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Aboriginal Affairs and Northern Development Canada

Part A:       Requests carried over from the prior fiscal year (2009-2010)
1. Number of requests carried over: 100
2. Requests carried over from the prior fiscal year— in a deemed-refusal situation on the first day of the new fiscal year 81
Part B:       New requests received in fiscal year 2010-2011 (Exclude requests included in Part A)
3. Number of requests received during the fiscal period 312
4.A How many were completed during fiscal year 2010-2011 within the statutory 30-day time limit? 83
4.B How many were completed during fiscal year 2010-2011 beyond the statutory 30-day time limit where no extension was claimed? 66
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: 20
  31-60 days: 13
  61-90 days: 9
  Over 91 days: 24
5. How many were extended pursuant to section 9? 56
6.A How many were completed during fiscal year 2010-2011 within the extended time limit? 28
6.B How many were completed during fiscal year 2010-2011 after exceeding the extended time limit? 28
6.C How long after the expiry of the extended deadline did it take to respond?  
  1-30 days: 15
  31-60 days: 3
  61-90 days: 2
  Over 91 days: 8
7. Number of requests received in 2010-2011 that were carried over to 2011-2012? 107
8. As of April 1st, 2011, how many requests which were received in the 2010-2011 reporting period are in a deemed-refusal situation? 35
Part C:       Workload
9. What is the number of pages reviewed for requests completed in:  
  2008-2009? 115 999
  2009-2010? 144 135
  2010-2011? 73 348
10. What is the number of consultations requests received  in:  
  2008-2009? 139
  2009-2010? 123
  2010-2011? 135
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:
    X     Requests for large volume of records

  •        Approval process of access requests

  • X    Difficulties to retrieve records (OPI turnaround time)

  • X    Staff shortages / resources

  • X    Requests filed in bulk

  • X    Consultations with other institutions

  • X    Others
  • ATIP had been accumulating a large backlog of late access requests, with some requests dating back to 2008. In July 2010, identifying and defining systemic issues within the Directorate became a prominent objective in order to restructure ATIP, streamline its business, increase overall team efficiency and eliminate the current backlog.

  • Since July 2010, more than fifteen (15) employees have left the Department (retirement, promotions, etc.). Staff turnover and vacancies contributed significantly to delays in processing.

  • INAC ATIP has occasionally encountered challenges in receiving responses to their consultations.

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:


  • X   Informal treatment of requests

  •       Streamlined approval process

  • X   Partial release of records

  • X   Fast track process for common requests

  • X   Others
  • The Department has created an executive level position for the ATIP Co-ordinator and has recruited an experienced ATIP coordinator to run the division starting at the end of June 2011.

  • ATIP has developed and implemented an action plan to eliminate the backlog of late requests by the end of June 2011. The backlog is monitored and weekly status updates are provided to senior management.

  • A review of all processes has been done.  Recommendations stemming from this mapping exercise will be implemented in 2011-2012.

  • ATIP posts a monthly list of completed ATI requests on the Proactive Disclosure webpage on the official INAC website. Proactive Disclosure of completed ATI requests has already shown that it provides a greater opportunity for the informal treatment of incoming access requests.

  • ATIP more regularly instituted extensions to processing time in accordance with the ATIA as required.

  • ATIP is completing a business case in order to identify ways to streamline its business. As a result, ATIP will finalize the changes to its organizational structure in the 2011-2012 fiscal-year.

  • A more robust training plan will be implemented for ATIP employees.

  • In order to meet our legislative timeframe on ATI requests, consultants and temporary help services have been hired in the interim.

  • ATIP currently holds two training sessions per month (one English, one French) for INAC employees on access to information awareness; in addition, ATIP provides individual training sessions when requested by programs and sectors.

  • In the 2011-2012 fiscal-year, ATIP will provide training sessions to regional offices and potentially hold an Annual National ATIP Liaison Officer (ALO) Workshop.

  • Information Management (IM) Branch has defined and implemented IM awareness and training activities, which are included as part of an overall awareness strategy/program. ATIP will continue supporting the Information Management Branch in developing practices to better manage program area information holdings.

  • In order to identify, raise and clarify issues with program areas, ATIP will continue to hold monthly conference calls with Departmental ALOs.

Part E:       Completion Time
13. What is the average completion time for all requests completed in 2010-2011?
1 27.91 days
Part F:        Statistical Report on the Access to Information Act
14. Please attach your institution’s completed Report on the Access to Information (Form TBS/SCT 350-62) for 2008-2009, 2009-2010 and 2010-2011. For institutions on a fiscal year other than April 1st-March 31st, include any supplemental reports where available.
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