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 “every year the head of every government institution shall prepare a report on the administration of this Act within the institution during the period beginning on April 1 of the preceding year and ending on March 31 of the current year.” 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 of Canadian history. The Government of Canada has designated over 2,200 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 assume full delegated authority in relation to the Access to Information Act as it relates to the HSMBC, including the Vice-President, Indigenous Affairs and Cultural Heritage Directorate and the Director, Heritage Designations and Programs.
This report will be tabled in Parliament pursuant to the provisions of section 94 of the Access to Information Act.
The organization of the Directorate and access to 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.
Access to Information Act delegation order
The Access to Information Act Delegation Order is attached.
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, 2020 to March 31, 2021 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 2020-2021 three (3) requests were received under the Access to Information Act.
Timelines
An extension was sought for one request for information, which allowed Directorate officials enough time to consult other Parks Canada employees and retrieve and analyse documentation to successfully complete the request. A second request for information was completed within the 30-day time period prescribed by the Act and all existing records related to the request were provided. A third request was transferred to the Parks Canada ATIP office to ensure that it could be managed within the prescribed timeline.
Of the two requests processed one was “all disclosed” and the other “partially disclosed”.
Trends
n 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 that 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 prompted follow-up discussions with Parks Canada’s Access to Information and Privacy (ATIP) Office to explore the use of the Agency’s existing processes and reporting requirements to meet the HSMBC’s ATIP responsibilities. These discussions are on-going.
Over the past 8 years (2013-2014 to 2020-2021), the HSBMC has received and completed nine access to information requests:
- Six of these requests originated from academia, three from the public, and one who declined to identify.
- Four requests were completed within 30 days, three within 60 days and three were completed within 120 days.
- The average number of pages disclosed is 448 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.
Training and awareness
No training or awareness activities took place during this period.
Policies, guidelines, procedures and initiatives
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, subject to the exemptions provided for in the Access to Information Act and Privacy Act. Access to the material is encouraged through informal mechanisms such as e-mail, the HSMBC website, and telephone messaging.
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 2020-2021; there are no issues to report in this regard.
Monitoring compliance
All Directorate officials with management responsibilities related to the HSMBC (supervisors, managers, and directors) are advised of team members’ work hours dedicated to the completion of access to information requests. In 2020-2021, Directorate officials with work responsibilities related to HSMBC records were aware that employees were tracking the work hours dedicated to complete all three (3) access to information requests.
Statistical report on the Access to Information Act
- Name of institution:
- Historic Sites and Monuments Board of Canada
- Reporting period:
- 2020-04-01 to 2021-03-31
Section 1: Requests under the Access to Information Act
1.1 Number of requests
|
Number of Requests |
| Received during reporting period |
3 |
| Outstanding from previous reporting period |
0 |
| Total |
3 |
| Closed during reporting period |
0 |
| Carried over to next reporting period |
0 |
1.2 Sources of requests
| Source |
Number of Requests |
| Media |
1 |
| Academia |
0 |
| Business (private sector) |
0 |
| Organization |
0 |
| Public |
1 |
| Decline to Identify |
1 |
Total
| 3 |
|
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 |
| 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. |
Section 2: Decline to act vexatious, made in bad faith or abuse
|
Number of Requests |
| Outstanding from previous reporting period |
0 |
| Sent during reporting period |
0 |
| Approved by the Information Commissioner during reporting period |
0 |
| Declined by the Information Commissioner during reporting period |
0 |
| Carried over to next reporting period |
0 |
| Total |
0 |
Section 3: Requests closed during the reporting period
3.1 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 |
1 |
0 |
0 |
0 |
0 |
0 |
1 |
| Disclosed in part |
0 |
0 |
1 |
0 |
0 |
0 |
0 |
1 |
| 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 |
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 |
1 |
1 |
0 |
0 |
0 |
0 |
3 |
3.2 Exemptions
| 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) |
0 |
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) |
1 |
| 13(1)(e) |
0 |
16(3) |
0 |
18.1(1)(a) |
0 |
21(1)(b) |
0 |
| 14 |
0 |
16.1(1)(a) |
0 |
18.1(1)(b) |
0 |
21(1)(c) |
0 |
| 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) |
0 |
16.1(1)(d) |
0 |
19(1) |
1 |
22.1(1) |
0 |
| 15(1) - I.A.* |
0 |
16.2(1) |
0 |
20(1)(a) |
0 |
23 |
0 |
| 15(1) - Def.* |
0 |
16.3 |
0 |
20(1)(b) |
0 |
24(1) |
0 |
| 15(1) - S.A.* |
0 |
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) |
0 |
|
|
| 16(1)(a)(ii) |
0 |
16.5 |
0 |
20(1)(d) |
0 |
|
|
| 16(1)(a)(iii) |
0 |
17 |
0 |
|
|
|
|
| 16(1)(b) |
0 |
|
|
|
|
|
|
| 16(1)(c) |
0 |
|
|
|
|
|
|
| 16(1)(d) |
0 |
|
|
|
|
|
|
| * I.A.: International Affairs Def.: Defence of Canada S.A.: Subversive Activities |
3.3 Exclusions
| 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 |
3.4 Format of information released
| Paper |
Electronic |
Other Formats |
| 0 |
2 |
0 |
3.5 Complexity
3.5.1 Relevant pages processed and disclosed
| Number of Pages Processed |
Number of Pages Disclosed |
Number of Requests |
| 1128 |
1128 |
2 |
3.5.2 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 |
1 |
492 |
0 |
0 |
0 |
0 |
0 |
0 |
| Disclosed in part |
0 |
0 |
0 |
0 |
1 |
636 |
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 |
1 |
492 |
1 |
636 |
0 |
0 |
0 |
0 |
3.5.3 Other complexities
| Disposition |
Consultation Required |
Assessment of Fees |
Legal Advice Sought |
Other |
Total |
| All disclosed |
0 |
0 |
0 |
0 |
0 |
| Disclosed in
part |
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 |
3.6 Closed requests
3.6.1 Number of requests closed within legislated timelines
|
Requests closed within legislated timelines |
| Number of requests closed within legislated timelines |
2 |
| Percentage of requests closed within legislated timelines (%) |
66.7 |
3.7 Deemed refusals
3.7.1 Reasons for not meeting legislated timelines
| Number of Requests Closed Past the Legislated Timelines |
Principal Reason |
| Interference with Operations and Workload |
External Consultation |
Internal Consultation |
Other |
| 1 |
1 |
0 |
0 |
0 |
3.7.2 Request closed beyond legislated timelines (including any extension taken)
| Number of Days Past Legislated Timelines |
Past Legislated Timeline Where No Extension Was Taken |
Number of Requests Past Legislated Timeline Where An Extension Was Taken |
Total |
| 16 to 30 days |
1 |
0 |
1 |
| 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 |
1 |
0 |
1 |
3.8 Requests for translation
| Translation Requests |
Accepted |
Refused |
Total |
| English to French |
0 |
0 |
0 |
| French to English |
0 |
0 |
0 |
| Total |
0 |
0 |
0 |
Section 4: Extensions
4.1 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 |
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 |
4.2 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 |
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 |
Section 5: Fees
| Fee Type |
Fee Collected |
Fee Waived or Refunded |
| Number of Requests |
Amount |
Number of Requests |
Amount |
| Application |
3 |
$15 |
0 |
$0 |
| Others fees |
0 |
$0 |
0 |
$0 |
| Total |
3 |
$15 |
0 |
$0 |
Section 6: Consultations Received From Other Institutions and Organizations
6.1 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 |
0 |
0 |
0 |
0 |
| Outstanding from the previous reporting period |
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 |
| Total |
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 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 |
6.3 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 |
Section 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 |
Section 8: Complaints and Investigations
| Section 32 Notice of intention to investigate |
Subsection 30(5) Ceased to investigate |
Section 35 Formal representation |
Section 37 Reports of finding received |
Section 37 Reports of finding containing recommendations issued by the Information Commissioner |
Section 37 Reports of finding containing orders issued by the Information Commissioner |
| 0 |
0 |
0 |
0 |
0 |
0 |
Section 9: Court Action
9.1 Court actions on complaints received before the coming into force of Bill C-58 and on-going
| Section 58 |
Section 42 |
Section 44 |
| 0 |
0 |
0 |
9.2 Court actions on complaints received after the coming into force of Bill C-58
| Section 41 (after the coming into force of Bill C-58) |
| Complainant (1) |
Institution (2) |
Third Party (3) |
Privacy Commissioner (4) |
Total |
| 0 |
0 |
0 |
0 |
0 |
Section 10: Resources related to the Access to Information Act
10.1 Costs
| Expenditures |
Amount |
| Salaries |
$2569 |
| Overtime |
$0 |
| Goods and services |
$0 |
| • Professional services contracts |
$0 |
|
| • Other |
$0 |
| Total |
$2569 |
10.2 Human Resources
| Human Resources |
Dedicated to Access |
| Full-time employees |
0.30 |
| Part-time and casual employees |
0.00 |
| Regional staff |
0.00 |
| Consultants and agency personnel |
0.00 |
| Students |
0.00 |
| Total |
0.30 |
