Services Consultation Committee

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Services Consultation Committee

Mandate

The mandate of the Services Consultation Committee is to give Library and Archives Canada (LAC) user and professional perspectives, as well as advice, guidance and feedback on the direction and priorities of its public-facing services on the Web, in the National Capital Region and all across Canada.

Members

The Group members represent varied users such as the general public, genealogists, professional researchers, members of the media, academics, the Government of Canada, members from key allied professions including archivist, librarians and museum professionals, information studies professors, as well as national memory institution executive outside of Canada.

LAC has two ex-officio members, the Chief Operating Officer and the Director General, Communications Branch.

The committee is chaired by LAC's Director General of Public Services.

Chairperson

  • Johanna Smith
    Director General, Public Services, Library and Archives Canada

Ex-Officio Members

  • Normand Charbonneau
    Assistant Deputy Minister and Chief Operating Officer, Library and Archives Canada
  • Renee Harden
    Director General, Communications, Library and Archives Canada

Members

  • Frédéric Giuliano
    McGill University Archives
  • Ry Moran
    National Centre for Truth and Reconciliation
  • Colleen Murphy
    University of Regina Library
  • Anita Price
    Association of Nova Scotia Museums
  • Pam Wright
    National Archives and Records Administration, Washington, USA
  • Ryan Shackleton
    Know History
  • Laura Madokoro
    Department of History and Classical Studies, McGill University
  • David Obee
    Genealogy expert
  • Jean-Pierre Morin
    Indigenous and Northern Affairs Canada / Carleton University
  • Constance Crompton
    Department of Communication, University of Ottawa
  • Madeleine Soubry
    Student, University of Ottawa
  • Alison Blackburn
    Ottawa Public Library
  • ​Sharon Agnakak
    Department of Culture and Heritage,
    Government of Nunavut

Meetings

The committee meets a maximum of 4 times per year, with one in-person meeting annually.

May 2019

  • Agenda

    Agenda - May 22, 2019

    12h00 -13h00 (60 min.)

    Welcome and lunch

    13h00-13h05 (5 min.)

    1. Welcoming remarks and introductions - follow up on last meeting (Johanna Smith)

    13h05-13h35 (30 min.)

    2. Subject Headings related to Indigenous Peoples (William Leonard)

    13h35 – 14h20 (45 min.)

    3. Reappraisal at LAC (Candace Loewen / Tina Lloyd)

    14h20 – 14h35

    Break

    14h35-15h20 (45 min.)

    4. The LAC Take Down Policy (Melanie Brown)

    15h20-16h20 (60 min.)

    5. Debrief of the OPL-LAC Joint Facility Design Consultation of May 21st (Johanna Smith)

    16h20-17h00 (40 min.)

    6. Tour of the Prime Ministers and the Arts Exhibition (Madeleine Trudeau)

    17h00

    Optional: Dinner in downtown Ottawa at Spin Kitchen 100 Kent St, Ottawa ON (map) | 613.783.4202

    Agenda - May 23, 2019

    9h00 - 9h10 (10min.)

    7. Welcome and review of minutes from the Dec. 5-6 2018 meeting (Johanna Smith)

    9h10 - 9h55 (45 min.)

    8. Re-examining Commercial Fees at LAC (Melanie Brown)

    9h55 – 10h10

    Break

    10h10 – 10h50 (40 min.)

    9. Strategic Planning for Services Transition: Creating a User Outreach Plan, Visitor Volume Projections and Change Management Strategy (Benjamin Ellis)

    10h50 – 11h30 (40 min.)

    10. Imagining the new LAC Orientation Venue at the LAC-OPL Joint Facility (Johanna Smith)

    11h30 – 12h00 (30 min.)

    11. Roundtable and Committee planning (Johanna Smith)

  • Minutes

    Attendees:

    • Laura Madokoro (Department of History and Classical Studies, McGill University)
    • Constance Crompton (Department of Communication, University of Ottawa)
    • Jean-Pierre Morin (Indigenous and Northern Affairs Canada)
    • Alison Blackburn (Ottawa Public Library)
    • Pam Wright (National Archives and Records Administration, USA)
    • Frédéric Giuliano (McGill University Archives)
    • Madeleine Soubry (LAC Youth Advisory Council)
    • Renee Harden (Library and Archives Canada)
    • Johanna Smith (Library and Archives Canada, Chair)

    At a distance: David Obee (Genealogy expert)

    Library and Archives Canada observer and presenter: Melanie Brown (Manager, Strategic Initiatives, Public Services Branch).

    Regrets:

    • Colleen Murphy (University of Regina Library)
    • Ry Moran (National Centre for Truth and Reconciliation)
    • Ryan Shackleton (Know History)

    Welcome and Review of Minutes from the December 5-6, 2018 Meeting

    • Johanna Smith (Director General, Public Services Branch, LAC) welcomed new member Madeleine Soubry from the LAC's Youth Advisory group and advised members that LAC will seek a replacement for Deborah Kigjugalik Webster, who resigned.
    • Members reviewed the minutes of the last meeting and accepted without change.

    Re-examining Commercial Fees at LAC

    Melanie Brown (Manager, Strategic Initiatives, Public Services Branch) presented LAC's current thinking in the commercial use of its digital collections.

    • Members suggested the model could follow an ebook licensing model where clients receive short-term licenses to rent books.
    • LAC could prevent a negative impact on their annual budget by ensuring any new source of revenue would be used to support their digitization and access mandate.  
    • Any use of LAC material should give full credit and acknowledgment to LAC.
    • LAC should think about if this model could affect the future acquisition of material. If there is a demonstrated market for this material, holders of the collections may not wish to transfer to LAC.

    Johanna Smith explained LAC is also looking to other possible areas that may be of interest to commercial entities, such as the commercial academic market.

    Imagining the new LAC Orientation Venue at the LAC-OPL Joint Facility

    Johanna Smith presented the four strategic planning areas that will guide the new services delivered at the new building:

    1. Environmental Scan
    2. User Outreach
    3. Visibility
    4. Volume Projections

    1. Environmental Scan

    The environmental scan will look at other research institutions, as well as other examples like the Hockey Hall of Fame. What other institutions should LAC look at? 

    • Members suggest reaching out to the Science and Technology Museum, who hired a consultant to plan their new space.
    • Pier 21, which went from volunteer to national museum, may have parallels in how they managed expectations in terms of engagements with their users.
    • The Vancouver Art Gallery is moving buildings and may share their research and ideas on what they are going to offer.
    • The tourist market could be a good area to research. Tourists may like the chance to see special collections and the preservation lab. Maker spaces are popular but they have additional costs, for example with extra security and janitorial staff. Community members would be interest in the DigiLab.
    • Who will be LAC's clients? Identifying LAC's clients will inform the design of LAC's services

    Johanna Smith states that LAC currently has 30K people a year, mostly in the academic and genealogy field. LAC has had success with school products in the past, and LAC can regrow that. How do we make our resources of history valuable to new Canadians? From a client's perspective, the two institutions do not necessarily exist separately.

    2. User Outreach

    LAC's  Service Strategy must identify and understand the audience in this new setting. We know our researchers, but not much about the public who will be visiting LAC for the first time thanks to this new building.

    • Members highlight the work of the Ottawa Art Gallery, which constantly looks for volunteers for their children's programing, and it has a strong connection to University students because it is free.  
    • University of Ottawa's Digital Humanities program has experts on technologies that can help LAC interact with university students.
    • Some members of the public are very curious and would like to see how LAC operates behind the scenes.
    • Wikipedians want to work with LAC's material, so this is an opportunity to think about a space to make them feel at home. Put a Starbucks in the hub of the space, and have plugs/charging stations to make it welcoming.  
    • LAC will need the capacity to operate in the social space. Wherever people are hanging out, people will stay there to work- for example, Airports. NARA is redoing the exhibitions space, which will have a circular bench with a power pole in the middle for clients to plug in. People need a place where they can be digital. This is an experience for them, which they can Hashtag and Instagram.
    • LAC should take the opportunity to go back to schools and gear the programming towards the classroom, along with programs to get people into the building. LAC can take the opportunity to model their programming after the successful programs at OPL, which may be a way to link these together to provide enriched experiences.
    • Programs that focus on the school work, and provide the students with the opportunities to come in and to do archival research. LAC can talk to institutions and teachers to see how we can address class visits.
    • LAC can look at other institutions' Residencies programs, like the Vancouver Public Library and their Indigenous story telling.
    • The Toronto Public Library has an entrepreneur in residence. 
    • Residency would be a good place to collaborate with clients.  
    • Researchers are connected, and can give public talks to explain their work.
    • LAC must balance the specialized work that takes place at LAC with the public focus of OPL. Public library space is used differently than archival space.  LAC needs to understand how to manage people who do not have specific goals in their use of the space.
    • Members ask to what extend is it getting people in the door the mandate for the new building?

    Johanna Smith explains there are many parts to consider. LAC must understand how it can successfully join OPL in the new building. LAC has experts using the collections and must consider how to support them.  For example, can the building can have seating for them to chat and have conversations?  The Genealogy center is designed with this in mind. We need space for the research of our collections.

    3. Volume projections and resourcing study

    LAC must be able to estimate accurately the volume of clients and their interests in order to better design our services. How should LAC approach this task? Are their similar volume projections in other memory institutions LAC can follow?

    • Members explain that for its new library, McGill did a study of who is in the library and estimated the number of seats needed based on circulation.
    • Estimating the number of seats needed for a specific amount of square footage is a reasonable approach.
    • LAC should consider the increase of traffic on its circulation schedule. Researchers have to wait for materials, and there will be more people requesting material in the new building. This will create a demand for original material and a pull on LAC's reference and circulation services.
    • LAC can be ready by having a set of question for the clients, such as 'do you want books, archives, etc.?' Tell them what is online and how to order a book. LAC can provide guidance to help users to self guide themselves.  

    4. User Outreach Plan

    LAC needs to consult on how users will change in the new building. Who should LAC consult?

    • Members suggest LAC should not only connect with the Universities, but with the student groups directly.  Otherwise students will not even know LAC exist.
    • Another group may be the Federation of Humanity and Social Science, where they can promote the new building.
    • There is a current emphasis on experiential learning where students produce something at the end. LAC can work with professors of architecture students. Perhaps they can work the new building work into their classroom. This would be a useful way to engage people. There are professors at the University of Ottawa that require students to use the archival collections. This is a way to reach students directly.
    • Carleton has collaborated with the archival program at Algonquin College to create a joint program with experiential learning. They build on something that is practical.
    • As well, there are five public history programs across the country, in which students must focus on how to reach an audience. This could be a vehicle for consultation for LAC.
    • Ottawa Public Library has worked with the opera and theater community that uses the archives. The Library created a reading list for this group.
    • Schools of urban planning and communications programs could be valuable, along with social justice groups. LAC should think about the ways communities would like to engage with LAC.
    • Any new programing LAC supports will have an impact on staffing, but if the goal is to attract new audiences, LAC needs to provide programing activities.

