Departmental Performance Report 2014-2015: Supplementary Tables

Reporting on the User Fees Act

General and Financial Information by Fee

General Information

Fee name

Copies of textual documents and microforms, 105-mm microfiches of maps and architectural drawings, documents and archival records created in digital formats by LAC staff

Fee type

Other Products and Services (O)

Fee-setting authority

The Department of Canadian Heritage Act, sections 8 to 12

Year introduced

Published in the Canada Gazette, Part 1, August 6, 2005

Year last amended

Published in the Canada Gazette, Part 1, August 6, 2005

Performance standard

Regular orders are processed within 30 business days of receipt. For rush service, orders are processed within 10 business days of receipt and only if the following conditions are met:

  • reference number is provided;
  • copyright status and access restrictions have been established;
  • access and copying restrictions do not apply or a letter of permission is included with the order;
  • requested documents are available;
  • "rush service" is indicated on the request; and
  • consent to pay the additional surcharge of 100% is indicated on the request.

Copies of textual documents and microforms

Please note that written requests cannot be processed in less than 10 business days because of the following factors: registration of requests; 24-hour time frame for delivery of documents from off-site storage; identification of requested documents by staff; special handling of archival documents.

Processing times apply once orders have been received by our service.  

Number of Copies

Response Time

 

In-person Request

Written Request

Under 1000 pages

Within 10 business days

Within 10 business days

1001– 6000

30 business days

Copies of 105-mm microfiches of maps and architectural drawings

Please note that written requests cannot be processed in less than 10 business days because of the following factors: registration of requests; 24-hour time frame for delivery of documents from off-site storage; identification of requested documents by staff.

Processing times apply once orders have been received by our service.

Number of Copies

Response Time

 

In-person Request

Written Request

50

Maximum of 50 copies per 24 hours

7 business days

250–499

5 to 10 business days

7 to 10 business days

500–749

10 to 15 business days

750–999

15 to 20 business days

1,000–1,249

20 to 25 business days

1,250–1,500

25 to 30 business days

Performance Results

The service standard for processing regular orders has been met at 91%.

Other Information

LAC provides mainly digital copies unless this is not permitted due to legislative restrictions. 

The website Reproduction requests contains further information regarding our services, prices and performance standards. 

Financial Information, 2014–15 (dollars)

Forecast revenue

Actual revenue

Full cost

424,200

101,618

900,249

Financial Information, 2015–16, 2016–17 and 2017–18 (dollars)

Planning year

Forecast revenue

Estimated full cost

2015–16

421,771

913,753

2016–17

421,771

927,459

2017–18

421,771

941,371

Fee name

Copies of documents on microform produced by clients themselves

Fee type

Other Products and Services (O)

Fee-setting authority

The Department of Canadian Heritage Act, sections 8 to 12

Year introduced

Published in the Canada Gazette, Part 1, August 6, 2005

Year last amended

Published in the Canada Gazette, Part 1, August 6, 2005

Performance standard

Not applicable

Performance results

Client self-service—clients retrieve the microform from the shelf and make their own copies.

Financial Information, 2014–15 (dollars)

Forecast revenue

Actual revenue

Full cost

28,200

5,011

137,660

Financial Information, 2015–16, 2016–17 and 2017–18 (dollars)

Planning year

Forecast revenue

Estimated full cost

2015–16

25,313

139,724

2016–17

25,313

141,821

2017–18

25,313

143,948

Fee name

Service fee for reproduction of documents produced by private sector suppliers

Fee type

Other Products and Services (O)

Fee-setting authority

The Department of Canadian Heritage Act, sections 8 to 12

Year introduced

Published in the Canada Gazette, Part 1, August 6, 2005

Year last amended

Published in the Canada Gazette, Part 1, August 6, 2005

Performance standard

For previously copied material—within 6 weeks of receipt of request; for previously uncopied material—within approximately 10 to 12 weeks of receipt of request.

Performance results

The 6-week service standard for processing previously copied material has been met at 99%; the 12-week service standard for processing previously uncopied material has been met at 99%.

Financial Information, 2014–15 (dollars)

Forecast revenue

Actual revenue

Full cost

52,100

26,152

234,082

Financial Information, 2015–16, 2016–17 and 2017–18 (dollars)

Planning year

Forecast revenue

Estimated full cost

2015–16

65,233

237,594

2016–17

65,233

241,158

2017–18

65,233

244,775

Fee name

Postage and handling

Fee type

Other Products and Services (O)

Fee-setting authority

The Department of Canadian Heritage Act, sections 8 to 12

Year introduced

Published in the Canada Gazette, Part 1, August 6, 2005

Year last amended

Published in the Canada Gazette, Part 1, August 6, 2005

Performance standard

Not applicable

Performance results

Not applicable

Financial Information, 2014–15 (dollars)

Forecast revenue

Actual revenue

Full cost

28,200

1,112

33,629

Financial Information, 2015–16, 2016–17 and 2017–18 (dollars)

Planning year

Forecast revenue

Estimated full cost

2015–16

18,347

34,133

2016–17

18,347

34,645

2017–18

18,347

35,165

Fee name

Fees charged for the processing of access requests filed under the Access to Information Act

Fee type

Other products and services

Fee-setting authority

Access to Information Act - Section 11 (Fees)

Year introduced

1985

Year last amended

ATIP act was last amended on 2015-06-01. However, amendments did not trigger the User Fees Act (UFA). UFA is current to 2015-10-27.

