Progress Report Q1 2017-2018

Refer to the 2016-2019 Three-Year Plan for a full explanation of LAC's commitments.

Commitment 1: Fully dedicated to serving all its clients

Digitize 40 million pages in three years, including the 650,000 files of the Canadian Expeditionary Force (CEF) that will be available online

  • Proportion of the digitization target from the Three-Year Plan attained : 29% or 11,533,674 pages
  • Total digitized pages per fiscal year (in millions):
    • 2016-2017: 9.23
    • 2017-2018: 2.25
  • Proportion of CEF files available online: 69% (31% remaining)

Reach 10 million downloads annually from the Library and Archives Canada (LAC) website

  • Proportion attained to date: 2.43 million
  • Remaining: 7.57 million

The initial target of 100 million downloads included downloads generated by web-based automatic archiving and indexing systems. The target was lowered (to 10 million) to include downloads by clients only.

Make one million pages of government records available each year through the block review process

  • Annual target: 1 million

In the first quarter, 265,000 additional pages were reviewed and will be made available in the second quarter.

Assess and process 10 additional kilometres of archives so that they are discoverable for users [three-year target]

  • Attainment of the Three-Year Plan target (in km)
    • Annual target: 6.54 km
    • In 2016–2017, 3.12 km
    • In 2017-2018, 0.13 km

During the first quarter, Q1, an additional 130 m of backlogs were reviewed and processed. In 2017-2018, LAC aims to review and process a cumulative total of 6.54 km of backlogs.

Ensure that LAC's website continues to be one of the top ten most visited federal government sites

  • Our position: 8th place

Optimize our tools so that 95% of traffic to our website results from a referral by a major search engine such as Google or from social media platforms [three-year target]

  • Proportion of referral by source of visit
    • Search engines and Social media: 78%
    • Other sites: 22%

As of 2017-2018, referencing generated by web-based automatic archiving and indexing systems is no longer included, to better reflect the actual number of users. This explains the decline (17%) compared with 2016-2017.

Ensure that LAC's website continues to be one of the top 10 most-visited federal government sites

8th position

Implement a new integrated library management system for published documents

Table 1

Step leading to implementation of a new
integrated library system (OCLC)

Deadline

Progress to date

1. Preparations for the implementation of a new integrated library system for published heritage

Q4 2018
(Under way)

  • LAC continues to provide information to the Canadian library community and members of the National Union Catalogue, and to receive feedback from them, on the transition to the new integrated library management system. In addition, LAC has updated the Frequently Asked Questions page on its website.
  • LAC has finished preparing the data that will be migrated. This migration should be completed within 9 months.

Commitment 2: At the leading edge of archival and library science and new technologies

Implement the Destination 2020 action plan

Table 2

Activity

Update

LAC commits to fostering a transparent and    open internal dialogue

  • On April 19, LAC’s Management Board and senior executives met to discuss best management practices and exchange ideas on innovative projects so that LAC can continue to develop as an institution of choice.
  • In June, LAC’s Corporate Services sector communicated its new vision and mission statements, which had been developed in collaboration with employees in the preceding months, to all staff members.

LAC commits to continuing efforts with regard to recognition and engagement

  • On April 26, May 31 and June 21, LAC organized new mini-conferences as part of the “Our Colleagues’ Discoveries” series, an opportunity to showcase the knowledge and expertise of our employees.
  • On April 27 and May 25, as part of #LeadersGC, a series of discussions on Twitter with senior management on leadership and employee engagement, LAC invited its employees to connect with Neil Bouwer, Assistant Deputy Minister of Natural Resources Canada, and Andrew Campbell, Senior Executive Director of the Canada 150 Federal Secretariat.
  • On June 3 and 4, for “Doors Open Ottawa,” LAC offered guided tours of its building at 395 Wellington Street, an opportunity for the public to discover little-known aspects of the collection.
  • On June 9 and 10, LAC opened its doors to the public on the occasion of the 20th anniversary of the Preservation Centre in Gatineau. Thanks to the dedication of the employees who got involved, the event was a resounding success: the guest book is filled with praise, admiration and positive comments.
  • On June 14, LAC held its annual recognition ceremony, an occasion to celebrate the accomplishments of its employees.

