2022-2023 Annual Report to Parliament: The Administration of the Privacy Act
1. Introduction
The purpose of the Privacy Act is to extend to individuals the right of access to information about themselves held by the government, subject to specific and limited exemptions. It protects individuals’ privacy by preventing others from having access to their personal information and by affording individuals substantial control over how their personal information is collected, used, and disclosed.
1.1 Background
Section 72 of the Privacy Act requires that the head of every government institution prepare and submit to Parliament an annual report on the administration of the Act within the institution. This is the twenty first annual report to Parliament on performance with respect to administration of the Act by the Office of the Ombudsman for the Department of National Defence and the Canadian Armed Forces (the Office or the Office of the Ombudsman).
The Office of the Ombudsman is committed to openness and transparency about its administration and functioning. The Office endeavours to ensure that information about its work is widely disseminated and easily available. For example, the Ombudsman’s annual reports, special reports and press releases are posted on the Office’s website as soon as they are released. The website also contains case studies and statistics on the Office’s caseload, and educational material on subjects of interest to our constituents.
Critical to the resolution of complaint files and investigations is the confidentiality of the information provided by the constituents who come forward. Therefore, before any case study or report is released, identifying information is removed to ensure the protection of personal information and confidentiality of our communications.
The Office of the Ombudsman proactively posts to its website correspondence between the Ombudsman and senior officials on matters of interest to our
constituency. This initiative is in keeping with the Ombudsman’s goal of promoting transparency and with the Open Government initiative. In accordance with the Directive on Open Government, correspondence is reviewed prior to release to ensure it does not contain any information raising concerns about privacy, confidentiality or security. The Access to Information and Privacy Unit conducts the review of correspondence prior to release. Correspondence can be found on the Ombudsman website in the Letters and Statements section; at https://www.canada.ca/en/ombudsman-national-defence-forces/reports-news-statistics/ombudsman-letters.html
1.2 Mandate of the Office of the Ombudsman for the Department of National Defence and the Canadian Armed Forces
The first Ombudsman for the Department of National Defence and the Canadian Armed Forces was appointed in June 1998 by Governor in Council (Federal Cabinet). The creation of an Ombudsman institution was part of a wide range of initiatives brought forth by the Government of Canada to enhance the overall fairness and effectiveness of the military justice system, enhance the transparency of internal review mechanisms, streamline the Canadian Armed Forces grievance process, and promote greater openness, accountability and transparency within the Department of National Defence and the Canadian Armed Forces.
The duties and functions of the Ombudsman are set out in the Ministerial Directives Respecting the Ombudsman for the Department of National Defence and the Canadian Forces: https://www.canada.ca/en/department-national-defence/corporate/policies-standards/defence-administrative-orders-directives/5000-series/5047/5047-1-office-of-the-ombudsman.html.
The Ministerial Directives confirm that the Ombudsman and the Office operate outside the military chain of command as well as outside the civilian management of the Department of National Defence. The Ombudsman reports directly to, and is accountable only to, the Minister of National Defence, who is responsible for the management and direction of the Canadian Armed Forces and of all matters relating to National Defence. However, the Ombudsman operates at arm’s length from the Minister, preserving the Ombudsman’s independence from the executive function.
The Ministerial Directives governing the Office provide that the Ombudsman is to act on the Minister’s behalf, as a neutral and objective sounding board, mediator, investigator, and reporter on matters related to the Department of National Defence and the Canadian Armed Forces. The Ombudsman also acts as a direct source of information, referral, and education to assist individuals in accessing existing internal channels of assistance and redress. The overall goal of the Office of the Ombudsman is to contribute to substantial and long-lasting improvements to the welfare of the Defence community.
Under the Ministerial Directives, the Ombudsman is required to issue an annual report to the Minister of National Defence on the operations of the office. The Ministerial Directives further provide that the Ombudsman may publish reports concerning any investigation if the Ombudsman considers that it is in the public interest to do so.