    Imagining the new LAC Orientation Venue at the LAC-OPL Joint Facility

    LAC envisions a space that serves as the first point of contact for its visitors, where collections and services are visible in a barrier free environment. LAC will move away from desks and cubes and create a more welcoming, multiuse space. People can have coffee and chat. There will be interactive digital stations and space to exhibit our most precious and interesting treasures. Staff can move around in the space like in Calgary's new building. In that setting, staff wear vests that make them identifiable. To deliver on this vision, both LAC's services and its staff will have the chance to transition over the next 5 years.

    • Members emphasize that the space must support both work and social gatherings-a hybrid space that provides the amenities to both of those goals.
    • If the orientation space has no desks, will clients be disoriented? Will staff be proactive?
    • Members point out this is the model is the Apple store, which is dreadful to some. Clients must catch the eye of someone going by, and the more aggressive people get the service.
    • In general, people don't mind to lining up so they know how long it will take to get service.
    • Perhaps LAC's staff can stand near a question mark, so clients know then can get help.
    • Members questioned if this model will suit a diverse clientele, such as the elderly. Will there be stations for elderly clients to sit and receive service?
    • How will staff answer questions? Will staff have tablets, or will they need to walk with the client to where the terminals are?
    • Getting people to change their habits to ask for help is difficult. There are examples of libraries that have changed services, then after 3-5 years had to undergo renovations to change the space back to how it was. North Vancouver library had to change back to its old way of providing services. Be careful not to change too much at the same time.
    • Since there are two orientation spaces in the building for each institution, staff need to train in both. Users want to be greeted once and not bumped around to different orientation spaces.
    • As well, if there is no security, staff will have to deal with people with mental illness. Staff will need training.
    • Members discussed where the main entrance of the building should be, and the need for the design to be inclusive, for example, the use of ramps instead of stairs so that differently-abled people can have the same path.

    Round table

    Members like the joint committee but would also like to maintain the separate services committee.

December 2018

  • Agenda
    Day One – Salon A – Joint Meeting with the LAC Acquistions Advisory Committee
    12h00 – 13h00 (60 min.)
    Welcome and lunch
    13h00 – 13h05 (5 min.)
    1. Welcoming remarks and introductions
    Normand Charbonneau
    13h05 – 14h05 (60 min.)
    2. Indigenous Heritages Action Plan
    Normand Charbonneau
    14h05 – 15h00 (55 min.)
    3. Culturally Sensitive Descriptions
    Dominique Foisy-Geoffroy
    15h00 – 15h15
    Break
    15h15 – 16h15 (60 min.)
    4. Research Report on Virtual Reunification: Towards Greater Collaboration in the Digital Age
    Sheila Ross
    16h15 – 17h00 (45 min.)
    5. Ottawa Public Library and Library and Archives Canada Joint Facility: Update
    Johanna Smith / Mario Gasperetti / Lisa Tremblay-Goodyer
    18h00
    Optional: Dinner in downtown Ottawa (location TBD)
    Day Two – Room 212 – Meeting of the Services Consultation Committee
    9h00 – 9h10 (10min.)
    6. Welcome and review of minutes from September 4, 2018 meeting
    Johanna Smith
    9h10 – 9h55 (45 min.)
    7. The LAC Client Survey: Results
    Alethea Woods (Phoenix Strategic Perspectives Inc.)
    9h55 – 10h05
    Break
    10h05 – 11h00 (55 min.)
    8. Youth and the Role of Libraries and Archives: Discussion with representatives of the LAC Youth Advisory Council
    Heather Townsend / Erica Vanden Bosch / Johanna Smith
    11h00 – 11h45 (45 min.)
    9. LAC Strategy for Services to the Public: Update
    Johanna Smith
    11h45 – 12h00 (15 min.)
    10. Roundtable and Committee planning
    Johanna Smith
  • Minutes

    Attendees: Anita Price (Association of Nova Scotia Museums); Laura Madokoro (Department of History and Classical Studies, McGill University); Constance Crompton (Department of Communication, University of Ottawa); Colleen Murphy (University of Regina Library); Jean-Pierre Morin (Indigenous and Northern Affairs Canada); Alison Blackburn (Ottawa Public Library); David Obee (genealogy expert); Ry Moran (National Centre for Truth and Reconciliation); Deborah Kigjugalik Webster (independent researcher and author); Ryan Shackleton (Know History); Renee Harden (Library and Archives Canada); Johanna Smith (Library and Archives Canada, Chair).

    Library and Archives Canada observers and presenters: Benjamin Ellis, Mario Gasperetti, Dominique Foisy-Geoffroy, Normand Charbonneau, Sheila Ross, Karin MacLeod, Allison Bullock

    Guest presenters: Alethea Woods (Phoenix SPI), Erican Vanden Bosch (LAC Youth Advisory Council), Heather Townsend (LAC Youth Advisory Council)

    Regrets: Pam Wright (National Archives and Records Administration, USA); Frédéric Giuliano (McGill University Archives).

    1. Joint Meeting of the Services Consultation Committee and Acquisitions Advisory Committee – Introductions and Opening Remarks

    Normand Charbonneau (Deputy Librarian and Archivist of Canada) introduced and welcomed the members of the Acquisitions Advisory Committee and Services Consultation Committee and noted that this was the first joint meeting of the two advisory bodies. Mr. Charbonneau presented the agenda for the first day of meetings which was accepted without amendement.

    2. Indigenous Heritage Action Plan

    Ms. Johanna Smith (Director General, LAC Public Services Branch) presented an overview of LAC's draft Indigenous Heritage Action Plan. The Plan consists of twenty-seven action items, organized into four categories: Institutional change, engagement and collaboration, collections management, and promotion and support. Although LAC already has Indigenous Initiatives underway, the plan is a way to formalize future initiatives and to make sure that it captures everything in a written form. Having a robust action plan also helps LAC make its commitments clear to our Indigenous partners.

    LAC emphasized that it is important to have a visible and public action plan so that if programs get cut, they do not disappear without notice and/or accountability. On the subject of accountability, members asked what accountability looks like at LAC. LAC does not currently have anything formalized, or in writing, related to accountability for this plan, but we hold ourselves to account through our consultative committees. LAC is also currently bringing people together to discuss how we would benchmark and report on activities under this action plan.

    Members discussed the importance of the sustainability of LAC's Indigenous Heritage Action Plan. Despite the fact that the specific funding for these programs is only for a couple of years, it was felt that it needs to be anchored into something more permanent and become part of LAC's regular business.

    Another important element of the action plan that members identified, was how to best communicate its projects and activities. LAC has hired an Indigenous Communications Advisor and is developing a communications strategy. Members suggested that LAC should also provide updates, on a regular basis, with libraries and archival communities (through archival councils, for example). In addition, members stressed the need to communicate directly with communities as part of a relationship building process.

    3. Culturally Sensitive Description

    As a follow up to a presentation given in May 2018, which provided a survey of what other institutions do with their inappropriate or offensive descriptions, Mr. Dominique Foissy-Geoffroy (Chief of Staff to the Deputy Librarian and Archivist of Canada) presented LAC's draft policy guidelines for dealing with offensive language in the titles of material related to Indigenous heritage. The procedure relates only to archival records (as opposed to published material). Client service and discoverability, as well as reconciliation, are the primary focus of this instrument. In all cases, the original record will be preserved and the judgement of the archivist will come into play in order to decide when updated terminology be added. Records that are deemed inappropriate will have a public disclaimer added to them and a pop-up window will tell the researcher who is viewing it that the record contains offensive terms.

    Members felt that the procedure was a good first step and wondered if similar approaches to culturally sensitive records were being adopted elsewhere. To LAC's knowledge, there is no large institution that has established a similar procedure. LAC will share the procedure with others and try to improve it through consultation.

    Some immediate suggestions included changing the wording of the pop-up blurb from "may be offensive" to "contains offensive content" and including a time-stamp that tells users when new terms were applied and perhaps reflects the challenge in applying these changes. Members felt that it is important to track these changes and look to technology to make the changes more easily.

    Generally, members were interested in the broader applicability of the procedure since there is racist language associated with holdings from multicultural communities. LAC is taking small steps to start and will judge, as it applies the procedure, how far to take it into other holdings.

    4. Virtual Reunification

    Sheila Ross (Strategic Research Analyst, LAC Strategic Research and Policy Division) provided an overview of the research she has done on virtual reunification. The purpose of this research is to understand the concept and context of virtual reunification and to provide definitions, examples, broader context, key issues and challenges. Virtual reunification is "reassembling physically dispersed heritage collections to produce a consolidated, digitized representation of scattered artifacts, literary and artistic works, and/or archival records of a single origin or common provenance. It is believed to have significant potential to mitigate geographic, material, and political challenges to consolidating dispersed, scattered collections." Part of the research was also to look at the implications of virtual reunification for libraries and archives, and for LAC and its mandate specifically.

    Members gave other examples of reunification projects, such as the National Centre for Truth and Reconciliation (NCTR) which is bringing together digital collections related to Indian Residential Schools from repositories across Canada.

    Members pointed out that there are technical considerations that must be factored into virtual reunification. Stable URIs, and creating a stable digital home for records will facilitate the creation of linked data. That stability is something that many organization can not offer, but is something that LAC could aspire to.

    There was also a general conversation about what happens to a physical asset/object once it has been digitized. Once something is digitized, it becomes more freely available and does this availability diminish its value? Does a digitized object become vulnerable to a reassembling or reuse in different context that distorts its original context? Do we need the physical object?

    Members thought that virtual reunification held the potential to reinstitute nation-to-nation relationships, which would foster internal diplomacy. Canada has a lot to offer in terms of helping to preserve and protect information and this should be an important part of our identity. Cultural diplomacy, through acts of repatriation and return of control, should be a big part of Canada's national identity.

    5. Joint Facility with Ottawa Public Library

    Ms. Smith and Mr. Mario Gasperetti (Project Director, LAC-OPL Joint Facility) provided background and a status update on the future joint facility that will be shared by the Ottawa Public Library (OPL) and LAC. In November 2018, the Government of Canada granted Project Approval and Expenditure Authority for the joint facility and the City of Ottawa announced and entered into negotiations with the preferred design team (Diamond Schmitt Architects and KWC Architects). For LAC, this joint facility will be an opportunity to gain greater visibility as a destination, expand LAC's clientele, enrich client experience, align their service model with more open, accessible spaces, and update their technical infrastructure and offer amenities on par with our role as a leading documentary heritage institution.

    Members were interested in how the new facility will affect public services and shared some thoughts about which services should remain a priority. Some felt that LAC's hours of operation should be maintained, if not extended. Ms. Smith explained that LAC will aim to match the Ottawa Public Library's hours.

    Genealogy is one of LAC's public services that will be enhanced in the new facility through collaboration with OPL. Some members thought that this area could be improved to become more reflective of all of Canada, as opposed to being too narrowly focused on Ottawa.

    There was also interest in what kind of exhibition space would be available and whether or not it could be used for co-curated exhibitions with institutions across Canada. Mr. Gasperetti confirmed that exhibit space will be shared with OPL and will include collaborative ventures.

    Members also thought it would be good to have a strong Indigenous element in the new facility, whether it be an interpretation centre, or community space.