Performance standard

Provide response within 30 days following receipt of request; the response time may be extended pursuant to Section 9 of the Act. Notice of extension is to be sent within 30 days after receipt of request.

Performance results

On-time response rate to formal requests under the Access to Information Act – 98%
On-time response rate to formal requests under the Privacy Act – 97.6%

Other information

Library and Archives Canada (LAC) has no plans to introduce or amend user fees and regulatory charges under its authority. 

Current $5.00 application fee per request is applied. Additional fees of $10.00/hours may occur if search/preparation is greater than 5 hours. Fees of $0.20/photocopy for requests with volumes greater than 125 pages. In the event that digital images are requested, a $2.00 fee can be applied for the use of a compact disc (CD) but is often waived due to high level of processing effort.

Financial Information, 2014–15 (dollars)

Forecast revenue

Actual revenue

Full cost

17,300

6,473

1,050,404

Financial Information, 2015–16, 2016–17 and 2017–18 (dollars)

Planning year

Forecast revenue

Estimated full cost

2015–16

19,336

1,066,160

2016–17

19,336

1,082,152

2017–18

19,366

1,098,384

Summary of Financial Information for All User Fees and Regulatory Charges

Summary of Financial Information for All User Fees and Regulatory Charges, 2014–15 (dollars)

 

 

Forecast revenue

Actual revenue

Full cost

Regulatory subtotal

0

0

0

Other products and services subtotal

550,000

140,366

2,356,024

Total

550,000

140,366

2,356,024

 

Summary of Financial Information for All User Fees and Regulatory Charges, 2015–16, 2016–17 and 2017–18 (dollars)

 

Planning year

Forecast revenue

Estimated full cost

Regulatory subtotal

2015–16

0

0

2016–17

0

0

2017–18

0

0

Other products and services subtotal

2015–16

550,000

2,391,364

2016–17

550,000

2,427,235

2017–18

550,000

2,463,643

Total, all fee types

2015–16

550 000

2,391,364

2016-17

550 000

2,427,235

2017-18

550 000

2,463,643

Reporting on the Policy on Service Standards for External Fees

General Information by Fee

Fee name

Copies of textual documents and microforms, 105-mm microfiches of maps and architectural drawings, documents and archival records created in digital formats by LAC staff

Service standard

Regular orders are processed within 30 business days of receipt. For rush service, it takes from 10 to 30 business days, depending on the service required

Performance results

91% of orders met the service standard.

Stakeholder consultation in 2014–15 or prior fiscal years

According to the on-line survey of clients LAC Listens: 75% of clients who received services on-line (which would include clients who purchased copies which were mailed or e-mailed) were satisfied with services received.


Fee name

Copies of documents on microform produced by clients themselves

Service standard

N/A since it is a client self-service: clients get the microform on the shelf and make their own copies

Performance results

N/A since it is a client self-service: clients get the microform on the shelf and make their own copies

Stakeholder consultation in 2014–15 or prior fiscal years

Not applicable


Fee name

Service fee for reproduction of documents produced by private sector suppliers

Service standard

Upon receipt of request: for copied material: approx. 6 weeks; for uncopied material: approx. 10-12 weeks

Performance results

For copied material: 99%.

Stakeholder consultation in 2014–15 or prior fiscal years

According to the on-line survey of clients LAC Listens: 75% of clients who received services on-line (which would include clients who purchased copies which were mailed or e-mailed) were satisfied with services received.


Fee name

Postage and handling

Service standard

Not applicable

Performance results

Not applicable

Stakeholder consultation in 2014–15 or prior fiscal years

Not applicable

Departmental Sustainable Development Strategy

Target 7.2: Green Procurement

As of April 1, 2014, the Government of Canada will continue to take action to embed environmental considerations into public procurement, in accordance with the federal Policy on Green Procurement.

Performance Measurement

Expected result

Environmentally responsible acquisition, use and disposal of goods and services.

Performance indicator

Performance level achieved

Departmental approach to further the implementation of the Policy on Green Procurement in place as of April 1, 2014.

Achieved by March 31, 2015.

Number and percentage of procurement and/or materiel management specialists who completed the Canada School of Public Service Green Procurement course (C215) or equivalent, in fiscal year 2014–15.

9 employees
100% have completed their course.

Number and percentage of managers and functional heads of procurement and materiel whose performance evaluation includes support and contribution toward green procurement, in fiscal year 2014–15.