1.3 Structure of the Access to Information and Privacy Unit
The ATIP unit for the Office of the Ombudsman is part of the Legal Services
Directorate and is managed by the institution’s Access to Information and Privacy Coordinator. Pursuant to section 73 of the Privacy Act, the Minister of National Defence designated the Office’s ATIP Coordinator to exercise all powers and perform the duties and functions of the Minister under the Act as it concerns the Office of the Ombudsman. This arrangement reflects the Office’s independent, arm’s length relationship with the Department of National Defence and Canadian Armed Forces. A copy of the delegation order appears in Appendix A to this report.
A major challenge to the application of the ATIP legislation lies in the Ministerial Directives that establish the Office of the Ombudsman. One of the main functions of the Office is to conduct confidential investigations, yet the records are not fully protected by having either the status of an investigative body under the regulation or having a specific provision protecting the Office’s investigative records. A further challenge is caused by the fact that some of the information that is required by this Office to conduct its investigations is held by other parts of the Defence community that are designated as investigative bodies or who claim exemptions under the ATIP legislation. Because of the interplay of the Office’s mandate and the ATIP legislation, legal guidance is often called upon to find the balance between the application of the mandate and compliance with the ATIP legislation, whether it be protection of personal information or access to information.
The ATIP Unit is responsible for the following activities:
- Processing requests under the Access to Information Act and the Privacy
- Responding to consultation requests from other government
- Monitoring institutional compliance with the aforementioned Acts, regulations and relevant procedures and
- Acting on behalf of the Office of the Ombudsman in dealings with the Treasury Board Secretariat, the offices of the Information Commissioner and Privacy Commissioner and other government institutions regarding the administration and application of the above legislation as it relates to the Office of the
- Preparing annual reports to Parliament and other statutory reports and material that may be required by central
- Developing and delivering awareness training to the managers and employees of the Office to ensure responsiveness to the legal obligations imposed by both Acts and
- Conducting and providing direction to program managers regarding the completion of Privacy Impact Assessments (PIAs).
- Reviewing potential privacy breaches and taking steps to deal with
- Publishing updates to Info Source annually or as
- Participating in ATIP networks such as the Treasury Board Secretariat’s ATIP Community
- Developing and implementing internal policies and office standards
The ATIP unit has one ATIP Officer who administers the processing of ATIP files, among other duties. The ATIP Unit also engages a consultant, on an as-needed basis, to assist with processing of requests.
2. Key Activities and Accomplishments
2.1 Education and Training Activities
Those responsible for the delivery of the Ombudsman’s ATIP services regularly attend learning activities presented by the Treasury Board Secretariat, Information and Privacy Policy Division and other learning institutions.
- ATIP staff attended (virtually) two (2) Treasury Board Secretariat coordinators and community meetings.
- A presentation was delivered to all staff (approximately 60 employees) on rights and responsibilities related to access to information and privacy covering all mandatory training requirements under the Directive on Personal Information Requests and Correction of Personal Information.
2.2 Institutional Privacy Policies and Procedures
This past year, the Office of the Ombudsman formalized its procedures for verifying the identity of requestors but has not implemented any new or revised institution-specific policies or guidelines.
2.3 Summary of Material Privacy Breaches
The Office of the Ombudsman did not have any material privacy breaches over the reporting period.
2.4 Privacy Impact Assessments
During the reporting period, no Privacy Impact Assessments or Preliminary Privacy Impact Assessments were initiated, completed or forwarded to the Office of the Privacy Commissioner.
2.5 Data Matching
No data matching or sharing activities were undertaken by the Office during the reporting period.
2.6 Disclosures under 8(2)(m) of the Privacy Act
Paragraph 8(2)(m) allows for the disclosure of personal information when the public interest clearly outweighs any invasion of privacy or when the disclosure would benefit the individual. There were no disclosures under paragraph 8(2)(m) during this reporting period.