    6. Review of Services Consultation Committee minutes from Sept 4, 2018

    Members of the Services Consultation Committee (SCC) met separately from the Aquisitons Advisory Committee on the morning of December 6, 2018. Ms. Smith welcomed members back to 395 Wellington and presented the day two agenda, as well as the minutes of the previous SCC meeting which took place on September 4, 2018. The agenda and minutes were approved without amendment.

    7. Client Survey Results

    Alethea Woods (President, Phoenix SPI) provided members of the SCC an overview of the recently completed LAC Client Survey which measured client satisfaction, impressions, priorities and concerns. She explained the survey methodology and pointed to the very positive results for LAC. The findings pointed to two key areas on which LAC could focus for even better client satisfaction: visibility/awareness and online navigation. Ms. Woods noted that results were more positive with experience LAC clients, and less positive with new users. Ms. Woods also highlighted the excellent results related to client impressions of LAC employees.

    SCC members pointed to related initiatives that could improve client satisfaction even further. These included the way with which LAC's new joint facility could create awareness for inexperienced users. Members also suggested that LAC could prioritize promotion and awareness campaigns for those services most used by inexperienced users, noting that veteran researchers are less likely to need information or help.

    Several members recommended changes to the LAC website as a key step. They suggested a more dynamic website that included updates on LAC projects.

    Members made some recommendations in regards to the methodology for future surveys. They noted, for example, that some of the categories of users are blurred and could be made more distinct for LAC to get a better understand of the particular needs of their client groups.

    Ms. Smith noted that LAC would seek the advice of the SCC in the next iteration of the survey. She assured members that LAC would be responsive to the findings of the survey, and put additional efforts in areas such as digitization, orientation, web improvement and genealogy services.

    8. Youth and the Role of Libraries and Archives: Discussion with representatives of the LAC Youth Advisory Council

    Two members of LAC's Youth Advisory Council (YAC), Ms. Heather Townsend and Ms. Erica Vanden Bosch, provided SCC members with an overview of the work of the YAC and led members in a group discussion about the role of youth in libraries and archives.

    Ms. Townsend and Ms. Vanden Bosch explained the membership, scope and focus of the YAC, which is comprised of 20 members of the National Capital Region, all between the ages of 19 and 25. The members come from various educational and professional backgrounds, and have a range of exposure to LAC. The YAC is an informal and innovative committee that encourages blue-sky thinking and brainstorming. Their current focus is on digital documentary heritage and ways digital technologies and platforms can increase awareness and access. The YAC has discussed several topics to-date, including social media, digital tools, crowdsourcing, the GLAM Summit and the joint LAC-OPL facility.

    Members appreciated the presentation. They noted that students gain good exposure to LAC through university courses that bring classes on site to LAC, for research or tours. Ms. Smith agreed that engaging students is important and that LAC would like to expand its programming to include outreach to schools and students.

    Members suggested that LAC could facilitate the development of a young research professionals community and help coordinate events. Ms. Townsend agreed that peer collaboration would be helpful. Ms. Smith agreed to support such an endeavour if others were interested.

    Members pointed to the many physical barriers to LAC's Ottawa location that exist or are perceived to exist for youth. They noted that LAC can be an intimidating place, and young people many not be familiar with all of LAC's tools and processes, some of which are outdated. They suggested that youth would be best served by LAC's online and digital services. Other members suggested the creation of user guides tailored to youth and the subjects in which they are most interested.

    Members also pointed to the new joint LAC-OPL facility as an opportunity to better engage with youth. They suggested digital interaction, as well as the inclusion of creative and casual spaces.

    Members asked if there are Indigenous members included in the YAC. Ms. Vanden Bosch confirmed that there are.

    All members agreed that the SCC should include a student or young professional as a member. Ms. Smith committed to adding a new youth member as soon as possible.

    9. Newspaper Strategy

    The SCC rejoined the Acquisitions Advisory Committee for the final presentation of the meeting. Ms. Alison Bullock (Director, Acquisitions, LAC Published Heritage Branch) and Karin MacLeod (Manager, Published Acquisitions Division), provided an overview of how LAC is developing its newspaper collection, in order to address its gaps. There is a high demand for newspapers for research purposes and LAC's objectives are to:

    • Establish a comprehensive collection of Canadian newspapers;
    • Provide digital access whenever possible; and
    • Ensure long-term management and preservation.

    The Committee was asked if they thought there were gaps in the newspaper collection, or if any of the areas discussed in the presentation (comprehensiveness, digital access, and management/preservation) should be prioritized over others.

    Members asked what kind of access and licensing models LAC was looking at for its newspaper collection. Ideally, LAC would like to provide the public with access to the newspapers for free. This kind of access could incorporate an embargo period, after which the content is opened to the public. LAC would like to have a comprehensive collection of newspapers that would be available through one portal.

    In terms of content, members were curious about whether or not LAC capture the entirety of the content of a digital newspaper (i.e., advertisements). LAC's pilot project explored this, in consultation with archivists, and determined that the whole content and the way it is organized on the page is important, which means that LAC will try to acquire the replica file from the publisher. The speed at which content can change in digital newspapers was also raised. Even though a story can change multiple times a days, LAC's web archiving program can capture these changes. However, the Published Heritage Branch would like to consult with the Committee at a later date on this issue and how many iterations of a story LAC should be capturing. The right to be forgotten is also increasingly an issue with digital newspapers, but LAC recently published a robust take-down policy that can be applied to these instances.

    10. Conclusion

    Mr. Charbonneau and Ms. Smith thanked members for their participation and committed to holding a subsequent meeting in the spring of 2019. Ms. Smith asked SCC members about their first impressions of the joint meetings with the Acquisitions Advisory Committee and most members responded positively. Ms. Smith suggested that a similar format would be used for the spring meeting.

September 2018

  • Agenda
    13h00 – 13h10
    Welcome and review of the March 15-16 meeting minutes
    Johanna Smith
    13h10 – 13h20
    Review and approval of the revised Terms of Reference
    Johanna Smith
    13h20 – 13h40
    LAC Web Renewal
    Karen Linauskas / Cécile Lamarre
    13h40 – 14h10
    Presentation: Joint Facility Collaboration Project between Library and Archives Canada and the Ottawa Public Library
    Mario Gasperetti / Steven Artelle
    14h10 – 15h00
    Roundtable discussion
    All
  • Minutes

    Attendees: Frédéric Giuliano (McGill University Archives); Constance Crompton (Department of Communication, University of Ottawa); Colleen Murphy (University of Regina Library); Jean-Pierre Morin (Indigenous and Northern Affairs Canada); Pam Wright (National Archives and Records Administration, USA); Alison Blackburn (Ottawa Public Library); David Obee (genealogy expert); Ry Moran (National Centre for Truth and Reconciliation); Johanna Smith (Library and Archives Canada, Chair).

    Library and Archives Canada observers and presenters: Steven Artelle; Benjamin Ellis, Mario Gasperetti, Amy Tector, Karen Linauskas, Lina Gouger, Cecile Lemaire.

    Regrets: Deborah Kigjugalik Webster (independent researcher and author); Ryan Shackleton (Know History); Anita Price (Association of Nova Scotia Museums); Inge Alberts (School of Information Studies, University of Ottawa); Laura Madokoro (Department of History and Classical Studies, McGill University); Renee Harden (Library and Archives Canada).

    1. Welcome

    Johanna Smith, the Director General, Public Services Branch, Library and Archives Canada (LAC), welcomed the committee members to the eighth meeting of the Services Consultation Committee (SCC, "the Committee").

    Ms. Smith presented the agenda, which was approved without amendment.

    2. Approval of Minutes and amended Terms of Reference

    The SCC members ("Members") approved the minutes of the March 15-16, 2018 meeting without amendment.

    Members approved of the Committee's revised Terms of Reference with minor amendments.

    3. LAC Web Renewal

    Karen Linauskas, Director of Exhibtions and Online Content at and Cecile Lemaire, Director of Digital and Corporate Communications at LAC, presented LAC's vision and obectives related to its website homepage and web renewal project. They explained that the core principle of the renewal project would be to implement a user-centric design based on the expectations and needs of LAC's clients and prospective clients. Other objectives include a personalized experience, seamless navigation, continuous improvements and updates, greater user autonomy and the ability to adapt to evolving technologies. Ms. Lemaire showed a mock-up of a proposed homepage.

    Members suggested that LAC implement a mobile-first approach, focusisng on mobile-friendly applications or pages. Members also cautioned LAC to consider the needs of remote communities where internet access is limited.

    Ms. Linauskas explained the link between web renewal and the new LAC federated search function, as well as the new library catalogue system LAC will be implementing. Members discussed the role of artificial intelligence in archival and library search tools when millions of records are available.

    Members wondered if LAC website URL addresses will change. Ms. Lemaire explained that they will not in the vast majority of cases, but where they do, there will be an automatic redirect.

    Ms. Linauskas and Ms. Lemaire promised to keep the Committee updated as the project progresses.

    4. LAC's Joint Facility with the Ottawa Public Library

    Mario Gasperetti, Project Director in LAC's Real Property Branch and Steven Artelle, Strategic Analyst in LAC's Public Services Branch, presented the Committee with an overview of the collaboration project between LAC and the Ottawa Public Library (OPL) for a new joint facility that will house the OPL Central Branch and LAC's public services areas. They outlined the project background, objectives, and proposed functional program, highlighting the key areas that will be dedicated to LAC and OPL, and the areas that will be shared. Mr. Gasperetti explained the process to-date and the upcoming milestones for design and construction. Mr. Artelle explained how LAC's services would transition and transform with the new space, including a proposed LAC orientation area with exhibits and resources to introduce the general public to LAC's mandate, collections, and services.

    Members asked if the funds approved as part of Budget 2018 for LAC's portion of the building were for construction only, or if also for new, ongoing services. Mr. Gasperetti responded that the funds are primarily for construction and transition.

    Members were concerned about a potential loss of quiet research space and the security of LAC collections. Mr. Artelle explained that there would still be security gates and research protocols beyond certain points, but that LAC was simply adding a more open public area before clients encountered those barriers. Members encouraged LAC not to overlook the needs of existing clients who will need to adapt alongside LAC. They asked LAC to be transparent and to make information related to changes clear as soons as possible. Members suggested that a change management plan for clients could be considered in addition to consultations.

    Members also worried about increased demand and the impact on service standards. Ms. Smith noted these concerns and shared them. She assured Members that LAC would adapt to the changes without impinging on standards.

    Some members asked about the extent of overlap and shared services between LAC and OPL. Mr. Gasperetti explained that while there are some plans for shared spaces for exhibitions, events, facility services and a shared genealogy centre, for the most part the operations would be separate. He remarked, however, that shared services and spaces could evolve over time. Mr. Gasperetti was clear that the facility is not and is not planned to become a merger between LAC and OPL.

    Members offered innovative ideas for the new facility including client "maker spaces", mobile navigation applications, and further integration with OPL on-site and online.

    Members asked about engagement with Indigenous communities, both local and across Canada. They stressed the need for early engagement, co-management of certain areas, and dedicated Indigenous spaces. Moreover, they wondered how the new facility could become an economic benefit for Indigenous peoples in Canada.

