The complainant alleged that National Defence (DND) improperly withheld information under subsection 19(1) (personal information) of the Access to Information Act and did not conduct a reasonable search when responding to an access request. The request was for records related to the funding of a medical residency training program for a specified period. The allegations fall within paragraph 30(1)(a) of the Act.

DND conceded that it had not properly applied subsection 19(1) in all instances it was applied, and issued a supplementary disclosure. The Information Commissioner was satisfied that the remaining withheld information met the requirements of the exemption.

During the investigation, DND conducted additional searches and found additional records. The Information Commissioner concluded that DND did not conduct a reasonable search when it initially responded to the request. Also, the investigation determined that more records responsive to the request should have existed but, for various reasons, had not been retained by DND. The Information Commissioner further concluded that DND failed to pursue inquiries to ensure all responsive records were located at the time it processed the request.

The Commissioner recommended that DND ensure that its employees receive training and support on information management responsibilities and procedures, and are instructed to comply with those responsibilities. DND gave notice to the Commissioner that it would be implementing the recommendations and shared its plan to improve practices regarding records management.

The complaint is well founded.