Annual Report on the Administration of the Access to Information Act and the Privacy Act for 2013-2014

Section I: Annual report on the Administration of the Access to Information Act

1. Introduction

The Access to Information Act (ATIA), proclaimed in April 1983, grants all Canadian citizens and permanent residents the right to examine or receive copies of records under the control of a federal government institution, except in limited and specific circumstances.

Section 72 of the ATIA requires that the head of every government institution prepare for submission to Parliament an annual report on the administration of the ATIA within the institution. This report covers the period from April 1, 2013 to March 31, 2014.

The Canadian Transportation Agency (Agency) is an independent, quasi-judicial tribunal and economic regulator. It makes decisions and determinations on a wide range of matters involving air, rail and marine modes of transportation under the authority of Parliament, as set out in the Canada Transportation Act and other legislation.

Our mandate includes:

• Economic regulation, to provide approvals, issue licenses, permits and certificates of fitness, and make decisions on a wide range of matters involving federal air, rail and marine transportation.
• Dispute resolution, to resolve complaints about federal transportation services, rates, fees and charges.
• Accessibility, to ensure Canada's national transportation system is accessible to all persons, particularly those with disabilities.

2. Organization of Agency responsibilities related to the Administration of the Access to Information Act

The Chair of the Agency is responsible for the administration of the ATIA, including regulations, policy and any decisions taken.

At the Agency, the Access to Information and Privacy (ATIP) Coordinator shares delegated authority with the General Counsel. Information Services staff support the Coordinator with respect to the processing of requests on a part-time basis.

The Coordinator receives and administers all formal requests. Each request is then forwarded to the Director of the office of primary interest (OPI), who is the subject matter expert. The OPI collects the records with the assistance of the Information Services' staff. The review and analysis of the records is carried out jointly by the Agency Coordinator, subject matter experts and Legal Services Directorate.

The Coordinator prepares responses to formal requests and routes them through the General Counsel and the Chair for approval. A copy is provided to the Communications Directorate for information. Each application has an individual case file, and administrative actions are recorded in the ATIP corporate system, AccessPro. The Coordinator manages any interdepartmental and third party consultations.

Informal requests

The appropriate directorate handles the majority of information requests through informal release mechanisms as most of the information submitted to the Agency by applicants and other parties is available for public inspection. The Agency places on its public record any document filed with it in respect of any dispute proceeding unless the person filing the document makes a claim for confidentiality.

Informal requests are referred to the Access to Information Coordinator when it is suspected that the information contains personal information, is confidential, and may qualify for exemption. Formal requests are handled informally when there is obviously no concern about the protection of the information.

Implementation of the Access to Information program

The Agency was challenged with respect to the implementation of the Access to Information program in 2013-2014. Major Canadian events resulted in an unusually large number of complex requests for the Agency's small Access to Information team; the Agency retained the temporary services of an additional analyst to deal with the increased volume and complexity.

In accordance with the Directive on the Administration of the Access to Information Act, the Agency posts on its Web site monthly summaries of requests completed. The Annual Report on the Administration of the Access to Information Act and the Privacy Act for Fiscal Year 2013-2014 will also be published on the Agency Web site.

3. Delegation of Authority

The Chair delegates responsibilities to Agency employees. The ATIP Coordinator for the Agency shares delegated authority with the General Counsel of the Agency. A copy of the Delegation of Authority, indicating what duties have been delegated and to whom, is attached as Appendix D, Table 1.

4. Interpretation of the statistical summary report

Attached as Appendix A is the form TBS 350-62 entitled “Statistical Report on the Access to Information Act,” which provides statistical data on formal access requests received by the Agency.

During the reporting period April 1, 2013 to March 31, 2014, the Agency received 30 new ATIA requests. This represents an increase of 18 requests (150%) over the previous year. Three requests were outstanding from 2012-2013, resulting in a total of 33 active requests. Eight requests were carried over to 2014-2015. The percentage breakdown by source of request was 37% media, 3% academia, 23% public, 7% organizations and 30% businesses.

