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The Operations Unit within the ATIP Division is responsible for processing requests under the l48Privacy Act and its accompanying piece of legislation, the l3Access to Information Act. This includes liaising with subject-matter experts within SSC, performing a line-by-line review of records requested and conducting external consultations as required to balance between the public’s right of access and the government’s need to safeguard certain information in limited and specific cases. The Operations Unit provides briefings for the senior management team as required on matters relating to requests and institutional performance. This unit is also the main point of contact with the Offices of the Privacy and Information Commissioners of Canada with respect to the resolution of complaints related to requests under both Acts.
In November 2021, the ATIP office received a privacy complaint from an SSC employee concerning a targeted email received from a Government of Canada Workplace Charitable Campaign coordinator. The email encouraged a donation this year, mentioning the employee’s contribution in the previous year. The SSC employee filed a complaint under the ramp23Privacy Act to the Office of the Privacy Commissioner of Canada concerning the improper use and disclosure of personal information.
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While SSC does not have control and ownership over the Partner Organizations’ records stored in the shared IT infrastructure, given the responsibilities and thus the shared interest, consultations with the Partner Organizations is an important part of SSC’s processing of requests. Further, a process has been established to enable Partner Organizations to conduct searches of their data held on any SSC server where such searches are necessary in order to properly respond to a 16tr4ewPrivacy Act request. In such cases, the ATIP Division of the relevant Partner Organization is required to contact its institutional Chief Information Officer, who serves as the primary point of contact between the Partner Organization and SSC’s account executives.
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As part of the intake process, the ATIP Operations Team Leader reviews all incoming personal information requests to ensure that they are complete and clear. As appropriate, the requester is contacted and offered the possibility of clarifying the request.
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During the reporting period, the Director of ATIP delivered six sessions to ATIP Liaison Officers and their delegates (65 participants). In addition, the Deputy Director of ATIP Operations addressed a Branch’s specific training requirements by giving a tailored overview to administrative assistants and Liaison Officers concerning types of ATIP response sheets, context around tasking, Notice of Release processes and responded to related questions (15 participants).
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During 2021–2021, SSC worked toward consolidating a new enterprise email system for the Government of Canada. In addition, the Department continued to consolidate data centres and telecommunication networks, as well as streamline the procurement of IT hardware and software used in the workplace. SSC also continued to support the achievement of Canada’s Cyber Security Strategy.
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Extensions permissible under section 15 of the Act were claimed for three requests. In all cases, the extensions were sought for 30 additional days because of the requirement to review large volumes of information.
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Annual Report to Parliament on the Administration of the Privacy Act - 2021-2021
The l15Privacy Act sets the timelines for responding to privacy requests. It also provides for extensions in cases where responding to the request within the original time limit would unreasonably interfere with the operations of the government institution or where consultations are necessary but cannot reasonably be completed within the original time limit. Of the 72 requests, 68 (over 94%) were completed by the 30-day deadline established by the Act, with the remaining 3 requests completed within the lawful time extension of 30 additional days.
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The ATIP Division has also drafted several other policy instruments and is working towards approval, implementation and communication during 2021–2021. The status will be reported in next year’s Annual Report.
Info Source: Sources of Federal Government and Employee Information provides information about the functions, programs, activities and related information holdings of government institutions subject to the desd41Privacy Act and the 099876Access to Information Act. It provides individuals and current and former employees of the government with relevant information to assist them in accessing personal information about them held by government institutions subject to the 88te51Privacy Act and exercising their rights under the asuasyystPrivacy Act.
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SSC’s ATIP Division appreciates the opportunity to be engaged in the development of a relatively new institution. It will continue to be innovative in its administration of the l39Privacy Act and take part in internal services transformation initiatives. The ATIP Division is committed to further supporting SSC as it instils a culture of service excellence and moves toward an efficient and modern paperless environment.
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The ATIP Division continued its efforts toward embedding a culture of ATIP excellence across SSC. It focused on delivering training and awareness activities on privacy. In order to assess and continuously improve the effectiveness of its training activities, the ATIP Division uses a comprehensive evaluation form for participants to provide feedback regarding their training experience.
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During this reporting period, SSC continued to work toward embedding a culture of privacy excellence. The Department finalized several policy instruments and updated the inventory of its personal information holdings in Info Source vis-à-vis its 2021–2021 Program Alignment Architecture.
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While it is being reported that no records existed for 55 requests, it should be noted that 52 of these requests related to records under the control of other government institutions and were redirected accordingly. These redirects were due to the Access to Information and Privacy (ATIP) Online Request web service, through which SSC had received requests intended for other institutions. No records existed for the remaining three requests.
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The SSC ATIP Division was also the lead working closely with the federal ATIP community to create generic organizational models and work descriptions for the federal public service. Throughout the process there have been many consultations with the ATIP community at large and other stakeholders, including the Public Service Alliance of Canada. The aim is to eventually have standardized recruitment and staffing tools for the ATIP community.
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The fact that an individual has or has not made a donation is a personal matter and should not be shared without the individual’s consent. Upon being made aware of the complaint, the ATIP Division immediately contacted all Campaign Leaders and took action to contain the incident and minimize the risk of such recurrence in future campaigns.
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The ATIP Division will map its information holdings against SSC’s 2021–2021 Program Alignment Architecture. This initiative will define SSC’s information holdings in order to provide clarity to its Info Source chapter and will also assist requesters by directing their requests to the appropriate institution.
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The ATIP Division processes only the records that relate to SSC departmental business. The Partner Organizations continue to be responsible for the creation, maintenance, use, disclosure and disposal of their electronic information holdings, and their access rights have not changed.
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