Progress Report Q4 2016-2017

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

Commitment 1: Fully dedicated to serving all its clients

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

  • Proportion of the digitization target from the Three-Year Plan attained : 23% or 9,287,106 pages
  • Proportion of CEF files available online: 64% (36% remaining)

Reach 100 million downloads annually from the Library and Archives Canada (LAC) website

  • Proportion attained to date: 90.46 million
  • Remaining: 9.54 million

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

  • Annual target: 1 million
    • Proportion attained to date: 8.03 million

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

  • Attainment of the Three-Year Plan target (in km)
    • 2016-2017 target: 2.28 km
    • In 2016–2017, 3.14 km of backlogged archives were evaluated and processed. The annual target was exceeded by 38%

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

  • Our position: 9th place
  • With the exception of the 3rd quarter (11th position), LAC has been one of the top 10 most-visited government sites

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

  • Proportion of referral by source of visit
    • Search engines: 95%
    • Social Media: 3%
    • Other sites: 2%

Implement a new integrated library management system for published documents

Table 1

Step leading to implementation of a new integrated management system for published documents (OCLC)

Deadline

Progress to date

1. Conclusion of a contract with a supplier of integrated published heritage management services

Q4 2016
(Completed)

  • Public Services and Procurement Canada and the Online Computer Library Center (OCLC) have signed an agreement to replace AMICUS and manage the descriptive records of fonds at Canadian libraries. This agreement, which was posted online on Buyandsell.gc.ca, came into force on March 23, 2017.
  • On March 24, 2017, LAC and OCLC representatives held a meeting to launch their collaboration.

2. Preparations for the implementation of a new integrated management system for published documents

Q4 2016
(Under way)

  • LAC is preparing the implementation schedule for the new services.
  • A teleconference took place on March 31, 2017, to inform National Union Catalogue members about developments in the OCLC project and to ask for their advice on consulting the Canadian library community during the project.
  • LAC is currently preparing data migration, which should be complete within 9 to 12 months.

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

Implement the Destination 2020 action plan

Table 2

Activity

Update

LAC commits to fostering a transparent and    open internal dialogue

  • In the context of the LAC Management Forum, discussions continued with public service senior executives, particularly from the Association of Professional Executives of the Public Service of Canada (APEX) and Canadian Heritage.
  • The In Touch news feed is the main communication tool for keeping employees informed, sharing information on government activities and promoting training opportunities.

LAC commits to continuing efforts with regard to recognition and engagement

  • The “Take Me with You” initiative, launched in March 2017, encourages all employees to accompany their managers and peers to meetings related to their fields of interest, their professional development goals or their files.
  • The “Speed Leadership Conversations” session in winter 2017 was a chance for management to share knowledge and reflections on leadership.

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

  • The results of the “Taking the Pulse of LAC” survey, launched in December 2016, were communicated to the Management Board. LAC will draw on these results to create recommendations on improving the workplace and establishing an action plan for the future.
  • The “Dragon’s Den” initiative was launched in March 2017 to encourage LAC employees to suggest innovative ideas and thereby participate in transforming their workplace. Six suggestions were received. Projects will be presented and approved in mid-June, during National Public Service Week.

Review 10 key operational procedures per year

Table 3

Procedure

Description of change and impact

Deadline

Implementation of computerized system for real property service requests

Provide automation of requests for real property services through a portal on the intranet, which allows submission and tracking of requests.

[Completed]

Implementation of a computerized system for managing cellular wireless devices

Provide more effective management of the use of cellular wireless devices within the organization, and tighter control of associated costs.

[Completed]

Implementation of a computerized system for managing user profiles (MyProfile)

Provide more effective management of user profiles and email signature blocks, and automated updates in GCdirectory.

[Completed]

Review of procedures for deeds of gift

Review the procedures and determine their effectiveness.

[Completed]

Implementation of a system for managing reservations for one-day events

Provide automation of registration by internal and external participants at LAC events. The system is intended to make event management simpler and to save time for employees who are coordinating logistics.

[Completed]

Implementation of a system for automating In Touch news feed updates

Enable LAC employees to upload their messages directly to the In Touch news feed on the intranet, with publication 24 to 48 hours later. Clear backlogged emails from clients who want to publish a news item. Also eliminate the need to send a weekly email to all staff.

[Completed]

Implementation of a guest list management system

Allow for automated registration of guests on various LAC distribution lists. Do away with the need to manually update lists.

[Completed]

Implementation of a reservation system for the Pellan Room

Provide more effective management of logistics requests for various LAC sectors involved in events held at 395 Wellington Street.

