Library and Archives Canada - Sources of Federal Government and Employee Information 2017 (Info Source)

Table of Contents

1. General Information

Introduction to Info Source

Info Source: Sources of Federal Government and Employee Information provides information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and the Privacy Act. It provides individuals and employees of the government (current and former) with relevant information to access personal information about themselves held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.

The Introduction to Info Source: Sources of Federal Government and Employee Information and an index of institutions subject to the Access to Information Act and the Privacy Act are available centrally.

The Access to Information Act and the Privacy Act assign overall responsibility to the President of Treasury Board (as the designated Minister) for the government-wide administration of the legislation.

Background

Library and Archives Canada (LAC) is a federal institution tasked with acquiring, preserving and making Canada’s documentary heritage accessible.

The Dominion Archives founded in 1872 as a division within the Department of Agriculture was transformed into the autonomous Public Archives of Canada in 1912 and renamed the National Archives of Canada in 1987. In 2004, Library and Archives Canada combined the functions of the National Archives of Canada and the National Library of Canada founded in 1953. It was established by the Library and Archives of Canada Act, proclaimed on April 22, 2004. A subsequent Order-in-Council dated May 21, 2004 united the collections, services and personnel of the National Archives of Canada and the National Library of Canada.

Since inception, LAC has reported to Parliament through the Minister of Canadian Heritage.

LAC Responsibilities within the Government of Canada

LAC supports the following government outcomes: "a vibrant Canadian culture and heritage" (related to the area of Social Affairs), and "a transparent, accountable and responsive federal government" (associated with Government Affairs) for its essential role in the management of government information and in connection with Canada's Action Plan on Open Government.

LAC is responsible for preserving the documentary heritage of Canada for the benefit of present and future generations; serving as a source of enduring knowledge accessible to all; contributing to the cultural, social and economic advancement of Canada as a free and democratic society; facilitating in Canada cooperation among communities involved in the acquisition, preservation and diffusion of knowledge; and to serve as the continuing memory of the Government of Canada and its institutions.

LAC collects and preserves Canada's documentary heritage, and makes it accessible to all Canadians. This heritage includes publications, archival records, sound and audio-visual materials, photographs, artworks, and electronic documents such as websites. As part of its mandate, LAC works closely with other archives and libraries to acquire and share these materials as broadly as possible.

LAC Strategic Policy Suites

Library and Archives Canada (LAC) uses evidence-based research and policies and make strategic decisions to deliver its mandate to Canadians in an accountable and transparent manner. LAC’s strategic policy suites ensure consistency and coherence among different parts of the institution and alignment with relevant Government of Canada policies and priorities.

LAC staff across the institution is involved in policy development. Strategic direction is provided by senior management who approves strategic policy instruments (i.e., frameworks, policies, and directives). Operational areas implement these policies. LAC’s strategic policy suites are periodically reviewed.

2. Information Management Facilitation

Advice and Guidance

Description
LAC provides support and advice on information management to Government of Canada institutions through the creation of tools, guidelines, and policies.

Document Types
Tools, guidelines, policies, briefing notes, plans, presentations, research reports

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC CMHI 185

Participation in National and International Organizations related to Information Management

Description
Information relating to participation of LAC in national and international organizations, such as the International Organization for Standardization, the Federal-Provincial-Territorial Recordkeeping Council, and the International Council on Archives.

Document Types
Correspondence, agendas, minutes, policies, standards, reports

Retention and Disposal Standards
Under development

DA Number
2015/007

Provision of Strategic Information Management Services to Government of Canada Institutions

Records Disposition Authorities Control System (RDACS)

Description
An information system that contains summary descriptions of Disposition Authorizations (DAs) granted by the Librarian and Archivist of Canada to federal institutions, as well as online copies of relevant documentation. It includes descriptions of more than 2,200 authorizations. RDACS is available to federal institutions.

Document Types
Correspondence, decision records, disposition authorizations, evaluations, legislation, plans, reports, statistics, terms and conditions, and schedules

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC CMGI 350

Government of Canada-Information Management Symposium

Description:
Records related to the planning and implementation of symposia and fora on recordkeeping for the information management community in the Government of Canada.

Document Types
Conference materials including planning and logistics, invitations, registration forms, lists of attendees, locations, dates, expenses, evaluation forms, event protocols, frequently asked questions, reports, and statistics

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number: 
LAC CMGI 200

Liaison Centre

Description
Records related to answers provided to requests for information received from federal institutions and to the logistics of learning and awareness activities offered to government institutions and agencies.

Document Types:
Questions from clients and responses provided, maintained in the Query Management System database. Information may include names, addresses, and telephone numbers

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC CMGI 200

Information Transferred to the Legal Control of LAC Pursuant to Order-in-Council 1971-1989

Description
Information of the War Service Records Division used in support of managing former military personnel was transferred to LAC (formerly the Public Archives of Canada) where it became part of Military Personnel Records under the jurisdiction of the Librarian and Archivist of Canada. The transfer ensured all service records of former members of the Canadian Forces were under a single authority.

Document Types
Personnel files

Record Number:
LAC CMHI 155

Army Reserve Force Pay Sheets

Description
This bank describes information related to pay records of Army Reserve Force personnel created from 1948 to 1979 by the Department of National Defence (DND). Personal information may include the service member's name, service numbers or Social Insurance Number (SIN), date of birth, and pay entitlements.

Class of Individuals
Former Army Reserve Force personnel

Purpose
Personal information was transferred to the legal control of LAC pursuant to Order-in-Council 1971-1989. CMGI 2009 is used as a reference source of information about former military members' service to support post-service programs and benefits administered by Veterans Affairs Canada (VAC) and DND. The SIN may be used in retrieving information for DND and VAC when it is the only identifier available for former Army Reserve Force personnel.

Consistent Uses
The information may be shared with current authorized personnel of DND. Refer to Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824 for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC. Refer to Financial Benefits-VAC PPU 510 and Pensions and Compensation-VAC PPU 055 for administering post-release services and benefits to former Canadian Forces members.

Retention and Disposal Standards
Records are retained for 54 years from the date of creation and are preserved permanently by Library and Archives Canada for archival purposes.

DA Number
85/012

Related Record Number
LAC CMHI 155, LAC CMHI 170

TBS Registration:
000567

Bank Number
LAC PPU 715

Notes: Individuals requesting information described by this bank must provide the service person’s full given name(s) or initials and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable); and period of service.

Individuals must also provide their contact information and signature. Bank formerly called Army Reserve Force Pay Sheets-LAC PPE 715.

Army Unit Pay lists

Description
This bank describes information related to records of army personnel created from 1919 to 1954 by the Department of National Defence. Personal information may include the service member's name, date of birth, service numbers and pay entitlements.

Class of Individuals
Former army personnel

Purpose
The information is used as a reference source of additional information that may be missing or not contained in the former service person's military personnel records. Personal information was transferred to the legal control of LAC pursuant to Order-in-Council 1971-1989.

Consistent Uses
There are no consistent uses.

Retention and Disposal Standards
Records are retained for 54 years from the date of creation and are preserved permanently for archival purposes. Information in the electronic system used to control and monitor the location and use of the records noted above is retained indefinitely.

DA Number:
85/012

Related Record Number
LAC CMHI 155, LAC CMHI 170

TBS Registration
20091661

Bank Number
LAC PPU 727

Notes: Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number, and period of service. Individuals must also provide their contact information and signature.

Auxiliary Services Record - World War II

Description
This bank describes limited personal information and service details, such as the person's employment data, length and type of service, etc. Individuals seeking access to these records should provide their full given names and surname, date of birth, and the unit they served with. Firefighters should also provide their service number.

Class of Individuals
Second World War Auxiliary Services personnel, including firefighters, Red Cross workers, special operators, war correspondents and voluntary aid detachment personnel

Purpose
To verify terms and periods of service and determine eligibility for benefits and services

Consistent Uses: This bank is used by employees of the federal government for administrative actions on archival records.

Retention and Disposal Standards
Records are retained until the individual reaches 90 years of age, then they are preserved by Library and Archives Canada for archival purposes.

DA Number
85/012

Related Record Number
LAC CMHI 170

TBS Registration:
000562

Bank Number
LAC PPE 710

Collective Medical Records

Description
This bank describes information related to individuals in medical facilities compiled by the Department of National Defence (DND). Records include primarily hospital admissions; however, other records may include discharge books, unit medical inspection room books and treatment books that were maintained by the various Canadian hospitals and other medical facilities by the various Canadian Armed Forces (CAF). Personal information may include the person's name, service number(s) (if applicable) or SIN (if applicable), the nature of the illnesses/diagnoses, clinical comments and opinions, wounds suffered and prescribed treatments.

Class of Individuals
Former personnel of the Canadian Active, Regular and Reserve Forces, their dependents and civilians

Purpose
Personal information is used as a reference source of medical treatment received at a military medical facility. Personal information is transferred to the legal control of LAC pursuant to Order-in-Council 1971-1989. The SIN may be used in retrieving the above information for DND and Veterans Affairs Canada (VAC) when it is the only identifier available for former Army Reserve Force personnel of the Canadian Active, Regular and Reserve Forces.

