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Access to Information and Privacy (ATIP) Governance Structure
Introduction
The purpose of the ATIP Governance Structure is to clarify how the PPSC meets its access to information and privacy obligations.
PPSC Oversight Bodies
The following oversight bodies are involved in ATIP governance at the PPSC:
Executive Council - Establishes the strategic directions and priorities of the PPSC and monitors their implementation. The Council is chaired by the Director of the Public Prosecutions (DPP), and includes both Deputy Directors of Public Prosecutions, three Chief Federal Prosecutors, and Corporate Counsel.
All PPSC ATIP policies and directives are approved by Executive Council. Before being brought to the Executive Council for approval, consultations are conducted on the proposed policies and directives with the sectors of interest.
Senior Advisory Board - Makes recommendations to the Executive Council on emerging issues; discusses strategic directions and priorities taking into account regional, national and horizontal perspectives, and serves as a forum for horizontal integration of “lessons learned
” (i.e. performance management frameworks). The Senior Advisory Board is chaired by the DPP and includes all Chief Federal Prosecutors, all Associate Chief Federal Prosecutors, all Headquarter Directors, and Corporate Counsel.
Security Committee - Develops and recommends to Executive Council procedures and policies for a security program including the following elements: employee protection; information security; information technology security and security investigations. The Security Committee is chaired by the Deputy DPP responsible for Regulatory and Economic Prosecutions and Management Branch, and includes three Chief Federal Prosecutors and the Director of Administration Services Division.
Information Management and Technology Committee - Recommends information management and information technology vision, direction and strategic plans to the Executive Council to foster a culture that values knowledge sharing, good information management practices and the preservation of corporate memory. In addition, the Committee recommends protocols and practices for records management. The Committee is co-chaired by the Deputy DPP responsible for Regulatory and Economic Prosecutions and Management Branch and the Chief Information Officer. It also includes three Chief Federal Prosecutors.
Authority
The ATIP Governance Structure is issued under the authority of the DPP, and has been approved by Executive Council of the PPSC.
Delegation
The DPP, as the “Head of Institution
”, has overall responsibility for the PPSC’s compliance with the Access to Information Act and Privacy Act, (the Acts), regulations, as well as Treasury Board Secretariat (TBS) ATIP-related policies, directices and guidelines. Pursuant to section 73 of both Acts, the DPP has delegated all powers in respect of the Acts to the Executive Director and Senior Counsel, Ministerial and External Relations Secretariat and the Manager, Access to Information and Privacy.
Access to Information & Privacy Organizational Structure
The ATIP Office is the focal point for the application of access to information and privacy legislation at the PPSC. The mandate of the ATIP Office is to implement and administer the Acts. The Office deals directly with the public in relation to access to information and privacy requests, and serves as the centre of ATIP expertise in enabling the PPSC to meet its statutory obligations under the Acts.
The PPSC’S ATIP Office is comprised of a Manager, two Advisors and one Junior Analyst. The Executive Director and Senior Counsel, Ministerial and External Relations Secretariat, serves as the PPSC’s ATIP Coordinator. A counsel reporting to the Coordinator provides legal advice to the ATIP Office on the application and interpretation of the Acts, its regulations, as well as relevant case law.
Roles, Responsibilities and Accountabilities
While the DPP has overall responsibility for the PPSC’s compliance with the Acts, all employees and agents play a significant role in the administration of access to information and privacy within the PPSC. They must comply with the Acts, the regulations as well as related TBS and PPSC policies and directives.
The chart below provides a diagram of ATIP-related roles, responsibilities and accountabilities within the PPSC. Each bubble in the diagram should be read in conjunction with the descriptions contained later in this section.
ATIP Personnel
ATIP Coordinator - The Executive Director and Senior Counsel, Ministerial and External Relations Secretariat, is the PPSC’s ATIP Coordinator pursuant to a delegation made by the DPP under the Acts, and plays an oversight role in relation to the application of the Acts, the regulations, and related policies, directives, and guidelines.
ATIP Counsel - The Counsel, Ministerial and External Relations Secretariat, provides ATIP-related legal advice to the ATIP Coordinator, the ATIP Office, and PPSC managers.
Manager, Access to Information and Privacy (ATIP Manager) - The ATIP Manager has direct, daily responsibility for the management of the ATIP Office by coordinating all activities relating to the operation of the Acts and the regulations, as well as meeting related TBS ATIP policies, directives and guidelines.
ATIP Advisor(s) - The ATIP Advisor is responsible for processing ATIP requests. The Advisor acts as a liaison between the requester and the Point(s) of Contact in PPSC Regional Offices and Headquarters.
ATIP Junior Analyst - The Junior ATIP Analyst carries out administrative duties and, assists the ATIP Advisors and the ATIP Manager in the processing of ATIP requests. The Junior Analyst also processes low complexity ATIP requests and acts as a liaison between the requester and the Point(s) of Contact in Regional Offices and Headquarters.
Accountability & Shared ATIP Responsibilities
Director of Public Prosecutions - The DPP is the PPSC’s “Head of Institution
” for the purposes of the Acts. The DPP has overall responsibility for ensuring that the organization complies with the Acts, the regulations, and related TBS policies, directives and guidelines.
Deputy Director of Public Prosecutions (Regulatory & Economic Prosecutions and Management Branch) - Responsible for assisting in fulfilling the PPSC’s ATIP obligations of ensuring compliance with the Acts, the regulations, and related TBS and PPSC policies and directives.
Deputy Director of Public Prosecutions (Drug, National Security & Northern Prosecution Branch) - Responsible for assisting in fulfilling the PPSC’s ATIP obligations of ensuring compliance with Acts, the regulations, and related TBS and PPSC policies and directives.
Points of Contact (Headquarter Directors and Chief Federal Prosecutors) - As Points of Contact, Headquarter Directors and Chief Federal Prosecutors are responsible for fulfilling their Offices’ and Regions’ ATIP obligations, issuing ATIP-related instructions to employees and/or agents, and serving as liaison with the PPSC ATIP Office for purposes of ensuring compliance with the Acts, the regulations, and related TBS and PPSC policies and directives.
Managers, Team Leaders, and Supervisors (including Agent Supervisors) - Responsible for ensuring that staff and/or agents fulfill their ATIP obligations and comply with the Acts, the regulations, and related TBS and PPSC policies and directives. They are also required to examine and/or make inquiries into any ATIP-related issues brought to their attention.
Employees and Agents - Responsible for complying with the Acts, the regulations, and related TBS and PPSC policies and directives. PPSC employees and agents are responsible for ensuring that any records he/she create are properly managed to facilitate access to the information. They are also required to report any contraventions of the Acts to their respective supervisor, team leader, manager, or to the ATIP Office.