[Completed]

Implementation of workspace for organizing LAC facility visits

Enable the various sectors involved in managing LAC facility visits to work on shared documents.

[Completed]

Implementation of a computerized system for telework agreements

Provide automation of telework agreements. This system is intended to standardize management of telework arrangements and to formalize them, as well as to maintain statistics.

[Completed]

Hold four annual conferences with external experts

Table 4

Title

Conference date

Number of participants

Lowy Council event: Brad Hill

April 3,  2016

70

Thematic seminar: Resource Description and Access (RDA)

April 28, 2016

120

Wallot-Sylvestre Seminars: Caroline Brazier

May 2, 2016

205

Wallot-Sylvestre Seminars: Hervé Lemoine

October 18, 2016

193

Lowy Council event: Yiddish in the new millennium

November 5, 2016

82

Taking It to the Streets: Summit on the Value of Libraries, Archives and Museums in a Changing World

December 5–6, 2016

300

Wallot-Sylvestre Seminars: Alberto Manguel

January 11, 2017

175

Smart cities: Imagining the future National Capital Region

March 13, 2017

144

Transparency for the 21st century

March 21–23, 2017

300

Start to build the new preservation facility

Table 5

Deliverable

Deadline

Update

Guiding principles for the Gatineau 2 project

April 2016 [Completed]

The guiding principles for Gatineau 2 have been defined, approved and shared.

Gatineau 2 project Web presence

June 2016 [Completed]

LAC has launched a website dedicated to the project.

Letter of interest for Gatineau 2

June 2016 [Completed]

Public Services and Procurement Canada (PSPC) has posted a letter of interest on LAC’s behalf for the project to build the preservation facility (Gatineau 2).

Functional program

September 2016 [Completed]

The functional program was completed and approved by senior management.

Hiring of cost estimators

July 2016 [Completed]

A contract was awarded to the firm Turner & Townsend following a competitive and transparent process.

Hiring of consultant architects

August 2016 [Completed]

A contract was awarded to GRC Architects and Dialog Ontario, in joint venture, following a competitive and transparent process.

Developing an analysis of procurement options for the Gatineau 2 project

March 2017 [Completed]

The analysis was completed.

The Gatineau 2 project is progressing according to the established schedule and the resources allocated for the planning phase.

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

  • Number of visitors: 32,490

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

This is the cumulative number of visits since April 2016.

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

Table 6

Development stage of the digital curation platform

Deadline

Update

Request for Information (RFI)

Q1
(2016-2017)
[Completed]

25 service providers responded to the RFI process, and meetings were held with 24 of them. LAC was thus able to confirm the viability of a digital curation platform.

Digital collections inventory

Q3
(2016-2017)
[Under way]

During the 4th quarter, the private archive inventory was completed; the government archive inventory is in progress. More research was conducted to develop a methodology for collecting at-risk government documents. In fact, following the published heritage and private archive inventory, LAC has continued to develop a method to evaluate the risks of losing digital heritage owing to obsolete formats and media, and outdated storage conditions.

Archiving of government records

Q2
(2017-2018)
[Under way]

Public Services and Procurement Canada (PSPC) concluded proof of concept testing on the government document archiving system.

LAC has tested the GCDocs content server to determine its capacity to export government documents in a format that LAC can use. LAC is preparing a three-year work plan to automate the collection of government archives.

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

Q2
(2017-2018)
[Under way]

LAC has finished preparing the documentation for the Request for Proposal (RFP) and is working with PSPC to finalize the process.

Next steps: once PSPC has approved the RFP, LAC will put it on Buyandsell.gc.ca.

Commitment 3: Proactively engaged in national and international networks

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

Table 7

Strategy implementation stage

Deadline

Update

Establishment of secretariat

Q3
[Completed]

The secretariat was established in Q3.

Creation of a steering committee

Q3
[Completed]

A steering committee was created in Q3.

Development of work plan

Q4
[Completed]

In the 4th quarter, the work plan was posted on the strategy website and presented at the Ontario Library Association’s Super Conference, where the steering committee invited the public to make comments.

Identification of key initiatives

Q1
(2017–2018)
[Under way]

Members of the steering committee developed follow-up measures and sought ways of ensuring participation by members of the documentary heritage community at large. This work will take place in 2017–2018.

Reach 10 agreements with new partners by 2019

Table 8

#

Name of partner

Date of signature

Duration of partnership

Description of partnership

1

Canadian Museum of Immigration at Pier 21

April 15, 2016

10 years

Co-location agreement at Pier 21 to provide a new service offering in the Atlantic region, in downtown Halifax.