1
100%

Departmental green procurement target
[Departments must report on the three departmental green procurement targets listed in their 2014–15 RPP. For guidance on completing this subsection, departments should consult the Greening Government Operations Guidelineand the Guidelines for Reporting in the Greening Government Operations Supplementary Table.]

Target 1. Procurement of portable computers (tablet and/or laptop)

Performance indicator

Performance level achieved

Procurement of portable computers (target is 90%).

96% of users have a portable computer (992 portable computers for 1029 employees).

Departmental green procurement target

Target 2. Reduction of number of printers

Performance indicator

Performance level achieved

Reduction in number of printers (target ratio of 15 employees per 1 printer).

Result of 8 employees per 1 printer.

Departmental green procurement target

Target 3. Secure destruction of waste paper by shredding, pulping or disintegrating surplus government paper and/or plastic

Performance indicator

Performance level achieved

Secure destruction of waste paper (target ratio of 2,000 metric tons of waste paper destroyed).

50% of target achieved by March 31, 2015: 1,000 metric tons have been destroyed.

Implementation strategy element or best practice

Performance level achieved

7.2.1.5. Leverage common use procurement instruments where available and feasible.

Achieved

Best Practice
7.2.3. Train acquisition cardholders on green procurement.

Achieved

Best Practice
7.2.4. Increase awareness of the Policy on Green Procurement among managers.

Achieved

Internal Audits & Evaluation Tables

Internal Audits Table (current reporting period)

The Treasury Board Policy on Internal Audit describes departments’ audit responsibilities and requirements for complying with the Policy. Under subsection 3.11 of the Policy, Library and Archives Canada (LAC) is defined as a small department. LAC has invoked its status as a small department since June 2014 to ask the Officer of the Comptroller General to henceforth conduct audits in accordance with its three-year audit plan.

Evaluations Table

Evaluations (current reporting period)  

Library and Archives Canada adopted a five-year Departmental Program Evaluation Plan in June 2014. The new plan proposes a strategic approach for evaluating Program Alignment Architecture Programs, in order to more effectively target the evaluations that will be conducted during the reporting period, while still complying with the directives of the Treasury Board Secretariat’s Policy on Internal Audit. In 2014-2015, LAC focussed on preparing the forthcoming evaluations in the next 5 years by reviewing existing tools and evaluation frameworks.

1. Name of Evaluation

2. Program

3. Status

4. Completion Date

PAA Evaluation Framework 2.1: Documentation of Canadian Society – Update

PAA 2.1 

Completed 

 November 2014 

PAA Evaluation Framework 2.3: Access to Documentary Heritage

 PAA 2.3

Completed

June 2014 

Response to Parliamentary Committees and External Audits

Response to Parliamentary Committees

N/A

Response to the Auditor General (including to the Commissioner of the Environment and Sustainable Development)

Chapter 7 — Documentary Heritage of the Government of Canada: Library and Archives Canada

What we examined

The objective of the audit was to determine whether Library and Archives Canada (LAC) has fulfilled its responsibilities for acquiring and preserving government documentary heritage from federal institutions, and for facilitating access to these records for current and future generations.

What we found

    1. Acquisition, preservation and access to the collection

      Overall, we found that LAC was not acquiring all the archival records it should from federal institutions. It does not have up-to-date disposition authorities—that specify which records should be transferred and by what date—for all federal institutions. 

      Recommendation. Library and Archives Canada should ensure that all disposition authorities of the federal government’s archival records are kept up to date. To accomplish this, LAC should develop a plan with achievable deadlines for issuing and updating the necessary disposition authorities. It should also continue to engage with federal institutions and to monitor the adequacy of existing disposition authorities.

      With respect to records acquisitions, LAC had a backlog of some 98,000 boxes of federal archival records as of April 2014, and it does not know when it will be able to complete the processing of and facilitating public access to those records. 

      Recommendation. Library and Archives Canada should develop and implement a plan that establishes the approach, resources, budget with cost and efficiency gains estimates, and timelines to eliminate the backlog of government heritage. Results on progress should be measured and reported to management on a regular basis.

        2. Digital Readiness

          Overall, we found that LAC did not have a corporate digital strategy for the preservation of digital data. In addition, despite having spent $15.4 million on developing and implementing a Trusted Digital Depository from 2006 to 2011, it still did not have an integrated system to manage the electronic transfer, preservation, and storage of digital records, and provide digital access to its collection by Canadians.

          Recommendation. Library and Archives Canada should:

            • develop a corporate digital strategy to allow the transition to an integrated digital environment that ensures the sustainability of its digital collection;
            • continue to engage with institutions to prepare them on how to transfer digital records in an appropriate format, so that it can determine the capacity required to accommodate future digital transfers;
            • implement a program for acquiring and ensuring the sustainability of digital records and improving Canadians’ access to its digital collection.

          Response
          Library and Archives Canada has accepted and responded to the recommendations (see List of recommendations).

          External audits conducted by the Public Service Commission of Canada or the Office of the Commissioner of Official Languages

          N/A

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