We recommend that:

39.1   The Department of National Defence ensure that the National Defence Operations Centre logs are properly maintained, by implementing the following:

1. an audit procedure to ensure that standing operating procedures provide clear and sufficient guidelines on the type of information to be entered and how the information is to be entered;
2. an adequate data base system, which includes software controls to ensure accurate data entry in each field and appropriate training for operators and users of this system; and
3. increased system security to an acceptable standard compatible with the objective of national security, including restricting access to authorized persons using only their own accounts and passwords and extending the use of secure (hidden) fields to identify persons entering or deleting data.

39.2   The Department of National Defence and the Canadian Forces take steps to ensure that an adequate record of in-theatre operations is created and preserved thereafter by:

1. establishing better systems and procedures to ensure a more complete and permanent record of events, including the recording of each day's activity or inactivity, so that every date is accounted for, to avoid the appearance of non-reporting or deleted records;
2. training soldiers to appreciate the importance of the log and diary and their responsibility to follow proper procedures in creating, maintaining, and protecting the record;
3. providing better procedures for supervising the maintenance of records in theatre to ensure adherence to established procedures;
4. improving the integration of secure data collection and storage systems to ensure the integrity of records created; and
5. ensuring that data banks are sufficient and include accurate information concerning individual taskings; the start and finish dates of each log and diary; and the location of records.

39.3   The Department of National Defence take the following steps to promote openness and transparency:

1. require the Deputy Minister of National Defence and the Chief of the Defence Staff to
   1. instil by example and through directives the importance of openness in responding to requests made under the Access to Information Act;
   2. ensure that military and civilian personnel in the Department of National Defence are better trained to respond to Access to Information Act requests, particularly with regard to legal obligations and procedures; and
   3. ensure that staff fully understand the requirement to report, as a significant incident under existing regulations, any suspected document alteration or improper response to Access to Information Act requests;
2. begin consultations with the Information Commissioner, within three months of the submission of this report to the Governor in Council, to determine the most effective way of improving departmental responses to Access to Information Act requests; and
3. ensure that public affairs policy and practices reflect the principles of openness, responsiveness, transparency and accountability expressed throughout this report.