Archived - Annual Report to Parliament on the Privacy Act
Canada Border Services Agency 2013-2014

Chapter One: Privacy Act Report

Introduction

The Canada Border Services Agency (CBSA) is pleased to present to Parliament, in accordance with section 72 of the Privacy Act, its Annual Report on the management of this Act. The report describes the activities that support compliance with the Privacy Act for the fiscal year commencing April 1, 2013, and ending March 31, 2014. During this period, the CBSA has continued to build upon successful practices implemented in previous years.

“The purpose of the Privacy Act is to extend the present laws of Canada that protect the privacy of individuals with respect to personal information about themselves held by a government institution and that provide individuals with a right of access to that information.”^{Footnote 1}

As stated in subsection 72(1) of the Privacy Act, “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.”^{Footnote 2}

In fiscal year 2013-2014, the CBSA introduced new procedures and practices that will ensure the continued provision of timely service to Canadians who seek to exercise their right to access personal information under the Privacy Act, and which demonstrate leadership in the management of increasingly numerous and complex requests.

Organization

About the Canada Border Services Agency

Since 2003, the CBSA has been an integral part of the Public Safety Canada (PS) portfolio, which was created to protect Canadians and maintain a peaceful and safe society. In support of these priorities, the CBSA is responsible for providing integrated border services which facilitate the free flow of persons and goods, including animals and plants, that meet all requirements under the program legislation.

The CBSA carries out its responsibilities with a workforce of approximately 13,000 employees, including over 7,200 uniformed CBSA officers who provide services at approximately 1,200 points across Canada and at 39 international locations.^{Footnote 3}

Access to Information and Privacy Division

The Access to Information and Privacy (ATIP) Division is comprised of four units: an Administration section, two Case Management units, and a Policy and Training unit. The Administration section's function is to receive all incoming requests and consultations, to ensure quality control on all outgoing correspondence, and to support both Case Management units in their day-to-day business. The Case Management units task all branches and regions with retrieval requests and provide daily operational guidance and support to CBSA employees. The Policy and Training unit develops policies, tools and procedures to support ATIP requirements within the CBSA and provides training to employees. On average, 46 full time equivalents (FTE), 3 part-time and casual employees, and 11 consultants were employed in the ATIP Division during the fiscal year 2013-2014.

The ATIP Coordinator for the CBSA is the Director of the ATIP Division. The ATIP Division is part of the Corporate Secretariat Directorate, which reports to the Vice-President of the Corporate Affairs Branch. Consistent with the best practices identified by the Treasury Board of Canada Secretariat (TBS)^{Footnote 4}, the CBSA's ATIP Coordinator is positioned within three levels of the President, and has full delegated authority, reporting directly to the Director General, Corporate Secretariat, who in turn reports to the Vice-President of the Corporate Affairs Branch. 

Key to maintaining compliance with the statutory time requirements of the Privacy Act is the ATIP Division's ability to obtain personal information from branches and regions in a timely and reliable manner. Supported by a network of 17 ATIP Liaison Officers across the CBSA, the ATIP Division is well positioned to receive, coordinate and process requests for personal information under the Privacy Act.  

The ATIP Division works closely with other members of the PS portfolio, including the Canadian Security Intelligence Service, the Correctional Service of Canada, the Parole Board of Canada and the Royal Canadian Mounted Police, to share best practices and develop streamlined processes for the retrieval of jointly-held records within the 30-day legislated timeframe required to respond to privacy requests.

Information Sharing Unit

In fiscal year 2009-2010, the CBSA created the Information Sharing Unit (ISU), which is part of the Program, Integrated Policy Division, in the Strategic Risk and Modernization Directorate, of the Agency's Programs Branch. This unit supports all the CBSA's programs by leading or coordinating strategic and/or horizontal information sharing initiatives. It identifies required regulatory or legislative changes, develops internal disclosure policy, reviews and contributes to Memoranda of Understanding and Privacy Impact Assessments (PIA) that contain an information sharing component, and coordinate information sharing activities on behalf of internal or external stakeholders, including international partners.

