Progess Report Q2 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 : 11% or 4,556,407 pages
  • Proportion of CEF files available online: 51% (49% remaining)

Reach 100 million downloads annually from LAC's website

  • Proportion attained to date: 45.23 million
  • Remaining: 54.77 million

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

  • Annual target: 1 million
    • Proportion attained to date: 5.44 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 (the projects will begin in the 3rd quarter)

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

  • Our position: 11th place

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: 2%
    • Other sites: 3%

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

Deadline

Progress to date

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

Q3 2016

Contract in the process of being signed

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

  • The LAC Management Forum launched a series of discussions with senior public servants. These discussions provide an opportunity to share knowledge and experience. The first was on innovation and the public service.
  • The In Touch news feed is the main communication tool for keeping employees informed, sharing information on government activities and promoting training opportunities.
  • “Tea with Hervé” sessions with students in the Corporate Services Sector.
  • Publication of the Destination 2020 Action Plan for 2016-2019.

LAC commits to supporting innovation and streamlining business processes

  • When the all-staff meeting was being organized, employees were asked to submit questions for the Deputy Head, which resulted in open and constructive dialogue on the issues raised.
  • Unveiling of themes for the Conference Centre rooms.

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

Allows for automation of requests for real property services through a portal accessible on the intranet site. The system is intended to facilitate the submission and tracking of requests.

[Completed]

Review of procedures for deeds of gift

Review the process and determine its effectiveness.

[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

Signatures Series with Bado

September 20, 2016

55

Start to build the new preservation facility

Table 5

Deliverable

Deadline

Update

Guiding principles for the Gatineau 2 project

April 2016

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

Gatineau 2 project Web presence

June 2016

LAC has launched a website dedicated to the project.

Letter of interest for Gatineau 2

June 2016

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

Functional program

September 2016

[Completed] The functional program was completed and approved by senior management.

Hiring of cost estimators

July 2016

A contract was awarded to the firm Turner & Townsend.

Hiring of consultant architects

August 2016

A contract was awarded to GRC Architects and Dialog Ontario, in joint venture.

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

  • Number of visitors: 31, 469

Note: The target was exceeded because the method used to count the number of visitors changed in July 2016. Laser counters located at the main entrance doors are used instead of the number of signatures in the second- and third-floor registry.

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 Request for Information(RFI), 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]

Work is continuing to develop a digital collections inventory that will provide a complete profile of LAC’s digital collections and assets, which would identify the needs and risks related to development of the digital curation platform.

Prioritization of application replacements

Q4 (2016-2017)
[Under way]

A review of the status of LAC applications is under way as part of an assessment of LAC’s corporate capabilities.

Archiving of government records

Q2 (2017-2018)
[Under way]

A feasibility study for a government records archival system has been completed. LAC expects that PSPC will reach an agreement to conduct proof of concept testing.

Digital asset management system

Q2 (2017-2018)
[Under way]

Business requirements are being identified in preparation for a tender to be launched to provide LAC with a digital asset management system.

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

Update

Development of work plan

A first draft of the secretariat’s work plan has been developed. The plan will be finalized with the steering committee in the 4th quarter.

Establishment of secretariat

The secretariat will be established in the 3rd quarter.

Identification of key players and initiatives

The key players and initiatives in the field of documentary heritage digitization will be identified in the 3rd quarter.

Creation of a steering committee

A steering committee will be created in the 3rd quarter.

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 to enhance the national presence of LAC by providing a new service offering in the Atlantic region, at Pier 21 in downtown Halifax.

2

Open Books

May 27, 2016

September 29 to November 30, 2016

Agreement for an exhibition entitled Open Books: International Artists Explore the Chinese Folding Book at 395 Wellington Street.

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

Library of Parliament

July 5, 2016

2017

Agreement for an exhibition of Canada’s fundamental documents at the Library of Parliament in 2017.

5

Icons of Knowledge

July 8, 2016

September 22, 2016 to March 10, 2017

Agreement for an exhibition of models of various national libraries at 395 Wellington Street, in collaboration with two curators from Harvard University.

6

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.

7

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 promoting Canada’s documentary heritage.

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

  • Cumulative number of photos to date: 534/534

Until now, 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 the 1st quarter, and the 534 pages have since been transcribed.

The second collection will be made available to the public in November or December.

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%

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

June 2016

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

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

12

International Organization for Standardization

5

International Federation of Library Associations and Institutions

3

InterPARES

2

Resource Description and Access (RDA)

2

NATO Archives Committee

2

International Internet Preservation Consortium

1

Machine Readable Cataloguing (MARC)

1

UNESCO

1

International Association of Music Libraries, Archives and Documentation Centres

1

Music Library Association

1

Total

31

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

Sept. 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

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

[Under way] A memorandum of understanding with the CMH is underway for a room designated to LAC.

Planning of exhibitions

Q3-Q4

[Under way] The LAC and CMH teams are planning the first exhibition, to be presented in 2017 in the CMH room designated to LAC.

Table 13

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

Deadline

Update

Signing of an agreement

Q1

[Under way] Final negotiations were completed in September 2016, and the agreement was finalized for the signing ceremony in October.

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

  • Total number of subscribers: 56,257
    • Facebook: 32,314
    • Twitter: 22,079
    • YouTube: 1,864
  • Proportion of LAC's Three-Year Plan attained - Q1 2016-2017
    • Total new subscriptions: 61% 
    • Remaining: 39%

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

Table 14

Title of exhibition

Location

Time frame

Size of loan

Long-term loan – a painting of Sir Wilfrid Laurier

Office of the Prime Minister

April 6, 2016, to fall 2019

1 article

The Wounds of War – A.Y. Jackson and Tom Thomson,1916

McMichael Canadian Art Collection

June 4, 2016, to January 4, 2017

2 articles

Long-term loan – painting of John A. 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

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

November 4, 2016 to
April 17, 2017

1 article

It’s All Happening So Fast

Canadian Centre for Architecture

November 16, 2016, to April 9, 2017/p>

11 articles

1867 – Rebellion and Confederation

Canadian Museum for Human Rights

December 9, 2016, to mid-May 2017

56 articles

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, N.S.

Transition activities

Q2-Q4

[Under way] Procurement requests are under way for the move, security and information technology. New work methods are being developed for orientation and reference services, in collaboration with the museum.

Table 16

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

Deadline

Progress

Signing of an agreement

Q2

 

[Under way] Negotiations were completed in September 2016, and the agreement was finalized for the signing ceremony in October.

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