Consistent Uses:
The information may be shared with current authorized personnel of DND. Refer to Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824 for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of Veterans Affairs Canada refer to Agent Orange ex-gratia Payment-VAC PPU 200, Assistance Fund-VAC PPU 045, Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005, Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560, Financial Benefits-VAC PPU 510, Health Benefits Program/Public Service Health Care Plan-VAC PPU 520, Health Care Programs (Non-Pension Related)-VAC PPU 020, Immediate Post-Discharge Benefits-VAC PPU 015, Job Placement Assistance-VAC PPU 530, Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090, Payment of Short-Term Allowances-VAC PPU 025, Pensions and Compensation-VAC PPU 055, Rehabilitation Services and Vocational Assistance-VAC PPU 550, Residential Care-VAC PPU 016, Treatment of a Pensioned/Awarded Condition-VAC PPU 030, Veterans Independence Program-VAC PPU 056 and War Veterans Allowance-VAC PPU 040 for administering post-release services and benefits to former Canadian Forces members.

Retention and Disposal Standards
Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. These records from the Collective Medical Records series for the CAF cover the years 1921 to date. They consist of two different records series: the medical units’ admissions and discharge records (ADRs) and the Daily Sick Parade Records (DSPRs) for all the units of the CAF.

The ADRs have a retention of 90 years after date of birth of all those mentioned in the records. After that time, ADRs retained are those documenting wartime service, immediate post-war service, and those for deployed operations. As for the DSPRs, produced as the result of a morning roll call, they also have a retention of 90 years after date of birth of all those mentioned in the records; after this time, they are disposed.

DA Number:
85/012

Related Record Number
LAC CMHI 155, LAC CMHI 170

TBS Registration
20091653

Bank Number
LAC PPU 017

Notes: Individuals requesting information described by this bank must provide the person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), service number(s) (if applicable) or SIN (if applicable), the unit(s) or place of examination or name of the hospital he or she was treated in, and the period of examination. Individuals must also provide their contact information and signature (if applicable).

Daily Routine Orders

Description
This bank describes information related to occurrence records of former Royal Canadian Air Force (RCAF) members created by the Department of National Defence from the 1920s to 1966, and organized according to the RCAF unit issuing the order. Personal information may include the service person's name, ranks, units, service numbers, assignments, taskings, marital status, and contact information.

Class of Individuals
Former personnel of RCAF and other Forces (e.g., Australian and British) stationed with RCAF units, their dependents or next of kin

Purpose
The information is used as a reference source of additional information that may be missing or not contained in the former service person's military personnel records, and to identify other former Forces personnel who were attached to the RCAF. Personal information was transferred to the legal control of LAC pursuant to Order-in-Council 1971-1989.

Consistent Uses
There are no consistent uses.

Retention and Disposal Standards
Records are retained for 90 years from the latest date of correspondence. At the end of their retention period, some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number
85/012

Related Record Number
LAC CMHI 155, LAC CMHI 170

TBS Registration
000560

Bank Number
LAC PPU 027

Notes: Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), service number, and period of service. Individuals must also provide their contact information and signature. Bank formerly called Royal Canadian Air Force -Daily Routine Orders-LAC PPE 708.

Dental Records

Description
This bank describes information related to dental occurrence reports of former Canadian military service personnel compiled by the Department of National Defence (DND). Personal information may include the service person's name, date of birth, service numbers or SIN, histories, special examinations, comments, opinions, and X-rays.

Class of Individuals
Personnel of the Reserves, Canadian Active and Regular Forces whose years of service were from 1939 onward. Excluded from this class of individuals are those Canadian Forces members who died while serving during the Second World War

Purpose
Personal information is used as a reference source of information about former military members to support post-service programs and benefits administered by Veterans Affairs Canada (VAC) and DND. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserves pursuant to Order-in-Council 1971-1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former personnel of the Reserves, Canadian Active and Regular Forces.

Consistent Uses:
The information may be shared with current authorized personnel of the DND. Refer to Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824 for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC refer to Assistance Fund-VAC PPU 045, Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005, Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560, Financial Benefits-VAC PPU 510, Health Benefits Program/Public Service Health Care Plan-VAC PPU 520, Health Care Programs (Non-Pension Related)-VAC PPU 020, Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090, Pensions and Compensation-VAC PPU 055, Rehabilitation Services and Vocational Assistance-VAC PPU 550 and Treatment of a Pensioned/Awarded Condition-VAC PPU 030 for administering post-release services and benefits to former Canadian Forces members.

Retention and Disposal Standards
Records of Reserve Forces personnel are retained until the service person reaches 70 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Records of Canadian service personnel who served during the Second World War, survived the war, and had no further active service after this war, are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Special Forces personnel (Korean Conflict) are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Regular Force and Class C Reserve personnel are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number
85/012 and 99/014

Related Record Number
LAC CMHI 155, LAC CMHI 170

TBS Registration:
001943

Bank Number
LAC PPU 721

Notes: Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable), and period of service. Individuals must also provide their contact information and signature (if applicable). Dental X-rays may be provided only by the National Capital Regional Service Centre directly to the current dentist of the individual with the individual's (patient's) written consent. If a former military member re-engages in the Canadian Armed Forces, DND requests and receives the previous dental records. Legal control is then transferred to DND, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. Bank formerly called Dental Records-World War II, Special, Reserve and Regular Forces-LAC PPE 721.

Medical Records

Description
This bank describes information about individuals' medical reports compiled by the Department of National Defence (DND). Personal information may include the person's name, date of birth, service numbers or SIN, history reports, special examinations, sick parade reports, tests, clinical comments and opinions.

Class of Individuals
Personnel of the Reserves, Canadian Active and Regular Forces whose years of service were from 1939 onward and their dependents, spouses or next of kin. Excluded from this class of individuals are those Canadian Forces members who died while serving during the Second World War

Purpose
Personal information is used as a reference source of information about former military members' service to support post-service programs and benefits administered by Veterans Affairs Canada (VAC) and DND. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserves pursuant to Order-in-Council 1971-1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former personnel of the Reserves, Canadian Active and Regular Forces.

Consistent Uses:
The information may be shared with current authorized personnel of the DND. Refer to Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824 for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of Veterans Affairs Canada refer to Agent Orange ex-gratia Payment-VAC PPU 200, Assistance Fund-VAC PPU 045, Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005, Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560, Financial Benefits-VAC PPU 510, Health Benefits Program/Public Service Health Care Plan-VAC PPU 520, Health Care Programs (Non-Pension Related)-VAC PPU 020, Immediate Post-Discharge Benefits-VAC PPU Army Reserve Force Pay Sheets Description:  -VAC PPU 530, Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090, Payment of Short-Term Allowances-VAC PPU 025, Pensions and Compensation-VAC PPU 055, Rehabilitation Services and Vocational Assistance-VAC PPU 550, Residential Care-VAC PPU 016, Treatment of a Pensioned/Awarded Condition-VAC PPU 030, Veterans Independence Program-VAC PPU 056 and War Veterans Allowance-VAC PPU 040 for administering post-release services and benefits to former Canadian Forces members.

Retention and Disposal Standards
Records of Reserve Forces personnel are retained until the service person reaches 70 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Records of Canadian service personnel who served during the Second World War, survived the war, and had no further active service after this war, are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Special Forces personnel (Korean Conflict) are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Regular Force and Class C Reserve personnel are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number
85/012 and 99/014

Related Record Number
LAC CMHI 155, LAC CMHI 170

TBS Registration
000569

Bank Number
LAC PPU 018

Notes: Individuals requesting information described by this bank must provide the person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable), and period of service. Individuals must also provide their contact information and signature (if applicable). If a former military member re-engages in the Canadian Armed Forces, the Department of National Defence requests and receives the previous medical records. Legal control is then transferred to the Department of National Defence, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. Bank formerly called Medical Records-World War II, Special, Reserve and Regular Forces-LAC PPE 717.

Medical x-rays and radiologist reports

Description
This bank describes information concerning individuals' medical X-rays and copies of radiologists' reports compiled by the Department of National Defence. Personal information may include the service person's name, date of birth, service numbers, photographic images of his or her body parts, clinical comments and opinions.

Class of Individuals:
Reserve Forces, Regular Force and Class C Reserve personnel

Purpose
Personal information is used as a reference source of medical diagnoses. Personal information is transferred to the legal control of LAC pursuant to Order-in-Council 1971-1989.

Consistent Uses
The information may be disclosed by the LAC Winnipeg Service Centre directly to the current doctor of the individual with the individual's (patient's) written consent.

Retention and Disposal Standards
Records are retained for 10 years following receipt at the LAC Regional Service Centre, and then destroyed, provided no administrative action has been taken within the last two years of the retention period. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed.

DA Number
89/026

Related Record Number
LAC CMHI 155, LAC CMHI 170

TBS Registration
20091700

Bank Number
LAC PPU 722

Notes: Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number and date(s) of x-ray(s).

Microfiche Personal File

Description
This bank describes information about individuals compiled by the Department of National Defence. (DND) Personal information may include the person's name, service numbers or SIN, marital status, medical information, release items and biographical information.

Class of Individuals
Former Regular and Reserve Forces personnel, their dependents, spouses or next of kin

Purpose
Personal information is used as a reference source of additional information that may not be contained in the former service person's military personnel records. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserves pursuant to Order-in-Council 1971-1989. The SIN may be used in retrieving the above information for DND and Veterans Affairs Canada (VAC) when it is the only identifier available for former personnel of Regular and Reserve Forces.