In addition, the Agency processed nine informal requests and reviewed 1,368 pages during the 2013-2014 reporting period, compared to four informal requests and 364 pages reviewed in 2012-2013. The Agency received 32 requests for copies of completed ATIA requests, compared to one request in 2012-2013.

The following table shows the number of formal requests received and completed by the Agency for the past five reporting periods:

Reporting period	Requests received	Requests completed
2013-2014	30	25
2012-2013	12	10
2011-2012	23	27
2010-2011	13	10
2009-2010	16	16

ATIA Requests (table)

ATIA Requests

	2009/2010	2010/2011	2011/2012	2012/2013	2013/2014
Requests received	16	13	23	12	30

Completed ATIA Requests (table)

Completed ATIA Requests

	2009/2010	2010/2011	2011/2012	2012/2013	2013/2014
Completed Requests	100%	76.92%	96.43%	76.92%	75.76%

Analysis of Exemptions (table)

Analysis of Exemptions

	2009/2010	2010/2011	2011/2012	2012/2013	2013/2014
S. Art. 13(1)(e)	0%	0%	3.7%	0%	0%
S. Art. 16(2)	0%	10.0%	3.7%	0%	0%
S. Art. 19(1)	12.5%	40.00%	18.52%	30.00%	64.00%
S. Art. 20(1)	0%	15.38%	17.86%	23.08%	54.55%
S. Art. 21(1)	25.00%	7.7%	57.1%	15.4%	39.4%
S. Art. 22	6.25%	0%	0%	0%	0%
S. Art. 23	12.5%	0%	7.41%	10.00%	16.00%
S. Art. 26	6.25%	0%	0%	0%	0%

5. Training

Due to the large increase in requests and limited resources, no formal training was provided for this reporting period. However, ad-hoc recommendations, awareness and one-on-one assistance were provided to OPIs.

6. Institutional policies, guidelines and procedures

The Agency did not implement any new or revised Access to Information related policies, guidelines or procedures during the reporting period.

7. Key issues

No issues were raised from complaints and investigations. No complaints were received during the 2013-2014 reporting period. One complaint from the 2012-2013 reporting period was resolved and unfounded. One complaint from reporting period 2012-2013 is currently under investigation.

8. Time monitoring

The Agency's internal procedures for each ATIA request includes a tracking form that is provided to the OPI when the request is routed for information retrieval. Employees retrieving the information indicate the time spent to retrieve and copy the relevant information, as well as time spent providing recommendations for disclosure. The forms are placed on each file. The Agency's corporate ATIP system tracks administrative activities and time. Case status updates are provided to the Agency Information Management and Technology Committee (IMTC) on a monthly basis and actioned as required.

Section II: Annual Report on the Administration of the Privacy Act

1. Introduction

The Privacy Act (PA), proclaimed in 1983, protects the privacy of individuals who are Canadian citizens or permanent residents with respect to personal information about themselves held by the Canadian government. The PA provides individuals with the right to access their personal information and protects the privacy of individuals by prescribing the manner in which the government may collect, use, disclose, retain and dispose of personal information. Individuals may also request correction of personal information where they perceive inaccuracies or omissions and may have notations attached to the information where corrections are refused.

Section 72 of the PA requires the head of every government institution to prepare for submission to Parliament an annual report on the administration of the PA within the institution during the financial year. This report covers the period from April 1, 2013 to March 31, 2014.

The Canadian Transportation Agency (Agency) is an independent, quasi-judicial tribunal and economic regulator. It makes decisions and determinations on a wide range of matters within the federal transportation system under the authority of Parliament, as set out in the Canada Transportation Act and other legislation.

Our mandate includes:

• Economic regulation: to provide approvals, issue licences, permits and certificates of fitness, and make decisions on a wide range of matters involving federal air, rail and marine transportation.
• Dispute resolution: to resolve complaints about federal air, rail and marine transportation services, rates, fees and charges, terms and conditions of carriage, as well as accessibility matters.
• Accessibility: to ensure Canada's national transportation system is accessible to all persons, particularly those with disabilities.

2. Organization of Agency responsibilities related to the administration of the Privacy Act

The Chair of the Agency is responsible for the administration of the PA, including regulations, policy and any decisions taken.

At the Agency, the Access to Information and Privacy (ATIP) Coordinator shares delegated authority with the General Counsel. Information Services staff support the Coordinator with respect to the processing of requests on a part-time basis, as required.

The Coordinator receives and administers all requests and determines who should process the request and locate the records. The review and analysis of the records is carried out jointly by the Agency's Coordinator and Legal Services Directorate.

The Coordinator prepares responses to formal requests and routes them through the General Counsel and the Chair for approval. Each application has an individual case file, and administrative actions are recorded in the ATIP corporate system, AccessPro. The Coordinator manages any consultations required.

Formal and informal interface

Informal requests are only referred to the Coordinator when it is suspected that the information is sensitive and may qualify for exemption.

Most requests from Agency employees for information contained in the Standard Personal Information Banks are handled informally by the Human Resources Directorate.

Implementation of the Privacy program

There have not been any major administrative problems or concerns with respect to the implementation of the privacy program. The focus for the ATIP division is to continue to foster awareness about the PA and policy requirements for the collection, use, disclosure, retention, and disposal of personal information. The Agency participated in the Office of the Comptroller General's (OCG) Horizontal Internal Audit of Protection of Personal Information in Small Departments and has implemented all applicable recommendations.

3. Delegation of Authority

The Chair has delegated responsibilities to Agency employees. The ATIP Coordinator for the Agency shares delegated authority with the General Counsel. A copy of the Delegation of Authority, indicating what duties have been delegated and to whom, is attached as Appendix D, Table 2.

4. Explanation of the statistical summary report

Form TBS 350-63, Statistical Report on the Privacy Act, is attached as Appendix B.

There were no formal requests for personal information during the reporting period. The Agency does not maintain many Personal Information Banks and the number of formal requests for personal information is usually low. Therefore, there are no trends to observe.

5. Training

No formal training was provided for this reporting period. However, ad-hoc recommendations, awareness and one-on-one assistance were provided to OPIs.

Privacy Impact Assessment training has been developed and will be presented to Agency staff in the reporting period 2014-2015.

6. Institutional policies, guidelines and procedures

The Agency did not implement any new or revised privacy related policies, guidelines or procedures during the reporting period. However, as a result of the OCG Horizontal Internal Audit of Protection of Personal Information in Small Departments, the Agency has made significant changes to the Privacy Notice and Personal Information Collection Statements. In addition, extensive modifications were also made to the Agency's Personal Information Banks. The work is ongoing in this area.

In 2013-2014, procedures were developed to protect personal information in Agency Decisions and Applications, which resulted in additional modifications to Personal Information Banks. The procedures were implemented during the first quarter of the reporting period 2014-2015.

7. Key issues

There were no complaints or investigations during this reporting period.

8. Time monitoring

The Agency's internal procedures for each PA request includes a tracking form that is provided to the designated official when the request is routed for information retrieval. Employees retrieving the information indicate the time spent to retrieve and copy the relevant information, as well as time spent providing recommendations for disclosure. The forms are placed on each file. The Agency's corporate ATIP system tracks administrative activities and time. General case status updates are provided to the Agency Information Management and Technology Committee (IMTC) on a monthly basis and actioned as required.

9. Material Privacy Breaches

No material privacy breaches were identified during the reporting period.

10. Privacy Impact Assessments

No Privacy Impact Assessments were completed during the reporting period. However, a major Privacy Impact Assessment was initiated during the reporting period and is now in its final stages.

11. Disclosure pursuant to paragraph 8(2)(m)

During the reporting period, the Agency did not disclose information pursuant to paragraph 8(2)(m) of the Privacy Act.

