Report 22 - Access to Information Review Task Force

ACCESS TO INFORMATION REVIEW SURVEY OF ATI UNITS

ANNEX 1

QUESTIONNAIRE

Introduction

The Access to Information Review Task Force (hereafter the “Task Force”) has contracted the services of Yvon Gauthier Info-Training to conduct a collection of information regarding the issues noted below.

1) To develop data on the users of the legislation
2) To note the criteria which Access Coordinators believe could identify frivolous and vexatious or abusive requests
3) To assess the mechanisms in place to raise awareness of ATI and educate senior management and other employees about their roles and responsibilities in relation to the ATI Act.
4) To identify the steps involved in the processing of access requests
5) To identify the factors that could affect the complexity of access requests
6) To assess the ATI staff’s position within the given institutions

We have selected a sample of departments and agencies representing the different levels of ATI activities. In order to provide the Task Force with information regarding the noted issues, we have prepared a questionnaire and would ask that you take some time to answer each question to the best of your ability.

Questionnaire:

1) To prepare a profile of the users of the legislation

1.1 What are the categories of requesters who use the Access to Information Act to gain access to records in your department or agency? (ie. media, business, political party, etc…)

1.2 For Fiscal Year 1999, what percentage of requests originated from each of the noted categories? Have these percentages changed much over the last five years?

1.3 For Fiscal Year 1999, what was the approximate volume, in numbers of pages reviewed, for each of the noted categories?

1.4 Can you identify how many requesters you had in each category? (taking into consideration requesters making more than one request)

1.5 How many complaints did you receive last year? Can you identify how many requests were the subject of a complaint? (taking into consideration requests which result in multiple requests) Can you identify how many requesters complained?

2) To identify the criteria which Access Coordinators believe could identify frivolous and vexatious or abusive requests

2.1 What criteria do you think could be used to identify frivolous, vexatious or abusive requests?

2.2 Please provide a short explanation as to why these criteria were chosen.

3) To assess the mechanisms in place to raise awareness of ATI and educate senior management and other employees about their roles and responsibilities in relation to the ATI Act.

3.1 What mechanisms (training, information sessions, policies, guidelines) are in place within your department or agency to inform and encourage employees to adhere to the terms and spirit of the Act? How often are employees or senior management invited to take part in training and/or information sessions?

3.2 Does your institution ask Offices of Primary Responsibility (OPI) to propose the application of exemptions to requested information? If so, about how often are they correct in their proposals?

3.3 How would your categorize Senior Management’s involvement in ATI issues and requests?
a) very involved b) moderate involvement c) little involvement d) no involvement

3.4 On average, how often are ATI issues brought to the attention of the Senior Management Committee? Does the ATI Coordinator and/or his staff participate regularly in meetings with upper management regarding ATI questions and/or issues?

3.5 What are the criteria used in determining whether or not a request or ATI issue is to be brought to the attention of the Senior Management Committee and/or upper management?

3.6 What reporting mechanisms are in place within your department or agency?

4) To identify the steps involved in the processing of access requests

4.1 Every department and agency has developed their own procedures to process requests. Identify and include a brief description of each step taken by your department or agency in processing a typical request.

Example: Retrieval of records – program staff are sent a memo requesting that all relevant information be retrieved, photocopied and sent with recommendations to the ATI unit within seven (7) days of the date on the memo. Should the program staff feel that the retrieval of records will take more than 5 hours, they are asked to estimate the amount of time necessary to retrieve the relevant records and forward that estimate to the ATI unit ASAP.

4.2 Who are the principal actors involved in the approval process of release packages for non-sensitive and sensitive requests? Briefly describe the roles of each and their place within the approval process for both non-sensitive and sensitive requests.

4.3 How much time is typically spent on the approval of both non-sensitive and sensitive requests?

4.4 What types of tools or resources are used to help manage and process requests? Briefly assess the
contribution of each of these.

5) To identify the factors that affect the complexity of access requests

5.1 What are the factors that affect the complexity of typical access requests processed in your department or agency? Include an explanation as to why the noted factors, individually and/or grouped, add to the complexity of a request.

5.2 Rank from most to least the noted factors that you consider affect the complexity of requests processed in your department or agency.

5.3 Define what are considered low, medium and high complexity requests for your department or agency. What percentage of all requests received by your department or agency would fall within the ‘low, medium and high complexity ranges?

5.4 Is there a category of user that presents the most complex requests?

6) To assess the ATI staff’s position within the given institutions

6.1 What is the delegation of authority in place within your department or agency for the processing of access requests?

6.2 Where is the ATI unit or office located within the organization chart of your department or agency?

6.3 How many steps separate the ATI unit or office from senior management (ADM and DM) within your department or agency?

6.4 What are the position titles, job classifications and levels of the ATI coordinator, ATI analysts and ATI support staff?

6.5 Without naming individuals specifically, what are the professional origins and the typical career paths of ATI analysts working in your department or agency? When ATI analysts leave your unit, what type of position do they usually move to? (Example: ATI in another department, administration, etc.)

6.6 What is the professional origin and typical career path of the present and past ATI coordinators occupying or having occupied this position within your department or agency? **please note that the information provided will be depersonalized with no link to a specific department or agency in the
reporting stage of this project**

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