Consistent Uses
The information may be shared with current authorized personnel of DND. Refer to Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824 for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC refer to Agent Orange ex-gratia Payment-VAC PPU 200, Assistance Fund-VAC PPU 045, Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005, Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560, Educational Assistance- Army Reserve Force Pay Sheets Description:  PPU 010, Financial Benefits-VAC PPU 510, Health Benefits Program/Public Service Health Care Plan-VAC PPU 520, Health Care Programs (Non-Pension Related)-VAC PPU 020, Honours and Awards-VAC PPU 110, Immediate Post-Discharge Benefits-VAC PPU 015, Job Placement Assistance-VAC PPU 530, Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090, Payment of Short-Term Allowances-VAC PPU 025, Pensions and Compensation-VAC PPU 055, Rehabilitation Services and Vocational Assistance-VAC PPU 550, Residential Care-VAC PPU 016, Treatment of a Pensioned/Awarded Condition-VAC PPU 030, Veterans Independence Program-VAC PPU 056 and War Veterans Allowance-VAC PPU 040 for administering post-release services and benefits to former Canadian Forces members.

Retention and Disposal Standards
Records are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number
85/012

Related Record Number
LAC CMHI 155, LAC CMHI 170

TBS Registration
000570

Bank Number
LAC PPU 023

Notes: Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable), and period of service. Individuals must also provide their contact information and signature (if applicable). If a former military member re-engages in the Canadian Armed Forces, the Department of National Defence requests and receives the previous microfiche personal records. Legal control is then transferred to the Department of National Defence, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. Bank formerly called Microfiche Personal File-Regular Force and Class C Reserves-LAC PPE 718.

Military Personnel Bank

Description
This bank describes information about individuals compiled by the Department of National Defence. Personal information may include the person's name; citizenships; service numbers or SIN; biographical information; educational information; military personnel information and documents, such as birth certificates, conduct sheets, divorce orders (nisi and absolute), proof of change of name, dependents' birth certificates and language of instruction preferences, civil convictions (except those for which pardons have been granted), consent to serve forms, enrolment documents, marriage certificates, separation agreements, Statements of Ordinary Residence, documents regarding security level, requests for compassionate posting and for special considerations, results of court martial, screenings for overseas duty, and educational certificates/reports of academic achievements.

Class of Individuals
Personnel of the Reserves, Canadian Active and Regular Forces whose years of service were from 1939 onward and their dependents, spouses or next of kin. Excluded from this class of individuals are those Canadian Forces members who died while serving during the Second World War

Purpose
Personal information is used as a reference source of information about former military members' service to support post-service programs and benefits administered by Veterans Affairs Canada and the Department of National Defence. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserves pursuant to Order-in-Council 1971-1989. The SIN may be used in retrieving the above information for the Department of National Defence and Veterans Affairs Canada when it is the only identifier available for former personnel of the Reserves, Canadian Active and Regular Forces.

Consistent Uses
The information may be shared with current authorized personnel of DND. Refer to Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824 for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of Veterans Affairs Canada refer to Agent Orange ex-gratia Payment-VAC PPU 200, Assistance Fund-VAC PPU 045, Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005, Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560, Educational Assistance-VAC PPU 010, Financial Benefits-VAC PPU 510, Health Benefits Program/Public Service Health Care Plan-VAC PPU 520, Health Care Programs (Non-Pension Related)-VAC PPU 020, Honours and Awards-VAC PPU 110, Immediate Post-Discharge Benefits-VAC PPU 015, Job Placement Assistance-VAC PPU 530, Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090, Payment of Short-Term Allowances-VAC PPU 025, Pensions and Compensation-VAC PPU 055, Rehabilitation Services and Vocational Assistance-VAC PPU 550, Residential Care-VAC PPU 016, Treatment of a Pensioned/Awarded Condition-VAC PPU 030, Veterans Independence Program-VAC PPU 056, and War Veterans Allowance-VAC PPU 040 for administering post-release services and benefits to former Canadian Forces members.

Retention and Disposal Standards
Records of Reserve Forces personnel are retained until the service person reaches 70 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Records of Canadian service personnel who served during the Second World War, survived the war, and had no further active service after this war, are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Special Forces personnel (Korean Conflict) are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Regular Force and Class C Reserve personnel are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number
85/012 and 99/014

Related Record Number
LAC CMHI 155, LAC CMHI 170

TBS Registration
000568

Bank Number
LAC PPU 024

Notes: Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable), and period of service. Individuals must also provide their contact information and signature (if applicable). If a former military member re-engages in the Canadian Forces, the Department of National Defence requests and receives the previous military personnel records. Legal control is then transferred to the Department of National Defence, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. Bank formerly called Military Personnel Bank-World War II, Special, Reserve and Regular Forces-LAC PPE 716.

Newfoundland Forces - World War II

Description
This bank describes personal information and service details, which might include the service person's full name, service number, period of service, the units he or she served with, medical information, etc. Individuals seeking access to these records should provide their full given names and surname, date of birth, and service number.

Class of Individuals
Personnel who served with the Newfoundland Forces from 1939 to 1946

Purpose
To verify terms and periods of service of former Newfoundland Forces personnel to determine their entitlement to benefits and services.

Consistent Uses
This bank is used by employees of the federal government for administrative actions.

Retention and Disposal Standards
Records are retained until the individual reaches 90 years of age and then preserved by Library and Archives Canada or archival purposes.

DA Number
85/012

Related Record Number
LAC CMHI 170

TBS Registration
000565

Bank Number
LAC PPE 713

Notes: Records information for all other services within the Newfoundland Forces may be obtained by contacting Veterans Affairs Canada, St. John's, Newfoundland.

Part II Orders

Description
This bank describes information related to individuals' occurrence reports created from 1939 to 1966 by the Department of National Defence. Personal information may include the person's ranks, units, and periods of service, name, service numbers, marital status, contact information, and pay.

Class of Individuals
Former personnel of the Canadian Active, Special and Regular Forces and other Forces (e.g., British), their dependents and next of kin

Purpose
The information is used as a reference source of additional information that may be missing or not contained in the former service person's military personnel records and to identify other former Forces personnel who were attached to the Canadian Armed Forces. Personal information was transferred to the legal control of LAC pursuant to Order-in-Council 1971-1989.

Consistent Uses
There are no consistent uses.

Retention and Disposal Standards
Records are retained for 90 years from the latest date of correspondence. Information in the electronic system used to control  and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number: 
85/012

Related Record Number
LAC CMHI 155, LAC CMHI 170

TBS Registration
000561

Bank Number
LAC PPU 026

Notes: Individuals requesting information described by this bank must provide the former service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), service number, period of service, and the unit where he or she served. Individuals must also provide their contact information and signature. Bank formerly called Canadian Army Wartime, Special Force and Regular Force-Part II Orders.

Performance Evaluation Records

Description
This bank describes information related to the performance records of former Canadian military service personnel compiled by the Department of National Defence. Personal information may include the person's name, date of birth, ranks, units, service numbers or SIN, course reports, personal evaluation reports, confidential personal assessments, and unit employment records.

Class of Individuals
Former personnel of the Canadian Active, Regular and Reserve Forces and their dependents

Purpose
Personal information is used as a reference source of information about former military members' service to support post-service programs and benefits administered by Veterans Affairs Canada and the Department of National Defence. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserve pursuant to Order-in-Council 1971-1989. The SIN may be used in retrieving the above information for the Department of National Defence and Veterans Affairs Canada when it is the only identifier available for former personnel of the Canadian Active, Regular and Reserve Forces.

Consistent Uses
The information may be shared with current authorized personnel of DND. Refer to Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824 for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of Veterans Affairs Canada refer to Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560, Financial Benefits-VAC PPU 510, Job Placement Assistance-VAC PPU 530, Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090, Treatment of a Pensioned/Awarded Condition-VAC PPU 030 and Rehabilitation Services and Vocational Assistance-VAC PPU 550 for administering post-release services and benefits to former Canadian Forces members. The information may be shared with current authorized personnel of Veterans Affairs Canada.

Retention and Disposal Standards: 
Records of Reserve Forces personnel are retained until the service person reaches 70 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Records of Canadian service personnel who served during the Second World War, survived the war, and had no further active service after this war, are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Special Forces personnel (Korean Conflict) are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Regular Force and Class C Reserve personnel are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number
85/012 and 99/014

Related Record Number
LAC CMHI 155, LAC CMHI 170

TBS Registration
000572

Bank Number
LAC PPU 028

Notes: Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable), and period of service. Individuals must also provide their contact information and signature (if applicable). If a former military member re-engages in the Canadian Armed Forces, the Department of National Defence requests and receives the previous performance evaluation records. Legal control is then transferred to the Department of National Defence, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. Bank formerly called Performance Evaluation Bank-World War II, Special, Reserve and Regular Force-LAC PPE 720.

Reserve Pay Sheets

Description
This bank describes information related to pay records of former Reserve Component personnel created from 1979 onward by the Department of National Defence. Personal information may include the service person's name, date of birth, ranks, units, service numbers, SIN, pay entitlements, and items of release.

Class of Individuals
Former Reserve Force personnel

Purpose
Personal information is used as a reference source of information about former military members' service to support post-service programs and benefits administered by Veterans Affairs Canada and the Department of National Defence. Personal information is transferred to the legal control of LAC two years after release from the Reserves pursuant to Order-in-Council 1971-1989. The SIN may be used in retrieving the above information for Veterans Affairs Canada when it is the only identifier available for former Reserve Force personnel.

