Library and Archives Canada - Sources of Federal Government and Employee Information 2018 (Info Source)

Table of contents

 

1. Legend

List of all of the abbreviations for all the terms used throughout the document

ATIP:
Access to Information and Privacy
CIP:
Cataloguing in Publication
CONSER:
Cooperative Online Serials
CoRs:
Classes of Records
CRA:
Canada Revenue Agency
DAs:
Disposition Authorizations
DND:
Department of National Defence
GC:
Government of Canada
IM:
Information Management
LAC:
Library and Archives Canada
OCLC:
Online Computer Library Center
PIAs:
Privacy Impact Assessments
PIBs:
Personal Information Banks
PRI:
Personal Record Identifier
PSPC:
Public Services and Procurement Canada
RCN:
Royal Canadian Navy
RDACS:
Records Disposition Authorities Control System
SIN:
Social Insurance Number
TBS:
Treasury Board of Canada Secretariat
VAC:
Veterans Affairs Canada

 

2. General Information

Introduction to Info Source

Info Source: Sources of Federal Government and Employee Information provides information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and the Privacy Act. It provides individuals and employees of the government (current and former) with relevant information to access personal information about themselves held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.

The Introduction and an index of institutions subject to the Access to Information Act and the Privacy Act are available centrally.

The Access to Information Act and the Privacy Act assign overall responsibility to the President of Treasury Board (as the designated Minister) for the government-wide administration of the legislation.

Background

Founded in 1872 as a division within the Department of Agriculture, The Dominion Archives was transformed into the autonomous Public Archives of Canada in 1912 and renamed the National Archives of Canada in 1987.

The Library and Archives of Canada Act established Library and Archives Canada (LAC) on April 22, 2004. A subsequent Order-in-Council dated May 21, 2004 united the collections, services and personnel of the National Archives of Canada and the National Library of Canada (founded in 1953).

Since inception, LAC has reported to Parliament through the Minister of Canadian Heritage.

Responsibilities

LAC is a federal institution tasked with acquiring, preserving and making Canada’s documentary heritage accessible and combines the holdings, services and staff of both the former National Library of Canada and the National Archives of Canada. For information on LAC’s responsibilities please consult:

Our Mandate

Program Responsibilities

LAC’s programs align with the Government of Canada’s Spending and Outcome Areas in the areas of Government and Social Affairs. The strategic outcomes of LAC’s programs are that: Government information is managed to support government accountability for “a transparent, accountable and responsive federal government” (Government Affairs) and Canada’s documentary heritage is preserved and accessible to current and future generations for “a vibrant Canadian culture and heritage” (Social Affairs).

LAC’s Strategic Policies

LAC uses evidence-based research and policies and makes strategic decisions to deliver its mandate to Canadians in an accountable and transparent manner. LAC’s strategic policy suites ensure consistency and coherence among different parts of the institution and alignment with relevant Government of Canada policies and priorities.

All LAC staff are involved in policy development. Strategic direction is provided by senior management who approve strategic policy frameworks (broad principles) and related policies (requirements and responsibilities). Operational areas implement these policies. LAC’s strategic policy suites are periodically reviewed.

For more information on LAC’s major policies please consult:

LAC Strategic Policy Suites

How to Read Info Source

This section defines the components of Info Source to assist members of the public, Government Institutions, and current and future employees to determine which resources are located within each of Library and Archives of Canada’s information holdings.

Program

A program is a group of related resource inputs and activities that LAC directs to fulfill specific areas of its mandate. These programs align with the strategic outcomes described in the Government of Canada’s Spending and Outcome Areas.

Sub-Program

Each program is further divided into sub-programs. At LAC, the sub-program level is accountable for the records found in its Classes of Records (CoRs).

Class of Records (CoRs)

A Class of Records (CoR) describes the records created, collected and maintained by LAC as evidence of and information about a particular institutional program or activity. These records are subject to requests under the Access to Information Act. If these records contain personal information, the CoR will have a personal information bank associated with it.

Personal Information Banks (PIBs)

Personal Information Banks (PIBs) describe the personal information collected, used and maintained by government institutions in support of specific programs and activities. The Privacy Act requires that a government institution maintain PIBs to describe all personal information that has been or is being used for administrative purposes and/ or is organized and retrievable by a person’s name or by an identifying number, symbol or other particular assigned only to that person. Please see the Treasury Board Secretariat’s (TBS) Glossary of Terms on Access to Information and Privacy for more information about PIBs.

As the government institution responsible for collecting and preserving Canada’s documentary heritage, LAC maintains PIBs relating to the personnel files of members of the Canadian Forces and former federal employees in addition to PIBs relating to its own institutional functions, programs and activities in accordance with the Library and Archives of Canada Act.

 

3. Institutional Functions, Programs and Activities

Government information is managed to support government accountability

LAC facilitates the management of information within federal institutions by evaluating information resources, issuing records disposition authorities and developing tools, guides and guidelines that support the implementation of sound recordkeeping practices. Furthermore, LAC provides input on information management policy by participating in many intergovernmental committees.

