Archived Content

Information identified as archived is provided for reference, research or recordkeeping purposes. It is not subject to the Government of Canada Web Standards and has not been altered or updated since it was archived. Please contact us to request a format other than those available.



Canadian Heritage 

Part A: Requests carried over from the prior fiscal year (2007-2008)
1. Number of requests carried over: 93
2. Requests carried over from the prior fiscal year— in a deemed-refusal situation on the first day of the new fiscal year 28
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 294
4.A How many were completed within the statutory 30-day time limit? 161
4.B How many were completed beyond the statutory 30-day time limit where no extension was claimed ? 30
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: 16
  31-60 days: 8
  61-90 days: 2
  Over 91 days: 4
5. How many were extended pursuant to section 9? 109
6.A How many were completed within the extended time limit? 9
6.B How many exceeded the extended time limit? 27
6.C How long after the expiry of the extended deadline did it take to respond?  
  1-30 days: 11
  31-60 days: 3
  61-90 days: 7
  Over 91 days: 6
7. Number of requests carried over in 2009-2010? 133
8. As of April 1 st , 2009, how many requests are in a deemed-refusal situation? 73
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 factors which most affected the ability to meet the statutory time limits were related to the shortage of staff and a cumbersome approval process for access requests. From the beginning of the fiscal year there was a lack of staff to handle the volume of requests. High staff turnover this year increased the difficulty in responding to requests in a timely manner. The file approval process was also a factor in meeting the legislated deadlines. Multiple consecutive final reviews by various officials made it very challenging to meet deadlines. Officials in the program areas have found it difficult to meet the tight due dates. Other contributing factors included the large volume of records contained in many of the requests and the need to consult other government institutions on records in a large portion of requests.
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
Several practices have been put into place in an attempt to reduce the time required to process access to information requests. The scope of requests is scrutinized upon receipt and efforts are made to assist the applicants in the precision of their requests. This ensures that the applicant receives the information that is sought and the volume of records is reduced. The approval process is being streamlined with final review of requests being sent out to several areas simultaneously. There is also a stricter enforcement of due dates in the process. New staff has been hired and continues to be hired. As well, the human resource levels for the ATIP Secretariat are being reviewed to ensure that there is sufficient staff to meet its mandate.
Part D: Completion Time
11. What is the average completion time for all requests completed in 2008-2009?
  The average number of days per request was 107.6 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.