Consistent Uses
The information may be shared with current authorized personnel of Veterans Affairs Canada. Refer to Financial Benefits-VAC PPU 510 and Pensions and Compensation-VAC PPU 055 for administering post-release services and benefits to former Canadian Forces members.

Retention and Disposal Standards
Records are retained for 54 years from the date of creation and are then preserved permanently for archival purposes. Information in the electronic system used to control and monitor the location and use of the records noted above is retained indefinitely.

DA Number
85/012

Related Record Number
LAC CMHI 155, LAC CMHI 170

TBS Registration
20091659

Bank Number
LAC PPU 725

Notes: Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN. Individuals must also provide their contact information and signature.

Service Pensions Records

Description
This bank describes information related to pension records of former Regular Force members compiled by the Department of National Defence. Personal information may include the service person's name, service numbers, SIN, date of birth and pension-related documents, such as birth certificates of former members and their dependents, divorce and separation documents, pension observations, correspondence concerning pensions, death certificates, and payments to survivors.

Class of Individuals
Former Regular Force personnel, their dependents and former spouses

Purpose
Personal information is used as a reference source of contributions to a pension plan or pension entitlements by former military members. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members pursuant to Order-in-Council 1971-1989. The SIN may be used in retrieving the above information for the Department of National Defence and Veterans Affairs Canada when it is the only identifier available for former Regular Force personnel.

Consistent Uses
The information may be shared with current authorized personnel of DND. Refer to Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824 for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of Veterans Affairs Canada refer to Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005, Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560, Financial Benefits-VAC PPU 510, Immediate Post-Discharge Benefits-VAC PPU 015, Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090, Payment of Short-Term Allowances-VAC PPU 025, and Pensions and Compensation-VAC PPU 055 for administering post-release services and benefits to former Canadian Forces members.

Retention and Disposal Standards
Records are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number
85/012

Related Record Number: 
LAC CMHI 155, LAC CMHI 170

TBS Registration
000571

Bank Number
LAC PPU 719

Notes: Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN, and period of service. Individuals must also provide their contact information and signature. If a former military member re-engages in the Canadian Armed Forces, the Department of National Defence requests and receives the previous service pension records. Legal control is then transferred to the Department of National Defence, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. Bank formerly called Service Pensions Bank-Regular Forces-LAC PPE 719.

Thirty Day Trainees - World War II

Description
This bank describes personal information and service details for individuals called out for military training under the National Resources Mobilization Act during the Second World War. Personal information may include the person's name, service number, unit, period and location of service, medical category, etc. Individuals seeking access to these records should provide their full given names and surnames, service number, and date of birth.

Class of Individuals: 
Personnel who underwent a 30-day military training under the National Resources Mobilization Act of 1940

Purpose
To verify the service of personnel during the training period to determine their entitlement to benefits and services.

Consistent Uses
This bank is used by employees of the federal government for administrative actions.

Retention and Disposal Standards
Records are retained until the individual reaches 90 years of age. Some of these records are preserved by Library and Archives Canada for archival purposes, while the remainder are destroyed.

DA Number
85/012

Related Record Number
LAC CMHI 170

TBS Registration
000563

Bank Number
LAC PPE 711

Central Canada Regional Service Centre Inquiries on Personnel Information Files

Description
Personnel information collected during the employment of former federal government public servants as well as former members of the Canadian Armed Forces.

Documents Types
Individuals' employment history with federal departments, pension details (if available), and personal information. Documents may also include frequently asked questions, reports, and statistics.

Record Number
LAC CMHI 170

Employee Personnel Record

Description
This bank describes information compiled by government institutions used in support of managing former civilian employees' employment. Personal information may include the employee's name, date of birth, dates of employment, contact information, age, gender, SIN, Personal Record Identifier (PRI), citizenship status, educational information, biographical information, and personnel information.

Class of Individuals
Former civilian employees of the Government of Canada, their dependents, spouses, and next of kin

Purpose
Personal information is used as a reference of employment information about former Government of Canada personnel’s employment. The authority to collect personal information from personnel records stems from various authorizations issued throughout the history of the Government of Canada. Since 1988, the authority to dispose of personnel records rests with the National Archives Act, and after 2003, the Library and Archives of Canada Act. The SIN is authorized for retrieval of historical employee personnel files in instances when it is the only identifier available for former government employees. This is because the SIN was the identifier used before the conversion to an employee identification number.

Consistent Uses
The information may be shared with government institutions of former civilian employees of the Government of Canada and may refer to Employee Personnel Record-PSE 901.

Retention and Disposal Standards
Records are retained until the former employee reaches 80 years of age. Some of those records are preserved permanently for archival purposes. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number
2015/007

Related Record Number
LAC CMHI 155, LAC CMHI 170

TBS Registration
000554

Bank Number
LAC PCU 748

Notes: Individuals requesting information described by this bank must provide the former employee's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, SIN (if applicable) or PRI (if applicable), former employing department, and period(s) of employment. Individuals must also provide their contact information and signature (if applicable). If a former government institution employee is re-employed with the Government of Canada, the new employing government institution requests and receives the previous employee personnel record. Legal control is transferred to that new employing government institution, with the obligation to respond to any request under the Access to Information Act or the Privacy Act. Bank formerly called Former Civilian Employees-Employee Personnel Record-LAC PCE 748.

Superannuation Record

Description
This bank describes information compiled by Public Works and Government Services Canada (PWGSC), formerly the Department of Supply and Services (DSS), about all transactions affecting former government institution employees' pensionable status under the Public Service Superannuation Act. Personal information may include the employee's name, date of birth, SIN, PRI, contact information, payments, benefits, decisions concerning pensions, and beneficiaries.

Class of Individuals
Former civilian employees of the Government of Canada, their dependents, spouses and next of kin

Purpose
Personal information is used to serve as a reference source about former Government of Canada employees' contributions. The authority to collect personal information from superannuation records stems from various authorizations issued throughout the history of the Government of Canada. Since 1988, the authority to dispose of superannuation records rests with the National Archives Act and after 2003, the Library and Archives of Canada Act. The SIN is authorized for retrieval of historical superannuation records in instances when it is the only identifier available for former government employees. This is because the SIN was the identifier used before the conversion to an employee identification number.

Consistent Uses
Information may be shared with current authorized personnel of PWGSC. Refer to Public Service Pensions Data Bank-PWGSC ABC 075 for assessing and calculating prior service and benefits/pensions. PWGSC may retain these records until these administrative actions have been completed.

Retention and Disposal Standards
Records are retained until the former employee reaches 80 years of age and are then destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed.

DA Number
2015/007

Related Record Number: 
LAC CMHI 155, LAC CMHI 170

TBS Registration
000556

Bank Number
LAC PPU 029

Notes: Individuals requesting information described by this bank must provide the former employee's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, SIN (if applicable) or PRI (if applicable), former employing department, and period(s) of employment. Individuals must also provide their contact information and signature (if applicable). If a former government institution employee is re-employed with the Government of Canada, the new employing government institution requests and receives the previous employee superannuation record to ensure a complete record of contributions and entitlements. Legal control is transferred to the new employing federal institution, with the obligation to respond to any request under the Access to Information Act or the Privacy Act. Bank formerly called Former Civilian Employees-DSS Superannuation Record-LAC PPE 704

3. Acquisition of Documentary Heritage

One of the pillars of the mandate of Library and Archives Canada (LAC) is to ensure that Canada’s continuing memory reflects Canadian society and is available to current and future generations. LAC’s holdings consist of published and unpublished information resources in a variety of media and formats, both analogue and digital. The majority of LAC’s acquisitions are regulated by legislation. For example, Canadian publishers must deposit a copy of all published information resources with LAC in accordance with the Legal Deposit of Publications Regulations. In addition, under the Library and Archives of Canada Act, federal government information resources of enduring value must be transferred to LAC once their retention period has expired. LAC also fulfills its mandate to acquire and preserve the documentary heritage through the acquisition of private information resources that are representative of Canadian society both today and in the past.  

Canadian Digital Information Strategy

Description
Includes records resulting from a series of discussions held from 2005 to 2008, when LAC facilitated discussions on behalf of more than 200 stakeholder organizations from the private, public, and academic sectors involved in the creation, preservation and dissemination of digital information in Canada. Consultations culminated in a National Summit in 2006, at which broad consensus on the elements of a national digital information strategy emerged. Responsibility was conferred on LAC by Summit participants to prepare a final report. The development of the final report will continue to form the basis for the direction of LAC's digital strategies within its legislated mandate.

Document Types
A final report entitled "Canadian Digital Information Strategy: Final Report of Consultations with Stakeholder Communities 2005-2008"

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC DHC 036

Publications

The objective is to be comprehensive in collecting copies of all materials in all formats published in Canada that are released for public distribution or sale. Normally, two copies are acquired: one for research and loan; and one for LAC's preservation collection of Canadiana. As well, materials published abroad with Canadian content or written by Canadian authors or musicians are also acquired. Legal deposit, in force since 1953, through broad provisions in the Library and Archives of Canada Act and qualified in legal deposit regulations, is the prime method for building this collection and is currently applied to formats of publishing such as books, serials (journals, periodicals, magazines), sound recordings, and audio-visual material and microforms. Since January 1, 2007, the legal deposit regulation has been extended to include digital publications and maps. Canadian materials published before 1953 or not subject to legal deposit are acquired by purchase or gift.