Appendix A: Statistical Report on the Access to Information Act

Name of institution: Canadian Transportation Agency

Reporting period: 2013-04-01 to 2014-03-31

Part 1 – Requests under the Access to Information Act

1.1 Number of Requests

	Number of Requests
Received during reporting period	30
Outstanding from previous reporting period	3
Total	33
Closed during reporting period	25
Carried over to next reporting period	8

1.2 Sources of requests

Source	Number of Requests
Media	11
Academia	1
Business (Private Sector)	9
Organization	2
Public	7
Total	30

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	1	1	0	0	0	0	0	2
Disclosed in part	1	5	4	5	2	2	0	19
All exempted	0	0	0	0	0	0	0	0
All excluded	0	0	0	0	0	0	0	0
No records exist	1	2	0	0	0	0	0	3
Request transferred	0	0	0	0	0	0	0	0
Request abandoned	0	0	0	0	0	0	0	0
Treated informally	0	1	0	0	0	0	0	1
Total	3	9	4	5	2	2	0	25

2.2 Exemptions

Section	Number of Requests
13(1)(a)	0
13(1)(b)	0
13(1)(c)	0
13(1)(d)	0
13(1)(e)	0
14(a)	0
14(b)	0
15(1) - I.A.Table note 1	0
15(1) - Def.Table note 2	0
15(1) - S.A.Table note 3	0
16(1)(a)(i)	0
16(1)(a)(ii)	0
16(1)(a)(iii)	0
16(1)(b)	0
16(1)(c)	0
16(1)(d)	0
16(2)(a)	0
16(2)(b)	0
16(2)(c)	0
16(3)	0
16.1(1)(a)	0
16.1(1)(b)	0
16.1(1)(c)	0
16.1(1)(d)	0
16.2(1)	0
16.3	0
16.4(1)(a)	0
16.4(1)(b)	0
16.5	0
17	0
18(a)	1
18(b)	0
18(c)	0
18(d)	0
18.1(1)(a)	0
18.1(1)(b)	0
18.1(1)(c)	0
18.1(1)(d)	0
19(1)	16
20(1)(a)	0
20(1)(b)	11
20(1)(b.1)	0
20(1)(c)	6
20(1)(d)	1
20.1	0
20.2	0
20.4	0
21(1)(a)	5
21(1)(b)	7
21(1)(c)	1
21(1)(d)	0
22	0
22.1(1)	0
23	4
24(1)	0
26	0

2.3 Exclusions

Section	Number of Requests
68(a)	0
68(b)	0
68(c)	0
68.1	0
68.2(a)	0
68.2(b)	0
69(1)(a)	0
69(1)(b)	0
69(1)(c)	0
69(1)(d)	0
69(1)(e)	0
69(1)(f)	0
69(1)(g) re (a)	1
69(1)(g) re (b)	0
69(1)(g) re (c)	0
69(1)(g) re (d)	0
69(1)(g) re (e)	0
69(1)(g) re (f)	0
69.1(1)	0

2.4 Format of information released

Disposition	Paper	Electronic	Other Formats
All disclosed	2	0	0
Disclosed in part	14	5	0
Total	16	5	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	8	8	2
Disclosed in part	2234	1669	19
All exempted	0	0	0
All excluded	0	0	0
Request abandoned	0	0	0

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	2	8	0	0	0	0	0	0	0	0
Disclosed in part	10	224	8	1040	1	405	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
Abandoned	0	0	0	0	0	0	0	0	0	0
Total	12	232	8	1040	1	405	0	0	0	0

2.5.3 Other complexities

Disposition	Consultation required	Assessment of fees	Legal advice sought	Other	Total
All disclosed	0	0	0	0	0
Disclosed in part	10	0	0	0	10
All exempted	0	0	0	0	0
All excluded	0	0	0	0	0
Abandoned	0	0	0	0	0
Total	10	0	0	0	10

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
6	1	2	1	2

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	1	3	4
16 to 30 days	0	0	0
31 to 60 days	1	0	1
61 to 120 days	0	0	0
121 to 180 days	0	0	0
181 to 365 days	0	1	1
More than 365 days	0	0	0
Total	2	4	6

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

3.1 Reasons for extensions and disposition of requests

Disposition of requests where an extension was taken	9(1)(a) Interference with operations	9(1)(b) Consultation		9(1)(c) Third party notice
		Section 69	Other
All disclosed	0	0	0	0
Disclosed in part	1	1	6	5
All exempted	0	0	0	0
All excluded	0	0	0	0
No records exist	0	0	0	0
Request abandoned	0	0	0	0
Total	1	1	6	5

3.2 Length of extensions

Length of extensions	9(1)(a) Interference with operations	9(1)(b) Consultation		9(1)(c) Third party notice
		Section 69	Other
30 days or less	1	0	1	1
31 to 60 days	0	0	1	2
61 to 120 days	0	0	4	2
121 to 180 days	0	0	0	0
181 to 365 days	0	1	0	0
365 days or more	0	0	0	0
Total	1	1	6	5

Part 4 - Fees

Fee Type	Fee Collected		Fee Waived or Refunded
	Fee Type	Fee Collected		Fee Waived or Refunded
Number of requests		Amount	Number of requests	Amount
Application	25	$125	5	$35
Search	0	$0	0	$0
Production	0	$0	0	$0
Programming	0	$0	0	$0
Preparation	0	$0	0	$0
Alternative format	0	$0	0	$0
Reproduction	0	$0	0	$0
Total	25	$125	5	$35

Part 5 - Consultations received from other institutions and organizations

5.1 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	9	93	3	35
Outstanding from the previous reporting period	1	106	0	0
Total	10	199	3	35
Closed during the reporting period	9	199	3	35
Pending at the end of the reporting period	1	0	0	0

5.2 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	4	0	1	0	0	0	0	5
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	1	0	0	0	0	0	0	1
Other	3	0	0	0	0	0	0	3
Total	8	0	1	0	0	0	0	9

5.3 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	3	0	0	0	0	0	0	3
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	3	0	0	0	0	0	0	3

Part 6 - 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	1	1
181 to 365	0	0
More than 365	0	0
Total	1	1

Part 7 - Resources related to the Access to Information Act

7.1 Costs

Expenditures	Amount
Salaries	$62,196
Overtime	$537
Goods and Services	$60,026
Professional services contracts	$53,803
Other	$6,223
Total	$122,759

7.2 Human Resources

Resources	Dedicated full-time to ATI activities	Dedicated part-time to ATI activities	Total
Full-time employees	0.00	2.00	2.00
Part-time and casual employees	0.00	0.00	0.00
Regional staff	0.00	0.00	0.00
Consultants and agency personnel	0.00	1.00	1.00
Students	0.00	0.00	0.00
Total	0.00	3.00	3.00

Appendix B: Statistical Report on the Privacy Act

Name of institution: Canadian Transportation Agency

Reporting period: 2013-04-01 to 2014-03-31

Part 1 – Requests Under the Privacy Act

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

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	0	0	0	0	0	0	0	0
Disclosed in part	0	0	0	0	0	0	0	0
All exempted	0	0	0	0	0	0	0	0
All excluded	0	0	0	0	0	0	0	0
No records exist	0	0	0	0	0	0	0	0
Request abandoned	0	0	0	0	0	0	0	0
Total	0	0	0	0	0	0	0	0

2.2 Exemptions

Section	Number of requests
18(2)	0
19(1)(a)	0
19(1)(b)	0
19(1)(c)	0
19(1)(d)	0
19(1)(e)	0
19(1)(f)	0
20	0
21	0
22(1)(a)(i)	0
22(1)(a)(ii)	0
22(1)(a)(iii)	0
22(1)(b)	0
22(1)(c)	0
22(2)	0
22.1	0
22.2	0
22.3	0
23(a)	0
23(b)	0
24(a)	0
24(b)	0
25	0
26	0
27	0
28	0

2.3 Exclusions

Section	Number of requests
69(1)(a)	0
69(1)(b)	0
69.1	0
70(1)(a)	0
70(1)(b)	0
70(1)(c)	0
70(1)(d)	0
70(1)(e)	0
70(1)(f)	0
70.1	0

2.4 Format of information released

Disposition	Paper	Electronic	Other formats
All disclosed	0	0	0
Disclosed in part	0	0	0
Total	0	0	0

2.5 Complexity

2.5.1 Relevant pages processed and disclosed

Disposition of requests	Number of pages processed	Number of pages disclosed	Number of requests
All disclosed	0	0	0
Disclosed in part	0	0	0
All exempted	0	0	0
All excluded	0	0	0
Request abandoned	0	0	0
Total	0	0	0

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	0	0	0	0	0	0	0	0	0	0
Disclosed in part	0	0	0	0	0	0	0	0	0	0
All exempted	0	0	0	0	0	0	0	0	0	0
All excluded	0	0	0	0	0	0	0	0	0	0
Abandoned	0	0	0	0	0	0	0	0	0	0
Total	0	0	0	0	0	0	0	0	0	0

2.5.3 Other complexities

Disposition	Consultation required	Legal Advice Sought	Interwoven Information	Other	Total
All disclosed	0	0	0	0	0
Disclosed in part	0	0	0	0	0
All exempted	0	0	0	0	0
All excluded	0	0	0	0	0
Abandoned	0	0	0	0	0
Total	0	0	0	0	0

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
0	0	0	0	0

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	0	0	0
16 to 30 days	0	0	0
31 to 60 days	0	0	0
61 to 120 days	0	0	0
121 to 180 days	0	0	0
181 to 365 days	0	0	0
More than 365 days	0	0	0
Total	0	0	0

2.7 Requests for translation

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
0	0	0

Part 4 – Requests for correction of personal information and notations

	Number
Requests for correction received	0
Requests for correction accepted	0
Requests for correction refused	0
Notations attached	0

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	0	0	0	0
Disclosed in part	0	0	0	0
All exempted	0	0	0	0
All excluded	0	0	0	0
No records exist	0	0	0	0
Request abandoned	0	0	0	0
Total	0	0	0	0

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	0	0	0	0
16 to 30 days	0	0	0	0
Total	0	0	0	0

Part 6 – Consultations received from other government 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 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
Pending at the end of the reporting period	0	0	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	0	0	0	0	0	0	0	0
Disclose in part	0	0	0	0	0	0	0	0
Exempt entirely	0	0	0	0	0	0	0	0
Exclude entirely	0	0	0	0	0	0	0	0
Consult other institution	0	0	0	0	0	0	0	0
Other	0	0	0	0	0	0	0	0
Total	0	0	0	0	0	0	0	0

6.3 Recommendations and completion time for consultations received from other organizations

Recommendation	Number of days required to complete consultation requests
	1 to 15 days	16 to 30 days	31 to 60 days	61 to 120 days	121 to 180 days	181 to 365 days	More than 365 days	Total
Disclose entirely	0	0	0	0	0	0	0	0
Disclose in part	0	0	0	0	0	0	0	0
Exempt entirely	0	0	0	0	0	0	0	0
Exclude entirely	0	0	0	0	0	0	0	0
Consult other institution	0	0	0	0	0	0	0	0
Other	0	0	0	0	0	0	0	0
Total	0	0	0	0	0	0	0	0

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	$42,341
Overtime	$0
Goods and Services	$6,920
Contracts for privacy impact assessments	$6,920
Professional services contracts	$0
Other	$0
Total	$49,261

8.2 Human Resources

Resources	Dedicated full-time	Dedicated part-time	Total
Full-time employees	0.00	1.00	1.00
Part-time and casual employees	0.00	0.00	0.00
Regional staff	0.00	0.00	0.00
Consultants and agency personnel	0.00	0.00	0.00
Students	0.00	0.00	0.00
Total	0.00	1.00	1.00

Appendix C: Supplementary Statistical Reporting

Previously released ATI package released informally

Institution	Number of informal releases of previously released ATI packages
Canadian Transportation Agency	32

Completed Privacy Impact Assessments (PIAs)

Institution	Number of Completed PIAs
Canadian Transportation Agency	0

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	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 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	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 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

Appendix D: Delegation of Authority

Canadian Transportation Agency

Delegation of Authority

Access to Information and Privacy and Data Protection

In accordance with section 73 of the Access to Information Act and the Privacy Act, I hereby order that the persons appointed to the positions identified in the attached Delegation Orders, including the persons authorized to act for the said persons in their absence, be authorized to exercise or perform any of the powers, duties or functions that are specified in the Delegation Orders.

Geoffrey C. Hare

Chairman and Chief Executive Officer

Date: June 15, 2009

Table 1 : Delegation of Authority - Access to Information

Action	Section of the Access to Information Act	Authority Delegated to
		General Counsel	Access to Information and Privacy Coordinator
1. Notice where access requested give written notice to the requester as to whether or not access to records or parts thereof will be given	7(a)	(Not delegated)
2. Transfer to another institution transfer a request to another government institution with a greater interest	8(1)	X	X
3. Extension of time limits extension of time limits and giving notices to requester and Information Commissioner	9	X	X
4. Additional fees assessing additional fees chargeable under the AIA and Section 7 of the regulations, notification to requester, waiving of fees	11(2)(3)(4)(5)(6)	X	X
5. Language of access determining if it is in the public interest to translate records requested in a particular official language	12(2)	X	X
6. Access in an alternative format determining if the giving of access in an alternative format to a person with a sensory disability is necessary and reasonable	12(3)	X	X
7. Invoking exemptions determining whether or not to invoke the following exemptions to refuse access and exercising discretion where appropriate:		(Not delegated)
a) information obtained in confidence	13
b) federal-provincial affairs	14
c) international affairs and defence	15
d) law enforcement and investigations	16
e) safety of individuals	17
f) economic interests of Canada	18
g) personal information	19
h) third party information	20
i) advice	21
j) testing procedures, tests and audits	22
k) solicitor-client privilege	23
l) statutory prohibitions	24
8. Severance determining if exempt information can reasonably be severed from otherwise releasable information	25	(Not delegated)
9. Information to be published determining whether to refuse to disclose information that will be published within 90 days of the request	26	(Not delegated)
10. Third party notification written notice to third parties of intent to disclose information that relates to them and extend time limits	27(1)(4)	X	X
11. Third party notification - representations review third party representations and decide whether or not to disclose records and give written notice of the decision to the third party and waive requirement to submit representations in writing	28(1)(2)(4)	(Not delegated)
12. Disclosure on recommendation of the Information Commissioner written notification to the requester and third party(s) regarding the decision to disclose following a recommendation by the Information Commissioner	29(1)	(Not delegated)
13. Advise Information Commissioner of third party involvement advise the Information Commissioner of any third party that was notified under subsection 27(1), or would have been notified if the Agency had intended to disclose the record	33	X	X
14. Right to make representations make representations to the Information Commissioner in the course of an investigation of a complaint	35(2)	ATIP Coordinator, General Counsel, Counsel and program staff may provide information in the course of an investigation.
15. Notice to Information Commissioner of action taken or proposed where appropriate, provide notice to the Commissioner of any action taken or proposed to be taken to implement recommendations, or reasons why no such action will be taken	37(1)(b)	(Not delegated)
16. Access to be given to complainant where decision was made to provide access, provide access	37(4)	X	X
17. Notice to third party (application to Federal Court for review) upon being given notice of an application to Federal Court for review under section 41 or 42, give written notice of the application to third party(s)	43(1)	X
18.Notice to applicant (application to Federal Court by third party) give written notice of the application to requester	44(2)	X
19. Special rules for hearings for an application under section 41 or 42 relating to refusal to disclose (or appeal) by reason of 13(1)(a) or (b) or 15 (international affairs or defence), the institution concerned can request that the application can be heard and determined in the National Capital Region, and can request to make representations ex parte	52(2)(3)	X
20. Exempted information severed from manuals decision to refuse to disclose parts of manuals in accordance with exemption criteria	71(2)	(Not delegated)
21. Annual Report submit Annual Report to Parliament	72(1)	(Not delegated)
22. Responsibilities under sections 6 and 8 of the Access to Information Regulations:	77
subsection 6(1): consent to process an access request transferred from another government institution within time limits set out in the AIA.		X	X
subsection 8(1): determining that the requester's preference for copies is not practical pursuant to 8(1)(a)(b) and that records must be examined		X	X
subsection 8(2): determining that the requester's preference for examining records is not practical pursuant to 8(2)(a)(b) and that copies will be provided		X	X
subsection 8(3): provide reasonable facilities and time for examination and ensure fees have been paid		X	X

 

Table 2: Delegation of Authority - Privacy

Action	Section of the PrivacyAct	Authority Delegated to
		General Counsel	Access to Information and Privacy Coordinator
1. Disclosure of personal information authorize the disclosure of personal information for research purposes and in the public interest or the interest of the individual	8(2)(j)(m)	(Not delegated)
2. Requests from investigative bodies retain a copy of the requests and the disclosed records	8(4)		X
3. Notify Privacy Commissioner of 8(2)(m) disclosures notify Commissioner of public interest disclosures and disclosure which would clearly benefit individuals to whom the information relates	8(5)	(Not delegated)
4. Retain record of disclosures retain a record of use or disclosure of personal information where the use or disclosure is not included in InfoSource, and attach the record to the personal information	9(1)		X
5. Notify Privacy Commissioner of consistent use notify Commissioner of consistent use or disclosure where the use or disclosure is not included in InfoSource and update in next publication	9(4)	(Not delegated)
6. Include personal information in Personal Information Banks include all personal information under the control of the Agency in Personal Information Banks	10		X
7. Respond to requests for access give written notice to requesters, who are not Agency employees or their agents, as to whether or not access to the records will be given and provide access if access is to be given give written notice to requesters, who are Agency employees or their agents, as to whether or not access to the records will be given and provide access if access is to be given	14	X
8. Extension of time limits extend time limits for responding to requests for access	15	X	X
9. Language of access decide whether to translate information	17(2)(b)	X	X
10. Access in an alternative format determine if the giving of access in an alternative format to a person with a sensory disability is necessary and reasonable	17(3)(b)	X	X
11. Exempt banks Refuse to disclose information contained in an exempt bank	18(2)	(Not delegated)
12. Invoking exemptions: determine whether or not to invoke the following exemptions, for requests not filed by Agency employees or their agents, to refuse access and exercising discretion where appropriate:		X
a) personal information obtained in confidence	19(1)(2)
b) federal-provincial affairs	20
c) international affairs and defence	21
d) law enforcement and investigation	22
e) information prepared by an investigative body for security clearances	23
f) information collected by the Canadian Penitentiary Services, National Parole Services or National Parole Board	24
g) safety of individuals	25
h) personal information about other individuals	26
i) solicitor-client privilege	27
j) medical records	28
13. Receive notice of investigations receive notice of investigations by the Privacy Commissioner	31	X
14. Right to make representations make representations to the Privacy Commissioner during investigation	33(2)	ATIP Coordinator, General Counsel, Counsel and program staff may provide information in the course of an investigation.
15. Privacy Commissioner's Report receive Commissioner's report of findings, give notice of action taken	35(1)	X
16. Access to be given to complainant give complainant access to information after 35(1)(b) notice	35(4)	X	X
17. Review of exempt banks receive Commissioner's findings of investigation of exempt bank	36(3)	(Not delegated)
18. Compliance investigation receive report of Privacy Commissioner's findings after compliance investigations of sections 4 to 8	37(3)	(Not delegated)
19. Special rules for hearings request that Section 51 court hearings be held in NCR	51(2)(b)	X
20. Representations in hearings request and be given right to make representations in Sec. 51 hearings	51(3)	X
21. Annual Report submit Annual Report to Parliament	72(1)	(Not delegated)
22. Responsibilities under sections 9, 11, 13 and 14 of the Privacy Regulations	77
section 9: provide reasonable facilities and time for examination of information		X	X
subsection 11(2): upon receipt of Correction Request Form, provide notification to individual that correction has been made and provide notifications in 11(2)(b) and (c)		X
subsection 11(4): where a request for correction is refused, attach notification to the personal information that a correction was refused and provide notifications in 11(4)(b)(c) and (d)		X
subsection 13(1): authorize the disclosure of medical records to a qualified medical practitioner or psychologist for opinion as to whether disclosure would be contrary to the best interests of the individual		X