Within this mandate, the ISU provides policy guidance both broadly and on a case-by-case basis to CBSA programs related to the disclosure of information, under section 8 of the Privacy Act and section 107 of the Customs Act. The ISU is the functional authority for the CBSA's information sharing activities. The ISU is also responsible for ensuring that information sharing legislation, policy and procedures are clearly and consistently understood throughout the CBSA. To this end, the unit develops and provides training to the CBSA employees in consultation with the Human Resource Branch's Training and Learning Directorate.

In fiscal year 2013-2014, the ISU undertook a range of activities related to the Privacy Act that included:

• Drafted and published a core suite of Information Sharing Policies including a policy on disclosures under the Privacy Act (to complement the policy on disclosures under the Customs Act) as well as policies on Public Interest Disclosures under both Acts;
• Provided support and guidance to program areas of the CBSA to ensure an integrated and coordinated approach to information sharing with the United States (U.S.) as part of the Beyond the Border Action Plan (BtB) suite of initiatives;
• Represented the CBSA in supporting policy initiatives led by other departments such as PS and the Department of Justice concerning information sharing;
• Worked with multiple PS portfolio partners to update and develop new and comprehensive written agreements in support of overall PS objectives;
• Delivered the Basic Information Sharing training course to 547 employees;
• Delivered training to 914 employees across the country on the information sharing policy for section 107 of the Customs Act; and,
• Provided functional guidance to the CBSA as a whole with regard to information sharing and disclosure activities.

At the end of the fiscal year 2013–2014 reporting period, seven FTEs were employed in the ISU.

Activities and Accomplishments

Leadership

The CBSA has always been an active participant in the support and promotion of privacy, and fiscal year 2013-2014 was no exception.

To improve service quality and ease of access for citizens, to reduce processing costs for the Agency, and to continue modernizing its service delivery model, the CBSA has joined the Access to Information and Privacy Online Request service that allows Canadians to submit their requests online. This initiative is part of a commitment to modernize the administration of Access to Information as announced in April 2012 under the Government of Canada Open Government Action Plan. Since joining this online service in October 2013, the CBSA received 1,196 requests through the online portal, which represent 10.1% of all privacy requests received by the CBSA in 2013-2014. The Agency is confident that it will see an increasing adoption rate of this innovative service in upcoming years.

The ATIP Division is constantly trying to improve its processes by providing useful and up to date tools and guidelines. To this end, the ATIP Division developed an internal questionnaire. The questionnaire will serve to identify options to improve internal processes for the administration of the Access to Information Act and the Privacy Act at the CBSA. The questionnaire also provides an opportunity for employees involved in the ATIP process to provide valuable feedback from their standpoint, and will help the ATIP Division identify and alleviate issues to ensure that the CBSA meets its ATIP legal requirements.

The ATIP Division participated in the Agency wide clean-up of disused personal information as a best practice for managing the Agency's information in preparation for Apollo, the CBSA's new electronic document and records management system. By first performing a clean-up of Agency information resources, Apollo will be able to create, store, find, and share the right information with the right people at the right time, thereby facilitating the right of access to information in records under the control of the CBSA.

Finally, the CBSA maintains a reading room, available for individuals from the general public who wish to review the Agency's publications or other public materials. Individuals may access the reading room by contacting the ATIP Director of the CBSA, by telephone at 613-960-1414, or by sending an e-mail to the following address:  atip-aiprp@cbsa-asfc.gc.ca.  The reading room is located at:

Leima Building, 10th Floor
410 Laurier Avenue West
Ottawa, Ontario
K1A 0L8

Performance

The fiscal year 2013-2014 saw high volumes of privacy requests for the CBSA. This volume is largely attributable to individuals seeking copies of their history of arrival dates into Canada.  In fiscal year 2013-2014, 82.7% of all the privacy requests received by the CBSA came from individuals seeking their Traveller History Report, which are used to support residency requirements for benefits programs administered by Citizenship and Immigration Canada (CIC) and Service Canada (SC). Although some progress has been made, the CBSA will continue its discussions with CIC and SC to explore alternatives to accommodate these clients while reducing the burden on the CBSA.

