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Questionnaires

Year


Canada Revenue Agency 

Part A: Requests carried over from the prior fiscal year (2007-2008)
1. Number of requests carried over: 690
2. Requests carried over from the prior fiscal year— in a deemed-refusal situation on the first day of the new fiscal year 169
Part B: New Requests received in fiscal year 2008-2009— Exclude requests included in Part A
3. Number of requests received during the fiscal period 1770
4.A How many were completed within the statutory 30-day time limit? 731
4.B How many were completed beyond the statutory 30-day time limit where no extension was claimed ? 38
4.C How long after the expiry of the statutory 30-day time limit did it take to complete the request where no extension was claimed ?  
  1-30 days: 22
  31-60 days: 10
  61-90 days: 3
  Over 91 days: 3
5. How many were extended pursuant to section 9? 810
6.A How many were completed within the extended time limit? 335
6.B How many exceeded the extended time limit? 54
6.C How long after the expiry of the extended deadline did it take to respond?  
  1-30 days: 32
  31-60 days: 9
  61-90 days: 7
  Over 91 days: 6
7. Number of requests carried over in 2009-2010? 612
8. As of April 1 st , 2009, how many requests are in a deemed-refusal situation? 110
Part C: Contributing Factors
9. Please describe the most significant issues that affected your institution’s ability to respond to access to information requests in a timely manner (within 30 days and/or statutory timelines). These may include:
  • Requests for large volume of records
  • Approval process of access requests
  • Difficulties to retrieve records (OPIs turnaround time)
  • Staff shortages
  • Requests filed in bulk
  • Consultations with other institutions
  • Others
 

The most significant issues that affected our institution’s ability to respond to access to information requests in a timely manner were: 

Workload

  • Challenges related to continuous intake of requests filed in bulk by two requestors and related complaints creating a backlog of requests (211% of intake or 374 requests)
  • Notable increase in volume and complexity of records
  Human resources
  • Staff retention and turnover of ATIP employees
  • Shortage of qualified staff across the public service
  • Aggressive recruitment by other federal institutions of knowledgeable ATIP employees
  • High caseload-to-employee ratio
  Records management
  • Some challenges in efficiently retrieving electronic records such as emails
 
10.
Please describe any practices or policies developed/undertaken by your institution to improve the timely delivery of your access to information program and where possible, indicate how successful these practices/policies have been. These may include:
  • Informal treatment of requests
  • Streamlined approval process
  • Partial release of records
  • Fast track process for common requests
  • Others

The key practices or policies that have been undertaken by our institution to improve the timely delivery of our program were:  

Workload

  • Made substantial efforts to reduce the backlog of requests to improve future performance
  • Pursuing proactive communications with requestors to encourage requestors to determine a reasonable scope for their request and also by suggesting that requestors “piggy-back” on previous requests for similar information
  • Created an Email Working Group to establish procedures and best practices in order to process email request more efficiently
  Human resources
  • Carried out new staffing actions to fill vacant positions and retain existing employees
  • Through a staffing process was able to hire 10 new analysts
  • Laid the foundation for a career development path for existing employees
  Process
  • Continued to invest in improving the technology being used to process requests which will improve response times
  • Completed a costing model of the ATIP process which assisted us in realigning our existing structure to utilize resources more effectively and efficiently
  • Completed Phase 1 of the realignment by creating a Intake Unit which will help streamline the intake process and will lesson the time analysts spend on administrative duties
  • Partnered with our Information Technology Branch to create a secure path/drive (dropzone) to facilitate the retrieval of large amounts of electronic records (emails) from our OPI’s
 
Part D: Completion Time
11. What is the average completion time for all requests completed in 2008-2009?
  45 days
Part E: Statistical Report on the Access to Information Act
12. Please attach your institution’s completed Report on the Access to Information (Form TBS/SCT 350-62) for the 2008-2009.
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