    Finally, Members saw an opportunity to create an inclusive, universal design in terms of gender identity and encouraged LAC to explore the way the facility could accommodate the needs of the LGBTQ community.

    Takeaways

    • LAC will set up consultations for existing users during the new facility design phase
    • LAC will contact certain Members on specific subjects of interest including design thinking, LGBTQ+ considerations, and genealogy centre requirements
    • LAC will explore opportunities to consult with key stakeholders such as CHA, ACA

    5. Conclusion and Future Planning

    Ms. Smith thanked Members for their input and committed to holding the next meeting of the Committee in the winter of 2018-19. She suggested that the Committee might align their meeting with a meeting of the LAC Acquisitions Advisory Committee and hold a joint session. Members were amenable to this idea.

March 2018

  • Agenda

    Agenda - Day One

    10h00-11h30
    Tour of LAC services facility at 395 Wellington Street, Ottawa
    Johanna Smith / Lisa Tremblay-Goodyer
    11h30-12h00
    Meet at 395 Wellington Street, Ottawa and share taxis to the LAC Preservation Centre at 625 Boul. du Carrefour, Gatineau
    All
    12h00 -13h00
    Welcome lunch and introduction of new members
    Johanna Smith
    13h00-15h00
    Tour of Gatineau Preservation Centre
    Suzanne Pagé-Dazé
    15h00-15h30
    Review of minutes from October 2, 2017 meeting and review/renewal of Terms of Reference
    Johanna Smith
    15h30-16h00
    Public Services Branch tentative operational plan, 2018-19
    Johanna Smith
    16h00-17h00
    Demonstration and testing of LAC's new crowdsourcing tools
    Alexandra Haggert / Michael Smith
    17h30
    Optional: Group Dinner in downtown Ottawa (location TBD)
    All

    Agenda - Day Two

    9h00-9h15
    Welcome from the Librarian and Archivist of Canada
    Guy Bethiaume
    9h15-9h45
    Indigenous Engagement and Internal Awareness at LAC
    Cleo Big Eagle / William Benoît
    15h00-15h30
    Discussion: User fees and revenue generation
    Lisa Tremblay-Goodyer/ Steven Artelle
    10h15-1030
    Break
    All
    10h30-11h00
    Tour of LAC DigiLab
    Melanie Brown / Karine Gélinas
    11h00-12h00
    LAC's Three-Year Plan, 2019-2022: Preliminary Consultation
    Johanna Smith / ZeÏneb Gharbi
    12h00-12h30
    Roundtable and Open Discussion
    Johanna Smith
    17h30
    Optional: Group Dinner in downtown Ottawa (location TBD)
    All

    Forward agenda:

    • Results of the LAC Client Survey / Résultats de l'enquête auprès des clients de BAC
    • Indigenous Initiatives Update
  • Minutes

    Attendees: Frédéric Giuliano (McGill University Archives); Constance Crompton (Department of Communication, University of Ottawa); Colleen Murphy (University of Regina Library); Jean-Pierre Morin (Indigenous and Northern Affairs Canada); Pam Wright (National Archives and Records Administration, USA); Alison Blackburn (Ottawa Public Library); David Obee (genealogy expert); Ry Moran (National Centre for Truth and Reconciliation); Deborah Kigjugalik Webster (independent researcher and author); Ryan Shackleton (Know History); Renee Harden (Library and Archives Canada); Johanna Smith (Library and Archives Canada, Chair).

    Library and Archives Canada observers and presenters: Steven Artelle; Benjamin Ellis, Suzanne Pagé-Dazé, Alexandra Haggert, Michael Smith, Cleo Big Eagle, William Benoît, Lisa Tremblay-Goodyer, Melanie Brown, Karine Gélinas, Zeïneb Gharbi.

    Regrets: Laura Madokoro (Department of History and Classical Studies, McGill University); Anita Price (Association of Nova Scotia Museums); Inge Alberts (School of Information Studies, University of Ottawa).

    1. Welcome

    Johanna Smith, the Director General of the Public Services Branch, Library and Archives Canada (LAC), welcomed the committee members to the National Capital Region and the seventh meeting of the Services Consultation Committee (SCC, "the Committee"). 

    Ms. Smith introduced new members of the committee and presented the agenda, which was approved without amendment.

    2. Tour of the Gatineau Preservation Centre

    The SCC members ("Members") were given a tour of LAC's Preservation Centre in Gatineau, Quebec, including behind-the-scenes access to conservation labs, digitization areas, and preservation vaults. Members were quite impressed with the facility and asked many questions about digitization costs and equipment, maintenance and repair, and the plans for a second LAC preservation facility in Gatineau.

    Takeaway – LAC will send information relating to digitization costs to Members.

    3. Review of previous meeting

    Ms. Smith reviewed the minutes of the October 2, 2017 meeting of the SCC. Members approved the minutes without amendment.

    4. Review of the SCC Terms of Reference

    Members were asked to review the Services Consultation Committee Terms of Reference. Members recommended that the breadth of possible members be expanded to include students. They also recommended that representation from academics in the field of digital humanities be explicitly stated.

    Members discussed the possibility of lengthening membership terms to three-year periods, with the possibility of one renewal per member. Some members suggested having a representative from the National Centre for Truth and Reconciliation as a permanent member.

    Other minor edits were suggested.

    Takeaway: LAC will amend the Terms of Reference for approval at the following meeting.

    5. Public Services Branch Operational Plan, 2018–19

    Ms. Smith presented an overview of the the operational plan for the Public Services Branch for fiscal year 2018–19. Highlights included website content renewal, optimization of the new LAC online search tool, implementation of the Indigenous heritage digitization initiative, the reduction of reference and ATIP request backlogs, digital access projects, continued implementation of LAC's new services in Vancouver and Halifax, and planning for LAC's potential move and transition of services to a new building in Ottawa in partnership with the Ottawa Public Library.

    Members were most interested in the new building and service transition in Ottawa. They asked questions about plans for research and reading rooms at the new facility. They offered ideas about how LAC could strike a balance between broad public access and professional/academic research. Members asked about the consultation process going forward.

    Ms. Smith committed to holding a meeting of the SCC dedicated to the new facility and assured Members there would be future opportunities for consultations.

    6. Co-Lab Demonstration

    Mr. Michael Smith (Chief, Online Content) and Ms. Alexandra Haggert (Project Manager) gave Members a demonstration of LAC's soon-to-be-launched crowdsourcing tool "Co-Lab." Members were enthusiastic about the tool and how it might be used. They asked many questions about how the public could add and change information, and how LAC would moderate public contributions.

    Ms. Haggert explained that LAC would feature certain "challenges" for public contributors—selected collections that were a good fit for crowdsourced description, tagging, translation or transcribing. She also explained that the tool could also be used for any digital object in LAC's catalogue.

    Ms. Haggert explained that users would not require an account to access Co-Lab and that LAC would monitor activity to ensure any problems were mitigated quickly. She pointed to the experience of crowdsourcing tools in other national archives as examples.

    Members offered many ideas in terms of partnership possibilities, potential projects and incentives. They suggested promotion via academic, educational and professional associations and through outreach from LAC offices across Canada. Members asked about the costs to build the tool and the method by which it was developed.

    LAC shared the Co-Lab link with Members and asked them to test the tool and provide feedback.

    7. Indigenous Engagement

    Mr. William Benoît (LAC Advisor, Internal Indigenous Engagement) and Ms. Cleo Big Eagle (LAC Advisor, Indigenous Engagement and Partnerships) presented Members with LAC's overall approach to internal awareness and engagement with Indigenous peoples, and provided details about LAC's newly formed Indigenous Advisory Circle (IAC).

    Ms. Big Eagle described how the IAC was established and its purpose—to guide LAC on all matters related to Indigenous activities—especially and most immediately the implementation of LAC's Indigenous Language and Culture Initiatives. The IAC, the members of which represent Indigenous communities across Canada and varying fields of expertise, met for the first time in Ottawa only two weeks earlier. Ms. Big Eagle described the successes and challenges of the first meeting, as well as the plans for future meetings.

    Mr. Benoît described LAC's activities related to institutional awareness and the change in its approach to Indigenous peoples and Indigenous heritage activities. He described the training and learning opportunities that had been provided to staff, including the provision of "blanket exercises:" Indigenous-led awareness sessions in which folding blankets are used to represent the occupation of Indigenous land and the disappearance of cultures.

    Members offered further suggestions regarding the ways LAC could engage and collaborate with Indigenous communities and organizations. Members suggested that LAC make information about their engagement activities more public on its website.

    8. Guideline on Administering Client-Initiated Takedown Requests

    Mr. Steven Artelle (Strategic Advisory, LAC Public Services Branch) presented an overview of LAC's draft guidelines on how to administer client requests for LAC to remove digital documentary heritage from its website or partner websites. While not yet finalized, the approach would provide LAC with consistent direction when members of the public request that information on LAC's website be removed for various reasons.

    Members discussed terminology used in the guidelines, including the definition of "harm" as it applies to individuals or communities.

    Takeaway: LAC will revisit the guidelines with the SCC as they are developed further.

    9. LAC's Three-Year Plan

    Ms. Zeïneb Gharbi (LAC Senior Research and Policy Analyst) asked Members for input for consideration as part of LAC's next Three-Year Plan for the years 2019 to 2022. Specifically, she asked Members to consider the activities and issues LAC should prioritize under three broad areas: in-person services, digitization goals and online presentations/exhibitions.

    Members provided input in all areas, both in person and following the meeting in writing. Specifically, Members saw opportunities to enhance access via the proposed new facility in Ottawa. Members highlighted the need for increased digitization of Indigenous-related material and the challenges of finding certain material. Members also noted the need for improvements to LAC's website and online search/catalogue systems.

    Takeaway: LAC will consider all of the Members' suggestions carefully as it continues to consult on the Three-Year Plan.

    10. Miscellaneous

    Members noted that the agenda for the meeting was interesting but too full. They asked the Chair to allow for more time for discussion. Ms. Smith proposed that the next meeting of the SCC be dedicated to only one or two items, one of which would be a discussion of the proposed new joint facility with the Ottawa Public Library and the transition of services.

    Members also asked that information be sent earlier and/or that questions be sent in advance to promote more fruitful discussions.

    Members thought that the next in-person meeting could be stretched over three days to ensure adequate time to include all agenda items and ensure discussions are meaningful.

    Members suggested that the next in-person meeting could be held outside of the National Capital Region.

    Takeaway: The next meeting of the SCC will be held during the summer of 2018. LAC will consider a longer meeting for the next in-person session and will also look at possibilities for other locations.

