Mr. Speaker, with regard to questions (a), (b), (c) and (e), the Treasury Board of Canada Secretariat, or TBS, collects data for each fiscal year from each institution subject to the acts on the number of requests received, closed, outstanding, carried over, abandoned and responded to according to the legislative timeline of 30 days and extensions taken, broken down by length of time taken: 30 days or less, 31 to 60 days, 61 to 120 days, 121 to 180 days, 181 to 365 days or more than 365 days. It collects data on the amount of time required to close requests: 0 to 30 days, 31 to 60 days, 61 to 120 days or 121 days or more. It also collects data on the number of requests that were closed beyond legislated timelines where an extension or no extension was taken.
TBS publishes a summary of this information annually in the access to information and privacy statistical report, as well as datasets that contain all the statistical data reported by all institutions, broken down by institution, at https://www.canada.ca/en/treasury-board-secretariat/services/access-information-privacy/statistics-atip.html. The information requested in parts (a), (b), (c) and (e) can be found, calculated and compared from year to year based on the published datasets. Institutions also individually report this information to Parliament in their annual reports on the Access to Information Act and Privacy Act, which institutions table in Parliament and publish online each fall.
The latest available data is for fiscal year 2021-22, from April 1, 2021, to March 31, 2022. Data for fiscal year 2022-23 is expected to be collected by the end of September 2023 and published by December 31, 2023.
With regard to question (e), the dataset for the supplemental statistics for the 2021-22 fiscal year is also included at the link provided above, which includes information regarding requests that are still open as of March 31, 2022, divided by the year they were received. Therefore, all requests received in fiscal year 2015-16 and before under the column “Open Requests Within Legislated Timelines” are guaranteed to have been issued an extension of longer than 5 years.
TBS proactively makes the information sought in the above question publicly available every year towards the end of the calendar year.
With regard to question (d), TBS provides policies and directives as guidance to all institutions on all aspects of access to information and privacy. However, access to information and privacy, or ATIP, offices are responsible for ensuring that when processing requests, every possible effort is made to ensure that the requester really wants to abandon their request before closing it.
The definition provided to institutions for an abandoned request is as follows. A request is considered abandoned when the requester formally withdraws it, the required fees are not received within the timeline specified by the institution in a notice or the requester does not respond to a notice indicating that the request will be closed if they do not provide clarification within the specified timeline.
In order for a request to be processed, the requester must submit a request for access to a record “in writing to the government institution that has control of the record and shall provide sufficient detail to enable an experienced employee of the institution to identify the record with a reasonable effort”, as prescribed by section 6 of the Access to Information Act, accompanied by an application fee of five dollars, as prescribed by paragraph 11(1)(a) of the Access to Information Act and paragraph 7(1)(a) of the access to information regulations. Should these conditions not be met, institutions write to the requester seeking either the additional information or the application fee, setting a deadline for these to be provided. If the requester does not provide the missing information or fee in the prescribed time, the request is abandoned.