Acquisitions

Description
Includes records related to the acquisition (by legal deposit, purchase, or gift) of Canadian and non-Canadian publications in all formats. These publications are added to the national collection. Records include information related to descriptions of publications; information on suppliers, authors, publishers, etc.; and are created, stored, and managed on the AMICUS library system in the acquisition module.

Document Types
Machine-readable records related to the bibliographic information, ordering, invoicing, and receipt of materials; committee records (agendas, minutes of meetings, records of decision); correspondence; acquisition criteria and agreements; statistical reports; program plans and evaluations; contracts; lesson plans and supporting documentation; research files; inventories; electronic publishing documentation; communication plans; etc.

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC DHC 030

Gifts and Major Acquisitions Database

Description
Contains current and retrospective (to 1975) information about major acquisitions of published materials bought and gifts received by Library and Archives Canada (LAC). Information includes the name and contact information (telephone number, email, address) of individuals and organizations. The database is organized by fiscal year, then by a sequential number for each gift. Each entry includes a brief description of the gift, its nature/type, its monetary value and actions taken.

Class of Individuals
Donors to LAC

Purpose
The database provides LAC staff with information about donors, gifts, and monetary values to evaluate and manage future gifts and to respond to questions from the Canada Revenue Agency (CRA).

Consistent Uses
To produce statistics on gifts

Retention and Disposal Standards
Information on gifts is retained for the period equivalent to the life of the gift. Under review.

DA Number
2015/007

Related Record Number
LAC DHC 030

TBS Registration
004478

Bank Number:
LAC PPU 060

Notes: Gift agreements are sent to the Canada Revenue Agency for taxation purposes. These specify the nature of the gift, its monetary value, and donor contact and identification information.

Canadian Theses

Description
Includes records related to the management and administration of the Theses Canada program, which acquires approved theses and dissertations from Canadian universities. Access to metadata and theses is available on the Theses Canada Portal, a sub-site of the Library and Archives Canada website. The Portal includes content about the program and a search interface to locate bibliographic records for theses and dissertations, access electronic theses online and request hardcopies through interlibrary loan.

Document Types
Theses and dissertations; advisory committee records (program updates, agendas, minutes); annual work plans; articles; presentations; briefing notes; budgets; client inquiries; contact information; contracts; copyright; development of the Theses Canada Portal (systems and content); financial records (invoices, invoice ledgers); inventories; legal issues; memberships; metadata; preservation master microfiche acquisition and storage; procedures; service issues with contractor; statistical reports; surveys; theses digitization; Theses licenses; travel plans; and university correspondence

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC DHC 110

Electronic Publication Collection

Description
An archive of Canadian monographic and periodical Internet publications collected since 1993.

Document Types
Online publications (e.g., bulletins, journals, books); and administrative records including annual work plans, client inquiries, correspondence, supplier lists, policies, procedures, and statistical report

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC DHC 021

Government Records

Sections 12 and 13 of the Library and Archives of Canada Act stipulate that no record of the Government of Canada may be disposed without the authorization of the Librarian and Archivist of Canada; and that records of historical or archival value are to be transferred to Library and Archives Canada (LAC). To meet this legislated requirement, the Librarian and Archivist of Canada issues Disposition Authorizations (DAs). They identify the records of enduring value to Canadians that are to be transferred to LAC when their operational use has ended. At the same time, other records may be disposed by the creating government institution. The archival record of the Government of Canada is critical to the preservation of knowledge about Canada's history and collective memory for the benefit of future generations; to the capacity of Canadians to hold their government accountable for its decisions and actions; and to efficient ongoing administration.

Description
Records related to the preservation and management of archival federal government records transferred to LAC.

Document Types
Records related to training and guidance, internal research studies, and project reports. Documentation on the development of methodology, policies, tools and instruments for disposition and archival appraisal; documentation containing the analysis and rationale supporting the removal of Government of Canada records from LAC holdings; proceedings of committees and working groups

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC CMHI 011

Government of Canada Web Archive

Description
Records related to the archiving of websites of the Government of Canada from 2006 onward, indexed by name and website URL.

Document Types
Index of websites of all departments, agencies, and commissions of the Government of Canada, and administrative records including policies, procedures and statistical reports

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC DHC 041

Issuance of Disposition Authorization to Government Institutions

In accordance with the provisions of the Library and Archives of Canada Act, sections 12 and 13, LAC is charged with specific responsibilities regarding the disposal of government information and records, including the authorization of records destruction by government institutions and the preservation of records for their historical or archival importance. Library and Archives Canada (LAC) also negotiates transfers with institutions that are not subject to the Library and Archives of Canada Act for the preservation of records of historical and archival importance.

Authorization

LAC issues Disposition Authorizations (DAs) to meet its legislated requirement under sections 12 and 13 of the Library and Archives of Canada Act. These authorizations identify the records of enduring value to Canadians that are to be transferred to LAC when their operational use has ended.

Disposition Authorizations (DAs) (formerly Records Disposition Authorities (RDAs))

Description:

Contains records used by the Librarian and Archivist of Canada to enable government institutions to dispose of records that no longer have operational utility, either by permitting their destruction, by requiring their transfer to LAC or by agreeing to their alienation from the control of the Government of Canada. There are three disposition methods: destroying the records (at the discretion of institutions); transferring historical records to the control of LAC; or removing records from the control of the Government of Canada, e.g., transferring them to a special operating agency or another level of government.

Document Types:

Disposition Authorizations and associated appendices, briefing notes, appraisal reports, validation reports and application guides; guidelines and procedures related to the management of information and to the disposition program; and documents related to liaison with Government of Canada institutions subject to the Library and Archives of Canada Act.

Retention and Disposal Standards
Under development

DA Number:
2015/007

Record Number
LAC CMGI 100

Other Documentary Material

The objective is to develop a national collection that reflects the vast majority of the programs of Canadian society in political, economic, social and cultural fields. Documentary material is comprised of private archival records and special collections, including literary manuscripts, children's literature, rare books, music, moving images and sound records, art and photography, and all other material of national significance. The private archival collection comprises records from Canadian social and cultural life in its broadest sense: records from the 16th century to the present; Governors General; judges of the Supreme Court; the Federal Court and its predecessor courts; senior public servants (including diplomats and senior military officers); science and technology records (individuals and organizations); labour records (individuals and organizations); and economic records (individuals and organizations). Also acquired are the nationally significant personal and political records created by federal politicians and political parties, as well as official "ministerial records" as defined by Library and Archives Canada. These include records of Canada's Prime Ministers, Cabinet Ministers, Members of Parliament, Senators and national political parties.

Description
Includes records related to the acquisition, organization and description of a national collection reflecting the political, social, economic, and cultural fields in Canada. Records include information related to private archival records and special collections, such as literary manuscripts; children's literature; rare books; music; moving images and sound recordings; art and photography; science and technology; labour, economic, and political records; records of Governors General, judges of the Supreme Court, the Federal Court and its predecessor courts; senior public servants (including diplomats and senior military officers); and ministerial records (including records of Canada's Prime Ministers, Cabinet Ministers, Members of Parliament, Senators and national political parties. Also included are records related to accessioning, intellectual arrangement, description, the creation of finding aids, the preparation of user guides, terms and conditions for transfer, purchases and donations, appraisals of collections, loans, quality assurance, and the creation and maintenance of databases and other electronic systems for managing the collections.

Document Types
Transfer agreements, inventories, finding aids, memoranda of understanding, accessions records, archival appraisals and supporting documentation, evaluation reports, etc.

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC DHC 114

Acquisition Records

Description
Includes records related to research on potential archival acquisitions and correspondence with potential sources.

Class of Individuals
Individuals who have corresponded with Library and Archives Canada concerning potential acquisitions

Purpose
To develop acquisition priorities and values, to authenticate acquisitions, and to trace archival collections

Consistent Uses
The information is used to document provenance of archival donations and transfer of legal ownership of archival collections, to establish authority for restrictions on public use and copyright protection of donations, and to identify long-term trends in purchase prices of documentary material and document.

Retention and Disposal Standards
Library and Archives Canada will retain permanently this information for archival purposes.

DA Number
2015/007

Related Record Number
LAC DHC 030

TBS Registration
000549

Bank Number
LAC PPU 025

Description of Collection

This program is aimed at distributing Canadian documentary resources and making them available to anyone interested in Canada, its society or its experience. To this end, strategies are put in place to provide Canadians with easier access to these documentary resources and increase their use among the general public. By making available the documentary resources for which it or other documentary heritage organizations are responsible, Library and Archives Canada (LAC) contributes to the creation of new knowledge that will increase the understanding of Canada's continuing memory.

To access the contents of collections, they must be described. Description can take many forms and provide various layers of access. These include the description of physical attributes and elements, subject analysis, and standard classifications for individual publications, as well as a high-level description of content and provenance for archival fonds. Normally, descriptions are governed by nationally and internationally accepted codes of practice, such as Resource Description and Access (RDA), Anglo-American Cataloguing Rules (AACR2) or the Rules for Archival Description (RAD). At the same time, holdings are also described to meet Canadians' expectations for timely and equitable access. Canadians of diverse backgrounds expect user-friendly and intuitive means of access to holdings.