2.7 Effects of COVID-19 Measures on ATIP activities
The Access to Information and Privacy section was not impacted by COVID-19 measures. Throughout the entire reporting period (52 weeks), we were able to receive and respond to requests fully. All ATIP activities for the entire period were conducted on-site. Mailroom services were fully available, enabling the handling of correspondence received by mail.
3. Statistical Report on the Privacy Act
This section provides information about the processing of requests under the
Privacy Act. Appendix B provides a statistical summary of the requests received and/or finalized during this reporting period (2022-23).
3.1 Formal requests under the Privacy Act
The Office of the Ombudsman received five (5) new requests under the Privacy Act during the period from April 1, 2022, to March 31, 2023, and no (0) requests were carried over from the previous reporting period. All five (5) requests were dealt with during the reporting period, and none (0) were carried over to the next fiscal year. The total number of pages reviewed was 633.
In two (2) cases documents were provided in their entirety, and in three (3) partial disclosure was made. In all five (5) cases requestors were provided with electronic copies of documents. There were no (0) requestors provided with paper copies of their records.
3.2 Exemptions to the Release of Information
In the three (3) cases of partial release, exemptions were invoked based on section 26 (personal information of another individual) of the Privacy Act.
The Office of the Ombudsman does not receive a high volume of requests for personal information; over the last five years, the number of requests has not exceeded twelve (12). Therefore, it is not possible to report on trends with any statistical significance. Having said that, over the same five-year time period, information was mainly withheld on the basis of sections 26 (personal information of another individual) and 27 (solicitor-client privilege) of the Privacy Act, as well as section 22(1)(a)(ii) (designated investigative body). Requests normally relate to files of complaints received by the Ombudsman, so the type of information collected to deal with the file will dictate the exemptions and exclusions necessary.
3.3 Extension of the Time Limit
All five (5) requests were completed within the legislated timelines of 30 days or less.
While the low volume of requests to the Office requires a caution as to the statistical significance of any trend analysis, it is possible to say that the vast majority of requests over the past five years have been completed within the statutory timeline of 30 days. During that period, the reason that an extension was required most often related to the need to consult with another organization prior to the release of the information. When delays relate to consultations, the Office attempts to provide the requestor with records that were not sent for consultation and will release the remaining records once the consultation is complete.
3.4 Consultations
The Office received no (0) consultation from other government institutions concerning the Privacy Act during this reporting period (2022-23).
3.5 Informal Privacy Requests
During the current reporting period the ATIP Unit processed one (1) informal request for personal information, with a total of 2 pages.
The Office’s policy is to keep all parties informed of the progress of each case, and keep constituents informed of the status of their file.
3.6 Complaints and Audits
During this reporting period, no complaints were filed with the Privacy Commissioner regarding the handling of requests under the Privacy Act, and no audits or investigations were conducted.
3.7 Fees and Costs
There are no costs associated with ATIP specific software as the volume of requests does not warrant the expenditure.
- The total cost assigned to salaries for the administration of the Access to Information Act totaled $26,478.
- There were no other administrative costs.
- The total costs were $26,478.
4. Monitoring – Access to Information Requests
The ATIP Unit uses a tracking spreadsheet to monitor processing times for access to information requests. The ATIP Coordinator reports to the senior management committee as necessary for their situational awareness. The senior management committee includes the Ombudsman, Directors General and Directors.
Annex 1: Delegation Order
DESIGNATION ORDER
Access to Information Act and Privacy Act
The Minister of National Defence, pursuant to section 95(1) of the Access to Information Act and section 73(1) of the Privacy Act, hereby designates the person holding the position of Access to Information and Privacy Coordinator for Office of the Ombudsman for the Department of National Defence and the Canadian Forces, or the person acting in that position, to exercise all powers and perform the duties and functions of the Minister of National Defence under these acts, concerning the Office of the Ombudsman for the Department of National Defence and the Canadian Forces.
This designation replaces all previous designation orders.