October 2017

  • Agenda, October 2, 2017
    Time Topic Presenter
    2:00 pm – 2:05 pm Welcome Johanna Smith
    2:05 pm – 2:15 pm Review of May 31, 2017 Meeting Johanna Smith
    2:15 pm – 2:45 pm Hear Our Voices: Preserving Oral Recordings in Indigenous Languages Kathryn Lagrandeur
    2:45 pm – 3:15 pm Online Content Initiatives: Integrated Web Search and Crowdsourcing Projects Karen Linauskas / Paula Kielstra
    3:15 pm – 3:45 pm Discussion: User fees and revenue generation Lisa Tremblay-Goodyer / Steven Artelle
    3:45 pm – 4:00 pm Roundtable Johanna Smith
  • Summary of discussion, October 2, 2017

    Attendees: Greg Donaghy (Global Affairs Canada); Claire Séguin (Bibliothèque et Archives nationales de Québec); Anita Price (Association of Nova Scotia Museums); Pam Wright (National Archives and Records Administration, U.S.); Alison Blackburn (Ottawa Public Library); David Obee (Genealogy expert); Ry Moran (National Centre for Truth and Reconciliation); Susan Brown (Canadian Writing Research Collaboratory); Deborah Kigjugalik Webster (independent researcher and author); Laura Madokoro (Department of History and Classical Studies, McGill University); Brett Lougheed (University of Winnipeg Archives); Johanna Smith (Library and Archives Canada, Chair).

    Library and Archives Canada Observers and Presenters: Kathryn Lagrandeur; Karen Linauskas; Lorna Chisolm; Paula Kielstra; Steven Artelle; Lisa Tremblay-Goodyer; Benjamin Ellis.

    Regrets: Ryan Shackelton (Know History); Renee Harden (Library and Archives Canada).

    • 1. Welcome
      Johanna Smith, the Director General of Public Services Branch, Library and Archives Canada (LAC), welcomed the committee members to the sixth meeting of the Services Consultation Committee (SCC, "the Committee").

      Ms. Smith presented the agenda which was approved without amendment.

    • 2. Review of May 31, 2017, meeting
      Ms. Smith reviewed the minutes May 31, 2017 meeting of the SCC. The SCC members ("Members") approved the minutes without amendment.

    • 3. LAC's Hear our Voices Initiative
      Ms. Kathryn Lagrandeur, Director, Private Archives at LAC, presented detailed plans for one of LAC's new initiatives, provisionally titled "Hear our Voices". As announced in Budget 2017, LAC will receive $14.9 million over three years for two iniatives related to Indigenous language and culture revitalization.

      The Hear our Voices initiative will support Indigenous community efforts in the digitization, digital preservation and provision of access for spoken word recordings in Indigenous languages. Ms. Lagrandeur presented the current plan, noting that all development and implementation is to be confirmed and guided by an Advisory Circle of Indigenous representatives that LAC is currently establishing. She explained the governing principles of the intiaitive, including specific articles of the United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), and underscored the individualized and collaborative approach that LAC will take. She highlighted the fact that this is not an acquisition project: control and ownership of recordings will remain in Indigenous communities. Ms. Lagrandeur also explained the engagement strategy for the iniatives that includes the creation of a representative Indigenous Adivsory Circle, crowdsourcing opportunities and employment positions for Indigenous people across Canada.

      Members noted other important aspects of the UNDRIP that should guide LAC's work, including articles that define the rights of individuals and employees. LAC was encouraged to think about its role as employer in addition to its role in providing access to information. Ms. Smith and Ms. Lagrandeur appreciated these comments and committed to take them into account. They also explained some of the other ways in which LAC is changing the way it works in terms of Indigenous awareness and engagement. This includes the creation of positions for internal awareness and external engagement and the development of a multi-year action plan related to Indigenous issues.

      Members suggested networking with universities to enrich and enhance the initiative. They encouraged LAC to look at the iniative as a long-term program rather than a temporary project. Members also wondered about the scope of the recordings to be included and asked if music or new recordings are being considered.

      Ms. Lagrandeur welcomed the idea to connect with universities for employement recruiting and possibly for crowdsourcing. She explained that the first step is to research and identify existing recordings. She also noted that the initiative is not closed to the idea of including new recordings, but that LAC will take its cues from Indigenous communities in terms of scope.

      Members asked about the planned access portal in terms of its design and functionality. Specifically, they wondered if it would consider Indigenous protocols and traditional knowledge. Members also wondered what outreach aspects would be part of the access portal once it is implemented.

      Ms. Lagrandeur explained that the access portal will not look like a typical Government of Canada website. Rather, it will be designed in consultation with Indigenous communities and the Adivsory Circle. She noted that an outreach element is included in the initiative.

      Ms. Smith noted that LAC will be holding an academic research forum on reconciliation and decolonization on November 6th, 2017.

      Takeaways:

      LAC will keep the Committee informed as the iniative progresses.

      Ms. Lagrandeur will follow up with certain Members regarding networking and recruitment options with universities.

      Ms. Smith will send Members information about the November 6th event.

    • 4. Web Search Improvement and LAC's New Crowdsourcing Tools
      Ms. Karen Linauskas, Director of Exhibitions and Online Content at LAC, presented LAC's new integrated web search tool. She demonstrated how the new tool will consolidate content from LAC's many stand-alone databases, allowing for easier and more efficient searches and downloads from LAC's online catalogues. She presented draft designs of the tool, showing how users will be able to search from a single screen and display results by type with multiple filters. Ms. Linauskas also highlighted several new features of the seach tool currently in development.

      Ms Linauskas explained the next steps of the process, including individual testing, a soft launch, and the ongoing addition of databases.

      Members asked if the new tool will indicate if particular material is not available. Ms. Linauskas explained that this information will be included on the search tool and that LAC will work to ensure it is accurate and up-to-date.

      Members also asked if full-text search will be possible. Ms. Linauskas answered in the affirmative, noting that this is only possible for digital documents with text recognition or transcribed material. For other material, only the description will be searchable

      Members wondered how LAC will deal with rights management. Ms. Linauskas explained that users will receive a pop-up reminder of copyright restrictrions per download.

      Members inquired about how LAC will manage feedback received through the new search tool. Ms. Linauskas explained that this will be done on a case-by-case basis. Some Members noted their own experience in user feedback, and suggested LAC reach out to users with an automated listserv whereby user comments are kept on the web and displayed as an ongoing conversation about particular collections, moderated by employees.

      Members gave input on potential branding and provided ideas for future collaboration. Ms. Linauskas promised to follow up with individual Members.

      Ms. Linauskas and Paula Kielstra, Project Officer in LAC's Online Content section, demonstrated LAC's new crowdsourcing platform, showing Members how public users will be able to describe, tag, translate and transcribe LAC's digital collections in order to help make holdings more discoverable. They explained how crowdsourced information would be segregated from authoritative data to protect the integrity of original descriptions and how crowdsourced information will be able to searched separately.

      Members would interested in LAC's plan to create individual user loging which will provide more information on how users interact with the crowdsourcing platform. Several Members would interested in testing the new tool. Examples from other memory institutions were shared.

      Takeaways:

      LAC will follow up with individual Members regarding collaborative possibilities for both web search and crowdsourcing.

      LAC will follow up with individual Members to learn more about their own expiences with user feedback received through search interfaces, and with crowdsourcing initiatives.

      LAC will let Members know when new tools are ready for testing and solicit their participation.

    • 5. Open Roundtable
      Ms. Smith decided to postpone a discussion regarding user fees and revenue generation to a subsequent meeting, commiting to send documentation in advance. She then opened the floor for a general discussion.

      Members expressed their satisfaction with the discussion and their enthusiasm for the new initiatives.

      Members commended LAC for recent improvements in terms of systems and services.

    • 6. Wrap up
      Ms. Smith thanked the Members for their participation and contributions to the discussion. She noted that the terms of some Members are expiring and that some would be renewed for partial terms in order to stagger the rotation of membership.

      The next meeting of the SCC will take place in December 2017 or January 2018.

May 2017

  • Agenda, May 31, 2017
    Time Topic Presenter
    1:30 pm – 1:35 pm Welcome Johanna Smith
    1:35 pm – 1:45 pm Review of December 7, 2016 Meeting Johanna Smith
    1:45 pm – 2:30 pm Budget 2017: LAC's new Indigenous Language and Culture Initiatives Johanna Smith
    2:30 pm – 2:45 pm Public Services Branch 2017-18 Operational Plan Johanna Smith
    2:45 pm – 3:15 pm Review of the LAC User Survey Draft Steven Artelle / Marc Comeau
    3:15 pm – 3:30 pm Roundtable Johanna Smith
  • Summary of discussion, May 31, 2017

    Attendees: Greg Donaghy (Global Affairs Canada); Pam Wright (National Archives and Records Administration, U.S.); Alison Blackburn (Ottawa Public Library); David Obee (Genealogy expert); Ry Moran (National Centre for Truth and Reconciliation); Ryan Shackleton (Know History); Deborah Kigjugalik Webster; Renee Harden (Library and Archives Canada); Johanna Smith (Library and Archives Canada, Chair).

    Library and Archives Canada Observers and Presenters: Steven Artelle; Julie Roy; Marc Comeau; Benjamin Ellis.

    Regrets: Laura Madokoro (Department of History and Classical Studies, McGill University); Brett Lougheed (University of Winnipeg Archives); Claire Séguin (Bibliothèque et Archives nationales du Québec); Susan Brown (Canadian Writing Research Collaboratory); Anita Price (Association of Nova Scotia Museums).

    • 1. Welcome
      Johanna Smith, the Director General of Public Services Branch, Library and Archives Canada (LAC), welcomed the committee members to the fifth meeting of the Services Consultation Committee (SCC, "the Committee"). She introduced two new Members to the group and confirmed the Committee's preference for shorter, more frequent meetings.

      Ms. Smith presented the agenda, which was approved without amendment.

      Takeaways:

      It was suggested that a discussion of linked open data be put on the agenda for a future meeting.

    • 2. Review of December 7, 2016, meeting
      Ms. Smith reviewed the minutes of the December 7, 2016, meeting of the SCC. The SCC Committee members ("Members") approved the minutes without amendment.

    • 3. LAC's Indigenous Language and Culture Initiatives
      Ms. Smith presented two new initiatives at LAC related to Indigenous language and culture revitalization. As announced in Budget 2017, LAC will receive $14.9 million over three years for a digitization initiative and an oral testimonies preservation initiative. Ms. Smith explained the proposed details of each initiative as well as an overarching engagement and collaboration component that will see LAC working in concert with Indigenous communities and organizations at all stages of project development. Members raised questions about LAC's recent Indigenous-related initiatives and their public reception. They also suggested some engagement approaches and best practices from their own experience. It was recommended that a nationally coordinated effort be explored to identify the location of certain materials. Ms. Smith invited Members to send her any relevant resources or ideas, and she committed to using LAC's national networks to ensure that the initiatives would not be undertaken in isolation.

      Takeaways:

      LAC will keep the Committee informed as the initiatives progress and will continue to rely on the Committee's ideas, especially relating to engagement and national coordination.

    • 4. Public Services Branch 2017–2018 Operational Plan
      Ms. Smith presented the 2017–2018 Operational Plan for LAC's Public Services Branch. She reviewed the ongoing core operations of the Branch and its divisions before highlighting special initiatives for the current fiscal year. These included LAC's new DigiLab, service renewal and innovation initiatives, the potential collaboration with the Ottawa Public Library (OPL), LAC's National Presence initiative (changes in Vancouver and Halifax), an integrated web search application, block review of access to information and privacy restrictions, the exhibitions plan, and implementation of the new library catalogue.