Development of Disposition Authorities

To enable effective recordkeeping within federal institutions, LAC issues disposition authorizations. These authorizations specify the records that must be transferred to LAC at the end of their active use based on their historical importance. Other records, such as transitory records and records that do not have enduring business value, are disposed of by the creating institution at the end of their retention period.

Disposition Authorizations

Description:
Contains records used by the Librarian and Archivist of Canada to enable government institutions to dispose of records that no longer have operational utility, either by permitting their destruction, by requiring their transfer to LAC or by agreeing to their alienation from the control of the Government of Canada. There are three disposition methods: destroying the records (at the discretion of the institutions); transferring historical records to the control of LAC; or removing records from the control of the Government of Canada, e.g., transferring them to a special operating agency or another level of government.

Document Types:
Disposition Authorizations and associated appendices, briefing notes, appraisal reports, validation reports and application guides; guidelines and procedures related to the management of information and to the disposition program; and documents related to liaison with Government of Canada institutions subject to the Library and Archives of Canada Act.

Record Number: LAC CMGI 100

Records Disposition Authorities Control System (RDACS)

Description:
An information system that contains summary descriptions of Disposition Authorizations (DAs) granted by the Librarian and Archivist of Canada to federal institutions, as well as copies of relevant documentation. It includes descriptions of more than 2,200 authorizations. RDACS is available to federal institutions.

Document Types:
Correspondence, decision records, disposition authorizations, evaluations, legislation, plans, reports, statistics, terms and conditions, and schedules.

Record Number: LAC CMGI 350

Collaboration in the management of government records

In collaboration with central agencies, federal departments and agencies, and other stakeholders, LAC plays a lead role in developing standards, tools and best practices for information management and recordkeeping.

Advice and Guidance

Description:
LAC provides support and advice on information management to Government of Canada institutions through the creation of tools, guidelines, and policies.

Document Types:
Tools, guidelines, policies, briefing notes, plans, presentations, research reports, directives.

Record Number: LAC CMHI 185

Federal Libraries Coordination Secretariat (Formerly the Council of Federal Libraries Secretariat)

Description:
Information on meetings, workshops, projects, publications of the former Federal Library Consortium (disbanded along with the Council of Federal Libraries in 2015), the Federal Libraries Coordination Secretariat's related committees and working groups, and other activities related to its function of assisting the Librarian and Archivist of Canada in coordinating federal library services.

Document Types:
Meeting notes about advisory committees and working groups; workshop notes on management topics, such as copyright; a list of fees for services; elections of steering committee members; publishing plans and publications information series packages; newsletters; annual reports; list of Web and GCPedia sites; and electronic discussion list.

Record Number: LAC CMHI 010

Government of Canada Information Management Symposium

Description:
Records related to the planning and implementation of symposia and fora on recordkeeping for the information management community in the Government of Canada.

Document Types:
Conference materials including planning and logistics, invitations, registration forms, lists of attendees, contracts, Memoranda of Understanding, presentations, speaking notes, locations, dates, expenses, evaluation forms, event protocols, frequently asked questions, reports, and statistics.

Record Number: LAC CMGI 200

Liaison Centre

Description:
Records related to answers provided to requests for information received from federal institutions and to the logistics of learning and awareness activities offered to government institutions and agencies.

Document Types:
Questions from clients and responses provided, maintained in the Query Management System database. Information may include names, addresses, and telephone numbers.

Record Number: LAC CMGI 300

Participation in National and International Organizations related to Information Management

Description:
Information relating to participation of LAC in national and international organizations, such as the International Organization for Standardization, the Federal-Provincial-Territorial Recordkeeping Council, and the International Council on Archives.

Document Types:
Correspondence, agendas, minutes, policies, standards, reports.

Record Number: LAC CMGI 400

Canada’s documentary heritage is preserved and accessible to current and future generations

LAC preserves documentary heritage for current and future generations, as mandated in the Library and Archives of Canada Act. Documentary heritage includes a variety of media and formats. The institution uses state-of-the-art techniques and infrastructure to preserve and restore collection materials, and to provide optimal conditions for long-term preservation. LAC also builds its capacity and expertise to preserve information digitally, to ensure the enduring availability of digital records.

LAC provides access to this documentary heritage, while respecting legal, policy and contractual obligations. This includes access to government records and the personnel files of members of the Canadian Forces and former federal employees in accordance with the Access to Information Act and the Privacy Act. LAC’s access services include in-person services in Ottawa, Halifax, Winnipeg, and Vancouver, and distance services online, by mail, and by telephone. LAC facilitates access by developing online resources such as databases, crowdsourcing applications, collaborative digitization initiatives, and other digital content and services, as well as delivering contextual information through platforms such as the LAC Blog. LAC also provides access to documentary heritage through public exhibitions, and through loans to other memory institutions such as museums and galleries.

Acquisition and processing of documentary heritage

This program includes all activities undertaken to identify, evaluate, acquire and process Canada's documentary heritage for current and future generations.

