (CIRNAC) since November 30, 2017. This past fiscal year (2020-2021) was the third full year of reporting for Indigenous Services Canada under the Access to Information Act and the Privacy Act.
ISC received 180 new privacy requests and closed 192, with a total of 15,902 pages processed under the Privacy Act. This fiscal year, there was an increase of 150% in privacy requests since the 2018-2019 reporting period. This increase over the past few years is reflective of the settlement and resolution agreement for day schools.
The most cited exemption under Privacy Act was Section 26 for personal information.
Only one complaint was received from the Office of the Privacy Commissioner in 2019-2020.
There were 498 permissible disclosure requests processed under section 8(2) the Privacy Act 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, four 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.
ATIP also trained a total of 860 employees (209 CIRNAC/651 ISC) on the Access to Information Act and Privacy Act in 2020-2021.
For the 2020-2021 fiscal year, ISC spent $346,015 and was supported by 4.568 human resource in support of Privacy.
In a shared environment for both CIRANC and ISC, a total of $2,234,522 was spent on staffing, goods and services, and was supported by 26.094 human resources in the administration of both Acts.
COVID Impacts
In effort to better serve Canadians, ATIP implemented electronic E-Post to facilitate sending responses to requesters and implemented new internal procedures to streamline processes and increase effectiveness. In addition, three consultants were also hired to help in processing the backlog.
Appendix A
Delegation Order
Access to Information Act and Privacy Act
I, the Minister of Indigenous Services Canada, pursuant to section 95 of the Access to Information Act and section 73 of the Privacy Act, hereby delegate the persons holding the positions set out in the Delegation of Authority Schedule attached hereto, or the persons occupying on an acting basis those positions, to exercise the powers, duties and functions of the Minister as head of Indigenous Services Canada, under the provisions of the Act and related regulations set out in the schedule opposite each position. This delegation supersedes all previous delegation orders.
Minister of Indigenous Sevices
Signed on November 6, 2020
Schedule 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), 8(5), 9(1), 9(4), 10 |
Appendix B
Statistical Report on the Privacy Act
Name of institution: Indigenous Services Canada
Reporting period: 4/1/2020 to 3/31/2021
Section 1: Requests Under the Privacy Act
1.1 Number of requests
Number of Requests | |
---|---|
Received during reporting period | 180 |
Outstanding from previous reporting period | 61 |
Total | 241 |
Closed during reporting period | 192 |
Carried over to next reporting period | 49 |
Section 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 | 4 | 3 | 1 | 1 | 1 | 0 | 11 |
Disclosed in part | 3 | 4 | 12 | 20 | 8 | 3 | 2 | 52 |
All exempted | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
No records exist | 14 | 11 | 15 | 25 | 14 | 4 | 1 | 84 |
Request abandoned | 36 | 1 | 1 | 5 | 0 | 1 | 1 | 45 |
Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 54 | 20 | 31 | 51 | 23 | 9 | 4 | 192 |
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 |
22.4 | 0 |
23(a) | 0 |
23(b) | 0 |
24(a) | 0 |
24(b) | 0 |
25 | 0 |
26 | 49 |
27 | 3 |
27.1 | 0 |
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
Paper | Electronic | Other |
---|---|---|
3 | 60 | 0 |
2.5 Complexity
Number of Pages Processed | Number of Pages Disclosed | Number of Requests |
---|---|---|
15,902 | 4,533 | 108 |
Disposition | Less Than 100 Pages Processed | 101-500 Pages Processed | 501-1000 Pages Processed | 1001-500 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 | 10 | 190 | 1 | 191 | 0 | 0 | 0 | 0 | 0 | 0 |
Disclosed in part | 43 | 1052 | 6 | 1049 | 0 | 0 | 3 | 1525 | 0 | 0 |
All exempted | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
All excluded | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Request abandoned | 44 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 1 | 526 |
Neither confirmed nor denied | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 97 | 1242 | 7 | 1240 | 0 | 0 | 3 | 1525 | 1 | 526 |
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 Closed requests
