June 2024 - ATIP action plan progress report

Since its last update published in December 2023, Library and Archives Canada (LAC) has doubled its efforts in implementing its Access to Information and Privacy (ATIP) Action Plan. The impact is visible across the institution and particularly in the ATIP Branch. LAC welcomed the recent announcement of temporary funding to continue improving its ATIP function. This will also help consolidate recent changes, helping more Canadians access our collective memory.

Part 1: Getting back on track

Reducing the backlog of requests

LAC’s ATIP Branch continues to reduce the backlog identified at the publication of its action plan. As of March 31, 2024, the team has surpassed its original reduction goal of 40%, as they were able to close 63% of the identified requests. As of April 1, 2024, LAC will now consider every request that is late according to legislated timeframes as part of its backlog and will report on the progress made to eliminate these overdue requests. At the end of 2023–2024, LAC carried forward 2,300 formal outstanding overdue requests, and LAC has already responded to 306 requests in April and May 2024.

In addition to the work completed on backlog reduction, LAC continued answering incoming requests and was able to respond to 61% of them within legislated timeframes.

Even though LAC experienced a slight reduction in the number of incoming requests, there has been a significant increase in the volume of pages requiring review; therefore, the overall workload has remained the same.

The recent improvements in our ability to respond to ATIP requests resulted in a significant reduction of requests carried forward from one fiscal year to the next.

Reducing the backlog of complaints

In the last few months, the ATIP Branch’s Complaint Management team has proven the value of its workflows and procedures in keeping pace with requests for information from the Information Commissioner and their team. It has processed 123,000 pages of records, reducing the queue of complaints identified at the implementation of this action plan by 46%, far exceeding its objective of 12.5%. In addition, the significant workload around the preparation of documentation for the federal court kept our team busy.

Part 2—Internal review and improvements

Renew our policies and processes

As the team continues to work on the renewal of policies and processes, LAC was able to meet legislated timeframes for 61% of requests closed during fiscal year 2023–2024. Out of almost four million pages of records reviewed, the Block Review team was able to proactively open 3,220,200 pages, eliminating the need for ATIP requests to consult these records in LAC’s collection. The Declassification team has proactively declassified 18,165 pages of records by reviewing archival records and suggesting their declassification to the federal departments and organizations that created them, reducing the effort needed to manage and provide access to these documents.

Invest in IT

LAC recently acquired a new software solution to process our ATIP requests. This new tool will increase the efficiency of our processes and help deliver release packages earlier to clients. LAC’s ATIP Systems team is now working on configuration and training for team members. As noted in our December 2023 report, LAC is continuously strengthening its ability to process secret and top secret records by expanding secure network capacity. The public is now able to access previously released ATI requests for LAC archival records via LAC’s website. By the end of 2024–2025, the released packages of approximately 4,000 previously completed ATI requests for archival records from the last 10 years will be made available, containing more than 2.5 million pages of reviewed and redacted records. This content will be accessible by direct clickable download, without the need to submit an ATIP request.

Ensure business stability and continuity

LAC’s ATIP Branch is supporting Government of Canada (GC) efforts to respond to various litigations. Recently, its team completed all requests related to the class action for sexual misconduct in the military (Heyder-Beattie) and is getting ready for other upcoming mass litigations.

Recruiting and retaining staff remains a challenge in the current ATIP labour market. We have invested in hiring many students over the last few years for summer and school terms; of those, six student graduates are now full-time employees of the branch.

Part 3—Engage with external partners on broader issues affecting ATIP

Engage with Government of Canada partners

LAC continues to play a leadership role in various GC-wide committees dealing with subjects related to access to information and privacy.

LAC was a key contributor in the development of TBS’ recently launched Policy Guidance on the Disclosure of Historical Records under the Access to Information Act. Aiming for more consistency across the Government of Canada when it comes to processing requests for records older than 20 years can bring efficiencies and reduce the burden of consultations.

LAC also continues to contribute to the GC’s ongoing efforts on a number of subjects, including but not limited to GC declassification efforts, improvements to the Access to Information and Privacy Acts as well as the Working Group on Indigenous Data Sovereignty.

Engage with international organizations

LAC representatives recently participated in the annual in-person NATO meeting to discuss the adoption of standardized declassification policies among members. A meeting was also organized with the National Archives and Records Administration in the USA to share knowledge, best practices and challenges related to transferring government archival material and ensuring it is accessible by the public.

Engage with clients and the public

LAC ATIP representatives continued to build and maintain constructive relationships with their clients and community. They recently visited the Société historique de Saint-Boniface, Manitoba Archives and the National Centre for Truth and Reconciliation. Our team took part in the Indigenous History and Heritage Gathering, met with the Métis National Council and presented to the National Claims Research Directorate to strengthen relationships with Indigenous and Métis clients. Members of the team participated in the International Association of Privacy Professionals conference and hosted a conference on the queer history of the First World War for over 160 LAC employees and representatives from the Department of National Defence, Privy Council Office and Treasury Board Secretariat. A small commemoration project was launched in coordination with a legion in Winnipeg to help members gain access to service particulars to mark the 80^th anniversary of D-Day, which has further strengthened the relationship with legions nationwide.