LAC commits to fostering employees' development and to providing them with innovative, reliable and efficient tools

  • In May, LAC launched a short survey of its employees to find out what they thought about the intranet home page, how they used it and how it could be improved. This fall, LAC will be proposing a new look and a new way of organizing information on this home page to make it more user-friendly and useful for staff.
  • On May 31, LAC participated in the Blueprint 2020 Interdepartmental Innovation Fair in Ottawa. This was an opportunity for LAC to show off its latest innovations, including an information tool that provides accurate, relevant and meaningful data.
  • In June, LAC conducted a survey of its employees to gauge their level of satisfaction with, and their needs with respect to, information management services.
  • On June 13, during National Public Service Week, LAC employees presented innovative projects in a “Dragon’s Lair” event. One of the projects selected will provide visitors to LAC with access to a virtual information kiosk so they can navigate the building and find key information on services offered.

Review 10 key operational procedures per year

Table 3

Procedure

Description of change and impact

Deadline

1. Implementation of an electronic system to manage the circulation and physical control of the collection

Ensure optimal management of material.

Q2

Implementation of a computerized system for managing cellular wireless devices

Allow for the creation and management of records associated with social and Indigenous archives.

[Completed]

Implementation of a business capability model

Ensure optimal alignment between LAC’s business operations, capabilities and technological systems, to improve prioritization related to the development and replacement of technological applications.

[Completed]

LEAN management process

Review the process of information flow between sectors based on LEAN methods aimed at operational efficiency.

Q4

Policy management framework

Review and update the policy management framework, to support optimal management of Government of Canada and LAC policy instruments through the implementation of clearly established principles, roles and responsibilities.

Q3

Hold six annual conferences with external experts

Table 4

Title

Conference date

Number of participants

Lowy Council event: 20th Century Genocide: Indigenous and Jewish Experiences

June 21, 2017

72

Start to build the new preservation facility by 2019

Table 5

Deliverable within the Project Planning phase

Deadline

Update

Renewal of Letter of Interest

[Completed]

In July 2017, an updated letter of interest was posted on Buyandsell.gc.ca

Launch of Request for Qualification (RFQ)

Fall 2017

The RFQ is intended to pre-qualify three respondents for an invitation to tender in the potential Public-Private Partnership (P3).

Launch of Request for Proposals (RFP)

Winter-Spring 2018

The RFP will enable LAC to choose the potential private partner for the construction and operation of the new facility.

Receive 22,000 visitors annually at 395 Wellington Street in Ottawa

  • Number of visitors: 7,231

The number of visits to 395 Wellington Street includes visitors who sign in on the second floor and visitors registered by the laser counter in the entrance hall.

This is the cumulative number of visits since April 2017.

Preserve 100% of our digital acquisitions using a digital curation platform

Table 6

Development stage of the digital curation platform

Deadline

Update

Digital collections inventory

Q1
(2017-2018)
[Completed]

In the first quarter, the inventory of government records was finalized. This completes the digital collections inventory.

Archiving of government records

Q3
(2017-2018)
[Under way]

LAC continues to work on developing a work plan to collect government records automatically from other departments.

Digital asset management system
to manage tasks and streamline work flow involved in the accrual, annotation, cataloguing, storage, retrieval and distribution of digital content.

Q2
(2017-2018)
[Under way]

LAC has completed the preparation of the statement of requirements for the Request for Proposals (RFP) and continues to work with Public Services and Procurement Canada (PSPC) to finalize the process.

Next steps: once PSPC approval has been obtained, LAC will post the RFP online at Buyandsell.gc.ca.

Commitment 3: Proactively engaged in national and international networks

Set up a secretariat to manage implementation of the National Digitization Strategy

LAC completed its establishment of the secretariat in 2016-2017.