Descriptive Standards

Descriptive, subject and other metadata standards ensure access to library and archival resources and allow Canadians to discover and explore their rich documentary heritage. Standards establish common best practices to enable the sharing and exchange of metadata between knowledge organizations and the use of metadata by the clients those organizations serve. Through participation in and the management of various national and international standards-setting bodies, the descriptive standards sub-activity gives LAC a leadership role, nationally and internationally, in the development, maintenance and interpretation of the standards that underpin access to LAC collections and services. LAC develops and coordinates intellectual management policies, plans and strategies for its programs.

Resource Description and Access (RDA) (formerly Anglo-American Cataloguing Rules (AACR))

Description
Information on the development and revision of the Resource Description and Access (RDA) and the work of the Joint Steering Committee (JSC) for Revision of the RDA.

Document Types
RDA 1st edition; RDA 2nd edition; JSC meetings; and amendments to the RDA

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC DHC 060

Notes: In 2012, LAC implemented the descriptive standard under RDA, which is an online web service. The Standards and Systems office generates documents in support of the development and maintenance of RDA.

International Organization for Standardization

Description
Information on the work of various committees and subcommittees of the International Organization for Standardization (ISO) regarding documentation and related standards. LAC hosts the national mirror committees for ISO TC46, TC46/SC4, TC46/SC8, TC46/SC9, and TC46/SC11.

Document Types
Reports from technical committees and working groups concerned with standards for information and documentation (ISO/TC46 and its subcommittees)

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC DHC 130

Archival Documents Description

Library and Archives Canada (LAC) organizes and describes the archival record of the Government of Canada to attest to its provenance and to provide Canadians with access to the record of the activities of their government. This activity includes accessioning, intellectual arrangement, description, the creation of finding aids, the preparation of user guides and quality assurance. The archival record is described in its context of creation and use to warrant its authenticity as a record of the Government of Canada. Descriptions comply with the national standard, Rules for Archival Description. Documents from private archives are described following the same procedures.

Description and Contextualization of Documents

Organizing the collection involves presenting and contextualizing documents. This process includes the activities by which continuing memory is described, organized, structured, indexed and interlinked, making it more accessible and user-friendly to meet the needs and expectations of users. The resulting databases, indexes, catalogues and other tools assist users in researching the documentary heritage for which LAC is responsible.

Publications Description

The description of a nation's publishing output provides access to Canadian publications for Canadians and researchers in all areas of the Canadian cultural experience, for Canadian and international libraries acquiring these materials, as well as for Canadian publishers and the book trade. Comprehensive collection building permits comprehensive bibliographic descriptions to be produced. The production of national bibliographic descriptions or a national bibliography is an essential part of infrastructure in which each country takes responsibility for bringing its nation's publishing output under standardized bibliographic control. UNESCO's principles and practices of Universal Bibliographic Control are in place in most countries. Bibliographic description includes the provision of standard numbers (International Standard Book Numbers, International Standard Music Numbers and International Standard Serial Numbers) and cataloguing data in advance of publication, which are widely used in the publishing and sound recording industries.

AMICUS

Description
Contains all records related to the addition and maintenance of description information in AMICUS, which is a free online catalogue listing the holdings of libraries across Canada. As a national catalogue, AMICUS not only shows the published materials held at Library and Archives Canada, but also those located in over 600 libraries across Canada. AMICUS contains over 38 million records describing books, magazines, newspapers, government documents, theses, sound recordings, maps, electronic texts, as well as items in Braille and large print. AMICUS can generate extracts for specific interests such as Canadiana (the national bibliography), and Cooperative Online Serials (CONSER).

Document Types
Database records, committee minutes, committee records of decision, correspondence, memoranda, policies and procedures, statistical reports, briefing notes, project documentation (such as project plans, charters, etc.)

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC ITB 010

Cataloguing in Publication

Description
Records generated from the Cataloguing in Publication (CIP) program, which catalogues Canadian books prior to publication. This cataloguing information is printed in the book at the time of publication. The CIP data gathered through the program are made available.

Document Types
Completed CIP application forms, statistics, contracts, communication documents, minutes, records of decision, memoranda, policies and procedures, briefing notes, and project documentation

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number:  
LAC DHC 040

International Standard Numbering Programs

Description
Records related to the assignment of International Standard Book Numbers (ISBNs) and International Standard Music Numbers (ISMNs) to publishers; and the assignment of International Standard Serial Numbers (ISSNs) to individual serial publications.

Document Types
Database entries, minutes, records of decision, correspondence, memoranda, policies, standards and procedures, statistical reports, briefing notes, and project documentation

Retention and Disposal Standards
Under development

DA Number: 
2015/007

Record Number
LAC DHC 065

National and International Bibliographic Projects

Description
Information on participation in national and international co-operative projects designed to foster the sharing of bibliographic information.

Document Types
Reports, correspondence, memoranda, briefing notes, minutes and records of decisions

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC DHC 235

4. Preservation of Documentary Heritage

Library and Archives Canada (LAC) manages a vast collection of materials in a wide range of formats, both digital and analogue, to ensure their long-term preservation and accessibility for the benefit of all Canadians. Traditional and cutting-edge archival and preservation techniques ensure the long-term preservation of relevant materials in both analogue and digital formats. The preservation of these materials includes all management activities and strategies aimed at ensuring the integrity, authenticity, and short- and long-term availability of Canada’s documentary heritage. There are various types of preservation activities: those related to the physical management of the collection, such as storage; those involving conservation, which include preventing documents from deteriorating and repairing already damaged documents; and those associated with reproduction and the making of replacement copies, which ensure the preservation and availability of documents that would otherwise be too fragile to access. On the digital side, innovative strategies are implemented to maintain the accessibility of documents in obsolete formats and to ensure that the originals are properly protected through backup and storage.

Collections Management

Holdings management aims to ensure that the LAC collection is safe, secure and well preserved at all times and in all places (e.g., while materials are consulted by clients, being copied, are on loan or exhibit or during disaster recovery). It involves the development and implementation of plans, policies, standards and guidelines on the proper storage conditions for analogue and digital documents; assessments of new holdings management technologies; surveys to assess the physical condition of the collection; and long-term and short-term plans and procedures for conservation treatment, copying and housing. Preventive preservation activities include active programs in pest management, containerization, and care and handling.

Environmental Monitoring

Description
Temperature and relative humidity data collected by Smart Reader data loggers (monitors), which are put in collection storage areas and exhibit cases, as required. When a monitor is removed, data is transferred to hard disc for analysis. Raw data is not typically retained once graphed and analyzed.

Document Types
Raw data, graphs, and short summary reports

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC DHC 225

Pest Monitoring

Description
To provide passive pest control, reduce or eliminate the use of chemicals, and introduce control methods, such as adhesive pest monitors and catchall traps (rodents) in all collection areas as well as building entry points. Pest monitors are checked monthly; data is kept electronically and checked periodically against stored data to establish patterns and to indicate potential problem areas.

Document Types
Spreadsheets

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC DHC 031

Holdings Monitoring

Description
Information on the condition of the collection, treatment plans, treatment requirements, and surveys.

Document Types
Databases, spreadsheets, and reports

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number: 
LAC DHC 340

Conservation Treatment

Conservation treatment activities include stabilization and treatment techniques and have two primary purposes: to slow down or prevent the deterioration of documents; and to repair damage already done to documents, thereby permitting their continued availability for use. Treatments performed on documents vary from minimal interventions-intended to make as many items available for consultation as possible-to more extensive treatments when an item is intended to be used for exhibition, publication or other special use. Activities range from the physical examination of new acquisitions to detailed treatments on single items, such as cleaning, consolidation, stain removal and repair. Preservation treatment is supported by media-specific laboratories, which treat both archival and published collections such as moving image and audio, books, manuscripts, maps, philately, documentary art and photography.

Conservation

Description
Information on the conservation treatment of documentary heritage to ensure its preservation for future use and research.

Document Types
Policy documents, work order documentation, condition reports, treatment reports, and photographic images

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC DHC 320

Conservation Training Internships - Participant Records

Description
This bank describes information related to individuals who have corresponded about participating in conservation training internships at Library and Archives Canada. Personal information in the correspondence may include the potential participant's name; contact information; citizenship; student status; occupation; areas of interest in internships; previous experience in conservation; how the internship will further his or her studies and career plan; letters of reference from current supervisors or professors, along with opinions on his or her abilities and personal suitability, and the training evaluators' opinions about his or her performance.

Class of Individuals
Students; federal, provincial and municipal government employees; and the employee's supervisor or professor and evaluators

Purpose
Personal information is used to evaluate applications and to administer internships. Personal information is collected pursuant to the Library and Archives of Canada Act.

Consistent Uses
There are no consistent uses.

Retention and Disposal Standards
Records are retained for five years after completion of the internship and are then destroyed.

DA Number
2015/007

Related Record Number
LAC CMHI 011

TBS Registration
002339

Bank Number
LAC PPU 060

Notes: Individuals requesting information described by this bank must provide the individual's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), their contact information and signature. Bank formerly called Conservation Training-LAC PPU 060.

