Table of contents


Introduction

The Access to Information Act gives Canadian citizens the right to access information in federal government records.

This report is prepared pursuant to the provisions of section 94 of the Access to Information Act, which states that “every year the head of every government institution shall prepare a report on the administration of this Act within the institution during the period beginning on April 1 of the preceding year and ending on March 31 of the current year.” Moreover, this particular report is being prepared in the capacity of the Minister of Environment and Climate Change as the head of the Historic Sites and Monuments Board of Canada (HSMBC).

Under the Historic Sites and Monuments Act, the HSMBC is the statutory advisory body to the Minister of Environment and Climate Change on the national historic significance of places, people, events and other phenomena in Canadian history. The Government of Canada has designated over 2,100 subjects of national historic significance on the advice of the HSMBC since its inception in 1919. The HSMBC is also responsible for providing advice on the designation of heritage railway stations under the Heritage Railway Stations Protection Act and on the designation of heritage lighthouses under the Heritage Lighthouse Protection Act.

The Indigenous Affairs and Cultural Heritage Directorate of Parks Canada (the Directorate), offers secretariat services to the HSMBC and receives approximately 1,000 queries annually from the public, MPs, media and heritage organizations across Canada related to the designation process, information about the HSMBC and previous HSMBC deliberations. The Directorate also processes and responds to about 30 nominations for subjects of possible national historic significance each year. It also administers the Heritage Railway Stations Protection Act, the National Program for the Grave Sites of Canadian Prime Ministers and the Heritage Lighthouse Protection Act.

Two Parks Canada officials assume full delegated authority in relation to the Access to Information Act as it relates to the HSMBC, including the Vice-President, Indigenous Affairs and Cultural Heritage Directorate and the Director, Heritage Designations and Programs.

This report will be tabled in Parliament pursuant to the provisions of section 94 of the Access to Information Act.


The organization of the Directorate and access to information requests

Officials of the Directorate, acting on behalf of the HSMBC, handle a relatively low number of requests received under the Access to Information Act.

Access to information requests are typically received by the Director, Heritage Designations and Programs. The Director processes requests made under the Act; provides strategic advice on the interpretation and application of the Act; provides advice on the collection, use and disclosure of personal information; conducts information sessions regarding the Act; ensures the statutory obligation to abide by the Act’s deadlines; and prepares the annual report for submission to Parliament by the Minister of Environment and Climate Change.

Once a request is received, the Director works with the Manager, Heritage Designations, and their team to locate and retrieve records that have been requested under the Act; identifies information that is sensitive or personal in nature; if necessary, proceeds to consultations with other Directorates within Parks Canada in order to retrieve necessary information; and, if required, seeks guidance from Parks Canada’s Access to Information and Privacy Office. The final release package is reviewed by the Manager and Director and released to the requester. Data for reporting purposes is collected by the Directorate throughout the process.


Access to Information Act delegation order

The Access to Information Act Delegation Order is attached.


Highlights of the Statistical Report

The Statistical Report submitted on behalf of the HSMBC to the Treasury Board of Canada Secretariat (TBS) for the period of April 1, 2019 to March 31, 2020 is attached.

Because the majority of information requests from the public, media, scholars, businesses and heritage organizations are related to publicly available information and submitted directly to the Directorate, very few requests are submitted under the Access to Information Act. In 2019-2020 no requests were received under the Access to Information Act.

Timelines

Given the lack of requests, no extensions were required.

Trends

In both 2013-2014 and 2014-2015, there were no requests for information presented. In 2015- 2016 and 2016-2017 significant resources had to be mobilized in order to respond adequately to a low number of requests which involved thousands of pages of documents, well over the threshold described as a large number of records in the Access to Information Manual. This had a substantial impact on daily business activities for weeks at a time and has prompted discussions with Parks Canada’s Access to Information and Privacy (ATIP) Office to consider the use of the Agency’s existing processes and reporting requirements to meet the HSMBC’s ATIP responsibilities.