The CBSA continues to offer the electronic delivery of responses to privacy requests.  In fiscal year 2013-2014, the electronic responses made up 7.2% of all privacy requests closed.

Education and Training

In fiscal year 2013-2014, the ATIP Division continued to conduct bilingual training sessions that support the implementation of streamlined processing procedures and built an awareness of ATIP obligations. Specifically, 12 sessions were offered in which 289 National Capital Region employees took part. These sessions are designed to ensure that the participants fully understand their responsibilities under the Access to Information Act and the Privacy Act, with a focus on requests made pursuant to the Acts, and the duty to assist principles.

The ATIP Division has also delivered customized sessions on privacy breaches to particular audiences in high-demand areas. Specifically, 7 customized sessions were offered and have been well-received by 197 employees. These sessions and targeted training will be offered again during the course of the new fiscal year.

In addition, the ATIP Division organized National ATIP Liaison Officers Learning Events held quarterly via conference call. The purpose of these conference calls, that convene all 17 ATIP Liaison Officers across all branches and regions, is to exchange information about challenges, best practices, discuss the latest policies and procedural developments and, overall, improve the ATIP Division – ATIP Liaison Officer relationship. These conference calls will be offered again during the course of the new fiscal year to ensure continued improvement and, safeguard the continual flow of communication that provides the necessary tools and training required by ATIP Liaison Officers in performing their duties.

As announced in last year's Annual Report, the CBSA is proud to have launched a free online course entitled: Managing Information at the Canada Border Services Agency and the Access to Information Act and the Privacy Act. This convenient one-hour online course has been designed to provide employees with the basic principles for effectively managing information in their daily work. After completing this course, an employee will have acquired the knowledge to better identify various types of information, learn how requests from the Access to Information and Privacy Acts are handled, and about their responsibilities throughout the process. Overall, 323 employees completed the online training in fiscal year 2013-2014.

The ATIP Division has also developed a Communications Plan to ensure that CBSA employees are aware of their obligations under the Access to Information Act and the Privacy Act. The plan will leverage key dates, such as the “Data Privacy Day”, and activities at the CBSA, to promote ATIP tools, resources and awareness.

Finally, the ATIP Division continues to actively participate in the TBS-led ATIP Coordinator and the ATIP Practitioners' meetings. These meetings provide opportunities for CBSA employees to liaise with employees from other institutions to discuss various issues and challenges that have been identified by the ATIP community.

New and Revised Privacy-related Policies and Procedures

During fiscal year 2013-2014, the CBSA continued to revise existing policies as well as developing new ones.

The ATIP Division has taken a number of significant measures to enhance, and promote ATIP tools accessible to CBSA employees. One of these measures is to keep the Intranet ATIP website updated and accessible to all CBSA employees. This allows the ATIP Division to quickly share information, best practices and facilitate collaboration across the Agency. To strengthen its best practices, the ATIP Division will explore, in fiscal year 2014-2015, the possibility of designing a new Wiki page that would allow it to share knowledge of ATIP practices with CBSA employees.

The ATIP Outgoing Consultation Directives and the Incoming Consultation Directives, developed in the last reporting period, were reviewed to include the new Cabinet Confidence consultation process. This revision will reduce the delay caused by mandatory consultations with the Privy Council Office and will empower the CBSA to respond to ATIP requests in a more timely manner while maintaining the confidentiality of Cabinet Confidences.

The CBSA has continued to work diligently to address TBS recommendations to improve its chapter for Info Source. The CBSA content of the chapter for Info Source is now organized by institutional functions, programs and activities, and all Classes of Records and Personal Information Banks are aligned under their related program and activities. The CBSA will continue to update its Info Source throughout the 2014-2015 fiscal year in accordance with TBS requirements.