Preservation Copying

Preservation copying is the reproduction of an original from Library and Archives Canada’s collection of documentary heritage. This copy can then serve as a permanent replacement for a deteriorated, unstable, fragile or obsolete original, or it can be used for service in lieu of rare or vulnerable items that might be subject to loss or damage due to their medium, format or value. The transfer and refreshment of audio, video, film and electronic files to new carriers is also preservation copying, often associated with technological obsolescence. The goal of preservation copying is to transfer information as faithfully as possible, ensuring an accurate rendition of the original. Preservation copying activities are performed through a variety of analog or digital means.

Audio-Visual and Motion Picture Film Copying

Description
Information on the preservation of audio-visual and motion picture film holdings to ensure their preservation for future use and research.

Document Types
Policy documents, strategy documents, and work order documentation

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC DHC 300

Digitization

Description
Includes records and information related to the effort made in digitizing all media types of analog material to digital form. This activity is to ensure the preservation of LAC's collection of documentary heritage for future use and to enable enhanced access to LAC holdings.

Document Types
Policy documents, strategy documents, and work order documentation

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC DHC 310

Digital Preservation

Description
Includes records and metadata related to the preservation of and access to LAC’s digital holdings, for published and archival collections that are born-digital or digitized. Preservation, technical, and descriptive metadata are recorded in a digital repository database and used to support the digital preservation function. This activity is to support LAC’s mandate to preserve and provide access to Canada’s documentary heritage.

Document Types
Database containing metadata describing the digital holdings stored in LAC’s preservation vaults, as well as access copies. Administrative records including policies, procedures and statistical reports

Record Number: 
LAC DHC 315

Trusted Digital Repository

Description
Records related to the Trusted Digital Repository (TDR), which enables private collections and electronic government records to be submitted electronically to LAC. This pertains to a legacy program.

Document Types
Policies and guidelines on digital file formats for transfer and preservation, system architecture and design, security documents, disaster recovery procedures, and agendas and minutes from the International Internet Preservation Consortium Conference held in May 2009

Retention and Disposal Standards: 
Under development

DA Number:  
2015/007

Record Number
LAC ITB 11

5. Access to Documentary Heritage

Services to Clients

Library and Archives Canada (LAC) provides services to the public and to government researchers, in Canada and throughout the world, with in-person services available in Ottawa, Halifax, Winnipeg, and Vancouver. The reference and genealogy service provides answers to questions and develops client research tools. The consultation service assists clients in identifying and accessing the documentary heritage for on-site access and in obtaining copies for client use. Access to Information, Privacy and Personnel Records services facilitate access to materials in the LAC collection as specified under the Access to Information Act and the Privacy Act. Personnel files are used for genealogical purposes as well as for proof of qualification for pensions, allowances, claims and other benefits. Rights management services also facilitate access to materials in the LAC collection as specified under the Copyright Act and the Trade-marks Act. LAC also provides a range of online tools and services to support the general public and researchers, communities, publishers, Canadian universities, other Canadian libraries, archives and professionals in these domains, the Government of Canada, collection donors, educators and students.

Distribution of Content

Experts in information sciences, public programming, web content creation and communications collaborates with partners to develop products that are tailored for educational, informational, research or entertainment purposes.

Access to Information and Privacy (ATIP) and Personnel Records (PR) Section

This program activity aims to provide ATIP and PR services to Canadian citizens, permanent residents, individuals or organizations present in Canada, all of whom have the right to request information in records under the control of a federal government institution. This is a delegated authority from Treasury Board of Canada. Services are available in person, by mail, email, telephone and Internet via online request forms.

Federal government records under Library and Archives Canada’s control that are subject to review before being released under ATIP legislation fall into the following categories:

  • personnel files of former civilian federal employees
  • military service files of former members of the Canadian Armed Forces after 1918
  • restricted archival records of federal government institutions
  • current operational records of LAC

ATIP and PR Requests

Description
This sub-activity complements Government of Canada Standard Personal Information Banks:  PSU 901. It describes information that is related to formal requests for access to information and, access to or correction of personal information made by individuals in accordance with the Access to Information Act and the Privacy Act. It also describes information pertaining to informal access or privacy requests for information not submitted under either of these acts. Personal information may include name, contact information, credit information, identification numbers, Social Insurance Number (SIN), service number and other processing information related to the request, as well as personal information contained in institution records that are relevant to the request.

Requests are managed electronically using a third party (CSDC Systems) File, Imaging and Request Management (FIRM) suite of applications (AccessPro Case Management and AccessPro Redaction).

Document Types
Requests, disclosures, complaints, corrections, fees and costing, courts, request related correspondences, analyst notes to file and other request related documents (such as proof of death, proof of relationship, proof of authentication etc.) and reports.

Class of Individuals
Library and Archives Canada employees, including contractors, agency employees as well as students, with restricted access rights.

Purpose
Personal information is collected pursuant to the Access to Information Act and the Privacy Act. It is used to administer LAC programs and activities that provide public access to information and collections through ATIP and PR services.

Retention and Disposal Standards: All records containing sensitive plain text information are stored in accordance with the Policy on Government Security. Once personal information has been collected and used for an administrative purpose, section 6(1) of the Privacy Act and section 4 of the Privacy Regulations requires that it be retained

  • for at least 2 years after the last time it was used for an administrative purpose unless the individual to whom it relates consents to its earlier destruction, (this ensures that the individual has a reasonable opportunity to obtain access to the information)
  • until the individual has had the opportunity to exercise all of his/her rights under the act where a request for access to the information has been received

DA Number
2015/007

Related Record Number
LAC PRN 930

Bank Number: 
LAC PSU 901

Registration number
6309

Identity and Credential Management

Description
This bank describes information that may be collected in paper or electronic format and may include protected information collected for identification and authentication purposes. Information may include the requester’s name and address, signature sample and other personal information collected from official federal or provincial identifying documents (such as Canadian passport, permanent resident certificate, birth certificate, driver’s license with picture or other).

Note: Online requests for services at Library and Archives Canada are processed through an automated request management system. Payments are managed electronically using a third party online host (Moneris Solutions).

Document Types
Registration forms, policy agreements, electronic mail correspondences and reports

Class of Individuals: Library and Archives Canada employees, including contractors, agency employees as well as students, with restricted access rights

Purpose
Personal information is collected in support of the management of the Treasury Board Secretariat of Canada Policy on Government Security, and associated policy instruments such Federating Identity Management for identity and credential management, and in accordance with the Access to Information Act and the Privacy Act. It is used to administer LAC programs and activities that provide public access to information and collections. The identity of individuals requesting personal information through Library and Archives Canada (LAC) online services must be verified prior to the release of information.

Retention and Disposal Standards
All records containing sensitive plain text information are stored in accordance with the Policy on Government Security. Once personal information has been collected and used for an administrative purpose, section 6(1) of the Privacy Act and section 4 of the Privacy Regulations require that it be retained

  • for at least 2 years after the last time it was used for an administrative purpose unless the individual to whom it relates consents to its earlier destruction, (this ensures that the individual has a reasonable opportunity to obtain access to the information)
  • until the individual has had the opportunity to exercise all of his/her rights under the act where a request for access to the information has been received

DA Number
2015/007

Record Number:
Under development

References and Related Services

Description
This bank describes information that relates to individuals who use or seek access to the Library and Archives Canada's (LAC) research facilities, collections and services for research, reference or genealogical inquiries in person, by telephone, by mail or by electronic means such as web forms and email. Personal information may include name, contact information, language preference, biographical information, employee personnel information, user card information such as bar code number and expiry date, education-related information such as school and program, research interests, and banking or credit card information for copy purchases. Depending on the nature of the research or inquiry, it may also include other personal details about the individual, and about other individuals who are the subjects of the inquiry or who are mentioned in it.

Class of Individuals
Individuals using or seeking to use LAC’s research facilities, collections and services, including those who register for on-site use; also individuals who are the subjects of reference queries or who are mentioned in them, particularly genealogical research inquiries

Purpose
Personal information is collected pursuant to Library and Archives of Canada Act. It is used to administer LAC programs and activities that provide public access to information and collections through research and consultation services. It is also used to manage user accounts and to issue user cards.

Consistent Uses
Information may also be used and disclosed for analysis, evaluation and reporting purposes. The results of these activities are not disclosed in a manner that would identify individuals.

Retention and Disposal Standards
Under development

DA Number
2015/007

Related Record Number
LAC PS 013

TBS Registration
20110255

Bank Number
LAC PPU 011

Notes: Information related to the provision of client and reference services to the public may be stored in the following LAC systems: Query Management System (QMS) and the Contact Information Management System (CIMS).

Client Information (Interlibrary Loans)

Description
This bank describes information related to libraries that participate in interlibrary loans. Personal information includes the employee's name, contact information, user name and password.

Class of Individuals
Library employees

Purpose
Personal information is used to establish and maintain a directory of Canadian libraries for interlibrary loans and to follow-up on requests.

Consistent Uses
Information is published on the Internet

Retention and Disposal Standards
Under development

DA Number
2015/007

Related Record Number
LAC PS 090

TBS Registration
20091701

Bank Number
LAC PPU 040

Public and Community Programs

Through the partnered design and delivery of activities geared to the public, LAC creates with others, opportunities for Canadians to have personal and meaningful experiences with the collection. These activities include public exhibitions, events, conferences, and other programs designed to serve the needs and interests of a range of audiences. Public activities are usually held in partnership with other federal institutions, universities, organizations and community groups who play a vital role in extending LAC's reach and impact.

