2019-2020 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 94 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

For the purposes of the Access to Information Act, the President of CanNor has delegated powers, duties and functions under the Act to the Corporate Secretary . The Corporate Secretary performs the role of ATIP Coordinator responsible for leading the ATIP Program. The ATIP Coordinator administers the Act with assistance from an Administrative Officer. Assistance may also be 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:

CanNor was not party to any service agreements in accordance with section 96 of the Access to Information Act during the reporting period.

3. Delegation order

The President's Access to Information Delegation Order (Annex A), was updated on March 23, 2020. It provides delegated authority to the Corporate Secretary and the Manager, IM/IT and Chief Information Officer.

4. Performance 2019-2020

CanNor's 2019-2020 Statistical Report on the Access to Information Act is attached as Annex B. The following is an overview of key data on CanNor's performance for the fiscal year:

a) Requests received under the Access to Information Act

CanNor received six requests, four of which were processed and closed during the 2019-2020 fiscal year. The two remaining requests have been carried over to the 2020-2021 reporting period. Two extension requests were made, one for 15 days and another for 30 days, however neither were completed within these extended deadlines. CanNor completed two out of six requests on time, leading to a 33% rate of completion within legislated timelines, compared with a 40% rate in 2018-19. No informal requests were received or processed outside the Access to Information Act during this reporting period. One informal request was received in 2017-2018 and none were received in 2018-2019.

The following table shows a comparison for the past three years with respect to ATIP requests.

ATIP requests 2017-2018 2018-2019 2019-2020
Received during reporting period 1 5 6
Outstanding from previous reporting period 0 0* 0
Total 1 5 6
Closed during reporting period 0 5 4
Carried over to next reporting period 1* 0 2
* One request which was previously reported as carried forward to 2018-19 was subsequently treated as a consultation and is included in the table in part b)

b) Consultations received from other Government of Canada institutions

Twenty-three consultations from other Government of Canada Departments were received during 2019-2020 and one was carried forward from 2018-19. Ten were processed within 1-15 days, six within 16-30 days, five within 31 to 60 days, one within 61 to 120 days, and two within 181 to 365 days. During the 2018-2019 reporting year, 12 consultations were received from other Government of Canada Departments and one was carried over from the previous year; five were processed within 1-15 days, four within 16-30 days, and one within 31-60 days.

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

Consultation requests 2017-2018 2018-2019 2019-2020
Received during reporting period 31 12 23
Outstanding from previous reporting period 0 1* 1**
Total 31 13 24
Closed during reporting period 31 10 24
Carried over to next reporting period 0 1** 0
**CanNor's report for the 2018-19 year incorrectly stated three requests were carried over to the next reporting period. The table above has been updated with the correct information.

c) Impacts of COVID-19-related measures and implemented mitigation measures

From March 14 to March 31, 2020, CanNor's ATIP Coordinator and staff were provided with network access from their home from the start of the pandemic in order to receive and respond to Access to Information and Privacy requests, as well as Consultation requests received from other Government of Canada institutions. Office building access was available on an as needed basis in case any non-electronic documents or documents labelled "Secret" needed to be reviewed. However, the Agency did not receive any requests during this time period, therefore, COVID-19-related measures had no impact on its ability to fulfil its responsibilities under the Access to Information Act.

5. Training and awareness

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

6. Policies, guidelines, procedures and initiatives

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 qualify for an exemption. Using standardized retrieval email and template letters improves efficiency. A new data collection method was implemented in order to better track and retrieve information pertaining to ongoing and completed requests. The Agency did not implement or amend any Access to Information policies during the reporting period.

7. Summary or key issues and actions taken on complaints or audits

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 compliance

For the majority of the reporting year, the Director of Corporate Services & CFO was the official responsible for completion timelines, however, following the creation of the role of Corporate Secretary at CanNor in February, this new official is now charged with coordinating ATIP requests and is aware of processing timelines on a continual basis. A new data collection method was implemented which allowed for effective monitoring.

Annex A – Access to Information Act Delegation Order

Access to Information Act – Delegation Order

Pursuant to the powers of designation conferred upon me by Subsection 95(1) of the Access to Information Act, the persons exercising the functions or positions of Manager, IM/IT and Chief Information Officer (position number 000139900), and Corporate Secretary (position number 146270) 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 23rd of March, 2020

Delegation Order - Schedule A

Canadian Northern Economic Development Agency schedule to 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

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 representations

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

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

Delegation Order - Schedule B

Canadian Northern Economic Development Agency schedule to 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

Section 1: Requests under the Access to Information Act

1.1 Number of requests

  Number of requests
Received during reporting period 6
Outstanding from previous reporting period 0
Total 6
Closed during reporting period 4
Carried over to next reporting period 2

1.2 Sources of requests

Source Number of requests
Media 1
Academia 0
Business (private sector) 3
Organization 2
Public 0
Decline to identify 0
Total 6

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.

