CACTUS – ACCESS TO INFORMATION -DEC 8, 2023

1. RECORD: Ministerial briefing notes. DEPARTMENT: All departments. ASK FOR: All briefing notes prepared specifically to help the new minister become acquainted with his/her new portfolio. HINT: Make this request a week or two after a new cabinet is named. RESULT: Yields wide range of information about a department’s plans/activities.

2. RECORD: Expense claims. DEPARTMENT: All departments/agencies. ASK FOR: Receipts, invoices and guest lists detailing travel and hospitality expenses claimed by a deputy minister or other senior bureaucrat that are more detailed than the ones you’ll find in the information federal institutions are obliged to file on line. HINT: Limit request to no more than one year’s worth of claims.RESULT: Can reveal spending habits and establish dates of key meetings, dealings. Remember former federal heritage minister Bev Oda’s $16-dollar glass of orange juice!

3. RECORD: Correspondence. DEPARTMENT: All departments/agencies. ASK FOR: Correspondence with a minister or agency head on a topic of interest. HINT: Frame request narrowly. For instance, exclude letters from the public if you do not require them. RESULT: Can uncover letters from provincial premiers, lobby groups.

4. RECORD: House cards. DEPARTMENT: All departments. ASK FOR: All cards prepared for the minister in the House of Commons on a specific issue. HINT: Watch headlines, Commons debates for ideas. RESULT: Often contain much more detail, background than revealed in Question Period.

5. RECORD: Material on possible legislation. DEPARTMENT: All departments. ASK FOR: Records concerning possible legislation or other initiatives on a given issue. HINT: Limit request to cover the last year to ensure currency of material. RESULT: Provides insight into initiatives that might be in pipeline, and reasons why the initiatives might (or might not) proceed.

6. RECORD: Meeting minutes. DEPARTMENT: All departments/agencies. ASK FOR: Minutes from the two most recent meetings of a specific committee. HINT: Make calls to find out meeting schedules and whether minutes are kept. RESULT: Can aid in understanding internal policy debates and decisions.

7. RECORD: Audits. DEPARTMENT: All departments, most agencies. ASK FOR: Audits and evaluations completed by or for the department/agency on specific subjects in the last year. HINT: Ask department informally for list of audits conducted in the last year. RESULT: Audits often reveal shortcomings in programs, policies.

8. RECORD: Polls. DEPARTMENT: All departments, but especially Privy Council Office. ASK FOR: Polls conducted for the department on a given subject. HINT: Some (but not all) polls are released informally. RESULT: Can reveal public attitudes towards government policies.

9. RECORD: Contract information. DEPARTMENT: All departments. ASK FOR: A copy of the contract for a specific project such as the federal government’s beleaguered Phoenix pay system. HINT: Public Services and Procurement Canada administers many contracts, including Phoenix. RESULT: Reveals details of financial arrangements with private companies.

10. RECORD: Responses to discussion papers. DEPARTMENT: Any department that publishes consultation/discussion paper. ASK FOR:Copies of all submissions in response to the department’s paper. HINT: Put in request just after cut-off date for submissions. Only narrow request if certain submissions are required. RESULT: Reveals views of wide cross-section of groups on pressing issues.

11. RECORD: Contracted studies. DEPARTMENT: Privy Council Office. ASK FOR: Specific studies, research conducted for PCO. HINT: Ask informally for list of studies, which is updated regularly. RESULT: Yields advice prepared for government on unity, security, parliamentary affairs and other key issues.

12. RECORD: 20-year-old cabinet documents. DEPARTMENT: Privy Council Office. ASK FOR: Cabinet records on a specific issue. HINT:Check almanac for noteworthy past events. RESULT: Meeting minutes reveal thinking of ministers on issues. (Cabinet documents routinely become public only after 30 years).

13. RECORD: Prime Minister’s email. DEPARTMENT: Privy Council Office. ASK FOR: E-mail sent to the Prime Minister by visitors to his website. HINT: Limit request to a one-week period. RESULT: Names of correspondents are deleted, but letters yield an interesting mix of feedback, including light-hearted, angry and thoughtful correspondence.

14. RECORD: Criminal intelligence briefs. AGENCY: RCMP. ASK FOR: Criminal intelligence briefs prepared during the last six months. HINT:Make time-frame the last couple of years if you are seeking a brief on a specific subject. RESULT: Briefs cover issues such as aboriginal militancy, drug trade and smuggling.

15. RECORD: Incident reports. AGENCY: RCMP. ASK FOR: Incident report on a specific event. HINT: Broaden request to include other records if incident is a prolonged one, such as a standoff. RESULT: Can help explain police decision-making.

16. RECORD: Lessons learned. DEPARTMENT: National Defence. ASK FOR: “Lessons learned” from major military missions. HINT: Wait a month or two after mission is complete. RESULT: Provides evaluation of peacekeeping tours and other assignments.