Ethno-Cultural Group Resources

Description
Includes information and records of interest for individuals researching family and community history, those who work with diverse communities, those at entry points for new Canadians, educators, students, and other researchers.

Document Types
Information and records on immigration history; census, citizenship, and immigration records and databases; bibliographies, research aids, and thematic guides; lists of ethno-cultural newspapers; genealogical resources; online exhibitions; educational resources; special collections, and reports

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC PS 040

Indigenous Heritage

Description
Includes information and records of Indigenous documentary heritage found in the holdings of Library and Archives Canada, reflecting the contributions of Indigenous peoples to this country’s political, social, economic and cultural development, including private and government records created by and about First Nations, Métis Nation and Inuit communities.

Document Types
Information and records relating to genealogy and family history; residential schools; photographic collections; databases on subjects such as Indian Affairs Annual Reports, Indian reserves in western Canada, treaties, surrenders and agreements; online exhibitions; research aids; bibliographic and biographical information on Aboriginal authors, artists, and illustrators; other lists of information on media, educational institutions, associations, individuals, and communities specializing in Indigenous resources and services

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC PS 025

Loans for Exhibitions

Description
Information on outgoing loans of material to other libraries, and institutions hosting exhibitions.

Document Types
Policies and procedures, loan agreements, administrative materials, condition reports, insurance, facilities reports, and publications

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC DHC 330

Federal Libraries Coordination Secretariat (Formerly the Council of Federal Libraries Secretariat)

Description
Information on meetings, workshops, projects, publications of the Federal Library Consortium (formerly the Council of Federal Libraries), the Federal Libraries Coordination Secretariat's related committees and working groups, and other activities related to its function of assisting the Librarian and Archivist of Canada in coordinating federal library services.

Document Types:
Meeting notes about advisory committees and working groups; workshop notes on management topics, such as copyright; a list of fees for services; elections of steering committee members; publishing plans and publications information series packages; newsletters; annual reports; list of Web and GCPedia sites; and electronic discussion list.

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC CMHI 010

NAVIS

Description
LAC's interlibrary loan program ended in 2012; however information remains available regarding the program. The automated interlibrary loan management system includes records of interlibrary loan (ILL) requests received by LAC, as well as addressing, messaging and ILL policy information for all libraries using its ILL services.

Document Types
Interlibrary loan request forms

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC PS 090

Symbols and Interlibrary Loan Policies in Canada

Description
Contains addressing, messaging and interlibrary loan (ILL) policy information for all Canadian libraries listed in NAVIS, Library and Archives Canada's automated interlibrary loan management system.

Document Types
Library catalogues and policy documents

Retention and Disposal Standards
Under development

DA Number
2015/007

Record Number
LAC PS 170

6. Internal Services

Internal Services are groups of related activities and resources that support the needs of programs and other corporate obligations of an organization. These groups are Management and Oversight Services, Communications Services, Legal Services, Human Resources Management Services, Financial Management Services, Information Management Services, Information Technology Services, Real Property Services, Materiel Services, Acquisition Services, and Travel and Other Administrative Services. Internal Services include only those activities and resources that apply across an organization and not to those provided specifically to a program.

Acquisition Services

Acquisition Services involve activities undertaken to acquire a good or service to fulfil a properly completed request (including a complete and accurate definition of requirements and certification that funds are available) until entering into or amending a contract.

Communications Services

Communications Services involve activities undertaken to ensure that Government of Canada communications are effectively managed, well-coordinated and responsive to the diverse information needs of the public. The communications management function ensures that the public receives government information, and that the views and concerns of the public are taken into account in the planning, management and evaluation of policies, programs, services and initiatives.

Financial Management Services

Financial Management Services involve activities undertaken to ensure the prudent use of public resources, including planning, budgeting, accounting, reporting, control and oversight, analysis, decision support and advice, and financial systems.

Human Resources Management Services

Human Resources Management Services involve activities undertaken for determining strategic direction, allocating resources among services and processes, as well as activities relating to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies, and plans.

Information Management Services

Information Management Services involve activities undertaken to achieve efficient and effective information management to support program and service delivery; foster informed decision making; facilitate accountability, transparency, and collaboration; and preserve and ensure access to information and records for the benefit of present and future generations

Information Technology Services

Information Technology Services involve activities undertaken to achieve efficient and effective use of information technology to support government priorities and program delivery, to increase productivity, and to enhance services to the public.

Legal Services

Legal services involve activities undertaken to enable government departments and agencies to pursue policy, program and service delivery priorities and objectives within a legally sound framework.

Management and Oversight Services

Management and Oversight Services involve activities undertaken for determining strategic direction, and allocating resources among services and processes, as well as those activities related to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies, and plans.

Materiel Services

Materiel Services involve activities undertaken to ensure that materiel can be managed by departments in a sustainable and financially responsible manner that supports the cost-effective and efficient delivery of government programs.

Real Property Services

Real Property Services involve activities undertaken to ensure real property is managed in a sustainable and financially responsible manner throughout its life cycle to support the cost-effective and efficient delivery of government programs.

Travel and Other Administrative Services

Travel and Other Administrative Services include Government of Canada (GC) travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.

Legend

7. Manuals

The Manuals section comprises a bulleted list of manuals, in alphabetical order by title, of all instructions, handbooks or written procedures used by employees in administering or carrying out institutional programs and activities that affect the general public.

  • Access to Information, Privacy and Personnel Records Procedures Manual
  • AMICUS Cataloguing-Help
  • AMICUS Search-Help
  • AMICUS Web-Help
  • Cartographic Material, 2nd edition
  • Collection Development Policy of the National Library of Canada
  • Computerized Information Service Manual
  • Corporate Archival Control Manual
  • Desk and Telephone Procedures Manual
  • Documentary Art and Photography Division Cataloguing Standards
  • Documentary Art and Photography Division Descriptive and Subject Cataloguing
  • Documentary Art and Photography Division Reference Service Procedures Manual
  • Government Operations Division (formerly Government Archives Division) Procedure Manual
  • Guidelines for Reporting Machine-Readable Accessions (MARA) to the National Union Catalogue
  • Information Classification and Designation Guide
  • International Standard Music Number (ISMN) User's Manual
  • International Standard Serial Number (ISSN) Manual
  • Library and Archives Canada Rule Interpretations
  • Machine-Readable Cataloguing (MARC) 21 Format for Authority Data
  • Machine-Readable Cataloguing (MARC ) 21 Format for Bibliographic Data
  • MARC 21 Format for Holdings Data
  • MARC 21 Format for Classification Data
  • MARC 21 Format for Community Information
  • Manuscript Division Procedures Manual
  • National Library of Canada Rule Interpretations
  • National Library of Canada (NLC) Subject Cataloguing Manual
  • Official Publications Manual
  • Periodicals Section Manual
  • Records Management File Classification Manual
  • Records Management: Organization and Procedures
  • Reference Manual-Archival Collection Management
  • Répertoire de vedettes-matière (in French only)
  • Serials Records Section
  • Statistics Manual
  • Symbols and Interlibrary Loan Policies in Canada
  • Systems Assurance Manual
  • Written Reference Request Manual

8. Additional Information

Contact Information

Please see the introduction to this publication for information on access procedures under the provisions of the Access to Information Act and the Privacy Act.

Submitting Online Requests

Using the ATIP Online Request service, is a faster, easier and more convenient way to submit access to information or privacy requests. Apply online today to save time.

Mailing your Request

To make a request by mail, please complete one of the following forms:

or

  • include a letter indicating that your request is made in  accordance with the Access to Information Act or the Privacy Act and describe the information you are seeking. Please include relevant details to help the ATIP Office find the information you are requesting. Mail your request to:

    Access to Information, Privacy and Personnel Records Section
    Library and Archives Canada
    395 Wellington Street
    Ottawa, Ontario K1A 0N4
    Telephone: 613-996-5115  
    Facsimile: 613-992-9350
    Toll-Free: 1-866-578-7777 (Canada and United States)  

    A $5 application fee applies to only Access to Information requests. There is no fee for requests for personal information.

For additional information about the programs and activities of Library and Archives Canada, please contact:

Access to Information, Privacy (ATIP) and Personnel Records (PR) Section
Library and Archives Canada
395 Wellington Street
Ottawa, Ontario K1A 0N4
Telephone: 613-996-5115 (Select 1 for English, Select 5 for ATIP and PR)
Toll-Free: 1-866-578-7777 (Canada and United States)
TTY: 613-992-6969 or 1-866-299-1699 (toll-free in Canada)
Facsimile: 613-992-9350
Email:  bac.daiprp-atipd.lac@canada.ca

Subscription and Distribution
Weekdays from 9 am to 4 pm (Eastern Time)
Telephone: 613-994-4531
Facsimile: 613-991-9871
Email:  BAC.Centredeliaison-Liaisoncentre.LAC@canada.ca

Reading Room

In accordance with the Access to Information Act and the Privacy Act, an area on the premises of this institution has been made available should you wish to review materials on site. The address is: 

Library and Archives Canada
395 Wellington Street, 3rd Floor
Ottawa, Ontario  

Date modified: