Western Economic Diversification Canada
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Administration of the Act

In accordance with section 73 of the Privacy Act, the Honourable Rona Ambrose, Minister of Health and Minister of Western Economic Diversification, delegated her full powers, authorities and responsibilities to the Executive Director, Finance and Corporate Management (Access to Information and Privacy Coordinator) and Manager, Corporate Administration (Deputy Access to Information and Privacy Coordinator). The delegation order issued on September 30, 2013, is attached in Annex A.

The ATIP Unit is located in Edmonton, Alberta. The unit oversees the administration of the Act, and is part of the Finance and Corporate Management Directorate. The ATIP Coordinator, Deputy ATIP Coordinator, and one full-time ATIP Officer are accountable for the development, coordination and implementation of effective policies, guidelines, systems and procedures to ensure the Minister’s responsibilities under the Act are met, and to enable the monitoring and timely processing, and proper disclosure of information to our clients.

The primary responsibilities of WD’s ATIP Unit include:

  • processing requests in accordance with the Privacy Act;
  • responding to consultations submitted by other federal institutions on WD records being considered for release;
  • developing and maintaining privacy policies, procedures and guidelines to ensure the Act is respected by staff;
  • promoting awareness of the Act within the department to ensure staff is aware of the obligations imposed by the legislation;
  • preparing annual reports to Parliament and other statutory requirements, such as annual statistical reports and the department’s Info Source chapter, as well as any material that may be required by central agencies;
  • representing WD in dealings with the Treasury Board of Canada Secretariat (TBS), the Privacy Commissioner of Canada and other federal organisations regarding the application of the Act as it relates to WD;
  • monitoring compliance with the Act, its regulations as well as relevant procedures and policies; and
  • providing ongoing advice and guidance to senior management and staff on information management and privacy legislation.

Wherever possible, the ATIP Unit will coordinate records retrieval with the subject experts only depending on the nature of the request. In the event the subject experts are unknown, Regional ATIP Liaison Officers (RALOs) will contact and identify the appropriate subject experts, coordinate retrieval of records responding to personal information requests, and liaise between the ATIP Unit and regional staff concerning enquiries. RALOs are located in each of WD’s regional offices and corporate business units.

Requests for personal information, if received, are monitoring closely by the ATIP Unit. No additional reporting or monitoring is conducted by other departmental officials due to the confidential nature of these requests.

Departmental Policies and Procedures

There were no changes made to WD’s Privacy Protection policy suite, including the Privacy Protection Procedures Manual, during the 2014-2015 fiscal year as a result of changes in TBS policies or directives, or changes as result of issues raised by the Office of the Privacy Commissioner.

Training and Awareness

Staff training and awareness activities include:

  • The department did not conduct any privacy related training activities during the 2014-2015 fiscal year. However, the ATIP Officer provides advice on privacy issues as appropriate to Regional ATIP Liaison Officers and staff to increase awareness of the Act.
  • The department maintains an Access to Information and Privacy presence on its intranet site that includes policies, procedures, training and awareness presentations, relevant links to useful sites related to access and privacy, and contact information, as well as “The ATIP Eye” tips.

Info Source

WD made minimal changes to its 2014 Info Source chapter which is published on the department’s public website.

The department did not submit any new Personal Information Banks (PIB) to TBS in 2014-2015 for approval.