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Questionnaires

Year


Office of the Information Commissioner of Canada

Part A: Requests carried over from the prior fiscal year (2008-2009)

1.

Number of requests carried over:

5

2.

Requests carried over from the prior fiscal year- in a deemed-refusal situation on the first day of the new fiscal year

0

Part B: New Requests received in fiscal year 2009-2010- Exclude requests included in Part A

3.

Number of requests received during the fiscal period

28

4.A

How many were completed during fiscal year 2009-2010 within the statutory 30‑day time limit?

28

4.B

How many were completed during fiscal year 2009-2010 beyond the statutory 30‑day time limit where no extension was claimed?

0

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?

0
 

1-30 days:

0
 

31-60 days:

0
 

61-90 days:

0
 

Over 91 days:

0

5.

How many were extended pursuant to section 9?

3

6.A

How many were completed during fiscal year 2009-2010 within the extended time limit?

3

6.B

How many were completed during fiscal year 2009-2010 after exceeding the extended time limit?

0

6.C

How long after the expiry of the extended deadline did it take to respond?

0
 

1-30 days:

0
 

31-60 days:

0
 

61-90 days:

0
 

Over 91 days:

0

7.

Number of requests received in 2009-2010 that were carried over to 2010-2011?

2

8.

As of April 1st, 2010, how many requests which were received in 2009-2010 are in a deemed-refusal situation?

0

Part C: Workload

9.

What is the number of pages reviewed for requests completed in 2009-2010?

55, 589

10.

What is the number of consultations requests received in 2009-2010?

4

Part D: Contributing Factors

11.

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) since becoming subject to the Act. 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

From the time that the ATIP program has been in place at the OIC, there have been no deemed refusals, the timelines have always been met. We have also benefited from excellent cooperation from other federal institutions where consultations are concerned .

12.

Please describe any practices or policies developed/undertaken by your institution to improve the timely delivery of your access to information program since becoming subject to the Act 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

ATIP manual reference to our 6 pillars of service delivery

1. Full implementation of the Duty to Assist

The duty to assist will be applied whenever, wherever and by whomever possible

2. Justified application of exemptions

When applying severances under a discretionary exemption, the ATIP Coordinator must be satisfied that the harm is identifiable and imminent.

3. Minimal Extension of deadlines only

Extensions are only applied if absolutely unavoidable and will always be for the shortest time possible. Interim releases will be made whenever an extension is applied. Whenever consultations are required, negotiations with the receiving institution will be conducted to determine the shortest possible turn-around time. Interim releases will always be made on all documents not requiring consultation.

4. Timeliness of responses

Response packages will be released to requesters as soon as they are available without waiting for the 30 days allowed by the Act.

5. Maintain the confidentiality of the OIC investigative process.

Unless the confidentiality of the investigative process could be jeopardized, the OIC will avoid conflicts of interest by not commenting on consultations.

6. The OIC is committed to protecting the privacy, confidentiality and security of personal information at all times by adhering to the requirements of the Privacy Act with respect to the management of personal information. The OIC is equally committed to ensuring that all persons employed by the OIC uphold these obligations.

  • (See also our Annual report with respect to examples of how we operationalized our duty to assist)
  • Total support from the top down for the ATI program - Coordinator has full delegated authority. And there has never been any interference or top down approval processes imposed on the Secretariat

Part E: Building Capacity

13.

As a newly-subject institution to the Act, please describe the implementation process and measures to build your institution's capacity to respond to access to information requests. This may include resource allocation, infrastructure, internal support, and/or foundational work such as policy or planning documents.

ATIP Secretariat literally started from scratch and positions were added and staffed as demand became clearer. Foundational documents were developed along the way as time permitted - so the initial focus was on responding in a timely fashion, and then the Manual and practice directions were drafted at the end of year 3

Part F: Completion Time

14.

What is the average completion time for all requests completed in 2009-2010?

30.97

Part G: Statistical Report on the Access to Information Act

15.

Please attach your institution's completed Report on the Access to Information (Form TBS/SCT 350-62) for 2007-2008, 2008-2009 and 2009-2010. For institutions on a fiscal year other than April 1st-March 31st, include any supplemental reports where available.

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