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Questionnaires

Year


Canadian International Development Agency 

Part A: Requests carried over from the prior fiscal year (2007-2008)
1. Number of requests carried over: 102
2. Requests carried over from the prior fiscal year— in a deemed-refusal situation on the first day of the new fiscal year 62
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 150
4.A How many were completed within the statutory 30-day time limit? 76
4.B How many were completed beyond the statutory 30-day time limit where no extension was claimed ? 20
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: 13
  31-60 days: 5
  61-90 days: 1
  Over 91 days: 1
5. How many were extended pursuant to section 9? 54
6.A How many were completed within the extended time limit? 25
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: 10
  31-60 days: 9
  61-90 days: 4
  Over 91 days: 6
7. Number of requests carried over in 2009-2010? 84
8. As of April 1 st , 2009, how many requests are in a deemed-refusal situation? 68
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
  Factors that have had the greatest influence on our ability to quickly respond to access requests within the specified time frames include:
  1. Requests involving a small volume of records (on average, between 0 and 200 pages).
  2. No internal/external consultation required.
  3. Most requests were routine (e.g. call-ups etc.).
  Factors that have had the greatest influence on our inability to quickly respond to access requests within the specified time frames include:
  1. The sensitivity and complexity of records and the large volume of records cause delays.
  2. Consultations with other institutions also cause delays.
  3. Lack of staff is a factor that has cause delays in processing access requests at CIDA for the past two years.
 
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
In 2008, the ATIP division developed draft procedures in order to speed up the processing of access requests. These procedures are currently being reviewed by the new ATIP coordinator (who started on May 11, 2009) and will be implemented in 2009–10. In addition, partial release of records is an increasingly common practice. ATIP participates in the “Welcome to CIDA” sessions to inform new employees about the Access to Information Act.
Part D: Completion Time
11. What is the average completion time for all requests completed in 2008-2009?
  The average completion time of requests is 157 days (i.e. 168 requests completed in 2008–09 for a total of 26,320 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.