      Ms. Smith also talked about some other LAC special initiatives outside of her Branch, including the ongoing digitization of First World War military personnel files, the elimination of acquisition backlogs, the development of a digital curation platform, the production of a comprehensive Government of Canada web archive, and the continued migration of LAC's audiovisual holdings to digital formats.

      Members asked questions about the current state and progress of audiovisual migration and the workflow and governance structure for digitization projects. Members also wondered how LAC's finding aids interacted with its catalogue. Members discussed the block review process and the collaboration between LAC and the OPL.

      Takeaways:

      A regular update on the potential collaboration with the OPL will be provided at future SCC meetings.

      LAC will present block review priorities at a future meeting, or by email to interested Members.

    • 5. LAC User Survey
      Ms. Smith introduced Renee Harden and Marc Comeau from LAC's Communications Branch. Ms. Harden and Mr. Comeau presented draft questions for LAC's upcoming user survey and explained its context and purpose. Steven Artelle, Strategic Advisor to Ms. Smith, gave an overview of the questions.

      Committee Members provided several ideas and suggestions in terms of content, presentation and publicizing, drawing from their own experience in creating surveys and their interactions with LAC. Some Members offered to send more detailed suggestions to LAC by email.

    • 6. Open Roundtable
      Ms. Smith opened the floor for a general discussion.

      Members were happy to learn about LAC's new and ongoing initiatives, and they requested updates and details as projects develop. This was especially true for LAC's Indigenous Language and Culture initiatives. Some Members offered concrete examples of existing resources and programs, with which LAC may be able to align or collaborate.

      Members were interested in hearing more about the LAC DigiLab, which became operational in April 2017. Ms. Smith offered to give Members a tour the next time they are at LAC in Ottawa.

    • 7. Wrap up
      Ms. Smith thanked the Members for their participation and contributions to the discussion. The next meeting of the SCC will take place in July or August 2017.

December 2016

  • Agenda, December 7, 2016
    Time Topic Presenter
    9:00 am – 9:05 am Welcome Johanna Smith
    9:05 am – 9:15 am Review of September 20, 2016 Meeting Johanna Smith
    9:15 am – 10:00 am Summit Debrief Neale McDonald / Johanna Smith
    10:00 am – 10:15 am Break  
    10:15 am – 11:00 am Block Review Paulette Dozois
    11:00 am – 11:45 am LAC User Survey Renée Harden
    11:45 am – 12:15 pm Legal Deposit Alison Bullock/ Pierre Gamache
    12:15 pm – 1:30 pm Lunch  
    1:30 pm – 2:00 pm Service Renewal at 395 Wellington Johanna Smith/ Robert Grandmaître
    2:00 pm – 2:30 pm Exhibition Plan Karen Linauskas/ Johanna Smith
    2:30 pm – 2:45 pm Break  
    2:45 pm – 3:15 pm LAC's Wikipedia Strategy Amy Tector
    3:15 pm – 4:00 pm Open Roundtable All
    4:00 pm – 4:30 pm Wrap up / Next Meeting Johanna Smith
  • Summary of discussion, December 7, 2017

    Attendees: Susan Brown (Canadian Writing Research Collaboratory); Pam Wright (National Archives and Records Administration, U.S.); Claire Séguin (Bibliothèque et Archives nationales de Québec); Allison Blackburn (for Elizabeth Thornely, Ottawa Public Library); Brett Lougheed (University of Winnipeg Archives); David Obee (Genealogy expert); Laura Madokoro (Department of History and Classical Studies, McGill University); Raymond Frogner (for Ry Moran, National Centre for Truth and Reconciliation); Ryan Shackelton (Know History); Renee Harden (Library and Archives Canada); Johanna Smith (Library and Archives Canada, Chair);

    Library and Archives Canada Observers and Presenters: Steven Artelle; Jeneviève Blier; Marnie Burnham; Robert Grandmaître; Kristina Lillico; Neale MacDonald; Renée; Pierre Gamache; Alison Bullock; Karen Linauskas; Rachel Laurin; Paulette Dozois; Amy Tector.

    Regrets: Elizabeth Thornely (Ottawa Public Library); Heather MacNeil (Faculty of Information, University of Toronto); Ruth Dunley (National Capital History Day); Anita Price (Association of Nova Scotia Museums); Chantal Gagnon (Historica Canada); Greg Donaghy (Global Affairs Canada).

    • 1. Welcome
      Johanna Smith, the Director General of Public Services Branch, Library and Archives Canada (LAC), welcomed the committee members to the fourth meeting of the Services Consultation Committee (SCC). She facilitated the introduction of attendees and provided an update on the composition of the SCC for 2017. Ms. Smith presented the agenda which was approved without amendment.

      Takeaways:

      Members will forward suggestions for new members to Johanna Smith.

    • 2. Review of Sepetember 20, 2016 meeting
      Ms. Smith reviewed the minutes of the September 20, 2016 meeting of the SCC. The SCC Committee members ("Members") approved the minutes without amendment.

    • 3. Summit Debrief
      Ms. Smith introduced Neale MacDonald, Policy Advisor, LAC. Ms. MacDonald facilitated a debrief relative to Member participation at the "Taking it to the Streets: Summit on the Value of Libraries, Archives and Museums in a Changing World" which was hosted at LAC at 395 Wellington Street in Ottawa, December 5-6, 2016. Members shared their observations regarding the key themes of the event. Ms. MacDonald indicated that there would be ongoing information sharing with committee members on the outcomes of the Summit.

      Takeaways:

      LAC will report additional information about the Summit to Members.

    • 4. Block Review
      Ms. Smith introduced Rachel Laurin, ATIP Coordinator and Manager, ATIP and Personnel Records and Paulette Dozois, Senior Archivist and Block Review Team Leader. Ms. Dozois presented an overview of the methodology and outcomes of LAC's Block Review initiative.

      In response to questions from Members, Ms. Dozois and Kristina Lillico, Director, Regional Services and ATIP Division discussed the timeframes and processes framing Access to Information and Privacy requests at LAC and the tools and methodologies utilized by other archives. In addition, they addressed the platforms utilized by LAC to promote block review and LAC's role as a champion of accessibility and open government.

    • 5. LAC User Survey
      Ms. Smith introduced Renee Harden, Director General, Communications. Ms. Harden presented the results of a survey of LAC's clients completed by the Nanos Research Group between 2015 and 2016. Ms. Harden provided an overview of the key findings and the profile of LAC users as well as data concerning the overall satisfaction of clients with various aspects of LAC services.

      In response to questions from Members, Ms. Harden discussed the findings relating to on-site visitors, the type of resources consulted via LAC's reading rooms at 395 Wellington Street in Ottawa, and service standards for general inquiries. Further, the SCC discussed the utility of public opinion research in reaching communities that would not typically access the services of libraries and archives.

      Takeaways:

      Survey data pertinent to services will be further analyzed and shared with Members.

      LAC will contact Members for their input relative to the next user survey.

    • 6. Legal Deposit
      Following a brief introduction by Ms. Smith, Alison Bullock, Director of Acquisition and Pierre Gamache, Director General of Published Heritage Branch provided gave a presentation on Legal Deposit. Ms. Bullock and M. Gamache reviewed the role of legal deposit at LAC as a collection development tool and the procedures and processes to support digital ingest.

      In response to questions from Members, Ms. Bullock and M. Gamache discussed access, interlibrary loan, and preservation relative to LAC's published collections. Members discussed the desire for enhanced digital access to published material.

    • 7. Service Renewal at 395 Wellington
      Johanna Smith and Robert Grandmaître, Director, Reference Service Division discussed recent activities to solicit informal feedback from clients who are frequent users of services at 395 Wellington St. Further, Ms. Smith provided Members with an update concerning the Service Strategy and noted that the draft will be presented at the upcoming Stakeholders Forum (January 2017) prior to being finalized.

      M. Grandmaître reviewed recent LAC building renovations at 395 Wellington Street, Ottawa and noted the anticipated positive impacts on services.

      Following a brief update concerning LAC's on-going dialogue with the Ottawa Public Library (OPL), and in response to questions, Ms. Smith provided an overview of the anticipated outcomes of the potential collaboration with OPL on a proposed new shared building and opportunities for engagement.

    • 8. Exhibition Plan
      Ms. Smith and Karen Linauskas, Director Exhibitions and Online Content, provided an overview of LAC's Exhibition Program including the Program's objectives and strategies. Ms. Smith reviewed the exhibition schedule forecast for 2016-2021, highlighting loans to other institutions and the addition of venues in Vancouver and Halifax resulting from new collaborations with the Vancouver Public Library and Pier 21.

    • 9. Wikipedia Strategy
      Ms. Smith introduced Amy Tector, Manager Online Content and Copyright, to review LAC's Wikipedia strategy. Ms. Tector's presentation provided an overview of planning and noted examples of how other institutions are leveraging Wikipedia. In response to questions from Members, Ms. Tector discussed issues pertaining to copyright, fair dealing and linked open data.

      Takeways:

      Linked Open Data to be discussed at a future Services Consultation Committee meeting.

    • 10. Open Roundtable
      Ms. Smith opened the floor for a general discussion.

      Members provided positive feedback concerning the format and structure of the meeting and for the information presented. Members expressed an interest in learning more about LAC's efforts to apply crowdsourcing strategies to the description of photos and the possible application of such strategies to transcription. Further, web archiving was a subject suggested for future discussion.

      Members proposed the exploration of alternative formats for committee meetings including the use of Skype and videoconferencing and the option to have shorter, but more frequent, meetings.

    • 11. Wrap up
      Ms. Smith thanked the Members for their participation and contributions to the discussion.

September 2016

  • Agenda, September 20, 2016
    Time Topic Presenter
    1:00 pm – 1:05 pm Welcome Johanna Smith
    1:05 pm – 1:10 pm Review of June 14, 2016 Meeting Johanna Smith
    1:10 pm – 2:25 pm LAC Service Strategy Steven Artelle / Johanna Smith
    2:25 pm – 2:45 pm Break  
    2:45 pm – 3:15 pm LAC Digitization Lab Melanie Brown
    3:15 pm – 4:00 pm LAC Digital Strategy Michael Corbett / Johanna Smith
    4:00 pm – 4:30 pm Open Roundtable All
    4:30 pm – 4:45 pm Wrap up / Next Meeting Johanna Smith
  • Summary of discussion, September 20, 2016

    Attendees: Anita Price (Association of Nova Scotia Museums); Greg Donaghy (Global Affairs Canada); Pam Wright (National Archives and Records Administration, U.S.); Claire Séguin (Bibliothèque et Archives nationales de Québec); Tony Westenbroek (for Elizabeth Thornely, Ottawa Public Library); Brett Lougheed (University of Winnipeg Archives); David Obee (Genealogy expert); Laura Madokoro (Department of History and Classical Studies, McGill University); Ry Moran (National Centre for Truth and Reconciliation); Johanna Smith (Library and Archives Canada, Chair); Marnie Burnham (Library and Archives Canada); Steven Artelle (Library and Archives Canada); Mélanie Brown (Library and Archives Canada); Michael Corbett (Library and Archives Canada); Jeneviève Blier (Library and Archives Canada)

    Regrets: Elizabeth Thornely (Ottawa Public Library); Heather MacNeil (Faculty of Information, University of Toronto); Ruth Dunley (National Capital History Day); Susan Brown (Canadian Writing Research Collaboratory); Chantal Gagnon (Historica Canada); Ryan Shackleton (Know History)

    • 1. Review of June 14, 2016 meeting
      Johanna Smith, the Director General of Public Services Branch at Library and Archives Canada (LAC), welcomed the committee members to the third meeting of the Services Consultation Committee (SCC). After highlighting upcoming events at LAC, Ms. Smith presented the afternoon's agenda. The agenda was approved without amendment.