17. RECORD: UFO reports. DEPARTMENT: Transport. ASK FOR: Reports of unidentified flying objects filed by the public. HINT: UFO reports are also often filed with Defence and RCMP. RESULT: Names of people who make reports are deleted, but other details can be released.

18. RECORD: Observer reports. DEPARTMENT: Fisheries. ASK FOR: Observer reports prepared for the department. HINTS: Limit request to specific geographic area and time frame. RESULTS: Can provide details about operations of foreign vessels.

19. RECORD: SIRC reports. AGENCY: Security Intelligence Review Committee. ASK FOR: Specific reports prepared by committee on CSIS activities. HINT: Reports are listed in back of committee’s annual report. RESULT: Reports, though heavily edited, provide check on spy agency CSIS.

20. RECORD: CRTC debriefing notes. AGENCY: Canadian Radio-television and Telecommunications Commission. ASK FOR: Debriefing notes prepared in connection with a specific licensing hearing. HINT: Make request shortly after licence decision is made. RESULT: Can provide behind-the-scenes reasoning on why TV, radio licences are granted or denied.

Ten ways to improve your searches

1. Look to the headlines for ideas.

2. Check the relevant federal websites for forms, contacts, info on departmental holdings.

3. Call the access co-ordinator before making your request.

4. Call the co-ordinator after submitting your request.

5. Make similar requests to more than one department, agency or government.

6. Keep a photocopy or scan of each request and attach all return correspondence.

7. Negotiate with departments, agencies or governments.

8. Be persistent. If necessary, complain.

9. Read and re-read the records you receive carefully.

10. Don’t get discouraged.

Request examples

‘Silence isn’t neutral’: Emails show debate in Quebec universities on Israel, Hamas
https://infotel.ca/newsitem/cda-israel-gaza-universities/cp1305910565

Ottawa warns LGBTQ travellers they could be hit by U.S. state laws
https://www.cbc.ca/news/politics/global-affairs-lgbt-unitedstates-warning-1.6950833

Travel and your sexual orientation, gender identity, gender expression and sex characteristics
https://travel.gc.ca/travelling/health-safety/lgbt-travel

LGBTQ access-to-information request
http://www.davidmckie.com/LGBTQ travel U.S. travel advisory_A-2023-01693.pdf

Health card renewals plunged after paper reminders ended
https://www.guelphtoday.com/local-news/health-card-renewals-plunged-after-paper-reminders-ended-7585729

Ottawa paid nearly $670,000 for KPMG’s advice on cutting consultant costs
https://www.theglobeandmail.com/politics/article-federal-government-kpmg-consulting/

Ottawa paid nearly 670,000 for KPMGs advice on cutting consultant costs.pdf

Sessional Paper based on question asking departments if they hired consultants to advise on cutting_8555-441-1709

Story based on cyber security briefing note obtained through an access-to-information request
https://www.documentcloud.org/documents/24178195-jim-bronskill-nov-29-2023-informal-release-of-briefing-note-re-dm-meeting-with-csec-chief-and-canada-energy-regulator-chief-re-cybersecurity_a-2023-00293

“At risk” annotation from cyber security briefint note
https://www.documentcloud.org/documents/24178195-jim-bronskill-nov-29-2023-informal-release-of-briefing-note-re-dm-meeting-with-csec-chief-and-canada-energy-regulator-chief-re-cybersecurity_a-2023-00293#document/p7/a2414101

Parole board warned employees about threats following Saskatchewan stabbings
https://www.documentcloud.org/documents/24016671-parole-board-of-canada-oct-4-2023-informal-release-of-emails-re-myles-sanderson_ai-2023-00014

UBC release of records about the on-campus assault of security guard Harmandeep Kaur
https://www.documentcloud.org/documents/23114814-aastha-sethi-sept-29-2022-records-created-between-feb-25-2022-march-31-2022-re-ubco-on-campus-assault-case-of-security-guard-harmandeep-kaur_22-080

(Prairies Economic Development Canada, July 26, 2023) formal release of briefing note re meeting with the University of Alberta_A-2023-00006
https://www.documentcloud.org/documents/23889284-prairies-economic-development-canada-july-26-2023-formal-release-of-briefing-note-re-meeting-with-the-university-of-alberta_a-2023-00006

(Atlantic Canada Opportunities Agency, June 15, 2023) formal release of briefing note for repayment deadline for Canda Emergency Business Account and equivalent under Regional Relief and Recovery Fund_A-2023-00003
https://www.documentcloud.org/documents/24203308-atlantic-canada-opportunities-agency-june-15-2023-formal-release-of-briefing-note-for-repayment-deadline-for-canda-emergency-business-account-and-equivalent-under-regional-relief-and-recovery-fund_a-2023-00003