Reach 10 agreements with new partners by 2019

Although the three-year target was reached in 2016-2017, LAC continues to follow up on new agreements reached in 2017-2018.

Table 7

Name of partner

Date of signature

Duration of partnership

Description of partnership

Queen’s University

May 25, 2017

5 years

Collaborative agreement for acquiring and sharing skills and knowledge concerning technological development and research theories and methods, as well as for promoting Canada’s documentary heritage.

Allow the public to help enhance information related to two collections per year

LAC made the diary of Lady Susan Agnes Macdonald, wife of Sir John A. Macdonald, available to the public in June 2017. The diary’s 91 pages were transcribed by the public and are currently under review.

Provide $1.5M annually for community projects under the Documentary Heritage Communities Program (DHCP) [yearly target]

  • Distribution of contributions granted in June 2016 by size
    • Major contributions (over $15,000): 62%
    • Small contributions ($15,000 or less): 38%

All of the funds available in 2017-2018 were assigned to program recipients in the first quarter.

Geographic distribution of grant recipients in the DHCP in 2017-2018

  • Yukon: 0 grant recipients
  • British Columbia: 11 grant recipients
  • Alberta: 2 grant recipients
  • Saskatchewan: 2 grant recipients
  • Manitoba: 2 grant recipients
  • Ontario: 8 grant recipients
  • Québec: 18 grant recipients
  • New Brunswick: 2 grant recipients
  • Prince Edward Island: 0 grant recipients
  • Nova Scotia: 2 grant recipients

Adopt an international relations strategy

In 2016–2017, LAC achieved its goal by adopting an international relations strategy.

Have 10 Canadian representatives on the major international documentary heritage committees [three-year target]

Table 8

Name of Committee

Number of Canadian members

International Council on Archives

4

International Federation of Library Associations and Institutions

4

International Internet Preservation Consortium

1

Total

9

This indicator focuses exclusively on three international organizations. The emphasis is on the steering committees of these organizations and on the Canadian members with leadership or committee chair positions. Canadian members include both LAC employees and other Canadians from the documentary heritage community.

Individuals with multiple roles are counted once only.

Commitment 4: Greater public visibility

Hold a total of 21 exhibitions organized by or in collaboration with LAC [three-year target]

Table 9

Exhibition title

Location

Start

End

Sir John A. Macdonald: Rare and Intriguing Treasures from the Vaults of Library and Archives Canada

Dalnavert Museum and Visitors’ Centre, Winnipeg, Manitoba

June 4, 2016

September 2016

Alter Ego: Comics and Canadian Identity

395 Wellington, Ottawa, Ontario

May 12, 2016

September 14, 2016

A Sunny Legacy: Celebrating Sir Wilfrid Laurier

Laurier House, Ottawa, Ontario

June 1, 2016

November 20, 2016

A Greater Sisterhood: The Women’s Rights Struggle in Canada

Plaza Bridge, Ottawa

July 1, 2016

October 28, 2016

Icons of Knowledge: Architecture and Symbolism in National Libraries

395 Wellington Street, Ottawa, Ontario

September 22, 2016

February 20, 2017

Open Books: International Artists Explore the Chinese Folding Book

395 Wellington Street, Ottawa, Ontario

September 28, 2016

November 30, 2016

Hiding in Plain Sight: The Métis Nation

UNESCO headquarters, Paris

February 1, 2017

February 9, 2017

Foundations: The Words that Shaped Canada

Library of Parliament, Ottawa

March 9, 2017

December 31, 2017

Canada: Who Do We Think We Are?

395 Wellington Street, Ottawa

June 5, 2017

March 1, 2018

Shaping a Nation: 150 Years of Confederation

Plaza Bridge, Ottawa

July 27, 2017

October 31, 2017

Create designated space for LAC’s collections in two well-known exhibition venues [three-year target]

In the first quarter of 2017-2018, LAC reached its objective by creating designated spaces for its collection at the Canadian Museum of History in Gatineau, at the Glenbow Museum in Calgary, and at the National Gallery of Canada in Ottawa.