      Ms. Smith reviewed the minutes of the June 14, 2016 meeting of the SCC. The SCC Committee members ("Members") approved the minutes without amendment.

    • 2. Library and Archives Canada Service Strategy
      Ms. Smith introduced Steven Artelle, Strategic Analyst, LAC who provided an overview of the draft document entitled, "Library and Archives Canada Service Strategy 2016-2019". Mr. Artelle noted the previous surveys, corporate documents and current initiatives that are informing the strategy development process as well as planned exercises to solicit input. Following this overview, Mr. Artelle and Ms. Smith reviewed the content of the sections of the draft and solicited feedback from the Members.

      Members provided insight and recommendations for the draft document's key sections, focusing in particular on the Service Vision, Service Channels, the types of LAC clients, and draft Actions and Outcomes. Members also discussed the role of the broader concept of Public Service within the articulation of LAC's service values. In response to a question from a Member, Ms. Smith discussed the alignment of services to Government of Canada clients with these service values.

      Takeaways:

      • Members will forward any additional feedback relative to the draft by September 30, 2016.
      • LAC will revise the draft Service Strategy to integrate feedback received from Members and initiate consultations with staff.
    • 3. LAC Digitization Lab
      Ms. Smith introduced Melanie Brown, Manager, Digitization Partnerships and Initiatives. Ms. Brown provided Members with an overview of LAC's new "DigiLab" and discussed planning for crowdsource digitization within this new facility. Ms. Brown reviewed the operating model for crowdsource projects as well as the anticipated outcomes for participants and LAC's broader community of clients. She noted that further information would be available on LAC's website in November 2016 and that the first digitization projects will begin in early 2017.

      In response to questions from Members, Ms. Brown discussed scanning standards, procedures developed to address rights management, and distinctions between user-created content and descriptive records created by LAC experts. A Member observed that concerns relative to the quality and reliability of user-created content are dwindling as crowdsource digitization becomes more common. Members further discussed the role of the project application form as a tool to facilitate the planning and management of projects. It was noted that care be taken to ensure that the application is not a potential barrier to access.

      Takeaways: LAC will circulate the draft application form to Members for their feedback.

    • 4. LAC Digital Strategy
      Ms. Smith introduced Michael Corbett, Director General, Innovation and Digital Transformation, and noted a recent change to LAC's organizational structure which has resulted in his branch moving to the Operations Sector. Mr. Corbett delivered an on-screen presentation entitled, "Digital Strategy 2015 and Beyond" and provided an overview of the key drivers, priorities and business model informing LAC's approach to digital curation, discovery and performance. A discussion followed on issues such as item-level metadata, speed of online access, Access to Information and reprography.

      Takeaways: LAC will continue to work to improve the efficiency of LAC's website.

    • 5. Open Roundtable
      Ms. Smith opened the floor for a general discussion.

      Members expressed appreciation for the overall positive direction of LAC's innovations. Members requested an opportunity to view LAC's most recent organizational chart and encouraged LAC to share details regarding the structure and mechanism for innovation with the wider heritage and information management communities. Members further discussed opportunities for crowdsourcing and outreach to the 'Coder community'.

      A Member noted interest in learning more about LAC's plans to address the Calls to Action of the Truth and Reconciliation Commission. Ms. Smith reviewed LAC's on-going work to launch a database of documents from the Royal Commission on Aboriginal Peoples, among other initiatives.

      A Member identified the opportunity to leverage crowdsourcing to establish a collaborative genealogy centre with the user as expert.

      Takeaways: LAC will share pertinent documents with the SCC as they become available.

    • 6. Next meeting
      Ms. Smith proposed that the next meeting of the SCC be scheduled for December 7, 2016 and that, if possible, Members travel to attend the meeting in-person. She noted that LAC is organizing a summit at 395 Wellington for December 5th and 6th concerning that value of cultural institutions in a changing world. She encouraged Members to align their travel plans to enable them to participate at the Summit.

June 2016

  • Agenda, June 14, 2016
    Time Topic Presenter
    1:00 pm – 1:05 pm Welcome Johanna Smith
    1:05 pm – 1:10 pm Review of December 10, 2015 Meeting Johanna Smith
    1:10 pm – 1:30 pm LAC's Three-Year Plan Johanna Smith
    1:30 pm – 2:00 pm Public Services Branch Update: Highlights from the 2016-2017 Operational Plan Johanna Smith
    2:00 pm – 2:15 pm Services-Related Initatives: LAC National Presence Kristina Lillico
    2:15 pm – 2:30 pm Services-Related Initatives: LAC Access Policies Éric Lévesque
    2:45 pm – 3:30 pm LAC Service Strategy Steven Artelle
    3:30 pm – 3:55 pm Open Roundtable All
    3:55 pm – 4:00 pm Wrap up Johanna Smith
  • Summary of discussion, June 14, 2016

    Attendees: Anita Price (Association of Nova Scotia Museums); Greg Donaghy (Global Affairs Canada); Ryan Shackleton (Know History); Pam Wright (National Archives and Records Administration, U.S.); Claire Séguin (Bibliothèque et Archives nationales de Québec); Brett Lougheed (University of Winnipeg Archives); David Obee (Genealogy expert); Ry Moran (National Centre for Truth and Reconciliation); Johanna Smith (Library and Archives Canada, Chair); Benjamin Ellis (Library and Archives Canada); Steven Artelle (Library and Archives Canada); Kristina Lillico (Library and Archives Canada); Dara Price (Library and Archives Canada); Jeneviève Blier (Library and Archives Canada)

    Regrets: Elizabeth Thornely (Ottawa Public Library); Heather MacNeil (Faculty of Information, University of Toronto); Ruth Dunley (National Capital History Day); Laura Madokoro (Department of History and Classical Studies, McGill University); Susan Brown (Canadian Writing Research Collaboratory); Chantal Gagnon (Historica Canada)

    • 1. Introduction
      Johanna Smith, Director General of Public Services Branch at Library and Archives Canada (LAC), welcomed the committee members to the second meeting of the Services Consultation Committee (SCC). Ms. Smith presented the afternoon's agenda. The agenda was approved without amendment.

      Ms. Smith reviewed the minutes of the December 10, 2015 meeting of the SCC. The SCC members ("Members") approved the minutes without amendment. Members noted that the words "indigenous issues" might be replaced in the future with "engagement with indigenous peoples."

    • 2. The Library and Archives Canada Three-Year Plan
      Ms. Smith described LAC's priorities and commitments for 2016-2019 as laid out in its recently published Three-Year Plan, including examples of key initiatives and projects linked to each commitment.

      A discussion followed. Members commended LAC's recent new initiatives and highlighted social media and public programming as examples of positive public engagement. Members asked for more detail regarding the National Heritage Digitization Strategy. Ms. Smith explained the context and main points of the Strategy and noted she would send Members additional details (available online). Members inquired about the possibility of LAC funding projects related to the strategy. Ms. Smith indicated that various sources of funding will be explored, and identified the potential funding models listed in the Strategy. Members inquired about the collaboration between LAC and Canadiana.org and the availability of digital material currently found only on the Canadiana website. Ms. Smith explained that material digitized in collaboration with Canadiana will gradually be made available on the LAC website as well, as per the terms of the collaboration.

      Ms. Smith also gave a demonstration of the new LAC image search function. Members expressed approval of the new tool and made some recommendations for improvement, specifically that the terms of use for each image should be easier to locate. Ms. Smith asked Members to provide examples of other archives or libraries with exceptional search tools for LAC to consider as it addresses certain elements of its own website and catalogues.

      Takeaways: LAC will send documentation to Members regarding the National Heritage Digitization Strategy.

    • 3. Public Services Branch Update: Highlights from the 2016-2017 Operational Plan
      Ms. Smith described the organizational changes that recently took place within LAC's Operations Sector and the positive effect of these changes on the Public Services Branch (PSB). She explained that PSB would be developing its own plan to align with the LAC Three-Year Plan and that it would be shared with Members.

      Ms. Smith described the key PSB priorities including the development of an "LAC Digitization Access Lab" at 395 Wellington Street in Ottawa, where LAC would facilitate hands-on digitization and metadata projects. Ms. Smith also previewed upcoming LAC exhibitions and projects.

      Ms. Smith explained the proposed collaboration between LAC and the Ottawa Public Library (OPL) for a new shared downtown Central Library/LAC building (to replace the public service facilities at 395 Wellington) and gave Members an update on progress and goals. She discussed the vision for LAC to become more accessible by reducing barriers to visitors and creating a more open space for access to services. Ms. Smith gave Members information on upcoming consultations and invited them to participate.

      A discussed followed. Members discussed the proposed Digitization Access Lab and noted successes in similar models elsewhere.

      The discussion focussed mainly on the potential OPL partnership. Members suggested models for inspiration including the consultative process undertaken by the Halifax Public Library. Some Members applauded the idea, noting some of the service access challenges at 395 Wellington. Members also noted the potential challenges of such partnerships in terms of governance, mandate and ensuring that the unique identity of each institution is maintained. There was a discussion about how research services would be conducted in a different location. Ms. Smith explained that access to materials in a new shared location would maintain core features of the current model at 395 Wellington Street, including considerations around access to restricted government records.

      Takeaways: LAC will engage with Members regarding the OPL project and solicit their input at consultation sessions.

    • 4. LAC's National Presence Initiative
      Kristina Lillico (Director, Regional Services and Access to Information and Privacy at LAC) gave a presentation on the changes taking place in LAC's service locations outside of the National Capital region. Ms. Lillico explained the historical context for change and the progress on the plans to relocate and offer new services in Vancouver, Winnipeg and Halifax. She explained the current focus is on Vancouver and Halifax. In Halifax, LAC has signed a Memorandum of Understanding with the Canadian Museum of Immigration at Pier 21 and will be offering expanded public services from within the museum as of January 2017. In Vancouver, LAC is close to finalizing a similar arrangement with a partner in a central, high-profile location. Ms. Lillico described the proposed services for these locations.

      Takeaways: LAC will keep Members informed of changes to the public services offered in Vancouver, Winnipeg and Halifax

    • 5. LAC Access Policies
      Éric Lévesque (LAC Senior Policy Advisor) gave a presentation on various policies and policy tools related to access at LAC. He explained the legislative context of LAC's access policies and described the four principles that underlie policy development: discoverability, availability, accessibility and collaboration.

