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Canadian Food Inspection Agency  

Part A: Requests carried over from the prior fiscal year (2007-2008)
1. Number of requests carried over: 56
2. Requests carried over from the prior fiscal year— in a deemed-refusal situation on the first day of the new fiscal year 8
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 472
4.A How many were completed within the statutory 30-day time limit? 148
4.B How many were completed beyond the statutory 30-day time limit where no extension was claimed ? 48
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: 25
  31-60 days: 9
  61-90 days: 2
  Over 91 days: 12
5. How many were extended pursuant to section 9? 175
6.A How many were completed within the extended time limit? 58
6.B How many exceeded the extended time limit? 29
6.C How long after the expiry of the extended deadline did it take to respond?  
  1-30 days: 16
  31-60 days: 5
  61-90 days: 4
  Over 91 days: 4
7. Number of requests carried over in 2009-2010? 201
8. As of April 1 st , 2009, how many requests are in a deemed-refusal situation? 104
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
  All of the above including the Listeria outbreak in August 2008.   For a more complete description of the challenges affecting the Agency’s ability to meet its statutory obligations in the Act, please refer to our business case and a report prepared by a consultant both attached for your information.
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

Please see attachment for our response. ________________________________________  

The Agency has implemented or is in the process of implementing the following practices and policies in order to improve timely delivery:

- created a centralized point of contact within each of the Agency’s Branches to provide greater accountability;

- established a forum with ATIP Branch contacts in order to communicate best practices and improve delivery;

- modernizing the search and retrieval process to reduce paper burden and delivery times;

- acquiring new case management and redaction software (Access Pro Suite);

- interim funding for consultants and scanner ($255K) has been allocated for the fiscal year;

- streamlining the approval process by revising our Delegation Order;

- establishing a process for informal requests of previously disclosed records;

- encouraging the informal release of records by Agency employees;

- developing internal ATIP procedures manual for better consistency; and

- updating ATIP training materials to better educate employees on their responsibilities.  

The CFIA has also completed a business case requesting additional resources. A copy of our business case as well as a report prepared by Sussex Circle on modernizing and strengthening the ATIP process at the Agency, has been included for your information.

Part D: Completion Time
11. What is the average completion time for all requests completed in 2008-2009?
  42 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.