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Annual Report on the Administration of the
Access to Information Act
and the Privacy Act for 2014-2015
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
1
Table of contents
Section I: Annual report on the Administration of the Access to Information Act ............. 1
1. Introduction ......................................................................................................................... 2
2. Organization of Agency responsibilities related to the Administration of the Access to Information Act ................................................................................................................... 2 Informal requests ............................................................................................................................................................... 3
3. Delegation of Authority ....................................................................................................... 3
4. Interpretation of the statistical summary report ................................................................... 3
5. Training .............................................................................................................................. 8
6. Institutional policies, guidelines and procedures ................................................................ 8
7. Key issues .......................................................................................................................... 8
8. Time monitoring .................................................................................................................. 8
Section II: Annual Report on the Administration of the Privacy Act .................................... 9
1. Introduction ......................................................................................................................... 9
2. Organization of Agency responsibilities related to the administration of the Privacy Act .. 10 Formal and informal interface ......................................................................................................................................... 10 Implementation of the Privacy program .......................................................................................................................... 10
3. Delegation of Authority ..................................................................................................... 10
4. Explanation of the statistical summary report ................................................................... 11
5. Training ............................................................................................................................ 11
6. Institutional policies, guidelines and procedures ............................................................... 11
7. Key issues ........................................................................................................................ 11
8. Time monitoring ................................................................................................................ 11
9. Material Privacy Breaches ................................................................................................ 11
10. Privacy Impact Assessments ......................................................................................... 11
11. Disclosure pursuant to paragraph 8(2)(m) ...................................................................... 11
Appendix A: Statistical Report on the Access to Information Act .......................................... 12
Appendix B: Statistical Report on the Privacy Act ............................................................... 20
Appendix C: Signed Delegation of Authority ......................................................................... 27
Appendix D ............................................................................................................................ 28 Table 1: Delegation of Authority – Access to Information ............................................................................................... 28 Table 2: Delegation of Authority – Privacy ....................................................................................................................... 31
Section I: Annual report on the Administration of the Access to Information Act
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
2
1. Introduction The Access to Information Act (ATIA), proclaimed in April 1983, grants all Canadian citizens and permanent residents the right to examine or receive copies of records under the control of a federal government institution, except in limited and specific circumstances.
Section 72 of the ATIA requires that the head of every government institution prepare for submission to Parliament an annual report on the administration of the ATIA within the institution. This report covers the period from April 1, 2014 to March 31, 2015.
The Canadian Transportation Agency (Agency) is an independent, quasi-judicial tribunal and economic regulator. It makes decisions and determinations on a wide range of matters involving air, rail and marine modes of transportation under the authority of Parliament, as set out in the Canada Transportation Act and other legislation.
Our mandate includes:
Economic regulation, to provide approvals, issue licenses, permits and
certificates of fitness, and make decisions on a wide range of matters
involving federal air, rail and marine transportation.
Dispute resolution, to resolve complaints about federal transportation
services, rates, fees and charges.
Accessibility, to ensure Canada's national transportation system is
accessible to all persons, particularly those with disabilities.
2. Organization of Agency responsibilities related to the Administration of the Access to Information Act
The Chair of the Agency is responsible for the administration of the ATIA, including regulations, policy and any decisions taken.
At the Agency, the Access to Information and Privacy (ATIP) Coordinator shares delegated authority with the General Counsel. Information Services staff support the Coordinator with respect to the processing of requests on a part-time basis, as required.
The Coordinator receives and administers all formal requests. Each request is then forwarded to the Director of the office of primary interest (OPI), who is the subject matter expert. The OPI collects the records with the assistance of the Information Services' staff. The review and analysis of the records is carried out jointly by the Agency Coordinator, subject matter experts and Legal Services Directorate.
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
3
The Coordinator prepares responses to formal requests and routes them through the General Counsel and the Chair for approval. A copy is provided to the Communications Directorate for information. Each application has an individual case file, and administrative actions are recorded in the ATIP corporate system, AccessPro. The Coordinator manages any interdepartmental and third party consultations.
Informal requests
The appropriate directorate handles the majority of information requests through informal release mechanisms as most of the information submitted to the Agency by applicants and other parties is available for public inspection. The Agency places on its public record any document filed with it in respect of any dispute proceeding unless the person filing the document makes a claim for confidentiality and it is accepted by the Agency.
Informal requests are referred to the Access to Information Coordinator when it is suspected that the information contains personal information, is confidential, and may qualify for exemption. Formal requests are handled informally when there is obviously no concern about the protection of the information.