      Mr. Lévesque described the ongoing development of two specific policies at LAC related to accessibility for individuals with perceptual disabilities and to standards regarding official languages.

      A discussion followed. Members highlighted international examples of crowdsourcing as a means to support accessibility through transcription and translation. Ms. Smith noted that LAC's policies codified a baseline standard, and crowdsourcing would be a potential means of enhancing those standards.

      Takeaways: LAC welcomes Member feedback regarding its access policies.

    • 6. LAC Service Strategy
      Steven Artelle (PSB Strategic Analyst) gave a presentation regarding the development of a new LAC Service Strategy. Mr. Artelle explained that the Strategy will be aligned with the LAC Three-Year Plan and other major initiatives including the National Presence project and the potential OPL collaboration. The goal of the Strategy is to reposition LAC services so that LAC can proactively reach and impact more Canadians, streamline and reduce barriers to access and do so in a way that is innovative and collaborative. He stated that the final Strategy will be completed and available to the public by the fall of 2016.

      Mr. Artelle described the various methods by which LAC is developing the Strategy, including client survey feedback, consultation with LAC employees, and consultation with external stakeholders. He gave an overview of consultations to date and invited Members to contribute their own ideas.

      Ms. Smith explained that the Strategy reflects LAC's renewed commitment to public-facing services, emphasizing that LAC will continue to focus on digitization and digital access as well as in-person service excellence at its public locations across Canada and through other channels.

      A discussion followed. Members stressed the importance of the quality of the service experience, regardless of channel of delivery. They noted that service must be open, flexible and friendly. Members also noted that local amenities are important for researchers who often spend several days at LAC, remarking specifically that 395 Wellington lacks a cafeteria.

      Members suggested that LAC should branch out geographically and interact with Canadians outside of Ottawa. This could include exhibitions, but also targeted acquisition, oral history events, and on-the-road crowdsourcing initiatives.

      Members noted that service renewal must be balanced with other access activities including development of finding aids, acquisition processing, and other "upstream" LAC functions that facilitate access.

      Takeaways: LAC welcomes input from Members regarding specific strategies or general ideas for the LAC Service Strategy.

    • 7. Roundtable
      Ms. Smith opened the floor for a general discussion.

      Members expressed appreciation for the direction LAC has taken on services, access, and engagement.

      In the context of LAC's National Presence initiative, Members explained similar approaches to regional offices. Ms. Lillico said she would follow up with them individually to learn more about their regional operations.

      Members expressed their desire to see a user profile function for LAC clients. Ms. Smith noted that a project was underway tentatively called "MyLAC" and would put that initiative on the forward agenda.

      Members expressed interest in the developments in Vancouver and Ms. Smith promised to keep Members informed. Members also stressed the importance of creating awareness of LAC and its holdings through the web, especially in areas outside of Ottawa.

      Members suggested LAC hold informal sessions with clients at 395 Wellington to discuss LAC projects, initiatives and services generally. Ms. Smith expressed interest in this idea.

      Benjamin Ellis (Strategic Advisor, PSB) presented suggestions for the forward agenda and invited Members to contribute ideas they would like to see added for future SCC meetings.

      Takeaways:

      • LAC will explore the idea of informal user sessions at 395 Wellington.
      • LAC will circulate the forward agenda and ask for additional items.
      • LAC will set up the next meeting of the SCC to take place in the late summer or early fall of 2016.

December 2015

  • Agenda, December 10, 2015
    Time Topic Presenter
    8:30 am – 9:00 am Coffee and networking All
    9:00 am – 9:30 am Welcome and Review of Terms of Reference Johanna Smith
    9:30 am – 10:00 am Group Introductions All
    10:00 am – 10:45 am Overview of LAC Services Johanna Smith
    10:45 am – 11:00 am Break All
    11:00 am – 12:00 pm Digitization Plans and Priorities Melanie Brown
    Alison Bullock
    Roxane Lafrenière
    12:00 pm – 1:30 pm Lunch All
    1:30 pm – 2:30 pm Exhibition Plans and priorities Alison Bullock
    Carolyn Cook
    Madeleine Trudeau
    2:15 pm – 3:00 pm Political and Governance Records Elizabeth Mongrain
    Manager, Political Affairs and Governance
    2:30 pm – 2:45 pm Break All
    2:45 pm – 3:45 pm AMICUS Renewal Diane Beattie
    Merideth Fletcher
    3:45 pm Wrap up All
  • Summary of discussion, December 10, 2015

    Attendees: Anita Price (Association of Nova Scotia Museums); Elizabeth Thornely (Ottawa Public Library); Ry Moran (National Centre for Truth and Reconciliation); Heather MacNeil (Faculty of Information, University of Toronto); Ruth Dunley (National Capital History Day); Ryan Shackleton (Know History); Laura Madokoro (Department of History and Classical Studies, McGill University); David Obee (Genealogy expert); Susan Brown (Canadian Writing Research Collaboratory); Brett Lougheed (University of Winnipeg Archives); Pam Wright (National Archives and Records Administration, U.S.); Johanna Smith (Library and Archives Canada); Amy Tector (Library and Archives Canada)

    Regrets: Greg Donaghy (Global Affairs Canada); Chantal Gagnon (Historica Canada); Claire Séguin (Bibliothèque et Archives nationales de Québec)

    • 1. Introduction
      Ms. Johanna Smith, Director General of Public Services at Library and Archives Canada (LAC), welcomed the committee members to the first meeting of the Services Consultation Committee (SGC). This committee is the first of three committees established to provide LAC with an outside view on key areas of its own mandate. The other two committees, to be launched in 2016, will focus on acquisitions and public programming.

      The SCG Terms of Reference were reviewed and approved.

    • 2. Overview of LAC Services
      Ms. Smith presented an overview of LAC services, and explained the current priorities of LAC, its organizational structure, highlights related to public and specialized services, and future plans.

      A discussion followed. Members pointed to the need for new and innovative approaches to attracting users, disseminating information, and maximizing service delivery. Ms. Smith explained current initiatives LAC is undertaking to expand its reach and redefine its service model. Members underscored the importance of looking beyond traditional clients and stakeholders.

      Ms. Smith offered information on the current demand for reference and Access to Information and Privacy (ATIP) requests. She noted LAC's success in meeting its service standards for reference requests. Ms. Smith stated that LAC's goal was to eliminate its ATIP backlog and to answer all requests within 30 days.

      The Members discussed the challenges of copyright and confidentiality in a digital age and the ways in which LAC might find a balance between access and privacy for both published and archival material.

      The Members discussed the importance of creating reference tools and making existing tools available. This included digital finding aids and other data for researchers. Members highlighted LAC's role in shaping the national research agenda through such tools. Ms. Smith explained that LAC establishes digitization priorities based on reference trends and the advice of custodial archivists. She also noted that LAC is examining options for public crowdsourcing and increased academic input. Ms. Smith also pointed to LAC's commitment and current involvement in open data and open government projects.

      Takeaways: LAC will examine recommendations and follow up with individual members on solutions and potential collaboration on items discussed.

    • Digitization Plans and Priorities
      Ms. Melanie Brown, Manager of Digitization Partnerships at LAC and Ms. Roxanne Lafrenière, Director of Digitization Services at LAC, gave a presentation on LAC's digitization plans and priorities. The presentation highlighted the context and strategic priorities for LAC's digitization projects and partnerships, as well as its governance and stakeholder considerations. Ms. Brown and Ms. Lafrenière also shared LAC's recent website usability survey.

      Members sought clarification on the survey's scope and methodology. Ms. Brown and Ms. Lafrenière explained that the survey was modest and meant to give a general sense of user interests and satisfaction. Nuances such as user profiles and specialized use were not analyzed.

      Members encouraged LAC to look to international comparisons for possible digitization models including Australia and the United Kingdom, as well as to academia for possible partnering opportunities.

      Ms. Brown and Ms. Lafrenière explained the challenges of external digitization partnerships, especially concerning completeness.

      LAC also noted that it will be continually improving its website in terms of usability and intends to have an internal governance group dedicated to online content.

      Takeaways: LAC will follow up with individual members and external organizations on possible digitization partnerships, processes, standards, and tools.

    • 3. Exhibition Plans and Priorities
      Ms. Alison Bullock, Director of Exhibitions and Online Content at LAC, along with Ms. Smith presented LAC's exhibition plans and priorities focusing on LAC's approach to public events and exhibitions, and outlining current projects and initiatives.

      Members supported LAC's collaborative initiatives and encouraged LAC to explore even more opportunities for partnering arrangements for exhibitions and events. The importance of accessible space was emphasized in order to attract new users and to engage with Canadians. Members offered ideas for public programming and stressed that historical themes and narratives be inclusive in terms of cultural perspectives and geographic regions.

      LAC noted that exhibitions and events are also being developed on digital platforms, allowing content distribution and engagement across the country.

      Takeaways: LAC will follow up with members on collaborative opportunities for exhibitions.

    • 4. AMICUS Renewal
      Ms. Diane Beattie, Director of Description at LAC and Meredith Fletcher, Manager of Metadata Sharing at LAC, gave a presentation on the replacement of AMICUSplan to replace AMICUS, LAC's catalogue, with a new system on the Online Computer Library Centre (OCLC) system. The presentation outlined the project scope, timeline and consultation plan.

      Members sought information on the potential costs. LAC noted that while there will be costs, LAC will examine options to absorb costs for smaller institutions.

      Members also sought information on the impact on users. LAC noted that OCLC had been very responsive to its needs and that the user experience should be improved.

      Concerns were raised about user privacy and intellectual property. Users will not need to register unless they plan to consult or borrow material at LAC. All client information will be stored in Canada and will have proper access restrictions.

      LAC provided general information on the nature of the OCLC contract.

    • 5. Conclusion
      Ms. Smith opened the floor for general questions and comments.

      Questions were raised regarding LAC's participation in the Government of Canada's Open Government initiative. Ms. Smith noted that LAC is a key contributor to the initiative which is being led by the Treasury Board of Canada Secretariat. LAC has developed a new document, the Policy on Making Holdings Available, and is opening millions of pages of records through its block review process.

      A question was raised regarding a possible increase of funding for LAC. Ms. Smith noted that the SCG was put in place to explore cost-effective "big ideas" that could be subject to future funding including those related to open government, Indigenous peoples issues, and a national digitization program.

      LAC was encouraged to take a leadership role on copyright issues. Ms. Smith noted that LAC will provide input to changes to the Copyright Act and will be a key contributor to the copyright work being undertaken at the Department of Canadian Heritage.

      Ms. Smith thanked members for their contribution to the valuable discussions and reaffirmed LAC's commitment to considering the different points of view that were expressed.

      Takeaways: LAC will explore tools to support online exchange among Committee members. LAC will coordinate the next meeting of the SCG to take place in the summer of 2016.

Contact Information

Should you have questions, comments, would like to obtain a document presented during one of these meetings, please contact us at: bac.bureaucesmaoperations-cooofficeadmoperations.lac@canada.ca.

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