The ATIP Division continues to provide the service of informally severing CBSA records, for internal programs, as if they had been requested under the Privacy Act. The ATIP Division received 125 informal requests of this nature in fiscal year 2013-2014.

The ATIP Division monitors very closely the time it takes to process privacy requests. Weekly reports, which account for trends and performance, are submitted to the managers of the Case Management units as well as to the Director of the ATIP Division. Monthly reports compiling statistics on the performance of the Offices of Primary Interest are also distributed to all the ATIP Liaison Officers. Finally, quarterly trend reports portraying the overall performance of the Agency are circulated to the Agency's Executive Committee^{Footnote 5} and included in the Agency Performance Summary.

Progress on the Privacy Management Framework Action Plan

The Privacy Management Framework (PMF) is based on a gap analysis of how the CBSA administers the Privacy program, and provides a set of recommendations for training, tools, performance measures, and governance structures to address these gaps. Based on these recommendations, the ATIP Division has, in consultation with key program areas, developed and presented, in 2011, a three-year Action Plan to implement the PMF recommendations. Considerable progress has been made during fiscal year 2013-2014, by implementing some of the most critical recommendations found in Phase 3 of the PMF, thereby demonstrating transparency, accountability, and leadership in the protection of privacy rights: 

• Recognizing the importance of the Agency's privacy obligations, the ATIP Division has developed a Privacy Code of Principles for the CBSA. This document provides a plain language summary of privacy principles to guide employees in their daily work. It is also intended to promote awareness and understanding around privacy issues.
• The CBSA held its first Privacy Oversight Committee (POC) meeting in fiscal year 2013-2014. Chaired by the Chief Privacy Officer, the POC consists of executives from key program and corporate areas who meet on a regular base to consider new policies, compliance issues, privacy breaches, PIAs and privacy awareness initiatives.
• The mandate of the POC has been expanded to monitor agency adherence to the Beyond the Border Action Plan (BtB) Privacy Principles, agreed to by both the Canadian and U.S. governments. Internal privacy monitoring through the POC will provide additional oversight measures that will mitigate the heightened privacy sensitivities associated with BtB initiative.
• The ATIP Division has also reviewed the CBSA Privacy Breach Protocol to include the changes to the TBS Directive on Privacy Practices requiring institutions to report all material privacy breaches to both the Office of the Privacy Commissioner (OPC) and TBS. 

In fiscal year 2014-2015, the CBSA will continue to implement additional recommendations from the PMF that were labelled as low and medium priorities for the Agency. Continuing to implement the PMF and its associated Action Plan will greatly strengthen the CBSA's compliance with legislative and policy requirements.

Audits into the Privacy Practices of the Canada Border Services Agency

In 2013-2014, there were no key issues raised as a result of privacy complaints or investigations, and no audits were concluded that related to privacy practices of the CBSA.

In January 2013, the OPC announced its intention to conduct an audit to explore systematic challenges relating to the use of portable electronic storage devices within federal institutions. As part of its audit planning process, the OPC decided to conduct a survey regarding the use of portable storage devices of 49 federal institutions, including the CBSA.  The survey was designed to facilitate the selection of 20 entities for audit examination.

Based on this survey, the CBSA has been selected by the OPC for review in 2014-2015. The purpose of the audit work is to examine the frameworks in place that govern the use of portable electronic devises, with the objective of contributing to enhancing privacy protections.

Privacy Impact Assessments (PIAs)

In fiscal year 2013-2014, the CBSA completed five PIAs initiated in previous years, highlighted below. The five completed PIAs are:

• Scenario Based Targeting (SBT);
• eManifest Initiative - Build 1;
• Entry/Exit Initiative - Phase II;
• Enhanced Complaint Mechanism (ECM); and,
• The Overt Use of Video Monitoring and Recording Technology.

These PIAs were submitted to the OPC for review and comments.