3. Delegation of Authority
The Chair delegates responsibilities to Agency employees. The ATIP Coordinator for the Agency shares delegated authority with the General Counsel of the Agency. A copy of the Delegation of Authority, indicating what duties have been delegated and to whom, is attached as Appendix D, Table 1.
4. Interpretation of the statistical summary report
Attached as Appendix A is the form entitled “Statistical Report on the Access to Information Act,” which provides statistical data on formal access requests received by the Agency.
During the reporting period April 1, 2013 to March 31, 2014, the Agency received 20 new ATIA requests. This represents a decrease of ten requests over the previous year. Eight requests were outstanding from 2013-2014, resulting in a total of 28 active requests. Eight requests were carried over to 2014-2015.
In addition, the Agency processed twenty-seven informal requests during the 2014-2015 reporting period, compared to 41 informal requests in 2013-2014.
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
4
The following table shows the number of formal requests received and completed by the Agency for the past five reporting periods:
Reporting period Requests received Requests completed
2014-2015 28 22
2013-2014 30 25
2012-2013 12 10
2011-2012 23 27
2010-2011 13 10
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
5
13
23
12
30
20
0
5
10
15
20
25
30
35
2010/2011 2011/2012 2012/2013 2013/2014 2014/2015
Re
qu
est
s re
ceiv
ed
ATIA Requests
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
6
76,92%
96,43%
76,92% 75,76%
78,57%
70%
75%
80%
85%
90%
95%
100%
2010/2011 2011/2012 2012/2013 2013/2014 2014/2015
Completed ATIA Requests
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
7
3,7%
10,0% 3,7%
40,00%
18,52% 30,00% 64,00%
68,18%
15,38%
17,86%
23,08% 54,55% 107,14%
7,7%
57,1%
15,4% 39,4% 50,0%
7,41% 10,00% 16,00%
13,64%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
2010/2011 2011/2012 2012/2013 2013/2014 2014/2015
Analysis of Exemptions
S. Art. 13(1)( e) S. Art. 16(2) S. Art. 19(1) S. Art. 20(1)
S. Art 21(1) S. Art 22 S. Art 23 S. Art 26
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
8
5. Training
No formal training was provided for this reporting period. However, ad-hoc recommendations, awareness and one-on-one assistance were provided to OPIs.
6. Institutional policies, guidelines and procedures
The Agency did not implement any new or revised Access to Information related policies, guidelines or procedures during the reporting period.
7. Key issues
No issues were raised from complaints and investigations. No complaints were received during the 2014-2015 reporting period. One complaint from reporting period 2012-2013 is currently under investigation.
8. Time monitoring
The Agency's internal procedures for each ATIA request includes a tracking form that is provided to the OPI when the request is routed for information retrieval. Employees retrieving the information indicate the time spent to retrieve and copy the relevant information, as well as time spent providing recommendations for disclosure. The forms are placed on each file. The Agency's corporate ATIP system tracks administrative activities and time. Case status updates are provided to the Agency Management Committee (MC) on a monthly basis and actioned as required.
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
9
Section II: Annual Report on the Administration of the Privacy Act
1. Introduction
The Privacy Act (PA), proclaimed in 1983, protects the privacy of individuals who are Canadian citizens or permanent residents with respect to personal information about themselves held by the Canadian government. The PA provides individuals with the right to access their personal information and protects the privacy of individuals by prescribing the manner in which the government may collect, use, disclose, retain and dispose of personal information. Individuals may also request correction of personal information where they perceive inaccuracies or omissions and may have notations attached to the information where corrections are refused.
Section 72 of the PA requires the head of every government institution to prepare for submission to Parliament an annual report on the administration of the PA within the institution during the financial year. This report covers the period from April 1, 2014 to March 31, 2015.
The Canadian Transportation Agency (Agency) is an independent, quasi-judicial tribunal and economic regulator. It makes decisions and determinations on a wide range of matters within the federal transportation system under the authority of Parliament, as set out in the Canada Transportation Act and other legislation. Our mandate includes:
Economic regulation: to provide approvals, issue licences, permits and
certificates of fitness, and make decisions on a wide range of matters
involving federal air, rail and marine transportation.
Dispute resolution: to resolve complaints about federal air, rail and
marine transportation services, rates, fees and charges, terms and
conditions of carriage, as well as accessibility matters.
Accessibility: to ensure Canada's national transportation system is
accessible to all persons, particularly those with disabilities.
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
10
2. Organization of Agency responsibilities related to the administration of the Privacy Act
The Chair of the Agency is responsible for the administration of the PA, including regulations, policy and any decisions taken.
At the Agency, the Access to Information and Privacy (ATIP) Coordinator shares delegated authority with the General Counsel. Information Services staff support the Coordinator with respect to the processing of requests on a part-time basis, as required.
The Coordinator receives and administers all requests and determines who should process the request and locate the records. The review and analysis of the records is carried out jointly by the Agency's Coordinator and Legal Services Directorate.
The Coordinator prepares responses to formal requests and routes them through the General Counsel and the Chair for approval. Each application has an individual case file, and administrative actions are recorded in the ATIP corporate system, AccessPro. The Coordinator manages any consultations required.
Formal and informal interface
Informal requests are only referred to the Coordinator when it is suspected that the information is sensitive and may qualify for exemption.
Most requests from Agency employees for information contained in the Standard Personal Information Banks are handled informally by the Human Resources Directorate.
Implementation of the Privacy program
There have not been any major administrative problems or concerns with respect to the implementation of the privacy program. The Agency has case in the Federal Court of Appeal regarding the treatment of personal information on the public record. The focus for the ATIP Coordinator is to continue to foster awareness about the PA and policy requirements for the collection, use, disclosure, retention, and disposal of personal information.
3. Delegation of Authority
The Chair has delegated responsibilities to Agency employees. The ATIP Coordinator for the Agency shares delegated authority with the General Counsel. A copy of the Delegation of Authority, indicating what duties have been delegated and to whom, is attached as Appendix D, Table 2.
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
11
4. Explanation of the statistical summary report The form entitled Statistical Report on the Privacy Act, is attached as Appendix B. There was one formal request for personal information during the reporting period. The Agency does not maintain many Personal Information Banks and the number of formal requests for personal information is usually low. Therefore, there are no trends to observe.
5. Training No formal training was provided for this reporting period. However, ad-hoc recommendations, awareness and one-on-one assistance were provided to OPIs.
6. Institutional policies, guidelines and procedures
The Agency did not implement any new or revised privacy related policies, guidelines or procedures during the reporting period.
7. Key issues
The Agency received one complaint during this reporting period.
8. Time monitoring
The Agency's internal procedures for each PA request includes a tracking form that is provided to the designated official when the request is routed for information retrieval. Employees retrieving the information indicate the time spent to retrieve and copy the relevant information, as well as time spent providing recommendations for disclosure. The forms are placed on each file. The Agency's corporate ATIP system tracks administrative activities and time. Case status updates are provided to the Agency Management Committee (MC) on a monthly basis and actioned as required.
9. Material Privacy Breaches No material privacy breaches were identified during the reporting period.
10. Privacy Impact Assessments
No Privacy Impact Assessments were completed during the reporting period.
11. Disclosure pursuant to paragraph 8(2)(m)
During the reporting period, the Agency did not disclose information pursuant to paragraph 8(2)(m) of the Privacy Act.
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
12
Appendix A: Statistical Report on the Access to Information Act
Statistical Report on the Access to Information Act
Name of institution: Canadian Transportation Agency
Reporting period: 2014-04-01 to 2015-03-31
Part 1: Requests Under the Access to Information Act
1.1 Number of requests
Number of Requests
Received during reporting period 20
Outstanding from previous reporting period 8
Total 28
Closed during reporting period 22 Carried over to next reporting period 6
1.2 Sources of requests
Source Number of Requests
Media 1
Academia 0
Business (private sector) 18
Organization 0
Public 1
Decline to Identify 0
Total 20
1.3 Informal 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
11 7 4 4 0 1 0 27
Note: All requests previously recorded as “treated informally” will now be accounted for in this section only.
TBS/SCT 350-63 (Rev. 2011/03)
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
13
Section
Number
of
Requests
Section
Number
of
Requests
Section
Number
of
Requests
Section
Number
of
Requests
13(1)(a) 0 16(2) 0 18(a) 1 20.1 0
13(1)(b) 0 16(2)(a) 0 18(b) 0 20.2 0
13(1)(c) 0 16(2)(b) 0 18(c) 0 20.4 0
13(1)(d) 0 16(2)(c) 0 18(d) 0 21(1)(a) 6
13(1)(e) 0 16(3) 0 18.1(1)(a) 0 21(1)(b) 7
14 0 16.1(1)(a) 0 18.1(1)(b) 0 21(1)(c) 1
14(a) 0 16.1(1)(b) 0 18.1(1)(c) 0 21(1)(d) 0
14(b) 0 16.1(1)(c) 0 18.1(1)(d) 0 22 0
15(1) 1 16.1(1)(d) 0 19(1) 15 22.1(1) 0
15(1) - I.A.* 1 16.2(1) 0 20(1)(a) 1 23 3
15(1) - Def.* 1 16.3 0 20(1)(b) 14 24(1) 1
15(1) - S.A.* 1 16.4(1)(a) 0 20(1)(b.1) 0 26 0
16(1)(a)(i) 0 16.4(1)(b) 0 20(1)(c) 14 16(1)(a)(ii) 0 16.5 0 20(1)(d) 2
16(1)(a)(iii) 0 17 0 16(1)(b) 0 16(1)(c) 1
16(1)(d) 0
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 0 0 0 0 0 0 0 0
Disclosed in part 0 7 3 2 0 4 2 18
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0
No records exist 3 1 0 0 0 0 0 4
Request transferred 0 0 0 0 0 0 0 0
Request abandoned 0 0 0 0 0 0 0 0 Neither confirmed nor
denied
0
0
0
0
0
0
0
0
Total 3 8 3 2 0 4 2 22
2.2 Exemptions
* I.A.: International Affairs Def.: Defence of Canada S.A.: Subversive Activities
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
14
2.3 Exclusions
2.4 Format of information released
Disposition Paper Electronic Other Formats
All disclosed 0 0 0
Disclosed in part 16 2 0
Total 16 2 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 0 0 0
Disclosed in part 16351 7821 18
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 0 0 0
Neither confirmed nor
denied
0
0
0
2.5.2 Relevant pages processed and disclosed by size of requests
Disposition
Less Than 100
Pages Processed
101-500
Pages Processed
501-1000
Pages Processed
1001-5000
Pages Processed
More Than 5000
Pages Processed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
All disclosed 0 0 0 0 0 0 0 0 0 0 Disclosed in
part 8 229 3 691 1 592 6 6309 0 0
All exempted 0 0 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0 0 0
Request
abandoned 0 0 0 0 0 0 0 0 0 0
Neither
confirmed nor
denied
0
0
0
0
0
0
0
0
0
0
Total 8 229 3 691 1 592 6 6309 0 0
Section
Number of
Requests
Section
Number of
Requests
Section
Number of
Requests
68(a) 0 69(1) 0 69(1)(g) re (a) 0
68(b) 0 69(1)(a) 0 69(1)(g) re (b) 0
68(c) 0 69(1)(b) 0 69(1)(g) re (c) 0
68.1 0 69(1)(c) 0 69(1)(g) re (d) 0
68.2(a) 0 69(1)(d) 0 69(1)(g) re (e) 0
68.2(b) 0 69(1)(e) 0 69(1)(g) re (f) 0
69(1)(f) 0 69.1(1) 0
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
15
2.5.3 Other complexities
Disposition
Consultation
Required
Assessment of
Fees
Legal Advice
Sought
Other
Total
All disclosed 0 0 0 0 0
Disclosed in
part 8 0 0 0 8
All exempted 0 0 0 0 0
All excluded 0 0 0 0 0
Request
abandoned 0 0 0 0 0
Neither confirmed nor
0 0 0 0 0
Total 8 0 0 0 8
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
7 1 3 1 2
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 1 0 1
16 to 30 days 0 0 0
31 to 60 days 0 0 0
61 to 120 days 0 2 2
121 to 180 days 0 1 1
181 to 365 days 1 1 2
More than 365 days 0 1 1
Total 2 5 7
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
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
16
Part 3: Extensions
Part 4: Fees
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
9(1)(c)
Third-Party
Notice
Section 69
Other
All disclosed 0 0 0 0
Disclosed in part 4 0 4 4
All exempted 0 0 0 0
All excluded 0 0 0 0
No records exist 0 0 0 0
Request abandoned 0 0 0 0
Total 4 0 4 4
3.2 Length of extensions
Length of Extensions
9(1)(a)
Interference With
Operations
9(1)(b)
Consultation
9(1)(c)
Third-Party
Notice
Section 69
Other
30 days or less 3 0 1 0
31 to 60 days 0 0 1 2
61 to 120 days 1 0 2 2
121 to 180 days 0 0 0 0
181 to 365 days 0 0 0 0
365 days or more 0 0 0 0
Total 4 0 4 4
Fee Type
Fee Collected Fee Waived or Refunded Number of
Requests
Amount
Number of
Requests
Amount
Application 22 $110 0 $0
Search 0 $0 0 $0
Production 0 $0 0 $0
Programming 0 $0 0 $0
Preparation 0 $0 0 $0
Alternative format 0 $0 0 $0
Reproduction 0 $0 0 $0
Total 22 $110 0 $0
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
17
Part 5: Consultations Received From Other 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 2 8 7 172
Outstanding from the previous reporting period
0 0 1 9
Total 2 8 8 181
Closed during the reporting
period 2 8 8 181
Pending at the end of the