Over the past 7 years (2013-2014 to 2019-2020), the HSMBC has received and completed eight access to information requests:

  • Six of these requests originated from academia and two from the public.
  • Three requests were completed within 30 days, two within 60 days and three were completed within 120 days.
  • The average number of pages disclosed is 440 pages, excluding a 29,811-page disclosure in 2016-2017.
  • All information requests were released in an electronic format.
  • Five requests were partially disclosed. Exemptions were used on some content, the majority of which was under section 19 (1), but also included exemptions under sections 18 (a), 20 (1), 21 (1) (a) and 23.
  • The average cost per year to process access to information requests is $5,800 and requires 0.08 full-time employees per year dedicated to information activities.

Training and awareness

No training or awareness activities took place during this period.


Policies, guidelines, procedures and initiatives

Given the small number of requests and their infrequent nature, the HSMBC has not instituted any new or revised institution-specific policies, guidelines, procedures or initiatives above those already available from TBS. All of the HSMBC’s information holdings are accessible to the public upon release by the Minister of Environment and Climate Change. Access to the material is encouraged through informal mechanisms such as e-mail, the HSMBC website, and telephone messaging.


Summary of key issues and actions taken on complaints or audits

The HSMBC did not receive any complaints and no audits or investigations were concluded in 2019-2020; there are no issues to report in this regard.


Monitoring compliance

All Directorate officials with management responsibilities related to the HSMBC (supervisors, managers and directors) are advised of the work hours dedicated to the completion of all access to information requests. With the exception of the production of this report, there were no hours dedicated to ATIP in 2019-2020.


Statistical report on the Access to Information Act

Name of institution:
Historic Sites and Monuments Board of Canada
Reporting period:
2019-04-01 to 2020-03-31

Section 1: Requests under the Access to Information Act

1.1 Number of requests
Number of Requests
Received during reporting period 0
Outstanding from previous reporting period 0
Total 0
Closed during reporting period 0
Carried over to next reporting period 0

1.2 Sources of requests
Source Number of Requests
Media 0
Academia 0
Business (private sector) 0
Organization 0
Public 0
Decline to Identify 0
Total 0

1.3 Informal requests
Completion time
1 to 15 Days 16 to 30 Days 31 to 60 Days 61 to 120 Days 121 to 180 Days 181 to 365 Days More Than 365 Days Total
0 0 0 0 0 0 0 0
Note: All requests previously recorded as “treated informally” will now be accounted for in this section only.

Section 2: Decline to act vexatious, made in bad faith or abuse

Number of Requests
Outstanding from previous reporting period 0
Sent during reporting period 0
Approved by the Information Commissioner during reporting period 0
Declined by the Information Commissioner during reporting period 0
Carried over to next reporting period 0
Total 0

Section 3: Requests closed during the reporting period

3.1 Disposition and completion time
Disposition of Requests Completion Time
1 to 15 Days 16 to 30 Days 31 to 60 Days 61 to 120 Days 121 to 180 Days 181 to 365 Days More Than 365 Days Total
All disclosed 0 0 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0 0 0
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0
No records exist 0 0 0 0 0 0 0 0
Request transferred 0 0 0 0 0 0 0 0
Request abandoned 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0

