Administrative costs
Examples of administrative costs include office supplies, shipping fees, long-distance telephone calls, postage, messenger services, photocopies and printing services.
An organization that submits an application for funding.
An organization responsible for maintaining records of enduring value (of individuals, families, organizations or communities) and housing archival collections.
An object of cultural or historical interest, such as a statue, globe or medal.
The review of a process or organization, in terms of accuracy and effectiveness, to ensure compliance with the terms and conditions of the contribution agreement.
Business plan
A working tool for turning a strategic plan into reality. It provides a road map for board, staff and organizational partners, and may be used to attract particular private-sector funders (foundations, corporations or individual donors). Typical business plans project organizational growth for the next three to five years. They usually include financial projections and targets, the size of markets (actual and potential) and information on market trends. A business plan describes how the organization is accountable to the community, and its methods for monitoring and evaluating progress. A business plan may be incorporated into the organization’s strategic plan or may be presented as a separate document.
Capital expenditure
Funds used toward buying, repairing or updating items that will have value after the current projects are completed. Typically, these are relatively expensive items that have long-term benefits such as computers, office furniture, vehicles and building renovations.
An organization that participates in a project by providing in-kind or financial assistance to an eligible organization’s project. If the collaborator/contributor is an ineligible organization, it cannot be a co-applicant, named partner to an eligible organization’s project, or third party. A collaborator/contributor cannot benefit financially from a contribution.
Collection-, catalogue- and access-based management
Systematic, planned and documented process of maintaining and preserving collections. This includes activities to enhance the archival standard descriptions of collections in order to increase physical, intellectual and bibliographical access to them.
Comparative merit
Ranking based on the quality and value of a project, determined through a set of evaluation criteria.
An individual (or groups of individuals) with specialized knowledge and/or skills. A consultant is not part of an applicant’s staff, management or board, but is contracted for a fee to provide specific services to an organization.
Contingency expenses
An amount of funds set aside to cover any unexpected expenses of the project.
Contractual relationship
A legal relationship between two or more parties evidenced by a contract or appearing in other official business documents, such as an organization’s financial statements.
A conditional payment issued to your organization for a specific purpose, as outlined in a contribution agreement. LAC and recipient organizations sign contribution agreements, which specify the terms and conditions to receive payment. Every recipient organization is required to submit an interim report and a final report.
Contribution agreement
A legal document between a donor department and a contribution recipient that describes the obligations of each party.
The act of changing a file or document from one format or media type into another.
Documentary heritage
Documentary heritage includes records and publications of interest to Canada about the experience of a specific local community or group. This may include photographs, audiovisual recordings, treaties, dictionaries and lexicons, portraits, early journals and observations, and cartographic material.
Documents related to the project and made available to the public, such as documentary heritage, catalogues, synopsis, brochures, pamphlets, etc.
Educational institution
An organization which follows a set curriculum to educate children or adults, whether receiving funding in whole or in part from the government, or through fees. Includes public and private institutions, as well as institutions of higher learning (such as colleges, universities or trade schools).
The likelihood of the project’s success. During the second stage of evaluation, LAC subject-matter advisors review the activities, budget and timeline proposed in the project application to assess the likelihood of completing and achieving the goals of the project.
Final report
As indicated in the contribution agreement, funding recipients are legally mandated to provide a final report following the completion of their project. This report must provide the results of the activities that have been undertaken for the duration of the project, and include a final report of actual revenues and expenses.
Fixed assets
Assets that are purchased for long-term use and are not likely to be converted quickly into cash, such as land, buildings and equipment.
Genealogical association
An association that promotes the study of ancestry.
Government institutions
Any department, organization or agency within the three main levels of government: federal, provincial/territorial and municipal.
Historical society
An organization that seeks to preserve and promote interest in the history of a region, a period or a subject, typically focusing on a province or a community. It often has collections of artifacts, books and records.
Indigenous government institution
A First Nations, Inuit, and/or Métis Nation band council or government organization.
In-kind contribution
A donation to a project by an individual, business or organization of materials, goods, services or time that would otherwise have been paid for by the recipient. Such a contribution is provided without any expectation of compensation or remuneration. It involves non-cash asset transactions (for example, securities, land, buildings, equipment, and use of facilities, labour and goods). To be eligible as an in-kind contribution, the donation must:
  • be essential to the project’s success;
  • represent an expense that would not otherwise be incurred and paid for by the recipient as part of the project;
  • be mentioned in the recipient’s contribution agreement, documented and recorded in the recipient’s accounting books;
  • be reasonably estimated at fair value on the date it is made, using either market value or an appraisal; and
  • contribute to the total cost of the project but not be reimbursable, as no monies change hands.
Interim report
As indicated in the contribution agreement, funding recipients are legally mandated to provide an interim report midway through the completion of their project. This report must provide the results of the activities that have been undertaken for a specific period, a report on the status of work to be accomplished, and include updated revenue and expense reports.
Key archival functions
Standard established practices in the main areas of collections-related activities within an archive or historical society, such as appraising, acquiring, conserving, preserving, converting, digitizing, and providing access to documentary heritage through exhibits.
Key library functions
Standard established practices in the main areas of published materials within a library, such as acquisition, conservation, research, collections information management, exhibitions and education.
Letter of intent
Written statement presented by an interested organization to the applicant organization or partner organization, acknowledging serious intent, willingness and ability to enter into a formal agreement. The letter should include a brief description of the project and the nature of the collaboration between the two organizations, including financial considerations and the timeline for implementing the project. The document does not constitute a definitive contract; it is subject to due diligence and fulfillment of certain conditions.
Letter of reference
Written statement presented by a recognized national association or a municipal/provincial/territorial government to Library and Archives Canada acknowledging the capacity and ability of the applicant to undertake a proposed project. The letter should include a brief description of the applicant and the nature of its work in the community.
An organized collection of published materials, including books, serials, sound and video recordings, and other formats.
Local documentary heritage organization
An organization that operates primarily at a community or regional level and has a collection that reflects and represents a local and/or regional audience.
Official language minority communities
English-speaking communities in Quebec and French-speaking communities in the rest of Canada.
Operational expenses
Cash expenses paid by an organization in return for goods or services that are not instrumental to the project. These expenses are ineligible for funding.
Oral history
A historical account memorized or recorded from the spoken words of people who have knowledge of past peoples, places, events and cultural traditions. Under the DHCP, recording an oral history interview is considered converting the account’s analog form to its digitized form.
Note: Recording an oral history interview is an eligible activity under the DHCP, whereas editing the recording is not (with the exception of adding subtitles and translations). Editing oral history recordings is considered to be creating new documentary heritage, such as books, documentaries, podcasts, etc. For more details, see “What can be funded” in the Guidelines.
A group of people with an arrangement of responsibilities, authorities and relationships (corporation, association, institution, etc.).
Organization in a remote area
Any organization located within a remote community as per the Canada Revenue Agency’s list of locations included in prescribed zones. Also, any organization located 80 kilometres or more from the nearest established community with a population of at least 1,000 people.
Organization with an archival component
An organization with a significant, defined documentary heritage collection that portrays the past of the organization, its predecessors or the community in which it is located. The archival component would provide a dedicated storage for the collection(s), include accessible high-level descriptions and be accessible to the public.
Results of an effort to attain a goal. They describe the changes resulting from the project such as a change in awareness, knowledge, skills or access of a target population (short-term results), a change in a target population’s behavior (medium-term result), or a change of state or a social impact in a target population (long-term result). Outcomes must be realistic and measurable.
Outputs are the direct products or services produced and delivered to a target group or population, such as an exhibition, the preservation, digitization/conversion and access to a collection, a workshop or seminar, etc.
Owner of collection
The proprietor/possessor/title holder of the collection(s) related to the project for which funding is being requested.
A documentary heritage organization that meets eligibility criteria, and that agrees to pool efforts and resources with the organization applying to the Program to achieve a common objective while keeping its independence. Organizations are not recognized as partners unless they contribute directly in cash or in-kind to the accomplishment of the project.
Performance measures
Indicators that provide qualitative and/or quantitative information needed to measure the extent to which a project is achieving its intended outcomes. Qualitative data can be expressed in terms of change or comparison between two states, while quantitative indicators can be in the form of a ratio, percentage, comparison or figure.
Privately funded organization
An organization that receives 50% or more of its annual operating funding from private sector funds, such as private donations. While financial support can be received from any level of government, this should not be a regular source of revenue or used for operational purposes.
Professional associations
Incorporated bodies that represent the interests of archivists, librarians, historians, authors or information managers and/or that are dedicated to their professional development.
A set of activities or functions that a recipient proposes to undertake with the financial assistance provided by a department. A project has a clear start and end date, occurs within a reasonable period of time, and demonstrates measurable outputs and outcomes.
Publicly funded organization
An organization that automatically receives more than 50% of its annual operating funding from government (be it at the municipal, provincial or federal level) without making a request.
An organization that receives financial assistance.
Stacking limit
The maximum level of total Canadian government funding authorized by the terms and conditions for a transfer payment program for any one activity, initiative or project of a recipient.
Strategic plan
A written document that clearly describes an organization’s mandate, its short-, mid- and long-term goals or objectives, and priority actions to take. A strategic plan includes a time frame for its execution and identifies the part of the organization or the outside agent that will take responsibility for completing the actions necessary to realize the goals and objectives.
Third Party
An eligible organization that receives funding from a recipient for undertaking a specific role or service in a project.
Travelling exhibition
Type of exhibition that is available for circulation to one or more venues in addition to the premises of the organizing archive/library.

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