This report contains a Privacy Impact Assessment (PIA) for the AccessPro Case Management (APCM) and AccessPro Redaction systems (APR). The purpose of this PIA is to provide recommendations on measures to mitigate any privacy issues or risks that may be identified with the Access to Information and Privacy (ATIP) APCM-APR project.
The Access to Information Act provides any Canadian citizen, permanent resident or corporation present in Canada the right to examine or obtain copies of records of a federal government institution. This information is subject to limited and specific exceptions (exemptions and exclusions ).
The Privacy Act provides any Canadian citizen or permanent resident in Canada with a right to request access to, correct or attach a correction request to his/her personal information that is under the control of a federal government institution. The information is subject to limited and specific exceptions (exemptions and exclusions ).
The ATIP Division for Indian and Northern Affairs Canada (INAC) administers both acts and ensures the Institution's compliance with the legislation.
The Act imposes a 30-calendar day deadline to respond to requests. As a result, the department has approximately 20 working days to process a request, i.e. provide information or inform the requester the information is not accessible as it qualifies for exemption under provisions of the Act. In most cases, the Office of Primary Interest (OPI) must provide the ATIP Coordinator all relevant records that respond to a request within seven days of receipt of a retrieval notice, in order to accommodate timelines for Senior Management sign-off prior to submission to the ATIP Division at Headquarters. Due to the deadlines imposed by the Access to Information Act, ATIP requests are considered high priority; therefore, immediate action must be taken.
The ATIP Division also provides and manages distribution of promotional messages, workshop presentations, training courses, and awareness sessions to increase the knowledge and understanding of ATIP across the Department.
Government organizations are facing an exponential increase in the demand for their information. The Access to Information Act and Privacy Act regulations (ATIP) demand fast capture, retrieval and sharing of information, and many institutions are implementing electronic imaging and document management technology to manage their information more efficiently.
The Access Pro Case Management (APCM) system from Privasoft Corporation is an automated case management solution that gives institutions a flexible and easy-to-use system for managing requests for information and project details while demonstrating accountability and maintaining employee productivity in a secure environment.
The Access Pro Redaction (APR) is imaging software that is designed specifically for information disclosure which provides severing tools in the electronic redaction process.
The personal information is collected under the authority of the Act.