2018 to 2019 Report on Fees

© Her Majesty the Queen in Right of Canada, represented by the Minister of Canadian Heritage and Multiculturalism, 2019
Catalogue No.: SB1-13E-PDF
ISSN: 2562-184X

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Table of contents

Minister's Message

The Honourable Steven Guilbeault

On behalf of Library and Archives Canada (LAC), I am pleased to present the 2018 to 2019 Report on Fees, this organization’s second annual report under the Service Fees Act.

The Act provides a modern legislative framework that enables cost-effective delivery of services, as well as improved transparency and oversight through enhanced reporting to Parliament.

Last year, a detailed listing of all fees under the organization’s authority, along with anticipated increases, was added to reporting requirements.

This year’s report provides more detail on each fee, such as the type and rate of adjustment, the service standard, and the performance result. This information provides additional context on each fee, in the spirit of open and transparent fee management.

I welcome the increased transparency and oversight reflected in this report, which was prepared in accordance with the Service Fees Act.

The Honourable Steven Guibeault, P.C., M.P.
Minister of Canadian Heritage

About this report

This report, which is tabled under section 20 of the Service Fees Act and section 4.2.8 of the Directive on Charging and Special Financial Authorities, contains information about the fees that LAC had the authority to charge in the 2018 to 2019 fiscal year.

This report contains information about all fees that are under LAC’s authority, even if some or all of the fees are collected by another department.

The information reported includes fees that:

  • fall under the Service Fees Act
  • are exempt from the Service Fees Act

The information covers fees set by:

  • contract
  • market-base, auction or both
  • act, regulation or fees notice

For fees set by the following mechanisms, the report provides totals only:

  • contract
  • market-base, auction or both

For fees set by act, regulation or fees notice, the report provides totals for fee groupings, as well as detailed information for each individual fee.

Although the fees charged by LAC under the Access to Information Act are subject to the Service Fees Act, they are not included in this report. Information on LAC’s access to information fees for fiscal year 2018 to 2019 can be found in our access to information report.

Remissions

A remission is a partial or full return of a fee to a fee payer who paid for a service for which a department deemed that the service standard was not met.

Under the Service Fees Act, departments must develop policies for determining whether a service standard has been met and for determining how much of a fee will be remitted to a fee payer. This requirement does not take effect until April 1, 2020. This report therefore includes only those remissions issued under LAC’s enabling legislation. It does not include remissions issued under the Service Fees Act.

Overall totals, by fee type

The following table presents the total revenue, cost and remissions for all fees that LAC had the authority to charge in fiscal year 2018 to 2019, by fee type.

Overall totals for fiscal year 2018 to 2019, by fee type
Fee type Revenue (in dollars) Cost (in dollars) Remissions (in dollars)
Fees set by contract N/A N/A Remissions do not apply to fees set by contract.
Fees set by market base, auction or both N/A N/A Remissions do not apply to fees set by market base, auction or both
Fees set by act, regulation or fees notice 209,638 1,623,407 0
Total 209,638 1,623,407 0

Totals for fees set by act, regulation or fees notice, by fee grouping

The following tables present, for each fee grouping, the total revenue, cost and remissions for all fees that LAC had the authority to charge in fiscal year 2018 to 2019 that are set by any of the following:

  • act
  • regulation
  • fees notice

A fee grouping is a grouping of all of the fees that a department has the authority to charge for activities relating to a single business line, directorate or program.

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

Totals for fiscal year 2018 to 2019
Revenue (in dollars) Cost (in dollars) Remissions (in dollars)
186,243 916,365 0

2. Copies of documents on microform by clients themselves

Totals for fiscal year 2018 to 2019
Revenue (in dollars) Cost (in dollars) Remissions (in dollars)
1,469 297,198 0

3. Reproduction of documents by private sector suppliers

Totals for fiscal year 2018 to 2019
Revenue (in dollars) Cost (in dollars) Remissions (in dollars)
20,992 371,783 0

4. Postage and handling

Totals for fiscal year 2018 to 2019
Revenue (in dollars) Cost (in dollars) Remissions (in dollars)
934 38,061 0

Details on each fee set by act, regulation or fees notice

This section provides detailed information on each fee (listed by fee grouping) that LAC had the authority to charge in fiscal year 2018 to 2019 and that was set by any of the following:

  • act
  • regulation
  • fees notice

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

Copies by LAC staff of textual documents and microforms - Regular price Fee
Fee-setting authority Department of Canadian Heritage Act, sections 8 to 12
Year introduced 2005
Last year fee setting authority was amended Not applicable
Fee type Service
Fee amount (in dollars) 0.40
Total fee revenue (in dollars) 173,539.00
Adjustment type Not applicable
Adjustment rate (% or formula) Not applicable
2020 to 2021 Fee amount (in dollars) 0.40
Future fee-adjusted amount (in dollars) Not applicable
Adjustment date Not applicable
Fee-adjustment authority Not applicable
Service 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 request
    • requested documents are available
    • "rush service" is indicated on the request
    • consent to pay all additional surcharges 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 time is needed for the registration of requests, delivery of documents from off-site storage (24 hours), identification of requested documents by staff, and special handling of archival documents.

