Assistant Deputy Ministers Advisory Committee - Highlights of Meetings

December 8, 2000

Introduction:

• The meeting began with a presentation on the structure, timelines and terms of reference of the Access to Information Review Task Force. The role of the ADM Advisory Committee was summarized as providing advice and suggestions on the work of the Task Force, and acting as a sounding board for ideas and proposals internal to the federal government.

• General information material provided to the Committee members included: the press release announcing the Task Force; the terms of reference for the Task Force; the terms of reference for the ADM Advisory Committee; a listing of the members of the Advisory Committee and the Task Force; the Information Commissioner's Annual Report for 1999-2000; the Access to Information Act; and an article published in the summer 2000 edition of the Canadian Military Journal entitled 'Force for Change or Agent of Malevolence? The Effect of the Access to Information Act in DND'. In addition to these documents a compendium of previous proposals and recommendations for reform of the Access to Information framework including the 1986 Parliamentary review, the Information Commissioner Reports and the Bryden Bill was also provided.

• Morris Rosenberg, Deputy Minister of Justice, and Frank Claydon, Secretary of the Treasury Board, to whom the Task Force reports, were invited to discuss with the Committee the objectives and the challenges of the Task Force, and the role that the Committee should play. They underlined the importance of the exercise, summarized the challenges faced by the Task Force, and acknowledged some of the concerns in the public service about implementing access to information. They encouraged Committee members to "think outside of the box", to develop practical ideas for improving the access process, and to play an active role in building upon the synergy that exists with other current government initiatives and policies.
  

Discussion:

• The members of the Committee were unanimous in their support of the principles underpinning the Access to Information Act. They recognized the need to update the Act and its administration in light of the evolution of key changes over the last 17 years. These include changes in government structures and ways of operating, information technology, evolution in the profile of ATI users, and in the aspirations of Canadians.

• Committee members also raised concerns with respect to the challenge of responding to the increasingly onerous impacts of ATI requests; the need for a "safe space" for public servants to do their work of developing and advising the government on policy and program issues and options; and the need to reconcile/balance these concerns with the shared objective of improving the openness and transparency of government.

• The Committee recommended that appropriate linkages be made between access to information and a number of government policies and initiatives such as: Government On-Line; Results for Canadians; Service to Canadians; Citizens Involvement in Policy Design; Risk Management Initiative; the Government Communication Policy; and the Management of Government Information Holdings Policy.

• The Committee was very supportive of the approach proposed by the Task Force to undertake their work. The Task Force proposed to build upon best practices within government and in other jurisdictions to make access to government information easier and more effective, and adopt an integrated approach to developing recommendations that are practical and sustainable, and would lead to swift implementation by the government.

• Properly defining the issues and the scope of the work of the Task Force was seen as critical to ensure success. The Committee was of the view that some of the greatest gains could be made in the areas of records management, proactive disclosure, and improved processing of requests. Leadership was acknowledged to be an important factor in improving access generally.

• The Committee recommended that the overall problématique for the purpose of research and consultation be defined as:

  How to modernize access to federal government information in a way that promotes open and effective government and an informed citizenry in a knowledge society, while respecting the principles of privacy, ministerial responsibility, Canada's commitments, and the need for full discussion of issues in the public service and frank advice to Ministers.

• The Committee raised the importance of having accurate statistical information to document direct and indirect costs and the evolution of the volume of demand and by various types of requests and requestors. It was agreed that the recent 'TBS Cost Study on Access to Information' would be forwarded to all Committee members.

• The Committee members were also interested in participating in pilot projects and studies including advancing the proactive release of government information, designing virtual reading rooms, and creating an electronic mechanism for access requests.
  

Next Steps/Follow-Up:

• The Committee will normally meet once a month. The next meeting will be scheduled in January 2001. It was agreed that the Task Force would:
  • forward a copy of the TBS Cost Study on Access to Information released in November 2000 to all members;
  • prepare a schematic of the relationship of the Access to Information Act to other relevant Acts;
  • complete additional analysis on access costs throughout the government; and,
  • prepare a chronology of events leading up to the Access to Information Act in 1983.
    

Assistant Deputy Ministers Advisory Committee - Highlights of Meetings