reporting period 0 0 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
16 to
31 to
61 to
121 to
181 to
More
Total
Than
30 60 120 180 365 365
Days Days Days Days Days Days Days
Disclose entirely 2 0 0 0 0 0 0 2
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 2 0 0 0 0 0 0 2
5.3 Recommendations and completion time for consultations received from other
organizations
Recommendation
Number of Days Required to Complete Consultation Requests
1 to 15
16 to
31 to
61 to
121 to
181 to
More
Total
Than
30 60 120 180 365 365
Days Days Days Days Days Days Days
Disclose entirely 5 2 0 0 0 0 0 7
Disclose in part 1 0 0 0 0 0 0 1
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 6 2 0 0 0 0 0 8
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
18
Part 6: Completion Time of Consultations on Cabinet Confidences
Part 7: Complaints and Investigations
Part 8: Court Action
6.1 Requests with Legal Services
Number of Days
Fewer Than 100
Pages Processed
101-500 Pages
Processed
501-1000
Pages Processed
1001-5000
Pages Processed
More Than 5000
Pages Processed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
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 0 0 0 0 0 0 0 0 0 0
6.2 Requests with Privy Council Office
Number of Days
Fewer Than 100
Pages Processed
101‒500 Pages
Processed
501-1000
Pages Processed
1001-5000
Pages Processed
More Than 5000
Pages Processed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
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 0 0 0 0 0 0 0 0 0 0
Section 32 Section 35 Section 37 Total
0 0 0 0
Section 41 Section 42 Section 44 Total
0 0 0 0
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
19
Part 9: Resources related to the Access to Information Act
9.1 Costs
Expenditures Amount
Salaries $39,475
Overtime $2,402
Goods and Services $119,879
• Professional services contracts $113,879 • Other $6,000
Total $161,756
9.2 Human Resources
Resources
Person Years Dedicated
to Access to Information
Activities
Full-time employees 0.50
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 0.75
Students 0.00
Total 1.25
Note: Enter values to two decimal places.
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
20
Appendix B: Statistical Report on the Privacy Act
Statistical Report on the Privacy Act
Name of institution: Canadian Transportation Agency
Reporting period: 2014-04-01 to 2015-03-31
Part 1: Requests Under the Privacy Act
Number of Requests
Received during reporting period 1
Outstanding from previous reporting period 0
Total 1
Closed during reporting period 1
Carried over to next reporting period 0
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 0 0 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0 0 0
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0
No records exist 1 0 0 0 0 0 0 1
Request abandoned 0 0 0 0 0 0 0 0 Neither confirmed nor
denied
0
0
0
0
0
0
0
0
Total 1 0 0 0 0 0 0 1
TBS/SCT 350-63 (Rev. 2014/03)
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
21
2.2 Exemptions
Section
Number of
Requests
Section
Number of
Requests
Section
Number of
Requests
18(2) 0 22(1)(a)(i) 0 23(a) 0
19(1)(a) 0 22(1)(a)(ii) 0 23(b) 0
19(1)(b) 0 22(1)(a)(iii) 0 24(a) 0
19(1)(c) 0 22(1)(b) 0 24(b) 0
19(1)(d) 0 22(1)(c) 0 25 0
19(1)(e) 0 22(2) 0 26 0
19(1)(f) 0 22.1 0 27 0
20 0 22.2 0 28 0
21 0 22.3 0
2.3 Exclusions
Section
Number of
Requests
Section
Number of
Requests
Section
Number of
Requests
69(1)(a) 0 70(1) 0 70(1)(d) 0
69(1)(b) 0 70(1)(a) 0 70(1)(e) 0
69.1 0 70(1)(b) 0 70(1)(f) 0
70(1)(c) 0 70.1 0
2.4 Format of information released
Disposition Paper Electronic Other formats
All disclosed 0 0 0
Disclosed in part 0 0 0
Total 0 0 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 0 0 0
Disclosed in part 0 0 0
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 0 0 0
Neither confirmed nor
denied
0
0
0
Total 0 0 0
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
22
2.5.2 Relevant pages processed and disclosed by size of requests
Disposition
Less Than 100
Pages Processed
101-500
Pages Processed
501-1000
Pages Processed
1001-5000
Pages Processed
More Than 5000
Pages Processed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
All disclosed 0 0 0 0 0 0 0 0 0 0
Disclosed in
part 0 0 0 0 0 0 0 0 0 0
All exempted 0 0 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0 0 0
Request
abandoned 0 0 0 0 0 0 0 0 0 0
Neither
confirmed nor
denied
0
0
0
0
0
0
0
0
0
0
Total 0 0 0 0 0 0 0 0 0 0
2.5.3 Other complexities
Disposition
Consultation
Required
Legal Advice
Sought
Interwoven
Information
Other
Total
All disclosed 0 0 0 0 0
Disclosed in
part 0 0 0 0 0
All exempted 0 0 0 0 0
All excluded 0 0 0 0 0
Request
abandoned 0 0 0 0 0
Neither
confirmed nor
denied
0
0
0
0
0
Total 0 0 0 0 0
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
0 0 0 0 0
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
23
2.6.2 Number of days past deadline
2.6 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: Disclosures under Subsections 8(2) and 8(5)
Paragraph 8(2)(e) Paragraph 8(2)(m) Subsection 8(5) Total
0 0 0 0
Part 4: Requests for Correction of Personal Information and Notations
Disposition for Correction Requests Received Number
Notations attached 0
Requests for correction accepted 0
Total 0
Part 5: Extensions 5.1 Reasons for extensions and disposition of requests
Disposition of Requests Where
an Extension Was Taken
15(a)(i)
Interference With
Operations
15(a)(ii)
Consultation
15(b)
Translation or
Conversion Section 70
Other
All disclosed 0 0 0 0
Disclosed in part 0 0 0 0
All exempted 0 0 0 0
All excluded 0 0 0 0
No records exist 0 0 0 0
Request abandoned 0 0 0 0
Total 0 0 0 0
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 0 0 0
16 to 30 days 0 0 0
31 to 60 days 0 0 0
61 to 120 days 0 0 0
121 to 180 days 0 0 0
181 to 365 days 0 0 0
More than 365 days 0 0 0
Total 0 0 0
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
24
5.2 Length of extensions
Length of Extensions
15(a)(i)
Interference with
operations
15(a)(ii)
Consultation
15(b)
Translation
purposes
Section 70
Other
1 to 15 days 0 0 0 0
16 to 30 days 0 0 0 0
Total 0 0 0 0
Part 6: Consultations Received from Other Institutions and Organizaitons
6.1 Consultations received from other Government of Canada institutions and other
organizations
Consultations
Other
Government of
Canada
Institutions
Number of Pages
to Review
Other
Organizations
Number of Pages
to Review
Received during the reporting
period 0 0 0 0
Outstanding from the previous reporting period
0 0 0 0
Total 0 0 0 0
Closed during the reporting
period 0 0 0 0
Pending at the end of the
reporting period 0 0 0 0
6.2 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
16 to 30
31 to 60
61 to
121 to
181 to
More
Total
Than
120 180 365 365
Days Days Days Days Days Days Days
All disclosed 0 0 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0 0 0
All exempted 0 0 0 0 0 0 0 0
All excluded 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
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
25
6.3 Recommendations and completion time for consultations received from other
organizations
Recommendation
Number of days required to complete consultation requests
1 to 15
16 to 30
31 to 60
61 to
121 to
181 to
More
Total
Than
120 180 365 365
Days Days Days Days Days Ddays Days
All disclosed 0 0 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0 0 0
All exempted 0 0 0 0 0 0 0 0
All excluded 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 7: Completion time of Consultations on Cabinet Confidences
7.1 Requests with Legal Services
Number of Days
Fewer Than 100
Pages Processed
101-500 Pages
Processed
501-1000
Pages Processed
1001-5000
Pages Processed
More than 5000
Pages Processed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
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 0 0 0 0 0 0 0 0 0 0
7.2 Requests with Privy Council Office
Number of Days
Fewer Than 100
Pages Processed
101‒500 Pages
Processed
501-1000
Pages Processed
1001-5000
Pages Processed
More than 5000
Pages Processed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
Pages
Disclosed
Number of
Requests
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 0 0 0 0 0 0 0 0 0 0
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
26
Part 8: Complaints and Investigations Notices Received
Section 31 Section 33 Section 35 Court action Total
1 0 0 0 1
Part 9: Privacy Impact Assessments (PIAs)
Number of PIA(s) completed 0
Part 10: Resources Related to the Privacy Act
10.1 Costs
Expenditures Amount
Salaries $25,473
Overtime $0
Goods and Services $13,499
• Professional services contracts $13,499 • Other $0
Total $38,972
10.2 Human Resources
Resources
Person Years Dedicated
to Privacy Activities
Full-time employees 0.25
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 0.00
Students 0.00
Total 0.25
Note: Enter values to two decimal places.
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
27
Appendix C: Signed Delegation of Authority
Canadian Transportation Agency
Delegation of Authority
Access to Information and Privacy and Data Protection
In accordance with section 73 of the Access to Information Act and the Privacy Act , I hereby order that
the persons appointed to the positions identified in the attached Delegation Orders, including the
persons authorized to act for the said persons in their absence, be authorized to exercise or perform any
of the powers, duties or functions that are specified in the Delegation Orders.
Original signed by:
Geoffrey C. Hare
Chairman and Chief Executive Officer
Date: June 15, 2009
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
28
Appendix D
Table 1: Delegation of Authority – Access to Information
Action
Section of the Access
to Information
Act
Authority Delegated to
General Counsel
Access to Information and Privacy Coordinator
1. Notice where access requested
give written notice to the requester as to whether or not access to records or parts thereof will be given
7(a) (Not delegated)
2. Transfer to another institution
transfer a request to another government institution with a greater interest
8(1) X X
3. Extension of time limits
extension of time limits and giving notices to requester and Information Commissioner
9 X X
4. Additional fees
assessing additional fees chargeable under the AIA and Section 7 of the regulations, notification to requester, waiving of fees
11(2)(3)(4)(5)(6)
X X
5. Language of access
determining if it is in the public interest to translate records requested in a particular official language
12(2) X X
6. Access in an alternative format
determining if the giving of access in an alternative format to a person with a sensory disability is necessary and reasonable
12(3) X X
7. Invoking exemptions
determining whether or not to invoke the following exemptions to refuse access and exercising discretion where appropriate:
(Not delegated)
a) information obtained in confidence 13
b) federal-provincial affairs 14
c) international affairs and defence 15
d) law enforcement and investigations 16
e) safety of individuals 17
f) economic interests of Canada 18
g) personal information 19
h) third party information 20
i) advice 21
j) testing procedures, tests and audits 22
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
29
Action
Section of the Access
to Information
Act
Authority Delegated to
General Counsel
Access to Information and Privacy Coordinator
k) solicitor-client privilege 23
l) statutory prohibitions 24
8. Severance
determining if exempt information can reasonably be severed from otherwise releasable information
25 (Not delegated)
9. Information to be published
determining whether to refuse to disclose information that will be published within 90 days of the request
26 (Not delegated)
10. Third party notification
written notice to third parties of intent to disclose information that relates to them and extend time limits
27(1)(4) X X
11. Third party notification - representations
review third party representations and decide whether or not to disclose records and give written notice of the decision to the third party and waive requirement to submit representations in writing
28(1)(2)(4) (Not delegated)
12. Disclosure on recommendation of the Information Commissioner
written notification to the requester and third party(s) regarding the decision to disclose following a recommendation by the Information Commissioner
29(1) (Not delegated)
13. Advise Information Commissioner of third party involvement
advise the Information Commissioner of any third party that was notified under subsection 27(1), or would have been notified if the Agency had intended to disclose the record
33 X X
14. Right to make representations
make representations to the Information Commissioner in the course of an investigation of a complaint
35(2)
ATIP Coordinator, General Counsel, Counsel and program staff may provide information in the course of an investigation.
15. Notice to Information Commissioner of action taken or proposed
where appropriate, provide notice to the Commissioner of any action taken or proposed to be taken to implement recommendations, or reasons why no such action will be taken
37(1)(b) (Not delegated)
16. Access to be given to complainant
where decision was made to provide access, provide access
37(4) X X
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
30
Action
Section of the Access
to Information
Act
Authority Delegated to
General Counsel
Access to Information and Privacy Coordinator
17. Notice to third party (application to Federal Court for review)
upon being given notice of an application to Federal Court for review under section 41 or 42, give written notice of the application to third party(s)
43(1) X
18. Notice to applicant (application to Federal Court by third party)
give written notice of the application to requester
44(2) X
19. Special rules for hearings
for an application under section 41 or 42 relating to refusal to disclose (or appeal) by reason of 13(1)(a) or (b) or 15
(international affairs or defence), the institution concerned can request that the application can be heard and determined in the National Capital Region, and can request to make representations ex parte
52(2)(3) X
20. Exempted information severed from manuals
decision to refuse to disclose parts of manuals in accordance with exemption criteria
71(2) (Not delegated)
21. Annual Report
submit Annual Report to Parliament 72(1) (Not delegated)
22. Responsibilities under sections 6 and 8 of the Access to Information Regulations:
77
subsection 6(1): consent to process an access request transferred from another government institution within time limits set out in the AIA.