    Processing times apply once requests have been received.
    • Number of pages: Up to 1,000 pages
      Response time: Within 10 business days
    • Number of pages: 1,001–6,000 pages
      Response time: Within 30 business days
Performance result LAC processed regular orders within 30 days for 5,107 of the 5,250 orders (97.3%). LAC processed rush orders within 10 days for 1,405 of the 1,525 orders (92.1%).
Copies by LAC staff of textual documents and microforms - Students and Senior citizens price Fee  
Fee-setting authority Department of Canadian Heritage Act, sections 8 to 12
Year introduced 2005
Last year fee setting authority was amended Not applicable
Fee type Service
Fee amount (in dollars) 0.30
Total fee revenue (in dollars) 11,448.00
Adjustment type Not applicable
Adjustment rate (% or formula) Not applicable
2020 to 2021 Fee amount (in dollars) 0.30
Future fee-adjusted amount (in dollars) Not applicable
Adjustment date Not applicable
Fee-adjustment authority Not applicable
Service 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 request
    • requested documents are available
    • "rush service" is indicated on the request
    • consent to pay all additional surcharges 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 time is needed for the registration of requests, delivery of documents from off-site storage (24 hours), identification of requested documents by staff, and special handling of archival documents.

    Processing times apply once requests have been received.
    • Number of pages: Up to 1,000 pages
      Response time: Within 10 business days
    • Number of pages: 1,001–6,000 pages
      Response time: Within 30 business days
Performance result LAC processed regular orders within 30 days for 605 of the 608 orders (99.5%). LAC processed rush orders within 10 days for 118 of the 124 orders (95.2%).
Copies by LAC staff of 105-mm microfiches of maps and architectural drawings Fee
Fee-setting authority Department of Canadian Heritage Act, sections 8 to 12
Year introduced 2005
Last year fee setting authority was amended Not applicable
Fee type Service
Fee amount (in dollars) 4.00
Total fee revenue (in dollars) 1,256.00
Adjustment type Not applicable
Adjustment rate (% or formula) Not applicable
2020 to 2021 Fee amount (in dollars) 4.00
Future fee-adjusted amount (in dollars) Not applicable
Adjustment date Not applicable
Fee-adjustment authority Not applicable
Service 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 request
    • requested documents are available
    • "rush service" is indicated on the request
    • consent to pay all additional surcharges is indicated on the request
  • 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 time is needed for the registration of requests, delivery of documents from off-site storage (24 hours), and identification of requested documents by staff.

    Processing times apply once requests have been received.
    • Number of pages: Number of copies: 1–249
      Response time:
      • In-person request: 1 to 4 business days, maximum of 50 copies per 24 hours
      • Written request: 7 business days
    • Number of copies: 250-499 pages
      Response time:
      • In-person request: 5 to 10 business days
      • Written request: 7 to 10 business days
    • Number of copies: 500–749
      Response time: 10 to 15 business days
    • Number of copies: 750–999 pages
      Response time: 15 to 20 business days
    • Number of copies: 1,000–1,249
      Response time: 20 to 25 business days
    • Number of copies: 1,250–1,500 pages
      Response time: 25 to 30 business days
Performance result Data not available. A methodology will be developed so that this data can be collected.

2. Copies of documents on microform by clients themselves

Copies of documents on microform by clients themselves Fee
Fee-setting authority Department of Canadian Heritage Act, sections 8 to 12
Year introduced 2005
Last year fee setting authority was amended Not applicable
Fee type Service
Fee amount (in dollars) 0.20
Total fee revenue (in dollars) 1,469.00
Adjustment type Not applicable
Adjustment rate (% or formula) Not applicable
2020 to 2021 Fee amount (in dollars) 0.20
Future fee-adjusted amount (in dollars) Not applicable
Adjustment date Not applicable
Fee-adjustment authority Not applicable
Service standard Not applicable
Performance result Not applicable: self-service where clients retrieve the microform from the shelf and make their own copies.

3. Reproduction of documents by private sector suppliers

Service fee for reproduction of documents by private sector suppliers
Fee-setting authority Department of Canadian Heritage Act, sections 8 to 12
Year introduced 2005
Last year fee setting authority was amended Not applicable
Fee type Service
Fee amount (in dollars) A service fee of 20% based on the rate charged by private sector suppliers.
Total fee revenue (in dollars) 20,992.00
Adjustment type Not applicable
Adjustment rate (% or formula) Not applicable
2020 to 2021 Fee amount (in dollars) A service fee of 20% based on the rate charged by private sector suppliers.
Future fee-adjusted amount (in dollars) Not applicable
Adjustment date Not applicable
Fee-adjustment authority Not applicable
Service 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. A rush service of 10 business days is also offered under certain conditions.
Performance result LAC processed regular orders within 6 weeks for previously copied material and within 10 to 12 weeks for previously uncopied material for 3,631 of the 3,779 orders (96.1%). LAC processed rush orders within 10 days for 2,526 of the 2,645 orders (95.5%).

4. Postage and handling

Postage fee
Fee-setting authority Department of Canadian Heritage Act, sections 8 to 12
Year introduced 2005
Last year fee setting authority was amended Not applicable
Fee type Service
Fee amount (in dollars) Prices are subject to annual postage or mail service rate increases.
Total fee revenue (in dollars) 843.00
Adjustment type Not applicable
Adjustment rate (% or formula) Not applicable
2020 to 2021 Fee amount (in dollars) Prices are subject to annual postage or mail service rate increases.
Future fee-adjusted amount (in dollars) Not applicable
Adjustment date Not applicable
Fee-adjustment authority Not applicable
Service standard Not applicable
Performance result Not applicable
Handling Fee
Fee-setting authority Department of Canadian Heritage Act, sections 8 to 12
Year introduced 2005
Last year fee setting authority was amended Not applicable
Fee type Service
Fee amount (in dollars) 0.35
Total fee revenue (in dollars) 91.00
Adjustment type Not applicable
Adjustment rate (% or formula) Not applicable
2020 to 2021 Fee amount (in dollars) 0.35
Future fee-adjusted amount (in dollars) Not applicable
Adjustment date Not applicable
Fee-adjustment authority Not applicable
Service standard Not applicable
Performance result Not applicable
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