Scenario Based Targeting (SBT)

The SBT initiative is an important part of the BtB declaration, negotiated between Canada and the U.S. in 2011, whereby Canada committed to implementing a harmonized methodology for the screening of all travellers. As an outcome of this commitment and the SBT initiative, the CBSA has updated its risk assessment methodology to a scenario-based risk analysis to identify potential high-risk travellers on board commercial air conveyances bound for Canada. High-risk travellers are persons who are or who may be involved with terrorism or terrorism-related crimes or other serious crimes, including organized crime, that are transnational in nature. A PIA Summary was posted on the CBSA ATIP section.

eManifest Initiative – Build 1

eManifest is the third phase of the Advance Commercial Information (ACI) program, which mandates the submission of electronic pre-arrival commercial information, increasing the CBSA's ability to perform an effective risk assessment prior to the commercial goods arriving in Canada. The ACI program is about getting the right information at the right time to enhance the CBSA's ability to identify potential threats to Canada, while facilitating the movement of low-risk commercial goods across the border.

This PIA is specific to Build 1 of eManifest. Build 1 includes the electronic pre-arrival submission of cargo and conveyance information in the highway mode (implemented in October 2010), rail mode (implemented in May 2012) and house bills in all modes (implemented in June 2013). It also includes the introduction of the eManifest Portal advanced information transmission method and enhanced notification processes (August 2011). A PIA Summary was posted on the CBSA ATIP section.

Entry/Exit Initiative – Phase II

The Entry/Exit Initiative will implement a system to exchange Biographic Entry Data between Canada and the U.S., such that an entry into one country is considered an exit from the other, thereby establishing a common and integrated approach to border management. The coordinated investments in entry and exit systems will assist the Government of Canada in meeting its objective of effectively administering and enforcing Canada's immigration program and border management practices.

This PIA is specific to Phase II of the Entry/Exit Initiative and will include the exchange of Biographic Entry Data regarding third-country nationals, permanent residents of Canada and lawful permanent residents of the U.S. at all automated land border ports of entry. A PIA Summary was posted on the CBSA ATIP section.

Enhanced Complaint Mechanism (ECM)

In support of the Agency's Change Agenda initiative, a more accessible, transparent and centralized client feedback process, the ECM, was launched by the Recourse Directorate on January 7, 2011. The goal for this national process is to provide all CBSA clients with the opportunity to provide their feedback to the Agency on the services it provides and to use this feedback to improve the delivery of programs and services. A PIA Summary was posted on the CBSA ATIP section .

Overt Use of Video Monitoring and Recording Technology

Over the past several decades, the CBSA and its predecessors have increasingly implemented the use of Closed Circuit Television (CCTV) technology to carry out its mandate and to ensure the protection of its assets and staff. The use of CCTV cameras to monitor facilities and operations are now an integral part of the CBSA's security framework and operations management.

CCTV cameras are located at most CBSA facilities; they monitor and record CBSA operations at ports of entry and inland offices. Areas and activities that may be video recorded and/or monitored include Primary Inspection Line (PIL) interviews, secondary examinations, and interactions at CBSA information counters, cashier counters, and commercial counters. The use of audio recording is limited to interview rooms only. CCTV cameras also monitor the movement of travellers and goods from one point in a CBSA operation to another, for example, from the PIL to the secondary exam area. A PIA Summary was posted on the CBSA ATIP section .

Disclosures Made Pursuant to Paragraph 8(2)(e) of the Privacy Act

During the 2013-2014 fiscal year, 326 disclosures pursuant to paragraph 8(2)(e) of the Privacy Act, were made by the CBSA.

Disclosures Made Pursuant to Paragraph 8(2)(m) of the Privacy Act

During the 2013-2014 fiscal year, 19 disclosures pursuant to paragraph 8(2)(m) of the Privacy Act, were made by the CBSA. In each case, only the fact that the individuals were being removed from Canada in accordance with the Immigration and Refugee Protection Act was disclosed. 

These disclosures served to demonstrate that the objectives and integrity of the immigration system and the protection of the health and safety of Canadians were being maintained in Canada. It is in the interest of the public to know that the CBSA is committed to carrying out this mandate.

The balance between the public's need to know and protection of an individual's privacy is of utmost concern to the CBSA, and in each of these cases, it was determined that public interest in the disclosure of these individual's removal status outweighed any injury to the individuals.

The OPC was notified 18 times before a disclosure was made and 1 time after.

Delegation Order

See Annex A for a signed copy of the Delegation Order.

Chapter Two: Statistical Report

Statistical report and Supplemental Reporting Requirements

See Annex B for the CBSA's statistical report on the Privacy Act.

Interpretation of the Statistical reports

Overview

In fiscal year 2013-2014, the CBSA continued to refine its practices to maintain a high level of service to requesters. Statistics suggest these refinements are having a positive effect as evidenced by a continued high completion rate of requests within the legislated timelines.

Requests Processed Under the Privacy Act

The CBSA received 11,890 privacy requests in fiscal year 2013-2014, representing a decrease of 11.1% from the previous year. The CBSA responded to 11,420 Privacy Act requests during fiscal year 2013-2014, representing 96% of the total number of requests received. 

Over the past four years, the CBSA has experienced a significant increase in the number of requests.  In 2010-2011, the CBSA received 2,896 requests. By comparison, the CBSA received 11,890 requests in 2013-2014. This 311% increase represents an increasing trend since 2010-2011 which is largely attributable to the Traveller History Report (THR) requests referenced earlier in this report. 

Completion Time

Of the 11,420 requests completed during the fiscal year 2013-2014, the CBSA responded to 10,003 requests within 30 days or less, representing 87.6% of all the requests completed. The CBSA responded to 1,171 requests (10.3%) within 31 to 60 days, 142 requests (1.2%) within 61 to 120 days, and 104 requests (0.9%) required 121 days or more to be completed.

Of all the requests completed, the CBSA was successful in responding to 97.2% of them within the legislated timelines. This result reflects the CBSA's commitment to ensuring that every reasonable effort is made to complete the requests as soon as possible.

Section 15 of the Privacy Act allows departments to extend the legislated deadline of a request if the request cannot be completed within the legislated 30 day time limit if:

• Meeting the original time limit unreasonably interferes with the operations of the government institution;
• Consultations are necessary and cannot be completed within the original time limit; or,
• Additional time is necessary for translation or for converting the records into an alternative format.

In total, 367 extensions were applied in fiscal year 2013-2014. This is a significant decrease from the 8,028 extensions applied to requests in fiscal year 2012-2013, the majority of which were related to THR (7,831 instances) as meeting the original time limit would interfere with the operations of the institution. New measures introduced in fiscal year 2013-2014 enabled the CBSA to process a comparable amount of traveller history requests without having to apply any extensions. For a more specific breakdown of the type of extensions applied in fiscal year 2013-2014, please refer to Annex B of this report.

Disposition of Requests Completed

Of the 11,420 requests completed in fiscal year 2013-2014, the CBSA provided responsive records for 93% of the requests completed (10,628 requests), and exempted all records for 0.1% of the requests completed (7 requests).  For 6.2% of the requests completed (703 requests), there were no responsive records, and for the remaining 0.7% of requests completed (82 requests), the requests were abandoned by the requester.

Complaints and Investigations

Subsection 29(1) of the Privacy Act describes how the OPC receives and investigates complaints from individuals with respect to their personal information held by a government institution.  Examples of complaints the OPC may choose to investigate include: refusal of access to personal information, an allegation that personal information about them held by a government institution has been misused or wrongfully disclosed or, if an individual has not been given access to personal information in the official language requested by the individual.

Throughout the 2013-2014 fiscal year, 43 Privacy Act complaints were filed against the CBSA, an increase of 54% compared to fiscal year 2012-2013. An assessment of the complaints filed against the CBSA does not reveal any particular pattern or specific reason for the increase in complaints. It should also be noted that the number of complaints filed relate to 0.4% of the privacy requests completed during this period. The complaints received during the fiscal year were related to the following issues: time delay (5), application of exemptions or exclusions (16), use and disclosure (9), and refusal to disclose (13).

Of the 26 complaints resolved in fiscal year 2013-2014, 7 were deemed well founded, 11 were not well founded, and 8 were abandoned or discontinued. Where complaints are substantiated, the matter is reviewed by the delegated managers and processes are adjusted if required. 

Appeals

There was one (1) appeal to the Federal Court during the 2013-2014 fiscal year.

Privacy Breaches

There were no material privacy breaches reported during the 2013-2014 fiscal year.

Conclusion

The CBSA achievements and successes, portrayed in this report, reflect the Agency's commitment to ensure that every reasonable effort is made to meet our obligations under the Privacy Act. New innovative approaches and careful planning will help the Agency to continue this success in the future.

Annex A – Delegation Order

The Minister of Public Safety and Emergency Preparedness, pursuant to section 73 of the Access to Information Act and section 73 of the Privacy Act, hereby designates the persons holding 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 Public Safety and Emergency Preparedness as the head of Canada Border Services Agency under the provisions of the Act and related regulations set out in the schedule opposite each position. This designation replaces all previous delegation orders.

Schedule Canada Border Services Agency

Position	Access to Information Act and Regulations	Privacy Act and Regulations
President	Full Authority	Full Authority
Executive Vice-President	Full Authority	Full Authority
Vice-President, Corporate Affairs Branch	Full Authority	Full Authority
Director-General, Corporate Secretariat	Full Authority	Full Authority
Director, ATIP Division	Full Authority	Full Authority
Manager, ATIP Division	Full Authority	Full Authority  (except 8(2)(m))
Team Leader, ATIP Division	Full Authority	Full Authority  (except 8(2)(m))

Annex B – Statistical Report on the Privacy Act

Part 1 — Requests under the Privacy Act

	Number of Requests
Received during reporting period	11890
Outstanding from previous reporting period	837
Total	12727
Closed during reporting period	11420
Carried over to next reporting period	1307

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	1986	5846	672	11	0	2	0	8517
Disclosed in part	202	1250	444	128	33	40	14	2111
All exempted	1	4	2	0	0	0	0	7
All excluded	0	0	0	0	0	0	0	0
No records exist	164	484	52	2	0	1	0	703
Request abandoned	52	14	1	1	0	6	8	82
Total	2405	7598	1171	142	33	49	22	11420

2.2 Exemptions

2.3 Exclusions

2.4 Format of information released

Disposition	Paper	Electronic	Other formats
All disclosed	7820	697	0
Disclosed in part	1981	130	0
Total	9801	827	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	30575	30575	8517
Disclosed in part	367043	262387	2111
All exempted	1094	0	7
All excluded	0	0	0
Request abandoned	2456	0	82

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	8494	26613	23	3962	0	0	0	0	0	0
Disclosed in part	1373	22151	540	102334	131	68555	66	65606	1	3741
All exempted	6	0	0	0	0	0	1	0	0	0
All excluded	0	0	0	0	0	0	0	0	0	0
Abandoned	79	0	2	0	0	0	1	0	0	0
Total	9952	48764	565	106296	131	68555	68	65606	1	3741

2.5.3 Other complexities

Disposition	Consultation required	Legal advice sought	Interwoven Information	Other	Total
All disclosed	8	0	0	0	8
Disclosed in part	212	1	1990	0	2203
All exempted	0	0	7	0	7
All excluded	0	0	0	0	0
Abandoned	6	0	0	0	6
Total	226	1	1997	0	2224

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
323	278	6	2	37

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	119	24	143
16 to 30 days	20	7	27
31 to 60 days	20	19	39
61 to 120 days	15	25	40
121 to 180 days	8	12	20
181 to 365 days	17	23	40
More than 365 days	2	12	14
Total	201	122	323

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

Part 3 — Disclosures under subsection 8(2)

Paragraph 8(2)(e)	Paragraph 8(2)(m)	Total
326	19	345

Part 4 — Requests for correction of personal information and notations

	Number
Requests for correction received	35
Requests for correction accepted	7
Requests for correction refused	30
Notations attached	30

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	3	0	8	0
Disclosed in part	132	0	212	0
All exempted	0	0	0	0
All excluded	0	0	0	0
No records exist	0	0	0	0
Request abandoned	6	0	6	0
Total	141	0	226	0

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	3	0	3	0
16 to 30 days	138	0	223	0
Total	141	0	226	0

Part 6 — Consultations received from other institutions and organizations

6.1 Consultations received from other government institutions and organizations

Consultations	Other government institutions	Number of pages to review	Other organizations	Number of pages to review
Received during reporting period	79	2137	1	6
Outstanding from the previous reporting period	5	72	0	0
Total	84	2209	1	6
Closed during the reporting period	76	2076	1	6
Pending at the end of the reporting period	8	133	0	0

6.2 Recommendations and completion time for consultations received from other government 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	15	12	3	0	0	0	0	30
Disclose in part	12	23	5	2	1	0	0	43
Exempt entirely	2	0	0	0	0	0	0	2
Exclude entirely	0	0	1	0	0	0	0	1
Consult other institution	0	0	0	0	0	0	0	0
Other	0	0	0	0	0	0	0	0
Total	29	35	9	2	1	0	0	76

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	1	0	0	0	0	0	1
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	1	0	0	0	0	0	1

Part 7 — Completion time of consultations on Cabinet confidences

Number of days	Number of responses received	Number of responses received past deadline
1 to 15	0	0
16 to 30	0	0
31 to 60	0	0
61 to 120	0	0
121 to 180	0	0
181 to 365	0	0
More than 365	0	0
Total	0	0

Part 8 — Resources related to the Privacy Act

8.1 Costs

Expenditures		Amount
Salaries		$2,297,629
Overtime		$70,281
Goods and Services		$565,847
Contracts for privacy impact assessments	$170,586
Professional services contracts	$190,687
Other	$204,574
Total		$2,933,757

8.2 Human Resources

Resources	Dedicated full-time	Dedicated part-time	Total
Full-time employees	0.00	45.88	45.88
Part-time and casual employees	0.00	3.34	3.34
Regional staff	0.00	0.00	0.00
Consultants and agency personnel	0.00	11.00	11.00
Students	0.00	0.00	0.00
Total	0.00	60.22	60.22

Annex C – Supplementary Statistical Reporting

Previously released ATI package released informally

Institution	Number of informal releases of previously released ATI packages
Canada Border Services Agency	321

Completed Privacy Impact Assessments (PIAs)

Institution	Number of Completed PIAs
Canada Border Services Agency	5

Completion Time of Consultations on Cabinet Confidences under the ATIA - 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	8	13	0	0	0	0	0	0	0	0
16 to 30	4	18	0	0	0	0	0	0	0	0
31 to 60	5	38	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	17	69	0	0	0	0	0	0	0	0

Completion Time of Consultations on Cabinet Confidences under the ATIA - 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	1	17	0	0	0	0	0	0	0	0
31 to 60	0	0	0	0	0	0	0	0	0	0
61 to 120	1	0	0	0	0	0	0	0	0	0
121 to 180	1	2	0	0	0	0	0	0	0	0
181 to 365	0	0	0	0	0	0	0	0	0	0
More than 365	1	0	0	0	0	0	0	0	0	0
Total	4	19	0	0	0	0	0	0	0	0

Completion Time of Consultations on Cabinet Confidences under the PA - 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

Completion Time of Consultations on Cabinet Confidences under the PA - 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

 

Date modified:

2014-10-29