Progress Report Q3 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 : 17% or 6,812,410 pages
  • Proportion of CEF files available online: 58% (42% remaining)

Reach 100 million downloads annually from LAC's website

  • Proportion attained to date: 68.25 million
  • Remaining: 31.75 million

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

  • Annual target: 1 million
    • Proportion attained to date: 6.16 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 backlog assessment and processing projects started in Q3.)

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

  • Our position: 9th 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: 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

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

Q4 2016 (Under way)

  • A Designated Organization Screening (DOS) was granted to the service supplier by the Canadian Industrial Security Directorate (CISD) under the Public Services and Procurement Canada (PSPC) Industrial Security Program.
  • LAC expects that PSPC will reach an agreement with the service supplier in Q4.
  • Preparation work for data migration is under way.

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.
  • The Librarian and Archivist of Canada held “coffee” sessions with LAC employees on ways to engage staff and the public as well as on how they envision LAC in five years.
  • “Tea with Hervé” sessions with Corporate Services’ employees in order to talk about the mission and vision of the sector.
  • The Destination 2020 annual report was published in December on GCpedia.

LAC commits to continuing efforts with regard to recognition and engagement

  • The “Take me with you” project is under development and should be launched by the end of March 2017.
  • The “LAC Connections” forum, which took place on November 15, 2016, gave LAC’s employees the opportunity to meet one another and to learn more about work done by their colleagues from other branches and sectors of the organization.
  • The “Speed Leadership Conversations” session, held on December 13, 2016, was an opportunity for senior executives to share their knowledge and their thoughts on leadership.

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

  • Answers to the “Taking the pulse of LAC” survey, launched in December 2016, will help evaluate actions already taken in order to improve the work environment and make plans for the future.

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

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

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: 24,884

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 Q3, the published heritage inventory was completed, and significant progress was made in the private archives inventory. LAC is developing a method for assessing the risk of digital heritage loss caused by obsolete digital formats and media as well as outdated storage conditions.

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]

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

Digital asset management system

Q2 (2017-2018)
[Under way]

The Statement of Requirements (SOR) for the Request for Proposal was finalized.

Next steps: complete revision of security documents, add security requirements to the SOR, and then have everything reviewed by PSPC, before posting online 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

Mise à jour

Establishment of secretariat

Q3

The secretariat was established in Q3.

Creation of a steering committee

Q3

A steering committee was created in Q3.

Development of work plan

To be determined

A first draft of the secretariat’s work plan was developed. The plan was finalized with the steering committee in Q3 and will be shared with the public in Q4.

Identification of key initiatives

To be determined

Steering committee members will identify initiatives to move the action plan forward in Q4.

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 for promoting Canada’s documentary heritage.

8

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.

9

Calgary Glenbow Museum

October 6, 2016

5 years

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

10

Service interministériel des Archives de France

October 18, 2016

5 years

Co-operation agreement for the transmission and acquisition of skills and knowledge on research and technological development theories and methods, and for the promotion of Canada’s documentary heritage.

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.

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

12

National Palace Museum of Korea

November 16, 2016

3 years
The agreement will be automatically renewed until November 16, 2021, if the parties agree.

Co-operation agreement on projects, programs, and expertise and knowledge exchanges.

13

Ottawa 2017

October 18, 2016

Ends on December 31, 2017

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

Project 1: projections on the LAC building at 395 Wellington Street in Ottawa. Project 2: a panel discussion.

14

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?”

15

National Library of China

November 28, 2016

3 years, from date of signature

Co-operation agreement on projects, programs, and expertise and knowledge exchanges.

16

Friends of LAC

November 11, 2016

3 years, from date of signature

Agreement for co-operation on events and to facilitate acquisitions.

17

Canadian Museum of History (CMH)

December 5, 2016

Ends on December 31, 2021

Agreement to reserve an exhibition room for LAC at the CMH.

18

National Gallery of Canada (NGC)

November 29, 2016

Ends on March 31, 2017

Co-operation agreement on the virtual exhibition project entitled Photo Stories. Images from the National Film Board of Canada as well as LAC and NGC collections will be digitized and posted online through a grant from the Virtual Museum of Canada.

19

Université de Montréal, School of Library and Information Sciences

November 11, 2016

5 years, from date of signature

Co-operation agreement for the transmission and acquisition of skills and knowledge on research and technological development theories and methods, as well as for the promotion of Canada’s documentary heritage.

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

Cumulative number of photos to date: 534/634

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 100-page diary of Lady Susan Agnes Macdonald, wife of Sir John A. Macdonald) will be made available to the public at the end of January 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%

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. 

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

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

Q3

[Completed] A memorandum of understanding for a room made available to LAC was signed with the Glenbow Museum in October 2016.

Planning of exhibitions

Q3–Q4

[Under way] The LAC and Glenbow teams are planning the first exhibition, to be presented in 2018.

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

  • Total number of subscribers: 60,949
    • Facebook: 35,543
    • Twitter: 23,426
    • YouTube: 1,980
  • Proportion of LAC's Three-Year Plan attained
    • Total new subscriptions: 75% 
    • Remaining: 25%

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

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

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

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] Planning for the move to the office space at Pier 21 in March 2017 is under way. Public programming options are 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] Planning for the move to the office space at the Vancouver library in late March 2017 is under way. A tentative storage solution has been found. Public programming options are under development.

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