Double the number of subscribers to LAC’s social media pages [three-year target]

  • Annual target: 90,000 subscriptions
  • Total number of subscribers: 93,820
    • Facebook: 48,964
    • Twitter: 42,423
    • YouTube: 2,433

Since the three-year target of 70,000 subscribers was reached in 2016-2017, LAC increased its target.
The new three-year target is 100,000 subscribers.

Conclude 60 loan agreements for exhibitions [three-year target]

Table 10

Title of exhibition

Location

Time frame

Size of loan

Long-term loan – painting of Sir Wilfrid Laurier

Office of the Prime Minister

April 6, 2016, to fall 2019

1 item

A.Y. Jackson & Tom Thomson: Wounds of War

McMichael Canadian Art Collection

June 4, 2016, to January 4, 2017

2 items

Long-term loan – painting of John Andrew Pearson

House of Commons

June 21, 2016, to June 21, 2018

1 item

Carol Sawyer: The Natalie Brettschneider Archive

Art Gallery of Greater Victoria

October 1, 2016 to
January 8, 2017

7 items

Canada’s Legal System

Canadian Museum for Human Rights

October 1, 2016, to February 28, 2018

5 items

80th anniversary of the Governor General’s Literary Awards and the 30th anniversary of the Public Lending Right Program

Canada Council for the Arts

October 23, 2016, to February 28, 2017

8 items

Reading the GGs: a library of people, places and things

Canada Council for the Arts

October 24, 2016, to February 28, 2017

9 items

Notman, A Visionary Photographer

McCord Museum, Montréal

November 4, 2016 to
April 17, 2017

1 item

It’s All Happening So Fast: A Counter-History of the Modern Canadian Environment

Canadian Centre for Architecture

November 16, 2016, to April 9, 2017

11 items

Le retour des ténèbres, l'imaginaire gothique depuis Frankenstein

Musées d'art et d'histoire de Genève, Switzerland

December 2, 2016, to March 19, 2017

1 item

1867 – Rebellion and Confederation

Canadian Museum for Human Rights

December 9, 2016, to mid-May 2017

50 items

Foundations: The Words that Shaped Canada

Library of Parliament, Ottawa

March 9 to 31, 2017

6 items

Expo 67: A World of Dreams

Stewart Museum, Montréal

April 26 to October 8, 2017

3 items

Lester B. Pearson’s collection

Old Mill Heritage Centre, Manitoulin Island

May 5 to October 7, 2017

54 items

Betwixt & Between: An Untold Tom Thomson Story

Tom Thomson Art Gallery

May 28 to September 10, 2017

2 items

Canadian and Indigenous Art: From Time Immemorial to 1967

National Gallery of Canada

June 15 to September 4, 2017

33 items

Romancing the Canoe

Glenbow Museum

June 17 to September 10, 2017

3 items

Franklin: Death in the ice

National Maritime Museum, London, United Kingdom

July 14, 2017, to January 7, 2018

6 items

Exhibition of the Original Treaty 7 Document

Fort Calgary National Historic Site

June 19 to October 9, 2017

1 items

In Search of Expo 67

Musée d’art contemporain de Montréal

June 21 to October 1, 2017

2 items

Provide a renewed service offering in two Canadian cities

Table 11

Steps in the creation of a renewed service offering in Halifax, Nova Scotia

Deadline

Progress

Transition activities

Q1
[Completed]

 

LAC’s new service point in Halifax opened on May 31, 2017. The Halifax public service point is in the Canadian Museum of Immigration at Pier 21, in the family history centre.

Table 12

Steps in the creation of a renewed service offering in Vancouver, British Columbia

Deadline

Progress

Transition activities

Q2
[Under way]

 

The new service point for LAC in Vancouver opened on May 16, 2017. Services are available by appointment only at the Library Square building downtown. In the fall of 2017, LAC will expand its service offerings in Vancouver by opening a new public service point in the Central Library branch of the Vancouver Public Library.

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