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Home Community [Access to Information] [Privacy] Digital Services Reporting Judy Booth Award FR

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Access to Information

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ATI Request Processing

Guidance

Notices


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Message to the Community

Sent on behalf of Ruth Naylor, Executive Director, Information and Privacy Policy Division, Treasury Board of Canada Secretariat

Colleagues:

With the passage of Bill C-58, we recommend that heads of institutions sign new orders delegating their powers, duties and functions under the Access to Information Act (ATIA) and Privacy Act to officials. In cases where institutions have separate delegation orders for powers, duties and functions under the ATIA and Privacy Act, both delegation orders should be updated for the reasons discussed below.

Once a delegation order is signed, it remains in force until it is revoked, replaced or modified. Best practice indicates that a delegation order should be updated when the circumstances surrounding the delegation have changed in order to reflect the new responsibilities for the administration of the ATIA and Privacy Act. The naming of a new head (such as a Minister) and passage of new legislation are examples of such changes in circumstances.

Updates to delegation orders to reflect recent changes to the ATIA and Privacy Act

Institutions should consider the following when updating their institution’s delegation orders:

  • The sections of the ATIA and Privacy Act under which a head can delegate has changed with the coming-in-to-force of Bill C-58. Whereas prior to June 2019 a head was permitted to delegate (or designate) his or her responsibilities under section 73 of both the ATIA and Privacy Act, this authority is now in subsection 95(1) for the ATIA and in subsection 73(1) for the Privacy Act and specifies the use of the word “delegate”. When your institution next updates its delegation order, this change should be reflected in the revised order.
  • Heads of institutions that have entered into service-sharing agreements with another institution under subsection 96(1) of the updated ATIA and subsection 73.1(2) of the Privacy Act, are authorized to delegate their responsibilities to one or more officers or employees of the other government institution, pursuant to subsection 95(2) of the ATIA and 73(2) of the Privacy Act.
  • Some delegates may need authorities under the ATIA and Privacy Act as they existed prior to the coming-into-force of Bill C-58 to support the resolution of complaints made to the Information Commissioner before June 21, 2019, to the extent that such complaints are be resolved under the legislation as it existed prior to the coming-into-force of Bill C-58. It is recommended that existing delegation orders be updated to give clear authority to exercise all powers, duties and functions of the head of an institution as they existed prior to June 21, 2019 to individuals within the institution (or within another institution that is providing services to the institution under section 96), to be exercised with respect to any complaint, investigation, application, judicial review or appeal that was initiated before June 21, 2019. <a href="https://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=12453">Appendix B</a> of the existing <a href="https://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=12453">Policy on Access to Information</a> stipulates which powers, duties and functions could be delegated as they existed in the ATIA prior to the 2019 consolidation. The Policy and Appendix will be updated in the coming months.
  • Please note that there are procedural changes made by Bill C-58 that apply to complaints received by the Information Commissioner both on or before June 21, 2019 and afterwards, including changes to third party notification requirements at the report stage. Under the repealed section 29, a head was required to notify third parties of the head’s intention to follow a recommendation of the Information Commissioner to release third party information. Following Bill C-58 changes, this information will now be conveyed in the Information Commissioner’s final report under paragraph 37(3), regardless of when the complaint was received (either on, before or after the coming-into-force of Bill C-58). The Information Commissioner is also responsible for providing third parties with details of their right to apply to the Federal Court under section 41 and the applicable timelines. Implementation Notice 2020-01 was issued on January 30, 2020 to provide further clarification on the procedural steps involving third party notification.

Thank you for your ongoing contribution to making government more open and transparent for Canadians.



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