X X
subsection 8(1): determining that the requester’s preference for copies is not practical pursuant to 8(1)(a)(b) and that records must be examined
X X
subsection 8(2): determining that the requester’s preference for examining records is not practical pursuant to 8(2)(a)(b) and that copies will be provided
X X
subsection 8(3): provide reasonable facilities and time for examination and ensure fees have been paid
X X
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
31
Table 2: Delegation of Authority – Privacy
Action
Section of the
Privacy Act
Authority Delegated to
General Counsel
Access to Information and Privacy Coordinator
1. Disclosure of personal information
authorize the disclosure of personal information for research purposes and in the public interest or the interest of the individual
8(2)(j)(m)
(Not delegated)
2. Requests from investigative bodies
retain a copy of the requests and the disclosed records 8(4) X
3. Notify Privacy Commissioner of 8(2)(m) disclosures
notify Commissioner of public interest disclosures and disclosure which would clearly benefit individuals to whom the information relates
8(5) (Not delegated)
4. Retain record of disclosures
retain a record of use or disclosure of personal information where the use or disclosure is not included in InfoSource, and
attach the record to the personal information
9(1) X
5. Notify Privacy Commissioner of consistent use
notify Commissioner of consistent use or disclosure where the use or disclosure is not included in InfoSource and update in
next publication
9(4) (Not delegated)
6. Include personal information in Personal Information Banks
include all personal information under the control of the Agency in Personal Information Banks
10 X
7. Respond to requests for access
give written notice to requesters, who are not Agency employees or their agents, as to whether or not access to the records will be given and provide access if access is to be given
give written notice to requesters, who are Agency employees or their agents, as to whether or not access to the records will be given and provide access if access is to be given
14 X
8. Extension of time limits
extend time limits for responding to requests for access 15 X X
9. Language of access
decide whether to translate information 17(2)(b) X X
10. Access in an alternative format
determine if the giving of access in an alternative format to a person with a sensory disability is necessary and reasonable
17(3)(b) X X
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
32
Action
Section of the
Privacy Act
Authority Delegated to
General Counsel
Access to Information and Privacy Coordinator
11. Exempt banks
Refuse to disclose information contained in an exempt bank 18(2) (Not delegated)
12. Invoking exemptions:
determine whether or not to invoke the following exemptions, for requests not filed by Agency employees or their agents, to refuse access and exercising discretion where appropriate:
X
a) personal information obtained in confidence 19(1)(2)
b) federal-provincial affairs 20
c) international affairs and defence 21
d) law enforcement and investigation 22
e) information prepared by an investigative body for security clearances
23
f) information collected by the Canadian Penitentiary Services, National Parole Services or National Parole Board
24
g) safety of individuals 25
h) personal information about other individuals 26
i) solicitor-client privilege 27
j) medical records 28
13. Receive notice of investigations
receive notice of investigations by the Privacy Commissioner 31 X
14. Right to make representations
make representations to the Privacy Commissioner during investigation
33(2)
ATIP Coordinator, General Counsel, Counsel and program staff may provide information in the course of an investigation.
15. Privacy Commissioner’s Report
receive Commissioner’s report of findings, give notice of action taken
35(1) X
16. Access to be given to complainant
give complainant access to information after 35(1)(b) notice 35(4) X X
17. Review of exempt banks
receive Commissioner’s findings of investigation of exempt bank
36(3) (Not delegated)
18. Compliance investigation
receive report of Privacy Commissioner’s findings after compliance investigations of sections 4 to 8
37(3) (Not delegated)
19. Special rules for hearings
request that Section 51 court hearings be held in NCR 51(2)(b) X
20. Representations in hearings
request and be given right to make representations in Sec. 51 hearings
51(3) X
Canadian Transportation Agency Annual Report on the Administration of the Access to Information Act
And the Privacy Act for 2014-2015
33
Action
Section of the
Privacy Act
Authority Delegated to
General Counsel
Access to Information and Privacy Coordinator
21. Annual Report
submit Annual Report to Parliament 72(1) (Not delegated)
22. Responsibilities under sections 9, 11, 13 and 14 of the
Privacy Regulations
77
section 9: provide reasonable facilities and time for examination of information
X X
subsection 11(2): upon receipt of Correction Request Form, provide notification to individual that correction has been made and provide notifications in 11(2)(b) and (c)
X
subsection 11(4): where a request for correction is refused, attach notification to the personal information that a correction was refused and provide notifications in 11(4)(b)(c) and (d)
X
subsection 13(1): authorize the disclosure of medical records
to a qualified medical practitioner or psychologist for opinion
as to whether disclosure would be contrary to the best
interests of the individual
X
Recommended