3.2 Exemptions
Section Number of RequestsSection Number of RequestsSection Number of RequestsSection Number of Requests
13(1)(a) 0 16(2) 0 18(a) 0 20.1 0
13(1)(b) 0 16(2)(a) 0 18(b) 0 20.2 0
13(1)(c) 0 16(2)(b) 0 18(c) 0 20.4 0
13(1)(d) 0 16(2)(c) 0 18(d) 0 21(1)(a) 0
13(1)(e) 0 16(3) 0 18.1(1)(a) 0 21(1)(b) 0
14 0 16.1(1)(a) 0 18.1(1)(b) 0 21(1)(c) 0
14(a) 0 16.1(1)(b) 0 18.1(1)(c) 0 21(1)(d) 0
14(b) 0 16.1(1)(c) 0 18.1(1)(d) 0 22 0
15(1) 0 16.1(1)(d) 0 19(1) 0 22.1(1) 0
15(1) - I.A.* 0 16.2(1) 0 20(1)(a) 0 23 0
15(1) - Def.* 0 16.3 0 20(1)(b) 0 24(1) 0
15(1) - S.A.* 0 16.4(1)(a) 0 20(1)(b.1) 0 26 0
16(1)(a)(i) 0 16.4(1)(b) 0 20(1)(c) 0
16(1)(a)(ii) 0 16.5 0 20(1)(d) 0
16(1)(a)(iii) 0 17 0
16(1)(b) 0
16(1)(c) 0
16(1)(d) 0
* I.A.: International Affairs Def.: Defence of Canada S.A.: Subversive Activities

3.3 Exclusions
Section Number of Requests Section Number of Requests Section Number of Requests
68(a) 0 69(1) 0 69(1)(g) re (a) 0
68(b) 0 69(1)(a) 0 69(1)(g) re (b) 0
68(c) 0 69(1)(b) 0 69(1)(g) re (c) 0
68.1 0 69(1)(c) 0 69(1)(g) re (d) 0
68.2(a) 0 69(1)(d) 0 69(1)(g) re (e) 0
68.2(b) 0 69(1)(e) 0 69(1)(g) re (f) 0
69(1)(f) 0 69.1(1) 0

3.4 Format of information released
Paper Electronic Other Formats
0 0 0

3.5 Complexity
3.5.1 Relevant pages processed and disclosed
Number of Pages Processed Number of Pages Disclosed Number of Requests
0 0 0

3.5.2 Relevant pages processed and disclosed by size of requests
Disposition Less Than 100 Pages Processed 101-500 Pages Processed 501-1000 Pages Processed 1001-5000 Pages Processed More Than 5000 Pages Processed
Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed
All disclosed 0 0 0 0 0 0 0 0 0 0
Disclosed in part 0 0 0 0 0 0 0 0 0 0
All exempted 0 0 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0 0 0
Request abandoned 0 0 0 0 0 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0 0 0

3.5.3 Other complexities
Disposition Consultation Required Assessment of Fees Legal Advice Sought Other Total
All disclosed 0 0 0 0 0
Disclosed in part 0 0 0 0 0
All exempted 0 0 0 0 0
All excluded 0 0 0 0 0
Request abandoned 0 0 0 0 0
Neither confirmed nor denied 0 0 0 0 0
Total 0 0 0 0 0

3.6 Closed requests
3.6.1 Number of requests closed within legislated timelines
Requests closed within legislated timelines
Number of requests closed within legislated timelines 0
Percentage of requests closed within legislated timelines (%) 0

3.7 Deemed refusals
Number of Requests Closed Past the Legislated Timelines Principal Reason
Interference with Operations and Workload External Consultation Internal Consultation Other
0 0 0 0 0

3.7.1 Reasons for not meeting legislated timelines
Number of Requests Closed Past the Legislated Timelines Principal Reason
Interference with Operations and Workload External Consultation Internal Consultation Other
0 0 0 0 0

3.7.2 Request closed beyond legislated timelines (including any extension taken)
Number of Days Past Legislated Timelines Past Legislated Timeline Where No Extension Was Taken Number of Requests Past Legislated Timeline Where An Extension Was Taken Total
16 to 30 days 0 0 0
31 to 60 days 0 0 0
61 to 120 days 0 0 0
121 to 180 days 0 0 0
181 to 365 days 0 0 0
More than 365 days 0 0 0
Total 0 0 0

3.8 Requests for translation
Translation Requests Accepted Refused Total
English to French 0 0 0
French to English 0 0 0
Total 0 0 0