Section 2: Decline to act on vexatious, made in bad faith or abuse of right requests

  Number of requests
Outstanding from previous reporting period 0
Sent during reporting period 0
Total 0
Approved by the Information Commissioner during reporting period 0
Declined by the Information Commissioner during reporting period 0
Carried over to next reporting period 0

Section 3: Requests closed during the reporting period

3.1 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 1 1 0 0 0 0 2
Disclosed in part 0 1 0 1 0 0 0 2
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 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
Decline to act with the approval of the Information Commisioner 0 0 0 0 0 0 0 0
Total 0 2 1 1 0 0 0 4

3.2 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
* I.A.: International Affairs
Section Number of requests
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
* Def.: Defence of Canada
* S.A.: Subversive Activities
Section Number of requests
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
16.31 0
Section Number of requests
16.4(1)(a) 0
16.4(1)(b) 0
16.5 0
16.6 0
17 0
18(a) 0
18(b) 0
18(c) 0
18(d) 0
18.1(1)(a) 0
Section Number of requests
18.1(1)(b) 0
18.1(1)(c) 0
18.1(1)(d) 0
19(1) 1
20(1)(a) 0
20(1)(b) 0
20(1)(b.1) 0
20(1)(c) 0
20(1)(d) 0
20.1 0
Section Number of requests
20.2 0
20.4 0
21(1)(a) 0
21(1)(b) 1
21(1)(c) 0
21(1)(d) 0
22 0
22.1(1) 0
23 0
23.1 0
24(1) 0
26 0

3.3 Exclusions

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

3.4 Format of information released

Paper Electronic Other
0 4 0

3.5 Complexity

3.5.1 Relevant pages processed and disclosed
Number of pages processed Number of pages disclosed Number of requests
356 340 4
3.5.2 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 2 10 0 0 0 0 0 0 0 0
Disclosed in part 1 3 1 327 0 0 0 0 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 0 0 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Total 3 13 1 327 0 0 0 0 0 0
3.5.3 Other complexities
Disposition Consultation required Assessment of fees Legal advice sought 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

3.6 Closed requests

3.6.1 Number of requests closed within legislated timelines
  Requests closed within legislated timelines
Number of requests closed within legislated timelines 2
Percentage of requests closed within legislated timelines (%) 33

3.7 Deemed refusals

3.7.1 Reasons for not meeting legislated timelines
Number of requests closed past the legislated timelines Principal reason
Interference with operations / workload External consultation Internal consultation Other
2 2 0 0 0
3.7.2 Requests closed beyond legislated timelines (including any extension taken)
Number of days past legislated timelines Number of requests past legislated timeline where no extension was taken Number of requests past legislated timeline where an extension was taken Total
1 to 15 days 1 0 1
16 to 30 days 0 0 0
31 to 60 days 0 0 0
61 to 120 days 0 1 1
121 to 180 days 0 0 0
181 to 365 days 0 0 0
More than 365 days 0 0 0
Total 1 1 2

3.8 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 4: Extensions

4.1 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

4.2 Length of extensions

Length of Extensions 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

Section 5: Fees

Fee type Fee collected Fee waived or refunded
Number of requests Amount Number of requests Amount
Application 0 $0 4 $20
Other fees 0 $0 0 $0
Total 0 $0 4 $20

Section 6: Consultations received from other institutions and organizations

6.1 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 23 653 0 0
Outstanding from the previous reporting period 1 115 0 0
Total 24 768 0 0
Closed during the reporting period 24 768 0 0
Carried over to 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
Disclose entirely 8 5 4 0 0 1 0 18
Disclose in part 2 1 1 1 0 1 0 6
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 10 6 5 1 0 2 0 24

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
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

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 1 34 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 1 34 0 0 0 0 0 0 0 0

Section 8: Complaints and investigations

Section 32 Notice of intention to investigate Subsection 30(5) Ceased to investigate Section 35 Formal representations Section 37 Reports of finding received Section 37 Reports of finding containing recommendations issued by the Information Commissioner Section 37 Reports of finding containing orders issued by the Information Commissioner
0 0 0 0 0 0

Section 9: Court Action

9.1 Court actions on complaints received before June 21, 2019 and on-going

Section 41 (before June 21, 2019) Section 42 Section 44
0 0 0

9.2 Court actions on complaints received after June 21, 2019

Section 41 (after June 21, 2019)
Complainant (1) Institution (2) Third Party (3) Privacy Commissioner (4) Total
0 0 0 0 0

Section 10: Resources Related to the Access to Information Act

10.1 Costs

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

10.2 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

Did you find what you were looking for?

What was wrong?

You will not receive a reply. Don't include personal information (telephone, email, SIN, financial, medical, or work details).
Maximum 300 characters

Thank you for your feedback

Date modified: