Introduction

The Privacy Act provides citizens with the right to access personal information held by the government and protection of that information against unauthorized use and disclosure.

This report is prepared pursuant to section 72 of the Privacy Act. This section indicates 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 and Minister responsible for Parks Canada 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, and events in 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, Members of Parliament, 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 50 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 Privacy 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 section 72 of the Privacy Act.


Organizational structure

Officials of the Directorate, acting on behalf of the HSMBC, handle a relatively low number of requests received under the Privacy Act and prepare the annual report for submission to Parliament by the Minister of Environment and Climate Change.

Should the Directorate receive access to personal information requests they would be the responsibility of the Director, Heritage Designations and Programs. The Director would process requests made under the Act; provide strategic advice on the interpretation and application of the Act; and provide advice on the collection, use and disclosure of personal information. The Director would work with the Manager, Heritage Designations, to locate and retrieve records that have been requested under the Act; identify information that is personal in nature; and, if applicable seek guidance from Parks Canada’s Access to Information and Privacy Office. The final release package would be reviewed by the Manager and Director. The Director conducts information sessions regarding the Act and prepares the annual report to Parliament on the administration of the Act.


Access to Information Act Delegation Order

Arrêté sur la délégation en vertu de la Loi sur l'accès à l'information et de la Loi sur la protection des renseignements personnels Access to Information Act and Privacy Act Delegation Order

En vertu de l’article 95(1) de la Loi sur l’accès à l’information et de l’article 73(1) de la Loi sur la protection des renseignements personnels, le ministre de l’Environnement et du Changement climatique délègue aux titulaires de postes mentionnés à l’annexe ci-après, ainsi qu’aux personnes occupant à titre intérimaire lesdits postes, les attributions dont il est, en qualité de responsable de la Commission des lieux et monuments historiques du Canada, investi par les dispositions de la Loi ou de son règlement mentionnées en regard de chaque poste. Le présent document remplace et annule tout arrêté antérieur. The Minister of Environment and Climate Change, pursuant to section 95(1) of the Access to Information Act and section 73(1) of the Privacy Act, hereby designates the persons holding the positions set out in the Schedule hereto, or the persons occupying on an acting basis those positions, to exercise the powers, duties and functions of the Minister of Environment and Climate Change as the head of the Historic Sites and Monuments Board of Canada, under the provisions of the Act and related to regulations set out in the schedule opposite each position. This designation replaces all previous delegation orders.
Daté, à la Ville de Gatineau, ce jour de 22-02 2022 Dated, at the City of Gatineau, day of 22-02, 2022
L'original a été signé par l’honorable Steven Guilbeault
Ministre de l’Environnement et du Changement climatique
Original signed by the Honourable Steven Guilbeault
Minister of Environment and Climate Change
Annexe / Schedule
Poste / Position Loi sur l'accès à l'information et règlements / Access to information Act and Regulations Loi sur la protection des renseignements personnels et règlements / Privacy Act and Regulations
Secrétaire de la Commission des lieux et monuments historiques du Canada, vice-président(e) de la Direction générale des affaires autochtones et du patrimoine culturel, Parcs Canada /
Secretary of the Historic Sites and Monuments Board of Canada, Vice-President of the Indigenous Affairs and Cultural Heritage Directorate, Parks Canada
Autorité absolue / Full authority Autorité absolue / Full authority
Directeur(trice), Désignations et programmes du patrimoine, Parcs Canada /
Director, Heritage Designations and Programs, Parks Canada
Autorité absolue / Full authority Autorité absolue / Full authority

Performance 2021-2022

The Statistical Report submitted on behalf of the HSMBC to the Treasury Board of Canada Secretariat (TBS) for the period of April 1, 2021 to March 31, 2022 is attached.

The HSMBC received no requests under the Privacy Act within this reporting period and therefore was not affected by impacts related to COVID-19.

Over the past 9 years (2013-2014 to 2021-2022), the HSMBC has not received any requests under the Privacy Act. As a result, there is no data to report.


Training and awareness

No training or awareness activities took place during this period.


Policies, guidelines, procedures and iniatives

Given the small number of requests and their infrequent nature, the HSMBC has not instituted any new or revised institution-specific policies, guidelines or procedures related to privacy above those already available from TBS. All of the HSMBC’s information holdings are accessible to the public upon release by the Minister of the 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

The HSMBC received no requests under the Privacy Act in 2021-2022 and no audits or investigations were concluded. There are no issues to report in this regard.


Monitoring compliance

No monitoring related to the time to process privacy requests was conducted in 2020-2021, as the HSMBC did not receive any privacy requests and requests for the correction of personal information during this reporting period.


Material privacy breaches

No material privacy breaches occurred in 2021-2022.


Privacy impact assessments

No privacy impact assessments (PIA) were completed during the reporting period of 2021- 2022.


Public interest disclosures

No disclosures were made pursuant to paragraph 8 (2)(m) of the Privacy Act during the reporting period of 2021-2022.


2021-2022 Statistical report on the Access to Information Act

Name of institution: Historic Sites and Monuments Board of Canada

Reporting period: 2021-04-01 to 2022-03-31


Section 1: Requests under the Access to Information Act

1.1 Number of requests

Number of requests
Received during reporting period3
Outstanding from previous reporting periods0
• Outstanding from previous reporting period0
• Outstanding from more than one reporting period0
Total3
Closed during reporting period3
Carried over to next reporting period0
• Carried over within legislated timeline0
• Carried over beyond legislated timeline0

1.2 Sources of requests

Source Number of requests
Media 1
Academia0
Business (private sector)1
Organization0
Public1
Decline to Identify0
Total3

1.3 Channels of requests

Source Number of requests
Online3
E-mail0
Mail0
In person0
Phone0
Fax0
Total3

Section 2: Informal requests

2.1 Number of informal requests

Number of requests
Received during reporting period0
Outstanding from previous reporting periods0
• Outstanding from previous reporting period0
• Outstanding from more than one reporting period0
Total0
Closed during reporting period0
Carried over to next reporting period 0

2.2 Channels of informal requests

Source Number of requests
Online0
E-mail0
Mail 0
In person 0
Phone 0
Fax 0
Total0

2.3 Completion time of informal requests

Completion time
1 to 15 Days16 to 30 Days31 to 60 Days61 to 120 Days121 to 180 Days181 to 365 DaysMore Than 365 DaysTotal
0000 0000

2.4 Pages released informally

Less than 100 pages released100-500 pages released501-1000 pages released1001-5000 pages releasedMore than 5000 pages released
Number of requests Pages released Number of requests Pages released Number of requests Pages released Number of requests Pages released Number of requests Pages released
0 000000000

2.5 Pages re-released informally

Less than 100 pages released100-500 pages released501-1000 pages released1001-5000 pages releasedMore than 5000 pages released
Number of requests Pages released Number of requests Pages released Number of requests Pages released Number of requests Pages released Number of requests Pages released
0000000000

Section 3: Applications to the Information Commissioner on declining to act on requests

Number of requests
Outstanding from previous reporting period 0
Sent during reporting period 0
Total0
Approved by the Information Commissioner during reporting period 0
Declined by the Information Commissioner during reporting period0
Withdrawn during reporting period 0
Carried over to next reporting period 0

Section 4: Requests closed during the reporting period

4.1 Disposition and completion time

Disposition of requestsCompletion time
1 to 15 Days16 to 30 Days31 to 60 Days61 to 120 Days121 to 180 Days181 to 365 DaysMore Than 365 DaysTotal
All disclosed01000001
Disclosed in part01000001
All exempted00000000
All excluded00000000
No records exist01000001
Request transferred00000000
Request abandoned00000000
Neither confirmed nor denied0 0 0 0 0 0 00
Declined to act with the approval of the Information Commissioner0 0 0 0 0 0 00
Total00000003

4.2 Exemptions

Section Number of requests Section Number of requests Section Number of requests Section Number of requests
13(1)(a)016(2)018(a)020.10
13(1)(b)016(2)(a)018(b)020.20
13(1)(c)016(2)(b)018(c)020.40
13(1)(d)016(2)(c)018(d)021(1)(a)0
13(1)(e)016(3)018.1(1)(a)021(1)(b)0
14016.1(1)(a)018.1(1)(b)021(1)(c)0
14(a)016.1(1)(b)018.1(1)(c)021(1)(d)0
14(b)016.1(1)(c)018.1(1)(d)022 0
15(1)016.1(1)(d)019(1)122.1(1)0
15(1) - I.A.*016.2(1)020(1)(a)0230
15(1) - Def.*016.3020(1)(b)023.10
15(1) - S.A.*016.4(1)(a)020(1)(b.1)024(1)0
16(1)(a)(i)016.4(1)(b)020(1)(c)0260
16(1)(a)(ii)016.5020(1)(d)0
16(1)(a)(iii)016.60
16(1)(b)0170
16(1)(c)0
16(1)(d)0
* I.A.: International Affairs Def.: Defence of Canada S.A.: Subversive Activities

4.3 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

4.4 Format of information released

PaperElectronicOther
E-recordData setVideoAudio
020000

4.5 Complexity

4.5.1 Relevant pages processed and disclosed for paper and e-record formats

Number of pages processed Number of pages disclosed Number of requests
3053052

4.5.2 Relevant pages processed per request disposition for paper and e-record formats by size of requests

DispositionLess than 100 pages processed100-500 pages processed501-1000 pages processed1001-5000 pages processedMore than 5000 pages processed
Number of requestsPages processedNumber of requestsPages processedNumber of requestsPages processedNumber of requestsPages processedNumber of requestsPages processed
All disclosed001280000000
Disclosed in part12500000000
All exempted0000000000
All excluded0000000000
Request abandoned0000000000
Neither confirmed nor denied0000000000
Declined to act with the approval of the Information Commissioner0000000000
Total1251280000000

4.5.3 Relevant minutes processed and disclosed for audio formats

Number of minutes processed Number of minutes disclosed Number of requests
00 0

4.5.4 Relevant minutes processed per request disposition for audio formats by size of requests

Disposition Less than 60 minutes processed 60 - 120 minutes processed More than 120 minutes processed
Number of requests Minutes processed Number of requests Minutes processed Number of requests Minutes processed
All disclosed00 00 00
Disclosed in part000000
All exempted000000
All excluded000000
Request abandoned 000000
Neither confirmed nor denied 000000
Declined to act with the approval of the Information Commissioner000000
Total000000

4.5.5 Relevant minutes processed and disclosed for video formats

Number of minutes processed Number of minutes disclosed Number of requests
000

4.5.6 Relevant minutes processed per request disposition for video formats by size of requests

Disposition Less than 60 minutes processed 60 - 120 minutes processed More than 120 minutes processed
Number of requests Minutes processed Number of requests Minutes processed Number of requests Minutes processed
All disclosed00 0000
Disclosed in part000000
All exempted000000
All excluded000000
Request abandoned 000000
Neither confirmed nor denied 000000
Declined to act with the approval of the Information Commissioner000000
Total000000

4.5.7 Other complexities

DispositionConsultation required Legal advice sought OtherTotal
All disclosed 0000
Disclosed in part0000
All exempted0000
All excluded 0000
Request abandoned0000
Neither confirmed nor denied 0000
Declined to act with the approval of the Information Commissioner0000
Total0000

4.6 Closed requests

4.6.1 Requests closed within legislated timelines

Number of requests closed within legislated timelines3
Percentage of requests closed within legislated timelines (%)100

4.7 Deemed refusals

4.7.1 Reasons for not meeting legislated timelines

Number of requests closed past the legislated timelinesPrincipal reason
Interference with operations/ WorkloadExternal consultationInternal consultationOther
00000

4.7.2 Requests closed beyond legislated timelines (including any extension taken)

Number of days past legislated timelines Number of requests past legislated timeline where no extension was taken Number of requests past legislated timeline where an extension was taken Total
1 to 15 days 000
16 to 30 days000
31 to 60 days000
61 to 120 days000
121 to 180 days 000
181 to 365 days000
More than 365 days000
Total0 00

4.8 Requests for translation

Translation requestsAcceptedRefusedTotal
English to French000
French to English 000
Total000

Section 5: Extensions

5.1  Reasons for extensions and disposition of requests

Disposition of requests where an extension was taken9(1)(a) Interference With Operations/ Workload9(1)(b) Consultation9(1)(c) Third-Party Notice
Section 69Other
All disclosed0000
Disclosed in part0000
All exempted0000
All excluded0000
Request abandoned0000
No records exist0000
Declined to act with the approval of the Information Commissioner0000
Total0000

5.2 Length of extensions

Length of extensions9(1)(a) Interference With Operations/ Workload9(1)(b) Consultation9(1)(c) Third-Party Notice
Section 69Other
30 days or less0000
31 to 60 days0000
61 to 120 days0000
121 to 180 days0000
181 to 365 days0000
365 days or more 0000
Total0000

Section 6: Fees

Fee typeFee collected Fee waived Fee refunded
Number of requestsAmountNumber of requestsAmountNumber of requestsAmount
Application3$15.000$0.00 0$0.00
Other fees 0$0.000$0.000$0.00
Total3$15.000$0.000$0.00

Section 7: Consultations received from other institutions and organizations

7.1  Consultations received from other Government of Canada institutions and other organizations

ConsultationsOther Government of Canada institutionsNumber of pages to reviewOther organizationsNumber of pages to review
Received during the reporting period0000
Outstanding from the previous reporting period0000
Total0000
Closed during the reporting period0000
Carried over within negotiated timelines0000
Carried over beyond negotiated timelines0000

7.2 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 entirely00000000
Disclose in part00000000
Exempt entirely00000000
Exclude entirely00000000
Consult other institution00000000
Other00000000
Total00000000

7.3 Recommendations and completion time for consultations received from other organizations outside the Government of Canada

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 entirely00000000
Disclose in part00000000
Exempt entirely 00000000
Exclude entirely00000000
Consult other institution00000000
Other00000000
Total00000000

Section 8: Completion time of consultations on cabinet confidences

8.1 Requests with Legal Services

Number of days Fewer than 100 pages processed 100-500 pages processed501-1000 pages processed1001-5000 pages processedMore than 5000 pages processed
Number of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosed
1 to 150000000000
16 to 30 0000000000
31 to 600000000000
61 to 1200000000000
121 to 1800000000000
181 to 3650000000000
More than 3650000000000
Total0 000000000

8.2 Requests with Privy Council Office

Number of days Fewer than 100 pages processed 100-500 pages processed501-1000 pages processed1001-5000 pages processedMore than 5000 pages processed
Number of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosedNumber of requestsPages disclosed
1 to 15 0000000000
16 to 300000000000
31 to 60 0000000000
61 to 1200000000000
121 to 1800000000000
181 to 3650000000000
More than 3650000000000
Total0000000000

Section 9: Investigations and reports of finding

9.1 Investigations

Section 32 Notice of intention to investigateSubsection 30(5) Ceased to investigateSection 35 Formal Representations
000

9.2 Investigations and Reports of finding

Section 37(1) Initial Reports Section 37(2) Final Reports
Received Containing recommendations issued by the Information Commissioner Containing orders issued by the Information Commissioner Received Containing recommendations issued by the Information Commissioner Containing orders issued by the Information Commissioner
000000

Section 10: Court action

10.1 Court actions on complaints

Section 41
Complainant (1) Institution (2) Third Party (3) Privacy Commissioner (4) Total
00000

10.2 Court actions on third party notifications under paragraph 28(1)(b)

Section 44 - under paragraph 28(1)(b)
0

Section 11: Resources related to the Access to Information Act

11.1 Allocated costs

Expenditures Amount
Salaries $1 720
Overtime $0
Goods and services $0
• Professional services contracts$0
• Other $0
Total$1 720

11.2  Human resources

Resources Person years dedicated to access to information activities
Full-time employees 0.020
Part-time and casual employees 0.000
Regional staff 0.000
Consultants and agency personnel 0.000
Students 0.000
Total0.020

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