Date:
AUG 07 2019
The Hon. Harjit S. Sajjan, PC, OMM, MSM,
CD, MP
Minister of National Defence
Annex 2: Statistical Report on the Access to Information Act
Statistical Report on the Privacy Act
Name of institution: Ombudsman for the Department of National Defence and Canadian Forces
Reporting period: 2022-04-01 to 2023-03-31
Section 1: Requests Under the Access to Information Act
Number of requests
Number of Requests |
||
Received during reporting period |
5 |
|
Outstanding from previous reporting periods |
0 |
|
• Outstanding from previous reporting period |
0 |
|
• Outstanding from more than one reporting period |
0 |
|
Total |
5 |
|
Closed during reporting period |
5 |
|
Carried over to next reporting period |
0 |
|
• Carried over within legislated timeline |
0 |
|
• Carried over beyond legislated timeline |
0 |
|
Channels of requests
Source |
Number of Requests |
Online |
0 |
5 |
|
0 |
|
In person |
0 |
Phone |
0 |
Fax |
0 |
Total |
0 |
Section 2: Informal Requests
Number of informal requests
Number of Requests |
|||||
Received during reporting period |
1 |
||||
Outstanding from previous reporting periods |
0 |
||||
• Outstanding from previous reporting period |
0 |
||||
• Outstanding from more than one reporting period |
0 |
||||
Total |
1 |
||||
Closed during reporting period |
0 |
||||
Carried over to next reporting period |
0 |
||||
Channels of informal requests
Source |
Number of Requests |
Online |
0 |
1 |
|
0 |
|
In person |
0 |
Phone |
0 |
Fax |
0 |
Total |
1 |
Completion time of 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 |
1 |
0 |
0 |
0 |
0 |
0 |
0 |
1 |
Pages released informally
Less Than 100 Pages Released |
100-500 Pages Released |
501-1000 Pages Released |
1001-5000 Pages Released |
More Than 5000 Pages Released |
|||||
Number of Requests |
PagesReleased |
Number of Requests |
PagesReleased |
Number of Requests |
PagesReleased |
Number of Requests |
PagesReleased |
Number of Requests |
PagesReleased |
1 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Section 3: Requests Closed During the Reporting Period
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 |
2 |
0 |
0 |
0 |
0 |
0 |
0 |
2 |
Disclosed in part |
1 |
2 |
0 |
0 |
0 |
0 |
0 |
3 |
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 |
Declined to act with the approval of the Information Commissioner |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Total |
3 |
2 |
0 |
0 |
0 |
0 |
0 |
5 |
Exemptions
Section |
Number of |
Section |
Number of |
Section |
Number of |
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 |
3 |
19(1)(f) |
0 |
22.1 |
0 |
27 |
0 |
20 |
0 |
22.2 |
0 |
27.1 |
0 |
21 |
0 |
22.3 |
0 |
28 |
0 |
22.4 |
0 |
Exclusions
Section |
Number of |
Section |
Number of |
Section |
Number of |
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 |
Format of information released
Paper |
Electronic |
Other |
|||
E-record |
Data set |
Video |
Audio |
||
0 |
5 |
0 |
0 |
0 |
0 |
Complexity
Relevant pages processed and disclosed for paper and e-record formats
Number of Pages Processed |
Number of Pages Disclosed |
Number of Requests |
633 |
620 |
5 |
Relevant pages processed per request disposition for paper and e-record formats by size of requests
Disposition |
Less Than 100 Pages Processed |
100-500 Pages Processed |
501-1000 Pages Processed |
1001-5000 Pages Processed |
More Than 5000 Pages Processed |
|||||
Number of Requests |
PagesProcessed |
Number of Requests |
PagesProcessed |
Number of Requests |
PagesProcessed |
Number of Requests |
PagesProcessed |
Number of Requests |
PagesProcessed |
|
All disclosed |
2 |
17 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Disclosed in part |
0 |
0 |
3 |
616 |
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 |
Declined to act with the approval of the Information Commissioner |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Total |
2 |
17 |
3 |
616 |
0 |
0 |
0 |
0 |
0 |
0 |
Relevant minutes processed and disclosed for audio formats
Number of Minutes Processed |
Number of Minutes Disclosed |
Number of Requests |
0 |
0 |
0 |
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 |
MinutesProcessed |
|
All disclosed |
0 |
0 |
0 |
0 |
0 |
0 |
Disclosed in part |
0 |
0 |
0 |
0 |
0 |
0 |
All exempted |
0 |
0 |
0 |
0 |
0 |
0 |
All excluded |
0 |
0 |
0 |
0 |
0 |
0 |
Request abandoned |
0 |
0 |
0 |
0 |
0 |
0 |
Neither confirmed nor denied |
0 |
0 |
0 |
0 |
0 |
0 |
Declined to act with the approval of the Information Commissioner |
0 |
0 |
0 |
0 |
0 |
0 |
Total |
0 |
0 |
0 |
0 |
0 |
0 |
Relevant minutes processed and disclosed for video formats
Number of Minutes Processed |
Number of Minutes Disclosed |
Number of Requests |
0 |
0 |
0 |
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 |
MinutesProcessed |
|
All disclosed |
0 |
0 |
0 |
0 |
0 |
0 |
Disclosed in part |
0 |
0 |
0 |
0 |
0 |
0 |
All exempted |
0 |
0 |
0 |
0 |
0 |
0 |
All excluded |
0 |
0 |
0 |
0 |
0 |
0 |
Request abandoned |
0 |
0 |
0 |
0 |
0 |
0 |
Neither confirmed nor denied |
0 |
0 |
0 |
0 |
0 |
0 |
Declined to act with the approval of the Information Commissioner |
0 |
0 |
0 |
0 |
0 |
0 |
Total |
0 |
0 |
0 |
0 |
0 |
0 |
Other complexities
Disposition |
Consultation Required |
Legal Advice Sought |
Other |
Total |
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 |
Request abandoned |
0 |
0 |
0 |
0 |
Neither confirmed nor denied |
0 |
0 |
0 |
0 |
Declined to act with the approval of the Information Commissioner |
0 |
0 |
0 |
0 |
Total |
0 |
0 |
0 |
0 |
Closed requests
Requests closed within legislated timelines
Number of requests closed within legislated timelines |
5 |
Percentage of requests closed within legislated timelines (%) |
100 |
Deemed refusals
Reasons for not meeting legislated timelines
Number of requests closed past the legislated timelines |
Principal Reason |
|||
Interference with operations/ Workload |
External Consultation |
Internal Consultation |
Other |
|
0 |
0 |
0 |
0 |
0 |
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 |
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 |
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: Disclosures Under Subsections 8(2) and 8(5) |
|||
Paragraph 8(2)(e) |
Paragraph 8(2)(m) |
Subsection 8(5) |
Total |
0 |
0 |
0 |
0 |
Section 5: Requests for Correction of Personal Information and Notations |
||||
Disposition for Correction Requests Received |
Number |
|||
Notations attached |
0 |
|||
Requests for correction accepted |
0 |
|||
Total |
0 |
|||
Section 6: Extensions |
||||||||
6.1 Reasons for extensions |
||||||||
15(a)(i) Interference with operations 15 (a)(ii) Consultation |
15(b) |
|||||||
Further review required to determine exemptions |
Large volume of pages |
Large volume of requests |
Documents are difficult to obtain |
Cabinet ConfidenceSection (Section 70) |
External |
Internal |
||
Number of requests where an extension was taken |
||||||||
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
6.2 Length of extensions |
||||||||
15(a)(i) Interference with operations |
15 (a)(ii) Consultation |
15(b) |
||||||
Length of Extensions |
Further review required to determine |
Large volume of pages |
Large volume of requests |
Documents are difficult to obtain |
Cabinet |
External |
Internal |
|
1 to 15 days |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
16 to 30 days |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
31 days or greater |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Total |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Section 7: Consultations Received From Other Institutions and Organizations
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 |
Carried over within negotiated timelines |
0 |
0 |
0 |
0 |
Carried over beyond negotiated timelines |
0 |
0 |
0 |
0 |
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 |
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 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 8: Completion Time of Consultations on Cabinet Confidences
Requests with Legal Services
Number of Days |
Fewer Than 100 Pages Processed |
100-500 Pages Processed |
501-1000 Pages Processed |
1001-5000 Pages Processed |
More Than 5000 Pages Processed |
|||||
Number of Requests |
PagesDisclosed |
Number of Requests |
PagesDisclosed |
Number of Requests |
PagesDisclosed |
Number of Requests |
PagesDisclosed |
Number of Requests |
PagesDisclosed |
|
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 |
Requests with Privy Council Office
Number of Days |
Fewer Than 100 Pages Processed |
100‒500 Pages Processed |
501-1000 Pages Processed |
1001-5000 Pages Processed |
More Than 5000 Pages Processed |
|||||
Number of Requests |
PagesDisclosed |
Number of Requests |
PagesDisclosed |
Number of Requests |
PagesDisclosed |
Number of Requests |
PagesDisclosed |
Number of Requests |
PagesDisclosed |
|
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 9: Complaints and Investigations Notices Received |
||||||||
Section 31 |
Section 33 |
Section 35 |
Court action |
Total |
||||
0 |
0 |
0 |
0 |
0 |
||||
Section 10: Privacy Impact Assessments (PIAs) and Personal Information Banks (PIBs) |
|
10.1 Privacy Impact Assessments |
|
Number of PIAs completed |
0 |
Number of PIAs modified |
0 |
10.2 Institution-specific and Central Personal Information Banks |
||||
Personal Information Banks |
Active |
Created |
Terminated |
Modified |
Institution-specific |
1 |
0 |
0 |
0 |
Central |
43 |
0 |
0 |
0 |
Total |
44 |
0 |
0 |
0 |
Section 11: Privacy Breaches |
|
11.1 Material Privacy Breaches reported |
|
Number of material privacy breaches reported to TBS |
0 |
Number of material privacy breaches reported to OPC |
0 |
11.2 Non-Material Privacy Breaches |
|
Number of non-material privacy breaches |
0 |
Section 12: Resources Related to the Privacy Act |
||
12.1 Allocated Costs |
||
Expenditures |
Amount |
|
Salaries |
$26,478 |
|
Overtime |
$0 |
|
Goods and Services |
$0 |
|
• Professional services contracts |
$0 |
|
• Other |
$0 |
|
Total |
$26,478 |
|
Human Resources
Resources |
Person Years Dedicated to Access to Information Activities |
Full-time employees |
0.172 |
Part-time and casual employees |
0.000 |
Regional staff |
0.000 |
Consultants and agency personnel |
0.000 |
Students |
0.000 |
Total |
0.172 |
Note: Enter values to three decimal places.
Supplemental Statistical Report on the Access to Information Act and
The Privacy Act
Name of institution: Ombudsman for the Department of National Defence and the Canadian Forces
Reporting period:
2022-04-01
to 2023-03-31
Section 1: Capacity to Receive Requests
Enter the number of weeks your institution was able to receive ATIP requests through the different channels.
Number of Weeks |
|
Able to receive requests by mail |
52 |
Able to receive requests by email |
52 |
Able to receive requests through the digital request service |
0 |
Section 2: Capacity to Process Records
Enter the number of weeks your institution was able to process paper records in
different classification levels.
No Capacity |
Partial Capacity |
Full Capacity |
Total |
|
UnclassifiedPaper Records |
0 |
0 |
52 |
52 |
Protected B Paper Records |
0 |
0 |
52 |
52 |
Secret and Top Secret Paper Records |
0 |
0 |
52 |
52 |
Enter the number of weeks your institution was able to process electronic records in
different classification levels.
No Capacity |
Partial Capacity |
Full Capacity |
Total |
|
UnclassifiedElectronic Records |
0 |
0 |
52 |
52 |
Protected B Electronic Records |
0 |
0 |
52 |
52 |
Secret and Top Secret Electronic Records |
0 |
0 |
0 |
52 |
Section 3: Open Requests and Complaints Under the Access to Information Act
3.1 Enter the number of open requests that are outstanding from previous reporting periods. |
|||
Fiscal Year Open Requests Were Received |
Open Requests |
Open Requests |
Total |
Received in 2022-2023 |
0 |
0 |
0 |
Received in 2021-2022 |
0 |
0 |
0 |
Received in 2020-2021 |
0 |
0 |
0 |
Received in 2019-2020 |
0 |
0 |
0 |
Received in 2018-2019 |
0 |
0 |
0 |
Received in 2017-2018 |
0 |
0 |
0 |
Received in 2016-2017 |
0 |
0 |
0 |
Received in 2015-2016 |
0 |
0 |
0 |
Received in 2014-2015 |
0 |
0 |
0 |
Received in 2013-2014 or |
0 |
0 |
0 |
Total |
0 |
0 |
0 |
3.2 Enter the number of open complaints with the Information Commissioner of Canada that a from previous reporting periods. |
|||
Fiscal Year Open Complaints Were Received by Institution |
Number of Open Complaints |
||
Received in 2022-2023 |
0 |
||
Received in 2021-2022 |
0 |
||
Received in 2020-2021 |
0 |
||
Received in 2019-2020 |
0 |
||
Received in 2018-2019 |
0 |
||
Received in 2017-2018 |
0 |
||
Received in 2016-2017 |
0 |
||
Received in 2015-2016 |
0 |
||
Received in 2014-2015 |
0 |
||
Received in 2013-2014 or |
0 |
||
Total |
0 |
||
Section 4: Open Requests and Complaints Under the Privacy Act |
|||
4.1 Enter the number of open requests that are outstanding from previous reporting periods. |
|||
Fiscal Year Open Requests Were Received |
Open Requests that are Within Legislated Timelines as of |
Open Requests that are Beyond Legislated Timelines as of |
Total |
Received in 2022-2023 |
0 |
0 |
0 |
Received in 2021-2022 |
0 |
0 |
0 |
Received in 2020-2021 |
0 |
0 |
0 |
Received in 2019-2020 |
0 |
0 |
0 |
Received in 2018-2019 |
0 |
0 |
0 |
Received in 2017-2018 |
0 |
0 |
0 |
Received in 2016-2017 |
0 |
0 |
0 |
Received in 2015-2016 |
0 |
0 |
0 |
Received in 2014-2015 |
0 |
0 |
0 |
Received in 2013-2014 or |
0 |
0 |
0 |
Total |
0 |
0 |
0 |
4.2 Enter the number of open complaints with the Privacy Commissioner of Canada that are o from previous reporting periods. |
||||
Fiscal Year Open Complaints Were Received by Institution |
Number of Open Complaints |
|||
Received in 2022-2023 |
0 |
|||
Received in 2021-2022 |
0 |
|||
Received in 2020-2021 |
0 |
|||
Received in 2019-2020 |
0 |
|||
Received in 2018-2019 |
0 |
|||
Received in 2017-2018 |
0 |
|||
Received in 2016-2017 |
0 |
|||
Received in 2015-2016 |
0 |
|||
Received in 2014-2015 |
0 |
|||
Received in 2013-2014 or |
0 |
|||
Total |
0 |
|||
Section 5: Social Insurance Number |
||||
Has your institution begun a new collection or a new consistent use of the SIN in |
No |
|||
Section 6: Universal Access under the Privacy Act |
||||
How many requests were received from confirmed foreign nationals outside of |
0 |
|||
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