Section 4: Extensions

4.1 Reasons for extensions and disposition of requests
Disposition of Requests Where an Extension Was Taken 9(1)(a) Interference With Operations 9(1)(b) Consultation 9(1)(c) Third-Party Notice
Section 69 Other
All disclosed 0 0 0 0
Disclosed in part 0 0 0 0
All exempted 0 0 0 0
All excluded 0 0 0 0
No records exist 0 0 0 0
Request abandoned 0 0 0 0
Total 0 0 0 0

4.2 Length of extensions
Length of Extensions 9(1)(a) Interference With Operations 9(1)(b) Consultation 9(1)(c) Third-Party Notice
Section 69 Other
30 days or less 0 0 0 0
31 to 60 days 0 0 0 0
61 to 120 days 0 0 0 0
121 to 180 days 0 0 0 0
181 to 365 days 0 0 0 0
365 days or more 0 0 0 0
Total 0 0 0 0

Section 5: Fees

Fee Type Fee Collected Fee Waived or Refunded
Number of Requests Amount Number of Requests Amount
Application 0 $0 0 $0
Others fees 0 $0 0 $0
Total 0 $0 0 $0

Section 6: Consultations Received From Other Institutions and Organizations

6.1 Consultations received from other Government of Canada institutions and organizations
Consultations Other Government of Canada Institutions Number of Pages to Review Other Organizations Number of Pages to Review
Received during reporting period 0 0 0 0
Outstanding from the previous reporting period 0 0 0 0
Closed during the reporting period 0 0 0 0
Pending at the end of the reporting period 0 0 0 0
Total 0 0 0 0

6.2 Recommendations and completion time for consultations received from other Government of Canada institutions
Recommendation Number of Days Required to Complete Consultation Requests
1 to 15 Days 16 to 30 Days 31 to 60 Days 61 to 120 Days 121 to 180 Days 181 to 365 Days More Than 365 Days Total
Disclose entirely 0 0 0 0 0 0 0 0
Disclose in part 0 0 0 0 0 0 0 0
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0

6.3 Recommendations and completion time for consultations received from other organizations
Recommendation Number of Days Required to Complete Consultation Requests
1 to 15 Days 16 to 30 Days 31 to 60 Days 61 to 120 Days 121 to 180 Days 181 to 365 Days More Than 365 Days Total
Disclose entirely 0 0 0 0 0 0 0 0
Disclose in part 0 0 0 0 0 0 0 0
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0

Section 7: Completion time of consultations on cabinet confidences

7.1 Requests with Legal Services
Number of Days Fewer Than 100 Pages Processed 101-500 Pages Processed 501-1000 Pages Processed 1001-5000 Pages Processed More Than 5000 Pages Processed
Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed
1 to 15 0 0 0 0 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0 0 0

7.2 Requests with Privy Council Office
Number of Days Fewer Than 100 Pages Processed 101‒500 Pages Processed 501-1000 Pages Processed 1001-5000 Pages Processed More Than 5000 Pages Processed
Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed Number of Requests Pages Disclosed
1 to 15 0 0 0 0 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0 0 0

Section 8: Complaints and Investigations

Section 32 Notice of intention to investigate Subsection 30(5) Ceased to investigate Section 35 Formal representation Section 37 Reports of finding received Section 37 Reports of finding containing recommendations issued by the Information Commissioner Section 37 Reports of finding containing orders issued by the Information Commissioner
0 0 0 0 0 0

Section 9: Court Action

9.1 Court actions on complaints received before the coming into force of Bill C-58 and on-going
Section 58 Section 42 Section 44
0 0 0

9.2 Court actions on complaints received after the coming into force of Bill C-58
Section 41 (after the coming into force of Bill C-58)
Complainant (1) Institution (2) Third Party (3) Privacy Commissioner (4) Total
0 0 0 0 0

Section 10: Resources related to the Access to Information Act

10.1 Costs
Expenditures Amount
Salaries $0
Overtime $0
Goods and services $0
Professional services contracts $0
Other $0
Total $0

10.2 Human Resources
Human Resources Dedicated to Access
Full-time employees 0.00
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 0.00
Students 0.00
Total 0.00
Note: Enter values to two decimal places.