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, Senior General Counsel and Director General of the Law Practice Management Directorate, Senior Director General, Corporate Services, the Chief Financial Officer, the Senior Designated Official for Employment Equity, Diversity and Inclusion, and the Chief Federal Prosecutors of all the regional offices.
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 the Deputy Directors of Public Prosecutions (DDPP), all Chief Federal Prosecutors (CFPs) and Deputy Chief Federal Prosecutors (DCFPs), the Senior General Counsel and Director General of Headquarters Counsel Group, the Director and General Counsel of Prosecution Advice and Support, the Director and General Counsel of Prosecution Policy and Knowledge Integration, and senior officers and executives in internal services.
Security and Information Management Committee (SIMC)
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. Also 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. It is chaired by the Director of Administration Services and Chief Information Officer, and includes the Chief Federal Prosecutors of the Atlantic, Northwest Territories, Alberta, and Saskatchewan Regional Offices, the Manager of Information Technology and Deputy Chief Information Officer, and the Manager of Security and Departmental Security Officer.

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 the Privacy Act (the Acts), regulations, as well as Treasury Board ATIP related policies, directives and guidelines. Pursuant to subsection 95(1) of the Access to Information Act and subsection 73(1) of the Privacy Act, the DPP has delegated all powers with respect of the Acts to the Director General, Communications and Parliamentary Affairs, the Manager, Access to Information and Privacy, and the Senior Director General, Corporate Services.

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 Senior ATIP Policy and Operations Advisors, two Advisors and one ATIP Officer. The Director General, Communications and Parliamentary Affairs, serves as the PPSC’s ATIP Coordinator.

ATIP Organizational Structure graph

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 Treasury Board 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.

Roles, Responsibilities and Accountabilities chart

ATIP Personnel

ATIP Coordinator
The Director General, Communications and Parliamentary Affairs, 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.
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 Treasury Board ATIP policies, directives and guidelines.
Senior ATIP Policy and Operations Advisors
The Senior ATIP Policy and Operations Advisors supervise the ATIP Advisors and ATIP Officer in the processing of ATIP requests. They also assist the ATIP Manager in updating the Information about programs and information holdings chapter, conducting in-house training and in preparing the statistical and annual reports on the administration of the Acts.
ATIP Advisors
The ATIP Advisors are responsible for processing ATIP requests. The Advisors act as a liaison between the requester and the Point(s) of Contact in PPSC Regional Offices and Headquarters.
ATIP Officer
The ATIP Officer carries out administrative duties and, assists the ATIP Advisors and the ATIP Manager in the processing of ATIP requests. The ATIP Officer 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 Treasury Board policies, directives and guidelines.
Deputy Director of Public Prosecutions: Regulatory & Economic Prosecutions and Management Branch
Responsible for assisting in fulfilling PPSC’s ATIP obligations to ensure compliance with the ATIP legislation, its Regulations, and related Treasury Board and PPSC policies and directives.
Deputy Director of Public Prosecutions: Drug, National Security & Northern Prosecution Branch
Responsible for assisting in the fulfillment of PPSC’s ATIP obligations to ensure compliance with the ATIP legislation, its’ regulations, and related Treasury Board and PPSC policies & directives.
Senior Director General, Corporate Services
The Senior Director General, Corporate Services, exercises the authority of the Director of Public Prosecutions in the absence of both the Director General, Communications and Parliamentary Affairs, and the ATIP Manager.
Corporate Counsel
The Corporate Counsel provides ATIP-related legal advice to the ATIP Coordinator, the ATIP Office, and PPSC managers.
Points of Contact: Headquarter Directors and Chief Federal Prosecutors
As the Point of Contact, Headquarter Directors and Chief Federal Prosecutors are responsible for fulfilling their Offices and Regions ATIP obligations, issuing ATIP-related instructions to their employees and/or agents, and servingas liaison with the PPSC ATIP Office to ensure compliance with the ATIP legislation, its Regulations, and related Treasury Board and PPSC policies and directives.
Managers, Team Leaders, and Supervisors (including Agent Supervisors)
Responsible for assisting and issuing instructions to staff in fulfilling ATIP obligations to ensure compliance with the ATIP legislation, its Regulations, and related Treasury Board and PPSC policies and directives. They are also required to examine and/or make inquiries into any issues brought to their attention concerning the ATIP legislation.
Employees and Agents
Responsible for fulfilling his/her duties to ensure compliance with the ATIP legislation, its Regulations, and related Treasury Board and PPSC policies and directives. PPSC employees and agents are responsible for ensuring that any records he/she creates are properly managed to facilitate access to that information.
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