Annual Report — Access to Information Act 2018-2019

Table of contents

1. Introduction

The Access to Information Act gives Canadian citizens the right to access information in federal government records.

This report is prepared pursuant to the provisions of section 94 of the Access to Information Act, which states that “the head of every government institution shall prepare for submission to Parliament an annual report on the administration of this Act within the institution during each financial year.” Moreover, this particular report is being prepared in the capacity of the Minister of Environment and Climate Change as the head of the Historic Sites and Monuments Board of Canada (HSMBC).

Under the Historic Sites and Monuments Act, the HSMBC is the statutory advisory body to the Minister of Environment and Climate Change on the national historic significance of places, people, events and other phenomena in Canadian history. The Government of Canada has designated over 2,100 subjects of national historic significance on the advice of the HSMBC since its inception in 1919. The HSMBC is also responsible for providing advice on the designation of heritage railway stations under the Heritage Railway Stations Protection Act and on the designation of heritage lighthouses under the Heritage Lighthouse Protection Act.

The Indigenous Affairs and Cultural Heritage Directorate of Parks Canada (the Directorate), offers secretariat services to the HSMBC and receives approximately 1,000 queries annually from the public, MPs, media and heritage organizations across Canada related to the designation process, information about the HSMBC and previous HSMBC deliberations. The Directorate also processes and responds to about 30 nominations for subjects of possible national historic significance each year. It also administers the Heritage Railway Stations Protection Act, the National Program for the Grave Sites of Canadian Prime Ministers and the Heritage Lighthouse Protection Act.

Two Parks Canada officials in their roles as Secretary and Executive Secretary of the HSMBC (typically the Vice-President, Indigenous Affairs and Cultural Heritage Directorate and the Director, Heritage Designations and Programs), assume full delegated authority in relation to the Access to Information Act as it relates to the HSMBC.

This report will be tabled in Parliament pursuant to the provisions of section 94 of the Access to Information Act.

2. The organization of the branch and access to personal information requests

Officials of the Directorate, acting on behalf of the HSMBC, handle a relatively low number of requests received under the Access to Information Act.

Access to information requests are typically received by the Director, Heritage Designations and Programs. The Director processes requests made under the Act; provides strategic advice on the interpretation and application of the Act; provides advice on the collection, use and disclosure of personal information; conducts information sessions regarding the Act; ensures the statutory obligation to abide by the Act’s deadlines; and, prepares the annual report for submission to Parliament by the Minister of Environment and Climate Change.

Once a request is received, the Director works with the Manager, Heritage Designations, and their team to locate and retrieve records that have been requested under the Act; identifies information that is sensitive or personal in nature; if necessary, proceeds to consultations with other Directorates within Parks Canada in order to retrieve necessary information; and, if required, seeks guidance from Parks Canada’s Access to Information and Privacy Office. The final release package is reviewed by the Manager and Director and released to the requester. Data for reporting purposes is collected by the Directorate throughout the process.

3. Privacy Act Delegation Order

The Access to Information Act Delegation Order is attached.

4. Highlights of the statistical report

The Statistical Report submitted on behalf of the HSMBC to the Treasury Board of Canada Secretariat (TBS) for the period of April 1, 2018 to March 31, 2019 is attached.

Because the majority of information requests from the public, media, scholars, businesses and heritage organizations are related to publicly available information and submitted directly to the Directorate, very few requests are submitted under the Access to Information Act. In 2018-2019 no requests were received under the Access to Information Act.

Timelines

Given the lack of requests, no extensions were required.

Trends

In both 2013-2014 and 2014-2015, there were no requests for information presented. In 2015-2016 and 2016-2017 significant resources had to be mobilized in order to respond adequately to a low number of requests which involved thousands of pages of documents, well over the threshold described as a large number of records in the Access to Information Manual. This had a substantial impact on daily business activities for weeks at a time and has prompted discussions with Parks Canada’s Access to Information and Privacy (ATIP) Office to consider the use of the Agency’s existing processes and reporting requirements to meet the HSMBC’s ATIP responsibilities.

Over the past 6 years (2013-2014 to 2018-2019), the HSBMC has received and completed eight access to information requests:

  • Six of these requests originated from academia and two from the public.
  • Three requests were completed within 30 days, two within 60 days and three were completed within 120 days.
  • The average number of pages disclosed is 440 pages, excluding a 29,811 page disclosure in 2016-2017
  • All information requests were released in an electronic format.
  • Five requests were partially disclosed. Exemptions were used on some content, the majority of which was under section 19 (1), but also included exemptions under sections 18 (a), 20 (1), 21 (1) (a) and 23.
  • The average cost per year to process access to information requests is $5,800 and requires 0.08 full-time employees per year dedicated to information activities.

5. Training and awareness

No training or awareness activities took place during this period.

6. Policies, guidelines and procedures

Given the small number of requests and their infrequent nature, the HSMBC has not instituted any new or revised institution-specific policies, guidelines, procedures or initiatives above those already available from TBS. All of the HSMBC’s information holdings are accessible to the public upon release by the Minister of Environment and Climate Change. Access to the material is encouraged through informal mechanisms such as e-mail, the HSMBC website, and telephone messaging.

7. Summary of key issues and actions taken on complaints or audits

The HSMBC did not receive any complaints and no audits or investigations were concluded in 2018-2019; there are no issues to report in this regard.

8. Monitoring compliance

All Directorate officials with management responsibilities related to the HSMBC (supervisors, managers and directors) are advised of the work hours dedicated to the completion of all access to information requests. With the exception of the production of this report, there were no hours dedicated to ATIP in 2018-2019.

9. Statistical Report on the Access to Information Act (April 1, 2018 to March 31, 2019)

Part 1 – Requests Under the Access to Information Act

1.1 Number of requests

Number of Requests
Number of Requests
Received during reporting period 0
Outstanding from previous reporting period 0
Total 0
Closed during reporting period 0
Carried over to next reporting period 0

1.2 Sources of requests

Sources of requests
Source Number of Requests
Media 0
Academia 0
Business (private sector) 0
Organization 0
Public 0
Decline to Identify 0
Total 0

1.3 Informal requests

Informal requests Completion Time
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
0 0 0 0 0 0 0 0

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 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 0 0 0 0 0 0 0 0
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 0 0 0 0 0 0 0 0

2.2 Exemptions

Exemptions
Section Number of Requests
13(1)a) 0
13(1)b) 0
13(1)c) 0
13(1)d) 0
13(1)e) 0
14 0
14a) 0
14b) 0
15(1) 0
15(1) - I.A.a 0
15(1) - Def.b 0
15(1) - S.A.c 0
16(1)a)(i) 0
16(1)a)(ii) 0
16(1)a)(iii) 0
16(1)b) 0
16(1)c) 0
16(1)d) 0
16(2) 0
16(2)a) 0
16(2)b) 0
16(2)c) 0
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
18a) 0
18b) 0
18c) 0
18d) 0
18.1(1)a) 0
18.1(1)b) 0
18.1(1)c) 0
18.1(1)d) 0
19(1) 0
20(1)a) 0
20(1)b) 0
20(1) b.1) 0
20(1)c) 0
20(1)d) 0
20.1 0
20.2 0
20.4 0
21(1)a) 0
21(1)b) 0
21(1)c) 0
21(1)d) 0
22 0
22.1(1) 0
23 0
24(1) 0
26 0

2.3 Exclusions

Exclusions
Section Number of Requests
68a) 0
68b) 0
68c) 0
68.1 0
68.2a) 0
68.2b) 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

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
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
2.5.2 Relevant pages processed and disclosed by size of requests
Relevant pages processed and disclosed by size of requests
Disposition Less Than 100 Pages Processed 101-500 Pages Processed 501–1,000 Pages Processed 1,001–5,000 Pages Processed More than 5,000 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
Other complexities
Disposition Consultation Required Assessment of Fees Legal Advice Sought 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
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
2.6.2 Number of days past deadline
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 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

2.7 Requests for translation

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

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 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

3.2 Length of extensions

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 0 0 0 0
31 to 60 days 0 0 0 0
61 to 120 days 0 0 0 0
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 0 0 0 0

Part 4: Fees

Fees
Fee Type Fee Collected Fee Waived or Refunded
Number of Requests Amount

Number of Requests

 Amount
Application 0 $0 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 0 $0 0 $0

Part 5 – Consultations Received From Other Institutions and Organizations

5.1 Consultations received from other Government of Canada institutions and organizations

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 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

5.2 Recommendations and completion time for consultations received from other Government of Canada institutions

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
All disclosed 0 0 0 0 0 0 0 0
Disclose 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

5.3 Recommendations and completion time for consultations received from other organizations

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
All disclosed 0 0 0 0 0 0 0 0
Disclose 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 6 – Completion Time of Consultations on Cabinet Confidences

6.1 Requests with Legal Services

Requests with Legal Services
Number of Days Fewer than 100 Pages Processed 101–500 Pages Processed 501–1,000
Pages Processed 		1,001–5,000
Pages Processed 		More than 5,000
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

Requests with Privy Council Office
Number of Days Fewer than 100 Pages Processed 101–500 Pages Processed 501–1,000
Pages Processed 		1,001–5,000
Pages Processed 		More than 5,000
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

Part 7 – Complaints and Investigations

Complaints and Investigations
Section 32 Section 35 Section 37 Total
0 0 0 0

Part 8 – Court Action

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

Costs
Expenditures Amount
Salaries $0
Overtime $0
Goods and Services $0
  • Professional services contracts
 $0
  • Other
 $0
Total $0

9.2 Human Resources

Human Resources
Resources Person Years Dedicated to Access to Information Activities
Full-time employees 0.00
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 0.00
Students 0.00
Total 0.00

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