2

University of Victoria

April 21, 2016

5 years

Collaborative agreement as part of the "Landscapes of Injustice” initiative.

3

National Centre for Truth and Reconciliation

June 2, 2016

Renewal every 12 months

Agreement to guarantee the preservation and accessibility of Truth and Reconciliation Commission of Canada (TRC) records on residential schools.

4

The National Archives (United Kingdom)

September 7, 2016

Ending on December 31, 2017

Agreement for three projects: a blog, a podcast and a virtual exhibition.

5

Université Laval

September 21, 2016

5 years from the signature date

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

6

Vancouver Public Library

October 5, 2016

5 years

Co-location agreement. LAC will increase its national presence by moving its Western Canada offices to the Vancouver Public Library in downtown Vancouver. This agreement will also cover collaboration on various projects and activities.

7

Calgary Glenbow Museum

October 6, 2016

5 years

Agreement to have an exhibition room reserved for LAC at the Glenbow Museum.

8

Social Sciences and Humanities Research Council

October 10, 2016

Ends on December 31, 2017

Agreement for producing a podcast entitled: “What is it to be Canadian?”

9

Service interministériel des Archives de France

October 18, 2016

5 years

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

10

Ottawa 2017

October 18, 2016

Ends on December 31, 2017

Collaborative agreement on two projects to mark Canada 150 in 2017.

11

Les Productions de la Ruelle

October 20, 2016

5 years
Agreement on the 4EVER EXPO 67 project, from October 21, 2016, to April 2017.

Collaborative agreement on various projects and programs, including the documentary entitled 4EVER EXPO 67 to be aired in 2017.

12

Université de Montréal, School of Library and Information Sciences

November 11, 2016

5 years, from date of signature

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

13

National Palace Museum of Korea

November 16, 2016

3 years

Collaborative agreement on projects, programs, and expertise and knowledge exchanges.

14

Adam Matthew Digital Limited (United Kingdom)

November 25, 2016

February 28, 2017

Collaborative agreement on projects, programs, and expertise and knowledge exchanges.

15

National Library of China

November 28, 2016

3 years, from date of signature

Collaborative agreement on projects, programs, and expertise and knowledge exchanges.

16

National Library of Argentina

January 11, 2017

5 years, from date of signature

Collaborative agreement on projects, programs, and expertise and knowledge exchanges.

17

Western University

February 7, 2017

5 years, from date of signature

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

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

Cumulative number of photos to date: 534/625

To date, the public has been able to help build one of two collections.

The first collection, the Coltman Report, was made available to the public in Q1, and the 534 pages have since been transcribed.

The second collection (the 91-page diary of Lady Susan Agnes Macdonald, wife of Sir John A. Macdonald) will be made available to the public in June 2017.

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

  • Distribution of contributions granted in June 2016 by size
    • Major contributions (over $15,000): 60%
    • Small contributions ($15,000 or less): 40%

All of the funds were allocated in 2016–2017.
LAC will follow up on project progress.

Geographic distribution of grant recipients in the DHCP

  • Yukon : 1 récipiendaire de subvention
  • Colombie-Britannique : 10 récipiendaires de subvention
  • Alberta : 1 récipiendaire de subvention
  • Saskatchewan : 1 récipiendaire de subvention
  • Manitoba : 2 récipiendaires de subvention
  • Ontario : 10 récipiendaires de subvention
  • Québec : 10 récipiendaires de subvention
  • Nouveau-Brunswick : 1 récipiendaire de subvention
  • Île-du-Prince-Édouard : 1 récipiendaire de subvention
  • Nouvelle-Écosse : 1 récipiendaire de subvention

Adopt an international relations strategy

Table 9

Steps leading to adoption of the strategy

Deadline

Update

Approval of the international relations strategy by the Management Board

[Completed]

The international relations strategy was approved by the Management Board on June 27, 2016.

Sharing of the international relations strategy with LAC stakeholders

[Completed]

The international relations strategy was shared with LAC stakeholders during the Stakeholders Forum on October 13, 2016.

Publication of the international relations strategy

[Completed]

The strategy was uploaded to the LAC website in November 2016. 

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

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

Table 10

Name of Committee

Number of Canadian members

International Council on Archives

4

International Federation of Library Associations and Institutions

2

International Internet Preservation Consortium

1

Total

7

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

Individuals with multiple roles are counted once only.

Commitment 4: Greater public visibility

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

Table 11

Exhibition title

Location

Start

End

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

Dalnavert Museum and Visitors’ Centre, Winnipeg, Manitoba

June 4, 2016

September 2016

Alter Ego: Comics and Canadian Identity

395 Wellington, Ottawa, Ontario

May 12, 2016

September 14, 2016

A Sunny Legacy: Celebrating Sir Wilfrid Laurier

Laurier House, Ottawa, Ontario

June 1, 2016

November 20, 2016

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

Plaza Bridge, Ottawa

July 1, 2016

October 28, 2016

Icons of Knowledge: Architecture and Symbolism in National Libraries

395 Wellington Street, Ottawa, Ontario

September 22, 2016

February 20, 2017

Open Books: International Artists Explore the Chinese Folding Book

395 Wellington Street, Ottawa, Ontario

September 28, 2016

November 30, 2016

Hiding in Plain Sight: The Métis Nation

UNESCO headquarters, Paris

February 1, 2017

February 9, 2017

Foundations: The Words that Shaped Canada

Library of Parliament, Ottawa

March 9, 2017

December 31, 2017

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

Table 12

Steps in the creation of the designated space at the Canadian Museum of History (CMH)

Deadline

Update

Signing of an agreement

Q3
[Completed]

A memorandum of understanding with the CMH for a room designated to LAC was signed in December 2016.

Planning of exhibitions

Q3-Q4
[Under way]

 

The LAC and CMH teams are planning the first exhibition, to open in 2017.

 

Table 13

Steps in the creation of the designated space at the Glenbow Museum

Deadline

Update

Signing of an agreement

Q3
[Completed]

A memorandum of understanding with the Glenbow Museum for a room designated to LAC was signed in October 2016.

Planning of exhibitions

Q3–Q4
[Under way]

The LAC and Glenbow Museum teams are planning the first exhibition, to open in 2018.

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

  • Target: 69,616 subscriptions
  • Total number of subscribers: 80,859
    • Facebook: 42,455
    • Twitter: 36,191
    • YouTube: 2,213

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

Table 14

Title of exhibition

Location

Time frame

Size of loan

Long-term loan – painting of Sir Wilfrid Laurier

Office of the Prime Minister

April 6, 2016, to fall 2019

1 article

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

McMichael Canadian Art Collection

June 4, 2016, to January 4, 2017

2 articles

Long-term loan – painting of John Andrew Pearson

House of Commons

June 21, 2016, to June 21, 2018

1 article

Carol Sawyer: The Natalie Brettschneider Archive

Art Gallery of Greater Victoria

October 1, 2016 to
January 8, 2017

7 articles

Canada’s Legal System

Canadian Museum for Human Rights

October 1, 2016, to February 28, 2018

5 articles

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

Canada Council for the Arts

October 23, 2016, to February 28, 2017

8 articles

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

Canada Council for the Arts

October 24, 2016, to February 28, 2017

9 articles

Notman, A Visionary Photographer

McCord Museum, Montréal

November 4, 2016 to
April 17, 2017

1 article

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

Canadian Centre for Architecture

November 16, 2016, to April 9, 2017

11 articles

Le retour des ténèbres, l'imaginaire gothique depuis Frankenstein

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

December 2, 2016, to March 19, 2017

1 article

1867 – Rebellion and Confederation

Canadian Museum for Human Rights

December 9, 2016, to mid-May 2017

50 articles

Foundations: The Words that Shaped Canada

Library of Parliament, Ottawa

March 9 to 31, 2017

1 article

In 2016–2017, LAC signed 12 out of 20 expected loan agreements. Loan requests involved prestigious or large-volume loans, such as 6 articles loaned to the Library of Parliament or 50 articles loaned to the Canadian Museum for Human Rights.

Provide a renewed service offer in two Canadian cities [three-year target]

Table 15

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

Deadline

Progress

Signing of an agreement

Q1
[Completed]

 

In April 2016, LAC signed a memorandum of understanding with the Canadian Museum of Immigration at Pier 21, in Halifax, Nova Scotia.

Transition activities

Q2-Q4
[Under way]

LAC is currently planning its move to the Pier 21 premises by the end of the 1st quarter of 2017–2018.

Event programming is under development.

Table 16

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

Deadline

Progress

Signing of an agreement

Q3
[Completed]

 

In October 2016, LAC signed a memorandum of understanding with the Vancouver Public Library in British Columbia.

Transition activities

Q3–Q4
[Under way]

 

LAC is currently planning its move to the Vancouver Library premises by the end of the 1st quarter of 2017–2018, and its relocation of employees to Library Square. A temporary storage solution has been found.

Event programming is under development.

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