Annual Report on the Access to Information Act: 2017–2018

Table of Contents

1. Report on the Access to the Information Act

1.1 Introduction

The Access to Information Act (the Act) gives Canadian citizens, permanent residents and all individuals and corporations present in Canada the right of access to records under the control of a government institution subject to the Act. The Act complements, but does not replace, other means of obtaining government information.

This report has been prepared and tabled in Parliament in accordance with section 72 of the Act. It covers the period from April 1, 2017, to March 31, 2018, for Library and Archives Canada (LAC).

1.2 Mandate of Library and Archives Canada

The mandate of Library and Archives Canada (LAC) is:

  • To preserve the documentary heritage of Canada for the benefit of present and future generations;
  • To serve as a source of enduring knowledge accessible to all, contributing to the cultural, social, and economic advancement of Canada as a free and democratic society;
  • To facilitate co-operation among Canadian communities involved in the acquisition, preservation, and diffusion of knowledge; and
  • To serve as the continuing memory of the Government of Canada and its institutions.

Given LAC's role as the continuing memory of the federal government, all archival records are sent to LAC once they are no longer needed for operational purposes in their creating department. LAC also manages military personnel records in accordance with Order in Council P.C. 1971-1989 (September 21, 1971). In addition to the Access to Information (ATI) requests received on above-mentioned collections, LAC also receives ATI requests for its own operational records.

Most of the ATI requests received each year by LAC are to access the restricted military personnel files of the Canadian Armed Forces (CAF). These include:

  • Canadian Forces regular members (1919 to 1997);
  • Canadian Forces reserve members (1919 to 2007);
  • Newfoundland Militia members who served in the Second World War.

Archival government records and military and former public servants' records are stored in various locations, including in the National Capital Region, Winnipeg, and Vancouver. The requests that LAC receives pertaining to Government of Canada archival records are typically voluminous, large in scope and complex. Many of these records contain personal and other sensitive information. LAC processes ATI requests by applying both formal and informal processes.

Table 1: Number of ATI Requests Received by LAC in 2017–2018
Type of Request Number of Requests
Informal ATI requests 7,175
Formal ATI requests 1,281
Total 8,456

1.3 Organization

The organizational chart below outlines the reporting structure for the delegated administration of the Act at LAC:

Figure 1: Access to Information and Privacy Reporting Structure

Figure 1 

Figure 1 (text version):

The text below summarizes reporting structure for the delegated administration of the Act at LAC:

  • Librarian and Archivist of Canada;
  • Chief Operating Officer;
  • Director General Public Services and Chief Privacy Officer;
  • Director Regional Services and Access to Information and Privacy (ATIP);
  • Manager, ATIP and Personnel Records and ATIP Coordinator;
  • Personnel Records;
  • Block Review;
  • Policy and Governance; and
  • Archival and Operational Records.
  • The Director Regional Services and Access to Information and Privacy (ATIP), reports to the Director General Public Services and Chief Privacy Officer, who in turn, reports to the Chief Operating Officer, who in turn, reports to the Librarian and Archivist of Canada.
  • Reporting to the Director, Regional Services and Access to Information and Privacy (ATIP), is the Manager ATIP and Personnel Records and ATIP Coordinator. The Manager, ATIP and Personnel Records and ATIP Coordinator, oversees four business areas: Personnel Records, Block Review, Policy and Governance, Archival and Operational Records.

There are four business areas within LAC's ATIP and Personnel Records team: Archival and Operational Records, Personnel Records, Policy and Governance, and Block Review. Their functions are described below.

Archival and Operational Records:

  • Processes formal and informal requests for access to LAC's current restricted operational records and restricted archival records under LAC's control;
  • Reviews restricted finding aids concerning restricted archival records transferred to LAC for permanent custody and severs information that remains restricted;
  • Approves letters of authorization for current employees of federal institutions to access restricted archival records under LAC's control; and
  • Represents LAC in its interactions with the Office of the Information Commissioner of Canada (OIC) regarding applications of the Act with respect to records under LAC's control.

Personnel Records:

  • Processes formal and informal access requests for restricted personnel records on former members of the Canadian Armed Forces as well as former federal government employees;

Policy and Governance:

  • Reviews the implications of changes to the legislation; and
  • Develops policies and procedures;
  • Leads the development of a range of internal and external reports.

Block Review:

  • Performs a proactive risk-based review of government archival records in LAC's holdings in accordance with the Access to Information Act and the Privacy Act, following a set procedure, to determine if blocks of records can be proactively "opened" and made available to the public and researchers.

1.4 Delegation Order

For the purposes of the Act, the Minister of Canadian Heritage delegates her powers, authorities and responsibilities to the Deputy Head of LAC. The Deputy Head is accountable for developing, coordinating and implementing effective policies, guidelines, systems and procedures. This delegation order ensures that the Minister's responsibilities under the Act are met and that information is processed and disclosed appropriately.

At LAC, the Deputy Head (the Librarian and Archivist of Canada) delegates his powers, authorities, and responsibilities to:

  • The Chief Operating Officer;
  • The Director General, Public Services, and Chief Privacy Offer;
  • The Director, Regional Services and ATIP;
  • The Manager, ATIP and Personnel Records, and ATIP Coordinator;
  • The ATIP analysts in Archival and Operational Records and in Personnel Records.

The latest delegation order was issued by the Minister of Canadian Heritage to LAC in May 2016 and is available at Appendix A of this report.

1.5 Statistical Report

Statistical reporting on the administration of the Act has been in place since 1983. The statistical reports prepared by government institutions provide aggregate data on the application of the Act. This information is made public on an annual basis and is also included with the Annual Report on Privacy and Access to Information, which is tabled in Parliament by each institution. Because ATI requests submitted via the formal route are subject to statutory timelines, the statistical report provides data related to compliance by institutions to the legislated time frames, subject to the Act.

A comprehensive statistical report related to the formal requests processed by LAC in the 2017–2018 fiscal year is available in Appendix B of this report.

In addition, LAC receives and processes a high volume of informal ATI requests, and information pertaining to the processing of these requests will be included in this written report. The resources described in this report encompass the processing of both formal and informal ATI requests.

2. Interpretation of the Statistical Report for Requests Under the Access to Information Act

Part 1 - Requests Under the Access to Information Act

1.1 Number of Requests

LAC receives a high volume of ATI requests and processes significantly more informal requests than formal requests. In 2017–2018, LAC completed 5,615 informal requests (83% of ATI requests completed) and completed 1,122 formal requests (17% of ATI requests completed).

Figure 2: Formal Access to Information (ATI) Requests

Figure 2
Figure 2 (text version):

In 2015-2016:

  • 124 Requests carried forward from previous fiscal year;
  • 737 Requests received;
  • 758 Requests closed;
  • 103 Request carried forward to next fiscal year.

In 2016-2017:

  • 103 Requests carried forward from previous fiscal year;
  • 1125 Requests received;
  • 987 Requests closed;
  • 241 Requests carried forward to next fiscal year.

In 2017-2018:

  • 242 Requests carried forward from previous fiscal year;
  • 1281 Requests received;
  • 1122 Requests closed;
  • 401 Requests carried forward to next fiscal year.

Figure 3: Formal ATI Requests Received by Type of Record

Figure 3
Figure 3 (text version):

In 2017-2018, LAC received:

  • 68% of requests for Government Archival records (876 requests);
  • 30% of requests for Personnel records (385 requests);
  • 2% of requests for LAC Operational records (20 requests).

Figure 4: Number of Requests Submitted Online

Figure 4
Figure 4 (text version):

In 2017-2018, the number of ATI requests submitted by LAC's online services increased.

2016-2017:

  • 352 Formal Requests;
  • 181 Informal Requests.

2017-2018:

  • 786 Formal Requests;
  • 1506 Informal Requests.

In 2017–2018, LAC registered 330% more ATI requests (2,292) submitted via its online forms than in 2016–2017. In 2016-2017, online ATI requests comprised 7% of the ATI requests received by LAC. In 2017-2018, online ATI requests comprised 27% of the ATI requests received by LAC. Providing clients with easier and faster self-serve methods for submitting requests may also be contributing to the overall increase in requests received.

1.2 Sources of Requests

LAC received a total of 8,457 ATI requests in 2017–2018, including 1,281 formal and 7,175 informal requests. More than half (55.7%) of the requests received were from entities that declined to self-identify.

Table 2: Sources of Requests
Source Formal Informal Total
Media 65 27 92 (1%)
Academia 536 223 759 (9%)
Business (private sector) 45 87 133 (1.6%)
Organization 49 1,558 1,607 (19%)
Public 273 878 1,151 (13.6%)
Decline to identify 313 4,402 4,715 (55.8%)

* Note:  Percentages may not add up to 100 due to rounding

1.3 Informal Requests

In addition to the significant number of formal ATI requests that LAC completed, LAC responded to 5,615 informal ATI requests in 2017–2018. While this represents an approximate decrease of 0.7% in informal requests completed compared with the previous fiscal year (5,655), informal ATI requests constitute a significant operational activity for LAC's ATIP and Personnel Records team.

Figure 5: Informal ATI Requests

Figure 5
Figure 5 (text version):

LAC increased in the number of informal requests in 2017-2018 compared to 2015-2016 and 2016-2017.

In 2015-2016:

  • 1596 Requests carried forward from previous fiscal year;
  • 6555 Requests received;
  • 5880 Requests closed;
  • 2271 Requests carried forward to next fiscal year.

In 2016-2017:

  • 2271 Requests carried forward from previous fiscal year;
  • 6088 Requests received;
  • 5655 Requests closed;
  • 2705 Requests carried forward to next fiscal year.

In 2017-2018:

  • 2705 Requests carried forward from previous fiscal year;
  • 7175 Requests received;
  • 5615 Requests closed;
  • 4265 Requests carried forward to next fiscal year.

Like formal ATI requests, informal ATI requests are made to access three types of records within LAC's holdings. These include GC archival records, former military and former federal public servant personnel records, and LAC's own operational records. More than three quarters (78%) of informal ATI requests applied to former military and former public servant personnel records.

Figure 6: Informal Requests Received by Type of Records

Figure 6
Figure 6 (text version):

In 2017-2018, LAC handled:

  • 78% of requests for Personnel records (5614 requests);
  • 20% of requests for Government Archival records (1425 requests);
  • 2% of requests for LAC Operational records (136 requests).

In addition to the increased number of formal and informal ATI requests received, the scope and volume of pages reviewed has also increased. In 2017–2018, more than 1 million pages of records were reviewed for informal ATI requests. Of the pages reviewed, nearly 83% were government of Canada archival records.

Figure 7: Informal ATI Requests : Number of Pages Reviewed

Figure 7
Figure 7 (text version):

Number of pages reviewed by LAC in 2017-2018 compared to 2015-2016 and 2016-2017 fiscal year:

2015-2016:

  • 7,855 Pages of LAC Operational Records;
  • 572,335 Pages of Government Archival Records;
  • 154,506 Pages of Personnel Records.

2016-2017:

  • 4,782 Pages of LAC Operational Records;
  • 790,345 Pages of Government Archival Records;
  • 168,725 Pages of Personnel Records.

2017-2018:

  • 6,005 Pages of LAC Operational Records;
  • 958,991 Pages of Government Archival Records;
  • 196,739 Pages of Personnel Records.

Formal requests are processed based on the statutory time frames under the Act; however, informal requests are not subject to the same time frames. LAC strives to limit the number of days that it takes to complete informal ATI requests, and it tries to provide responses to its clients in a timely manner: 50% of informal requests were processed within 30 days.

Figure 8: Informal Requests: Number of Days to Complete

Figure 8
Figure 8 (text version):

In 2017-2018:

  • 41% of requests were completed within 1 to 15 Days;
  • 9% % of requests were completed within 16 to 30 Days;
  • 5% % of requests were completed within 31 to 60 Days;
  • 4% % of requests were completed within 61 to 120 Days;
  • 3% % of requests were completed within 121 to 180 Days;
  • 38% % of requests were completed within 181 to 365 Days;
  • 0% % of requests were completed in more than 365 Days.
Additional Requests

LAC undertakes significant efforts to make its archival holdings available so that clients will not have to submit ATI requests:

  • Block Review: On the day they are transferred to LAC, most GC archival records are restricted or closed by default, in case there are legislated exemptions that apply to the records (a complete review of the records, by the creating department, is not routinely done prior to transfer). These restrictions may include any applicable exemptions or exclusions under the Access to Information Act or the Privacy Act. In alignment with LAC's mandate, the GC's direction on Open Government, and LAC's Access Policy Framework, and in compliance with all applicable laws, LAC proactively reviews records to assess whether enduring exemptions still apply. In cases where LAC's assessment proves there are no enduring exemptions, the block or series of records is opened. When a GC archival record is declared open or without restrictions, LAC clients can request copies (paper or digital) or consult the records on site in the location where they are stored without having to resort to informal or formal ATI requests. In 2017–2018, LAC opened access to more than 10 million pages of GC archival records. More information about Block Review procedures and how they further contribute to LAC's services to its clients and the public can be found in Section 10.3 of this report.
  • ATI Summaries: Via proactive disclosure, clients can search for information online first through the Open Data Portal, where LAC posted 492 ATI summaries in 2017–2018. Clients can then request and obtain copies of previously reviewed and released ATI packages. See Completed Access to Information Requests.
  • Departmental Researchers: Sometimes a federal government institution must consult records that have been transferred to LAC. In these circumstances, LAC facilitates access to these records when requested and approved by that department. A procedure is in place to grant designated staff access to records that would otherwise be restricted under the Access to Information and Privacy (ATIP) legislation. Researchers must provide a Departmental Researcher Authorization Letter to LAC, signed by an authority at the Director level or above from the Department that created the records, to access these government archival records. In 2017–2018, LAC processed 215 departmental researcher requests. This represents an increase of 14% (27) in departmental researcher requests processed compared with the 2016–2017 fiscal year (188). This increase can be attributed to ongoing research related to class action litigation.
  • Finding Aids: When archival records created by federal institutions are transferred to LAC, they are accompanied by indices or lists. These Finding Aids describe the contents and location of each archival file to facilitate its identification within LAC's archival holdings. Many Finding Aids also contain sensitive or personal information and must be reviewed prior to their being made publicly available. In 2017–2018, LAC reviewed 115 Finding Aids, a decrease of 25% (39) compared with the 2016–2017 fiscal year (154).

Part 2 - Requests Closed During the Reporting Period

2.1 Disposition and Completion Time

In 2017–2018, LAC completed 1,122 formal requests. In 823 (73%) of these cases, all or parts of the records were disclosed

The following tables provide information about disclosure and completion times for completed formal ATI requests during the last three fiscal years.

Table 3:  Disclosure of Records for Completed Formal ATI Requests
Disclosure 2017–2018 2016–2017 2015–2016
Fully Disclosed 352 (31%) 325 (33%) 223 (29%)
Partially Disclosed 471 (42%) 419 (42%) 383 (51%)
Exempted in Entirety 2 (0%) 2 (0%) 0 (0%)
Excluded in Entirety 64 (6%) 54 (5%) 38 (5%)
No Existing Records 132 (12%) 86 (9%) 61 (8%)
Transferred to Another Institution 19 (2%) 25 (3%) 8 (1%)
Request Abandoned 82 (7%) 75 (8%) 44 (6%)
Neither Confirmed nor Denied 0 (0%) 1 (0%) 1 (0%)
Total Number of Requests 1,122 987 758

* Note: Percentages may not add up to 100 due to rounding

Table 4: Number of Days for Completed Formal ATI Requests
Number of Days 2017–2018 2016–2017 2015–2016
1 to 15 Days 499 (44%) 492 (50%) 386 (51%)
16 to 30 Days 376 (34%) 215 (22%) 154 (20%)
31 to 60 Days 65 (6%) 70 (7%) 45 (6%)
61 to 120 Days 91 (8%) 108 (11%) 77 (10%)
121 to 180 Days 30 (3%) 45 (5%) 31 (4%)
181 to 365 Days 49 (4%) 43 (4%) 33 (4%)
More than 365 Days 12 (1%) 14 (1%) 32 (4%)

* Note: Percentages may not add up to 100 due to rounding

During 2017–2018, 78% of requests completed were provided to the requester within 30 days. This is an increase over 2016–2017, when 72% of requests were provided within 30 days

2.2 Exemptions

During 2017–2018, LAC invoked 26 exemptions under the Act. Table 5 shows the five most frequent exemptions applied by LAC.

Table 5: Exemptions Most Frequently Applied by LAC
Section Number of
Requests
Description
19(1) 405 Personal information about an identifiable individual
24(1) 20 Statutory prohibitions against disclosure
23 63 Solicitor-client privilege
15(1) 52 Contains information the disclosure of which could
reasonably be expected to be injurious to the conduct of
international affairs, the defence of Canada or any state
13(1)(a) 21 Obtained in confidence from a foreign government

* Note: One request may invoke multiple sections of the Act (e.g., paragraphs 13[1][c] and 15[1][c]).
However, if the same exemption is used several times for the same request, it is reported only once.

Consistent with the past several reporting periods, the most frequently applied exemption is subsection 19(1).

2.3 Exclusions

The Act does not apply to certain information. The following table presents a comparison of the exclusions that LAC has invoked in the three past fiscal years.

Table 6: Exclusions Invoked by LAC in the Three past Fiscal Years
Section of the
Access to Information Act
Number of Requests
2017–2018
Number of Requests
2016–2017
Number of Requests
2015–2016
68(a) published material or
material available for purchase
by the public
109 70 34
68(b) library or museum material
preserved solely for public
reference or exhibition purposes
6 3 1
68(c) material placed at LAC, the
National Gallery of Canada, the
Canadian Museum of History,
the Canadian Museum of Nature,
or the Canada Science and Technology Museum
by or on behalf of persons or organizations
other than government institutions
11 5 4
69(1) confidences of the
Queen's Privy Council
0 0 1
69(1)(g) re (a) records that contain
information about the contents of
any record within a class of records
(memoranda of proposal or recommendation to council)
0 1 0

2.4 Format of Information Released

Applicants continue to have the option of receiving information in either paper or digital format. Digital release packages are saved in PDF format and provided on CD-ROM, thereby reducing the costs associated with printed copies and shipping.

In 2017–2018, the majority of release packages for formal ATI requests were provided on CD-ROM.

Figure 9: Format of Release Packages for Formal Requests

Figure 9
Figure 9 (text version):

LAC processed:

  • 68% of formal ATI requests in digital format;
  • 32% of formal ATI requests in analogue format.

For informal ATI requests, the majority of release packages were prepared in an analogue (paper) format. LAC prioritizes formal requests and urgent requests, and therefore, all elements of the processing of these requests (including digitization) are completed to meet statutory deadlines. In addition to release packages that are mailed to clients, LAC offers its clients the ability to consult original records on site. Records that are deemed "open" are available to be consulted on-site in the location where they are stored.

Figure 10: Format of Release Packages for Informal Requests

Figure 10
Figure 10 (text version):

LAC processed:

  • 93% of informal requests in hard copy;
  • 7% of informal requests in digital format.

2.5 Complexity

2.5.1. Relevant Pages Processed and Disclosed

In 2017–2018, LAC reviewed more than 1.5 million pages of records pursuant to formal and informal ATI requests. This is an 8% overall increase in pages reviewed, compared with the 2016–2017 fiscal year.

Table 7: Number of Pages Reviewed
Type of Request Number of Pages
Reviewed
Informal 1,161,704
Formal 418,925
Total 1,580,629

LAC responds to formal and informal ATI requests in Ottawa, as well as informal requests in Winnipeg and Vancouver for records stored in those locations.

Of the 1,580,629 pages reviewed, 1,388,722 pages were released in their entirety. This represents an 88% disclosure rate. Of the pages not entirely disclosed, a significant amount of the material reviewed this year contained exemptions for national security and/or intelligence.

2.5.2 Relevant Pages Processed and Disclosed by Size of Requests

Of the 1,122 ATI formal requests completed, 774 (69%) requests required the review of up to 500 pages. A total of 348 (31%) formal requests involved the review of more than 500 pages, including 13 requests that required the review of more than 5,000 pages.

Figure 11: Average Number of Pages Reviewed per Request

Figure 11
Figure 11 (text version):

LAC reviewed:

  • 373 pages reviewed per formal ATI request;
  • 207 pages reviewed per informal ATI request.

As indicated above, the average number of pages reviewed per ATI formal request is 373 pages; the average number of pages reviewed per ATI informal request is 207 pages. Notably, the number of pages reviewed for formal and informal requests for government archival records is significantly higher than the average number of pages reviewed for personnel records and LAC's operational records. The following table outlines the average number of pages by record type.

Table 8: Average Number of Pages Reviewed by Type of Record
Average Number of Pages Reviewed by Type of Record ATI
Formal
ATI
Informal
Personnel records 78 48
LAC operational records 346 43
Government archival records 538 681
2.5.3 Other Complexities

LAC's ATIP analysts, with their knowledge and experience, are often able to provide open access to what was once restricted and/or classified information. In these cases, LAC applies the Treasury Board Secretariat (TBS) Security Organization and Administration Standard s.12.4 when processing formal ATI requests:

"A decision to deny access to a record, or any part of it, must be based solely on the exemption provisions of the Acts as they apply at the time of the request. A decision to deny access must not be based on the security classification or designation, however recently it may have been assigned."

When enduring exemptions likely still do apply, LAC consults with the creating department for advice on potential severances. LAC does not consult creating departments when there are no apparent exemptions that still apply. LAC also does not consult creating departments on informal ATI requests. In the course of reviewing an informal request, if LAC's ATIP analyst determines that there may be potential enduring exemptions or exclusions, LAC will close the informal request and require the requester to instead submit a formal request for access to these records.

Consultations with creating departments on ATI formal requests account for almost half (45%) of the total complexities identified (183 of 408). The other complexities categorized as "Other" include mould remediation, digitization and quality assurance. Mould remediation on records and digitization of records is undertaken by preservation and digitization specialists at LAC, not the ATIP and Personnel Records team. Mould remediation on archival records can be a lengthy process, as it includes several technical steps.

2.6 Deemed Refusals

2.6.1 Reasons for not Meeting Statutory Deadline

In 2017–2018, LAC closed 55 formal requests past the statutory deadline, resulting in a status of “deemed refusals.” This is almost double the number in the 2016–2017 fiscal year, when 28 deemed refusals were identified. An institution calculates deemed refusals once the request is closed. In some cases, the deemed refusals pertain to requests that were carried forward from the previous fiscal year.

Table 9: Reasons for Deemed Refusals
Reasons for Deemed Refusals Total
External consultation 34
Other* 16
Workload 5
Internal consultation 0

* Note: Reasons categorized as "Other" may include analyst absences. In addition, LAC holds records that are also accessed by other federal departments. This means that, at times, the relevant records may not be available for LAC ATI review.

Section 7.7.2 of the Interim Directive on the Administration of the Access to Information Act, issued in May 2016, directed federal institutions to apply the same importance to consultation as to the processing of their own ATI requests.

With the elevated number of formal ATI requests being submitted to LAC, LAC is in turn sending higher numbers of consultation requests to creating departments for advice on severances. Though consultations and ATI formal requests are prioritized equally to new requests coming into the queue for processing, LAC has identified that increasingly the departments being consulted are requesting longer time extensions and are then still sometimes also not able to respond to LAC in accordance with their consultation time frames. These delays then affect LAC's ability to respond within the statutory time limits, even with the extensions taken.

In 2017–2018, LAC sent 465 consultation packages to creating departments. During this same time, departments responded with advice on 317 requests. Of the 317 requests returned from creating departments, 43% were for consultations sent to them between 2012–2013 and 2016–2017.

Table 10 (a): Consultation Requests Returned to LAC
past FY's
Past FY's Requests
2012–2013 2
2014–2015 1
2015–2016 7
2016–2017 126
Total 136

Table 10 (b): Consultation Requests Returned to LAC
Fiscal Year Requests
2017–2018 181
Grand total 317

At the end of the 2017–2018 fiscal year, there were 368 consultation requests pending a response from creating departments. The following graph illustrates the number of consultation packages and the number of days that have elapsed.

Figure 12: Number of Consultation Requests Pending at end of 2017-2018 and Number of Days Elapsed

Figure 12
Figure 12 (text version):

At the end of 2017-2018:

  • 41 were pending with 0 to 100 days elapsed;
  • 49 were pending with 101 to 200 days elapsed;
  • 195 were pending with 201 to 400 days elapsed;
  • 65 were pending with 401 to 600 days elapsed;
  • 9 were pending with 601 to 800 days elapsed;
  • 5 were pending with 801 to 1000 days elapsed;
  • 4 were pending with 1001 days elapsed and over.

LAC has been informed by many departments with which it is consulting that they are experiencing higher volumes of ATI and privacy requests, which is affecting their ability to respond. LAC reached out at the beginning of the fiscal year to a number of departments to discuss overdue consultation requests, and it has instituted an internal peer review process to reduce the number of consultation requests being sent to departments.

During the fourth quarter of the 2017–2018 fiscal year, LAC dedicated a staff resource to reviewing long-overdue consultation requests, to proactively make recommended severances, and to request the advice of the creating department on the recommended severances. LAC will analyze the results of this new process in 2018–2019 to determine whether it results in completing overdue consultations in a more timely way.

2.6.2 Number of Days past Deadline

Of the 55 deemed refusals, 76% (42 requests) exceeded timelines including additional extensions taken, and 24% exceeded timelines where the request had not been identified as requiring or eligible for an extension.

Table 11: Number of Days past Deadline
Number of Days
past Deadline
Number of Requests
past Deadline Where
No Extension
was taken
Number of Requests
past Deadline
Where an Extension
was taken
Total
1 to 15 Days 10 10 20
16 to 30 Days 2 1 3
31 to 60 Days 1 3 4
61 to 120 Days 0 7 7
121 to 180 Days 0 11 11
181 to 365 Days 0 7 7
More than 365 Days 0 3 3
Total 13 42 55

2.7 Requests for Translation

Consistent with the previous fiscal years, in 2017–2018 there were no requests for translation from English to French or from French to English.

Part 3 - Extensions

3.1 Reasons for Extensions and Disposition of Requests

Table 12: Reasons for Extensions and Disposition of Requests
Extension 2017–2018 2016–2017 2015–2016
9(1)(a)Large volume of requests 177 114 40
9(1)(b)Consultations necessary: s.69 1 0 1
9(1)(b)Consultations necessary: Other 162 244 182
9(1)(c)Third party notice required 3 0 3
Total 343 358 223

As mentioned previously, LAC sends a high number of consultation requests to creating departments. With the elevated number of formal ATI requests being submitted to LAC, and the complexity of the records being sought, LAC is in turn sending higher numbers of consultation requests to creating departments for advice on severances. This contributes to the volume of consultation packages and often affects extensions taken.

Because of an increased research interest in national security and intelligence records, LAC has undertaken more consultations with certain government departments.

3.2 Length of Extensions

LAC did not only require extensions to timelines when consulting creating departments. In 2017-2018, the number of pages requested in response to an ATI request also increased, which in turn has had an effect on the number of extensions that LAC sought due to volume. The following table shows the number of days of extension that LAC requested for 343 of the formal ATI requests received in 2017–2018.

Table 13: Length of Extensions
Length of Extension Number of Requests
0 to 30 Days 35
31 to 60 Days 103
61 to 120 Days 123
121 to 180 Days 43
181 to 365 Days 34
366 Days or more 5
Total 343

Part 4 - Fees

During the reporting period, LAC collected $5,320 in application fees. Consistent with section 7.5 of the Interim Directive on the Administration of the Access to Information Act, LAC no longer collects fees over and above the $5.00 application fee for each submitted formal request. In addition, LAC waived or refunded fees related to 355 requests.

Part 5 - Consultations Received from Other Institutions and Organizations

5.1 Consultations Received from Other Government of Canada Institutions and Organizations

During the 2017–2018 fiscal year, LAC received 27 consultation requests from other GC institutions and also completed 25 consultation requests from other government institutions. LAC provided consultation on 277 pages and has two requests pending (18 pages). This is an increase from the 2016–2017 fiscal year, in which LAC received and completed 20 consultation requests; however, the number of pages requiring consultation was significantly lower. In 2016–2017, those 20 consultation requests from other GC institutions comprised 1,863 pages for LAC to review.

5.2 Recommendations and Completion Time for Consultations Received from Other Government of Canada Institutions

The table below outlines the period of time required to process the consultation requests completed by LAC in 2017–2018.

Table 14: Number of Days Required to Complete Consultation Requests
Recommendation 1 to 15
Days
16 to 30
Days
31 to 60
Days
61 to 120
Days
121 to 180
Days
181 to 365
Days
More than 365
Days
Disclose entirely 15 1 0 0 0 0 0
Disclose in part 16 47 2 0 0 0 0
Exempt entirely 0 0 0 0 0 0 0
Exclude entirely 0 0 0 0 0 0 0
Consult other institution 9 0 0 0 0 0 0

5.3 Recommendations and Completion Time for Consultations Received from Other Organizations

LAC did not receive any requests for consultation from other (private sector) organizations.

Part 6 - Consultations Received from Other Institutions and Organizations

6.1 Requests Involving Legal Services

LAC consulted Legal Services on one occasion on Cabinet confidences in 2017–2018.

6.2 Requests Involving the Privy Council Office

LAC did not consult the Privy Council Office on Cabinet confidences in 2017–2018.

Part 7 - Complaints and Investigations

In 2017–2018, LAC received 25 notifications of complaints or investigations. This represents a significant increase from the 15 notifications of complaints or investigations received in 2016–2017 and the 13 received in 2015–2016.

Table 15: Complaints and Investigations Received by LAC in 2017-2018
Section 32
Notice of Intention
to Investigate
Section 35
Investigations in
Private
Section 37
Commissioner shall
Provide a Record of Report
Total Complaints
21 0 4 25

Key issues that were raised this year as a result of complaints received by LAC relate to time extensions and LAC's application of exemptions. In an effort to deal with these concerns, LAC is implementing new procedures to address outstanding consultations with other government departments in order to improve response times. LAC is also developing a more robust process of review in advance of consulting other government departments.

Part 8 - Court Action

In 2017–2018, there were no new court cases involving LAC.

Part 9 - Resources Related to the Access to Information Act

9.1 Costs

During the 2017–2018 fiscal year, the costs associated with the administration of the Act totalled $1,981,565.68.

Table 16: Costs
Cost Category Cost to
Administer the Act
Salary:
ATIP & Personnel Records (National Capital Region), including Director
$1,602,161.13
Salary:
ATIP Regions
$36,882.50
Salary:
Digitization
$239,431.86
Total salary $1,878,475.50
Operations and Maintenance (O&M):
ATIP & Digitization
(including overtime)
$25,944.88
Contract for ATIP software licences $60,613.03
IT hardware $0
Shipping $16,532.27
Total O&M $103,090.18
Total cost associated with the administration of the Act $1,981,565.68

9.2 Human Resources

In 2017–2018, there were 26.32 full-time equivalent (FTE) staff assigned to processing formal and informal ATI requests, compared with 22 FTEs in 2016–2017.

LAC made efforts to staff previously vacant positions during the reporting period. As a result, LAC used several hiring mechanisms, including the hiring of casual and temporary staff, as well as indeterminate hiring at various classification levels. In addition, the team that was digitizing records prior to ATIP review had to grow, given the increased number of requests received and pages requiring review.

Part 10 - Miscellaneous

10.1 Education and Training

During the reporting period, several initiatives were undertaken to raise awareness of the roles and responsibilities of ATIP analysts and to train LAC employees on their specific responsibilities.

Information Session for LAC Management

In May 2017, LAC's ATIP Management team made a presentation to its Senior Leaders' Forum to highlight the work of the ATIP and Personnel Records team to the executives and managers of the institution. It highlighted the volume of requests handled, implications across the organization to different operational areas, and reminded managers of their roles and responsibilities under the Access to Information Act and Privacy Act.

Right to Know Day

In September 2017, LAC participated in international Right to Know Day, which aims to raise awareness of individuals' right to access government information, including personal information about themselves held by the government. This event promotes freedom of information as essential to both democracy and good governance.

LAC co-hosted the Right to Know: Balancing Access and Privacy Symposium in partnership with Dalhousie University in Halifax on September 29, 2017, as part of its Right to Know Week events. The symposium reached a public audience and informed participants, which included information management specialists, researchers and archivists, about LAC's programs related to access and privacy. There were a total of 52 participants. Presentations were given by the Information and Privacy Commissioner for Nova Scotia, LAC, Dalhousie University, and Service Nova Scotia.

Additionally, LAC set up two information booths in the National Capital Region to advise LAC clients and LAC staff about access and privacy. One booth was set up at LAC's public-facing building in Ottawa to provide information to researchers and clients about access and privacy. Another booth was set up in Gatineau to provide LAC employees with more information about ATIP legislation. Throughout Right to Know Week, internal messaging was sent to all LAC employees publicizing the event and reminding them of their roles and responsibilities, both for LAC in its role as the continuing memory of government and as individual federal public servants. Employees at LAC were also encouraged to take the ATIP courses offered by the Canada School of Public Service.

Training for LAC Client Service Staff

In November 2017, ATIP provided additional training and information to the Regional Services team members in Halifax, Winnipeg and Vancouver about the role of ATIP at LAC. The purpose of this training session was to provide additional guidance and information to members of the regional team who process informal Access to Information requests, and to train LAC staff on how to guide LAC clients who visit the service points in Halifax, Winnipeg and Vancouver. In the 2017–2018 fiscal year, the regional offices of LAC located in Halifax and Vancouver significantly modified their service offerings to LAC clients; in addition, LAC staff in Vancouver relocated to offer a service point inside the Vancouver Public Library Central Branch, and the public service point in Halifax was relocated to the Scotiabank Family History Centre inside the Canadian Museum of Immigration at Pier 21. Both of these relocations increased the number of clients visiting LAC directly in these sites. Recognizing the unique opportunity that LAC has to engage with these clients, regional team members were provided with additional coaching regarding the types of privacy and access requests that the ATIP and Personnel Records team receive and how they are processed. The two-hour training session covered various topics including the processes associated with informal requests, and policies regarding access for departmental researchers.

In December 2017, ATIP and Personnel Records provided training to the Reference Services Division at LAC. This training provided information on the newly created Policy and Governance unit as well as additional information about volume increases, the application of federal legislation, and the authorization of access to personal information under paragraphs 8(2)(j) and 8(2)(k) of the Privacy Act.

Furthermore, in March 2018, ATIP provided an information session to the Orientation team within the Public Services Branch. The Orientation team provides client services in person in the Genealogy Centre, over the phone via dedicated phone lines for LAC clients, and by email or fax. The information session provided additional support to the Orientation team in its interactions with LAC clients who express interest in receiving information about their own military or public servant personnel files or the personnel files of their family members.

Blanket Exercise

LAC is committed to the reconciliation process with Indigenous communities and to the recognition of their rights. However, LAC cannot achieve these objectives unless collaboration with Indigenous communities and their representatives is based on a genuine and respectful commitment and knowledge of their history.

This role-playing exercise in which participants took on the role of Indigenous peoples is designed to provide participants with an overview of the last 500 years of history on the territory we now call Canada from the perspective of Indigenous communities, as well as the impacts of that history. An Indigenous Elder was on hand to accompany staff in this exercise and help them deal with emotions that may have arisen. From November 2017 to February 2018, LAC invited staff to participate in the Blanket Exercise. This exercise had 220 participants in the 6 sessions that were offered in both English and French.

Additional Training

Experienced ATIP and Personnel Records analysts mentor new ATIP analysts who have recently joined LAC or taken on new roles and responsibilities. This provides guidance to ensure the successful processing of new incoming requests.

A training plan was also developed to address LAC's general ATIP needs, and its implementation is ongoing into 2018–2019.

Table 17: Training and Learning
Training Type Date Target Audience
Presentation at Senior Leaders Forum May 24, 2017

-LAC executives
-LAC managers

(75 participants)

Awareness activity:
Right to Know Week Symposium
(partnership between Dalhousie University and LAC) in Halifax
September 28, 2017 -LAC staff
-University students
-LAC clients and researchers

(52 participants)
Awareness activity:
Right to Know Week information booth in Ottawa
September 28, 2017 -LAC staff working in Ottawa
-Researchers/LAC clients

(30 participants)
Awareness activity:
Right to Know Week information booth in Gatineau
September 28, 2017 -LAC staff

(25 participants)
Training:
For Regional Services
November 20, 2017 -LAC staff working in the regions

(20 participants)
Training:
For References Services
December 6, 2017 -LAC staff working in client services

(10 participants)
Awareness activity:
Blanket Exercise: Indigenous Cultures
Awareness and Learning Program
November 2017 to February 2018 -LAC staff

(220 participants)
Training:
For Orientation team
March 22, 2018 -LAC staff with direct client
interactions over the phone and
in LAC’s Genealogy Centre

(15 participants)
Job shadowing:
Experienced ATIP analysts support
the learning of newer ATIP analysts
Ongoing throughout the fiscal year -ATIP staff and LAC staff with an
interest in ATIP

(5 participants)
Table 17 (table summary):

The text below summarizes the types of training and learning that was completed during the reporting period:

  • 1 Presentation: (Presentation at Senior Leaders Forum) was provided to LAC Executives, managers and supervisors where there were 75 participants.
  • 3 Awareness Activities: (Right to know Week symposium and information booth) were held in Ottawa, Gatineau, and Halifax. These events targeted various audiences including staff, university students, researchers and LAC clients and had a total of 107 participants.
  • 1 Awareness Activity: (Blanket Exercise: Indigenous Cultures awareness and Learning Program) was provided to LAC staff where there were 220 participants.
  • 3 trainings: offered to its regional and reference services as well as the orientation team, respectively for its staff working in the regions, the customer services and those who are in direct interaction with customers by phone and at the genealogy centre: 45 participants

Overall, in 2017–2018, LAC raised awareness regarding ATI within LAC and the public by developing, presenting and participating in several key initiatives.

In June 2017, LAC decided that effective April 1, 2018, the Human Resources Multi-Institutional Disposition Authority (MIDA) (98/005) will be revoked, and this will end the transfer of records of former federal public servants to LAC. New disposition authorizations will be issued, which will provide GC institutions with the authority to dispose of their human resources records at the end of their respective retention periods. Files that are currently stored at LAC (in Winnipeg) will be managed until the end of their predetermined retention period. This decision is aligned with LAC's mandate to only acquire, preserve and store archival records. Managing dormant records of former federal public servants was a historical role of the National Archives of Canada that was not continued under the Library and Archives of Canada Act (2004). For additional information, see: MIDA 98/005.

In the fourth quarter of 2017–2018, LAC began a pilot project, approved as part of LAC's National Public Service Week Dragon's Lair Innovation Initiative in June 2017, to test different methods and processes for digitizing military service files in order to gauge capacity, infrastructure and processes, to inform future opportunities for efficiencies.

10.2 Significant Changes to Organization, Programs, Operations or Policy

At the end of March 2017, LAC's ATIP team added a Policy and Governance unit that is responsible for the drafting of the annual reports to Parliament, the publication of LAC's Info Source chapter, the oversight of LAC's reporting via the Open Canada portal regarding the promotion of access to information release packages, Privacy Impact Assessments and corporate reporting.

10.3 Overview of New or Revised ATI-Related Policies and Procedures Implemented

In March 2017, LAC approved its formalized Procedure for the Public Disclosure of Government of Canada Records via Block Review. In alignment with LAC's access mandate, the GC's direction on the Open Government and Information Management Policy Framework and LAC's Access Policy Framework, and in compliance with all applicable laws, LAC is proactively opening portions of its restricted government archival records using a risk-informed process.

Block Review is the identification and risk-based assessment of blocks or series of government archival records in LAC's collection to determine if they can be opened. More information about Block Review can be found online.

The application of Block Review continues to result in the regular, ongoing and timely removal of access restrictions on government archival records in LAC's holdings, with the outcome of improved availability of material for Canadians, and an overall reduction in the number of formal and informal ATIP requests. For information about the records opened via Block Review, see Index of records opened through LAC's block review initiative.

In 2017–2018, 11,066,897 pages were reviewed under Block Review, and 10,190,631 (92%) of those pages were opened.

In addition to the substantial efforts made to apply Block Review procedures to government archival records, LAC also actively shared information on the initiative during the 2017–2018 fiscal year.

Table 18: Presentations Promoting Block Review
Date Event
June 2017 Association of Canadian Archivists – Presentation on Block Review
March 2018 Meeting with representatives from the Archives of Ontario – Presentation on ATIP and Block Review

10.4 Changes as a Result of Issues Raised by the Office of the Information Commissioner

In the fourth quarter of 2017–2018, LAC responded to issues raised by the Office of the Information Commissioner (OIC) regarding the timelines associated with formal ATI requests in which consultations were sent to creating departments. The OIC presented complaints from clients regarding lengthy extensions on requests. LAC addressed this concern by proactively assigning an FTE to review requests in which the time frames for consultation exceeded the allowable days.

10.5 Changes as a Result of Issues Raised by Other Agents of Parliament

No changes to report during the 2017–2018 reporting period.

10.6 Monitoring

LAC monitors the time to process access requests through the specialized ATIP software Access Pro Case Management from CSDS Systems Inc. This software enables LAC to track all request-related activities (e.g., time management, correspondences, consultations and fees) and allows each activity to be reported with specific timelines. A system feature called the "Dashboard" also provides system users, supervisors and managers with information about various data fields. Data fields available for review include the number of requests and request actions that are due within a specific period and the number of late requests. Other features, such as system-designed reports and search-builders, allow users, managers and the system administrator to track all active and closed requests for accuracy, completeness and compliance with regard to regulations, policies and procedures. The System Specialist reviews the Dashboard to ensure the accuracy of reporting. The Dashboard is one tool pertaining to monitoring and compliance; however, LAC has designed several tools and reporting mechanisms to review progress and level of completion of requests.

If an irregularity is identified, it is brought to the attention of section Team Leads. Depending on the severity of the irregularity identified, the case may be brought to the attention of the ATIP Coordinator and/or Director of Regional Services and ATIP.

10.7 Information Holdings

Sources of Federal Government and Employee Information (Info Source) is a series of bulletins containing information about and collected by the Government of Canada. The primary purpose of Info Source is to assist individuals in exercising their rights under the Act. Info Source also supports the federal government's commitment to facilitate access to information regarding its activities.

A description of LAC's functions, programs, activities and related information holdings can be found in Sources of Federal Government and Employee Information 2017.

To improve service delivery and reduce the technical burdens for the requesters who chose to submit their request online, the Public Services Branch at LAC has updated its program-related information available online, including Info Source. All Info Source publications are available online free of charge.

Additional copies of this report are available upon request:

Access to Information and Privacy Coordinator
Library and Archives Canada
395 Wellington Street
Ottawa ON K1A 0N4

3. Appendices

Appendix A - Delegation Order

Pursuant to section 73 of the Access to Information Act and the Privacy Act, I, as head of Library and Archives Canada, hereby designate the persons holding the positions set out in the schedule hereto, or persons occupying on an acting basis those positions, to exercise my powers and functions under these Acts specified opposite each position.

This delegation order supersedes all previous Access to Information Act and Privacy Act delegation orders.

Original signed by
The Honourable Mélanie Joly
Minister of Canadian Heritage
Date 2016-05-26

Schedule A - Sections of the Access to Information Act to be Delegated
Section of the
Access to Information Act
Powers, Duties or Functions Position
4(2.1) -Responsibility of government institutions -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
7(a) -Notice when access requested -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
7(b) -Giving access to record -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
8(1) -Transfer of request to another government institution -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
9 -Extension of time limits -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
11(2), (3), (4), (5), (6) -Additional fees -Librarian and Archivist of Canada
-Director General, Services
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
12(2)(b) -Language of access -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
12(3)(b) -Access in an alternative format -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
13 -Exemption – Information obtained in confidence -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
14 -Exemption – Federal-provincial affairs -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
15 -Exemption – International affairs and defence -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
16 -Exemption – Law enforcement and investigations -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
16.5 -Exemption – Public Servants Disclosure Protection Act -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
17 -Exemption – Safety of individuals -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
18 -Exemption – Economic interests of Canada -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
18.1 -Exemption – Economic interests of Canada Post, Export Development Canada, the Public Sector Pension Investment Board and VIA Rail Canada Inc. -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
19 -Exemption – Personal information -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
20 -Exemption – Third-party information -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
21 -Exemption – Operations of government -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
22 -Exemption – Testing procedures, tests and audits -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
22.1 -Exemption – Audit working papers and draft audit reports -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
23 -Exemption – Solicitor-client privilege -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
24 -Exemption – Statutory prohibitions -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
25 -Severability -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
26 -Exception – Information to be published -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
27(1), (4) -Third-party notification -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
28(1)(b), (2), (4) -Third-party notification -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
29(1) -Where the Information Commissioner recommends disclosure -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
33 -Advising Information Commissioner of third-party involvement -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
35(2)(b) -Right to make representations -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
37(4) -Access to be given to complainant -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
43(1) -Notice to third party (application to Federal Court for review) -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
44(2) -Notice to applicant (application to Federal Court by third party) -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
52(2)(b), (3) -Special rules for hearings -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
71(1) -Facilities for inspection of manuals -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
72 -Annual report to Parliament -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP

Schedule A - Sections of the Access to Information Act to be Delegated (continued)
Section of the Access to Information Regulations Powers, Duties or Functions Position
6(1) -Transfer of request -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
7(2) -Search and preparation fees -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
7(3) -Production and programming fees -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
8 -Providing access to record(s) -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
8.1 -Limitations in respect of format -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP

Schedule B - Powers and Functions Delegated Pursuant to Section 73 of the Privacy Act and the Privacy Regulations
Section of
the Privacy Act
Powers, Duties or Functions Position
8(2)(j) -Disclosure for research purposes -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
8(2)(m) -Disclosure in the public interest or in the interest of the individual -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
8(4) -Copies of requests under 8(2)(e) to be retained -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
8(5) -Notice of disclosure under 8(2)(m) -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
9(1) -Record of disclosures to be retained -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
9(4) -Consistent uses -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
10 -Personal information to be included in personal information banks -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
14 -Notice where access requested -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
15 -Extension of time limits -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
17(2)(b) -Language of access -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
17(3)(b) -Access to personal information in alternative format -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
18(2) -Exemption (exempt bank) – disclosure may be refused -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
19(1) -Exemption – Personal information obtained in confidence -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
19(2) -Exemption – Where authorized to disclose -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
20 -Exemption – Federal-provincial affairs -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
21 -Exemption – International affairs and defence -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
22 -Exemption – Law enforcement and investigation -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
22.3 -Exemption – Public Servants Disclosure Protection Act -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
23 -Exemption – Security clearances -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
24 -Exemption – Individuals sentenced for an offence -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
25 -Exemption – Safety of individuals -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
26 -Exemption – Information about another individual -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
27 -Exemption – Solicitor-client privilege -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
28 -Exemption – Medical record -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
31 -Notice of intention to investigate -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
33(2) -Right to make representation -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
35(1) -Findings and recommendations of Privacy Commissioner (complaints) -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
35(4) -Access to be given -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
36(3) -Report of findings and recommendations (exempt banks) -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
37(3) -Report of findings and recommendations (compliance review) -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP
51(2)(b) -Special rules for hearings -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
51(3) -Ex parte representations -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
72(1) -Report to Parliament -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
-Senior Analyst, ATIP
-Personnel Records Analyst, ATIP

Schedule B - Powers and Functions Delegated Pursuant to Section 73 of the Privacy Act and the Privacy Regulations (continued)
Section of the Privacy Regulations Powers, Duties or Functions Position
9 -Reasonable facilities and time provided to examine personal information -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
11(2) -Notification that correction to personal information has been made -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
11(4) -Notification that correction to personal information has been refused -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
13(1) -Disclosure of personal information relating to physical or mental health may be made to a qualified medical practitioner or psychologist for an opinion on whether to release information to the requester -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP
14 -Disclosure of personal information relating to physical or mental health may be made to a requester in the presence of a qualified medical practitioner or psychologist -Librarian and Archivist of Canada
-Director General, Services
-Director, Regional Services and ATIP
-Manager, ATIP

Appendix B - Statistical Report on the Access to Information Act

Name of institution: Library and Archives Canada
Reporting period: 2017-04-01 to 2018-03-31

Part 1: Requests Under the Access to Information Act

1.1 Number of Requests
Request Number
of Requests
Received during reporting period 1,281
Outstanding from previous reporting period 242
Total 1,523
Closed during reporting period 1,122
Carried over to next reporting period 401

1.2 Sources of Requests
Source Number
of Requests
Media 65
Academia 536
Business (private sector) 45
Organization 49
Public 273
Decline to Identify 313
Total 1,281

1.3 Informal Requests and Completion Time
Disposition of
Requests
Completion Time
1 to 15
Days
16 to 30
Days
31 to 60
Days
61 to 120
Days
121 to 180
Days
181 to
365 Days
More than
365 Days
Total
Number
of Requests
2,277 485 304 234 147 2,162 6 5,615

* Note: All requests previously recorded as "treated informally" will now be accounted for in this section only.

Part 2: Requests Closed During the Reporting Period

2.1 Disposition and Completion Time
Disposition of
Requests
Completion Time
1 to 15
Days
16 to 30
Days
31 to 60
Days
61 to 120
Days
121 to 180
Days
181 to 365
Days
More
than 365
Days
Total
All disclosed 130 127 25 43 6 18 3 352
Disclosed in part 142 182 36 47 24 31 9 471
All exempted 2 0 0 0 0 0 0 2
All excluded 54 8 2 0 0 0 0 64
No records exist 87 44 1 0 0 0 0 132
Request transferred 18 1 0 0 0 0 0 19
Request abandoned 66 14 1 1 0 0 0 82
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 499 376 65 91 30 49 12 1,122

2.2 Exemptions
Section Number
of Requests
13(1)(a) 21
13(1)(b) 4
13(1)(c) 7
13(1)(d) 15
13(1)(e) 0
14 2
14(a) 0
14(b) 1
15(1) 44
15(1) - I.A.* 3
15(1) - Def.* 2
15(1) - S.A.* 3
16(1)(a)(i) 0
16(1)(a)(ii) 0
16(1)(a)(iii) 0
16(1)(b) 1
16(1)(c) 3
16(1)(d) 1
16(2) 0
16(2)(a) 1
16(2)(b) 0
16(2)(c) 1
16(3) 0
16.1(1)(a) 0
16.1(1)(b) 0
16.1(1)(c) 0
16.1(1)(d) 0
16.2(1) 0
16.3 0
16.4(1)(a) 0
16.4(1)(b) 0
16.5 0
17 0
18(a) 0
18(b) 0
18(c) 1
18(d) 1
18.1(1)(a) 0
18.1(1)(b) 0
18.1(1)(c) 0
18.1(1)(d) 0
19(1) 405
20(1)(a) 1
20(1)(b) 14
20(1)(b.1) 0
20(1)(c) 11
20(1)(d) 2
20.1 0
20.2 0
20.4 0
21(1)(a) 2
21(1)(b) 2
21(1)(c) 1
21(1)(d) 0
22 0
22.1(1) 0
23 63
24(1) 20
26 1

* Note: I.A.: International Affairs Def.: Defence of Canada S.A.: Subversive Activities

2.3 Exclusions
Section Number
of Requests
68(a) 109
68(b) 6
68(c) 11
68.1 0
68.2(a) 0
68.2(b) 0
69(1) 0
69(1)(a) 0
69(1)(b) 0
69(1)(c) 0
69(1)(d) 0
69(1)(e) 0
69(1)(f) 0
69(1)(g) re (a) 0
69(1)(g) re (b) 0
69(1)(g) re (c) 0
69(1)(g) re (d) 0
69(1)(g) re (e) 0
69(1)(g) re (f) 0
69.1(1) 0

2.4 Format of Information Released
Disposition Paper Electronic Other
Formats
All disclosed 110 242 0
Disclosed in part 157 314 0
Total 267 556 0
2.5 Complexity
2.5.1 Relevant Pages Processed and Disclosed
Disposition of Requests Number of Pages
Processed
Number of Pages
Disclosed
Number
of Requests
All disclosed 147,684 140,947 352
Disclosed in part 270,899 255,615 471
All exempted 0 0 2
All excluded 20 0 64
Request abandoned 305 0 82
Neither confirmed nor denied 0 0 0

2.5.2 Relevant Pages Processed and Disclosed by Size of Requests
Disposition Fewer than 100
Pages Processed:
Number of Requests
Fewer than 100
Pages Processed:
Pages Disclosed
101 to 500
Pages Processed:
Number of Requests
101 to 500 Pages Processed:
Pages Disclosed
501 to 1000
Pages Processed:
Number of Requests
501 to 1000
Pages Processed:
Pages Disclosed
1001 to 5000
Pages Processed:
Number of Requests
1001 to 5000
Pages Processed:
Pages Disclosed
More than 5,000
Pages Processed:
Number of Requests
More than 5,000
Pages Processed:
Pages Disclosed
All disclosed 180 5,821 102 24,962 29 22,087 38 64,331 3 23,746
Disclosed in part 207 5,715 137 34,922 52 35,751 65 112,101 10 67,126
All exempted 2 0 0 0 0 0 0 0 0 0
All excluded 64 0 0 0 0 0 0 0 0 0
Request abandoned 80 0 2 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Total 533 11,536 241 59,884 81 57,838 103 176,432 13 90,872

2.5.3 Other Complexities
Disposition Consultation
Required
Assessment
of Fees
Legal
Advice
Sought
Other Total
All disclosed 85 0 0 85 170
Disclosed in part 96 0 0 130 226
All exempted 0 0 0 0 0
All excluded 0 0 0 2 2
Request abandoned 2 0 0 8 10
Neither confirmed nor denied 0 0 0 0 0
Total 183 0 0 225 408
2.6 Deemed Refusals
2.6.1 Reasons for not Meeting Statutory Deadline
Number of Requests
Closed past the
Statutory Deadline
Principal Reason
Workload External
Consultation
Internal
Consultation
Other
55 5 34 0 16

2.6.2 Number of Days past Deadline
Number of Days past
Deadline
Number of Requests
past Deadline
Where No Extension
was Taken
Number of Requests
past Deadline
Where an Extension
was Taken
Total
1 to 15 Days 10 10 20
16 to 30 Days 2 1 3
31 to 60 Days 1 3 4
61 to 120 Days 0 7 7
121 to 180 Days 0 11 11
181 to 365 Days 0 7 7
More than 365 Days 0 3 3
Total 13 42 55

2.7 Requests for Translation
Translation Requests Accepted Refused Total
English to French 0 0 0
French to English 0 0 0
Total 0 0 0

Part 3: Extensions

3.1 Reasons for Extensions and Disposition of Requests
Disposition of Requests
where an Extension
was Taken
9(1)(a)
Interference with
Operations
9(1)(b)
Consultation:
Section 69
9(1)(b)
Consultation:
Other
9(1)(c)
Third-Party
Notice
All disclosed 72 0 81 1
Disclosed in part 103 1 80 2
All exempted 0 0 0 0
All excluded 1 0 0 0
No records exist 0 0 0 0
Request abandoned 1 0 1 0
Total 177 1 162 3

3.2 Length of Extensions
Length of Extensions 9(1)(a)
Interference with
Operations
9(1)(b)
Consultation:
Section 69
9(1)(b)
Consultation:
Other
9(1)(c)
Third-Party
Notice
30 Days or less 28 1 6 0
31 to 60 Days 84 0 17 2
61 to 120 Days 47 0 75 1
121 to 180 Days 8 0 35 0
181 to 365 Days 7 0 27 0
365 Days or more 3 0 2 0
Total 177 1 162 3

Part 4: Fees

Fees
Fee Type Fee Collected:
Number of
Requests
Fee Collected:
Amount
Fee Waived or
Refunded:
Number of Requests
Fee Waived or
Refunded:
Amount
Application 1064 $5,320 22 $115
Search 0 $0 0 $0
Production 0 $0 1 $3
Programming 0 $0 0 $0
Preparation 0 $0 0 $0
Alternative format 0 $0 318 $675
Reproduction 0 $0 14 $62
Total 1064 $5,320 355 $855

Part 5: Consultations Received from Other Government of Canada Institutions and Organizations

5.1 Consultations Received from Other Government of Canada Institutions and Organizations
Consultations Other
Government
of Canada
Institutions
Number of Pages
to Review
Other
Organizations
Number
of Pages
to Review
Received during reporting period 27 295 0 0
Outstanding from the previous reporting period 0 0 0 0
Total 27 295 0 0
Closed during the reporting period 25 277 0 0
Pending at the end of the reporting period 2 18 0 0

5.2 Recommendations and Completion Time for Consultations Received from Other Government of Canada Institutions
Recommendation Number of Days Required to Complete Consultation Requests
1 to 15
Days
16 to 30
Days
31 to 60
Days
61 to 120
Days
121 to 180
Days
181 to 365
Days
More than 365
Days
Total
Disclose entirely 15 1 0 0 0 0 0 16
Disclose in part 0 0 0 0 0 0 0 0
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 0 0 0 0 0 0 0 0
Consult other institution 9 0 0 0 0 0 0 9
Other 0 0 0 0 0 0 0 0
Total 24 1 0 0 0 0 0 25

5.3 Recommendations and Completion Time for Consultations Received from Other Organizations
Recommendation Number of Days Required to Complete Consultation Requests
1 to 15
Days
16 to 30
Days
31 to 60
Days
61 to 120
Days
121 to 180
Days
181 to 365
Days
More than 365
Days
Total
Disclose entirely 0 0 0 0 0 0 0 0
Disclose in part 0 0 0 0 0 0 0 0
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0

Part 6: Completion Time of Consultations on Cabinet Confidences

6.1 Requests with Legal Services
Number
of Days
Fewer than 100
Pages Processed:
Number of Requests
Fewer than 100
Pages Processed:
Pages Disclosed
101 to 500
Pages Processed:
Number of Requests
101 to 500
Pages Processed:
Pages Disclosed
501 to 1000
Pages Processed:
Number of Requests
501 to 1000
Pages Processed:
Pages Disclosed
1001 to 5000
Pages Processed:
Number of Requests
1001 to 5000
Pages Processed:
Pages Disclosed
More than 5000
Pages Processed:
Number of Requests
More than 5000
Pages Processed:
Pages Disclosed
1 to 15 0 0 0 0 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 1 2 0 0 0 0 0 0 0 0

6.2 Requests with Privy Council Office
Number of Days Fewer than 100
Pages Processed:
Number of Requests
Fewer than 100
Pages Processed:
Pages Disclosed
101 to 500
Pages Processed:
Number of Requests
101 to 500
Pages Processed:
Pages Disclosed
501 to 1000
Pages Processed:
Number of Requests
501 to 1000
Pages Processed:
Pages Disclosed
1001 to 5000
Pages Processed:
Number of Requests
1001 to 5000
Pages Processed:
Pages Disclosed
More than 5000
Pages Processed:
Number of Requests
More than 5000
Pages Processed:
Pages Disclosed
1 to 15 0 0 0 0 0 0 0 0 0 0
16 to 30 1 2 0 0 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0 0 0

Part 7: Complaints and Investigations
Section 32 Section 35 Section 37 Total
21 0 4 25

Part 8: Court Action
Section 41 Section 42 Section 44 Total
0 0 0 0

Part 9: Resources Related to the Access to Information Act

9.1 Costs
Expenditures Amount
Salaries $1,878,476
Overtime $588
Goods and services $0
-Professional services contracts $0
-Other $0
Total $1,879,064

9. 2 Human Resources
Resources Person Years Dedicated
to Access to Information
Activities
Full-time employees 24.12
Part-time and casual employees 1.37
Regional staff 0.50
Consultants and agency personnel 0.00
Students 0.32
Total 26.31

* Note: Enter values to two decimal places.

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