Requests closed within legislated timelines | |
---|---|
Number of requests closed within legislated timelines | 102 |
Percentage of requests closed within legislated timelines (%) | 53.1 |
2.7 Deemed refusals
Number of Requests Closed Past the Legislated Timelines | Principal Reason | |||
---|---|---|---|---|
Interference with Operations / Workload | External Consultation | Internal Consultation | Other | |
90 | 30 | 0 | 0 | 60 |
Number of Days Past Legislated Timelines | Number of Requests Past Legislated Timeline Where No Extension Was Taken | Number of Requests Past Legislated Timelines Where an Extension Was Taken | Total |
---|---|---|---|
1 to 15 days | 3 | 12 | 15 |
16 to 30 days | 2 | 7 | 9 |
31 to 60 days | 4 | 18 | 22 |
61 to 120 days | 11 | 19 | 30 |
121 to 180 days | 2 | 2 | 4 |
181 to 365 days | 5 | 1 | 6 |
More than 365 days | 2 | 2 | 4 |
Total | 29 | 61 | 90 |
2.8 Requests for translation
Translation Requests | Accepted | Refused | Total |
---|---|---|---|
English to French | 0 | 0 | 0 |
French to English | 0 | 0 | 0 |
Total | 0 | 0 | 0 |
Section 3: Disclosures Under Subsections 8(2) and 8(5)
Paragraph 8(2)(e) | Paragraph 8(2)(m) | Subsection 8(5) | Total |
---|---|---|---|
55 | 2 | 2 | 59 |
Section 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 |
Section 5: Extensions
5.1 Reasons for extensions and disposition of requests
Number of requests where an extension was taken | 15(a)(i) Interference with operations | 15 (a)(ii) Consultation | 15(b) Translation purposes or conversion | |||||
---|---|---|---|---|---|---|---|---|
Further review required to determine exemptions | Large volume of pages | Large volume of requests | Documents are difficult to obtain | Cabinet Confidence Section (Section 70) | External | Internal | ||
81 | 0 | 11 | 0 | 70 | 0 | 0 | 0 | 0 |
5.2 Length of extensions
Length of Extensions | 15(a)(i) Interference with operations | 15 (a)(ii) Consultation | 15(b) Translation purposes or conversion | |||||
---|---|---|---|---|---|---|---|---|
Further review required to determine exemptions | Large volume of pages | Large volume of requests | Documents are difficult to obtain | Cabinet Confidence Section (Section 70) | External | Internal | ||
1 to 15 days | 0 | 0 | 0 | 1 | 0 | 0 | 0 | 0 |
16 to 30 days | 0 | 11 | 0 | 69 | 0 | 0 | 0 | 0 |
31 days or greater | 0 | |||||||
Total | 0 | 11 | 0 | 70 | 0 | 0 | 0 | 0 |
Section 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 | 1 | 0 | 0 | 0 |
Outstanding from the previous reporting period | 0 | 0 | 0 | 0 |
Total | 1 | 0 | 0 | 0 |
Closed during the reporting period | 1 | 0 | 0 | 0 |
Carried over to the next 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 | 1 | 0 | 0 | 0 | 0 | 0 | 1 |
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 | 1 | 0 | 0 | 0 | 0 | 0 | 1 |
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 |
Section 7: Completion Time of Consultations on Cabinet Confidences
7.1 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 |
7.2 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 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Total | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 |
Section 8: Complaints and Investigations Notices Received
Section 31 | Section 33 | Section 35 | Court action | Total |
---|---|---|---|---|
1 | 0 | 2 | 0 | 3 |
Section 9: Privacy Impact Assessments (PIA) and Personal Information Banks (PIB)
9.1 Privacy Impact Assessments
Number of PIA(s) completed | 0 |
---|
9.2 Personal Information Banks
Active | Created | Terminated | Modified | |
---|---|---|---|---|
Personal Information Banks | 29 | 0 | 0 | 0 |
Section 10: Material Privacy Breaches
Number of material privacy breaches reported to TBS | 0 |
---|---|
Number of material privacy breaches reported to OPC | 0 |
Section 11: Resources Related to the Privacy Act
11.1 Costs
Expenditures | Amount |
---|---|
Salaries | $334,890 |
Overtime | $1,720 |
Goods and Services | $9,405 |
Professional services contracts | $9,405 |
Other | $0 |
Total | $346,015 |
11.2 Human Resources
Resources | Person Years Dedicated to Privacy Activities |
---|---|
Full-time employees | 4.523 |
Part-time and casual employees | 0.000 |
Regional staff | 0.000 |
Consultants and agency personnel | 0.045 |
Students | 0.000 |
Total | 4.568 |
Note: Enter values to three decimal places. |