LAC's collection consists of published and unpublished information resources in a variety of media and formats, both analogue and digital. LAC's acquisitions are governed by legislation in the following ways:

LAC also acquires records of historical value created by individuals, non-governmental organizations and the private sector, to constitute a collection that is representative of Canadian society.

Processing includes appraisal to support selection, arrangement, description and contextualization of documentary heritage. This process encompasses the activities by which the acquired documents are described, organized, and indexed. It results in databases, catalogue indexes and other tools that help users locate LAC holdings.

Acquisitions

Description:
Includes records related to the acquisition (by legal deposit, purchase, or gift) of Canadian and non-Canadian publications in all formats. These publications are added to the national collection. Records include information related to descriptions of publications; information on suppliers, authors, publishers, etc.; and are created, stored, and managed on the AMICUS/OCLC library system in the acquisition module.

Document Types: 
Machine-readable records related to the bibliographic information, ordering, invoicing, and receipt of materials; committee records (agendas, minutes of meetings, records of decision); correspondence; acquisition criteria and agreements; statistical reports; program plans and evaluations; contracts; lesson plans and supporting documentation; research files; inventories; electronic publishing documentation; communication plans; etc.

Record Number: LAC DHC 030

Note:
LAC is currently working to replace AMICUS with OCLC (Online Computer Library Center), as AMICUS is now 20 years old. Holdings in AMICUS have not been updated since 2017, and the discovery of holdings of libraries across Canada can now be done through OCLC. For more information, please visit:

Gifts and Major Acquisitions Database

Description: 
Contains current and retrospective (to 1975) information about major acquisitions of published materials bought and gifts received by LAC. Information includes the name and contact information (telephone number, email, and address) of individuals and organizations. The database is organized by fiscal year, then by a sequential number for each gift. Each entry includes a brief description of the gift, its nature/type, its monetary value and actions taken.

Class of Individuals: 
Donors to LAC

Purpose: 
The database provides LAC staff with information about donors, gifts, and monetary values to evaluate and manage future gifts and to respond to questions from the Canada Revenue Agency (CRA).

Consistent Uses: 
To produce statistics on gifts.

Retention and Disposal Standards: 
Information on gifts is retained for the period equivalent to the life of the gift. Under review.

DA Number: 2015/007

Related Record Number: LAC DHC 030

TBS Registration: 004478

Bank Number: LAC PPU 060

Notes:
Gift agreements are sent to the CRA for taxation purposes. These specify the nature of the gift, its monetary value, and donor contact and identification information.

AMICUS/OCLC

Description: 
Contains all records related to the addition and maintenance of description information in AMICUS, which is a free online catalogue listing the holdings of libraries across Canada. AMICUS shows the published materials held at LAC, as well as those located in over 600 libraries across Canada. AMICUS contains over 38 million records describing books, magazines, newspapers, government documents, theses, sound recordings, maps, electronic texts, as well as items in Braille and large print. AMICUS can generate extracts for specific interests such as Canadiana (the national bibliography), and CONSER (Cooperative Online Serials).

Document Types: 
Database records, committee minutes, committee records of decision, correspondence, memoranda, policies and procedures, statistical reports, briefing notes, project documentation (such as project plans, charters, etc.)

Record Number: LAC ITB 010

Note:
LAC is currently working to replace AMICUS with OCLC, as AMICUS is now 20 years old. Holdings in AMICUS have not been updated since 2017, and the discovery of holdings of libraries across Canada can now be done through OCLC. For more information, please visit:

Canadian Digital Information Strategy

Description: 
Includes records resulting from a series of discussions held from 2005 to 2008, when LAC facilitated discussions on behalf of more than 200 stakeholder organizations from the private, public, and academic sectors involved in the creation, preservation and dissemination of digital information in Canada. Consultations culminated in a National Summit in 2006, at which broad consensus on the elements of a national digital information strategy emerged. Responsibility was conferred on LAC by Summit participants to prepare a final report. The development of the final report will continue to form the basis for the direction of LAC's digital strategies within its legislated mandate.

Document Types: 
A final report entitled "Canadian Digital Information Strategy: Final Report of Consultations with Stakeholder Communities 2005-2008."

Record Number: LAC DHC 036

Canadian Theses

Description: 
Includes records related to the management and administration of the Theses Canada program, which acquires approved theses and dissertations from Canadian universities. Access to metadata and theses is available on the Theses Canada Portal, a sub-site of the LAC website. The Portal includes content about the program and a search interface to locate bibliographic records for theses and dissertations, access electronic theses online and request hardcopies through interlibrary loan.

Document Types: 
Theses and dissertations; advisory committee records (program updates, agendas, minutes); annual work plans; articles; presentations; briefing notes; budgets; client inquiries; contact information; contracts; copyright; development of the Theses Canada Portal (systems and content); financial records (invoices, invoice ledgers); inventories; legal issues; memberships; metadata; preservation master microfiche acquisition and storage; procedures; service issues with contractor; statistical reports; surveys; theses digitization; Theses licenses; travel plans; and university correspondence.

Record Number: LAC DHC 110

Cataloguing in Publication

Description: 
Records generated from the Cataloguing in Publication (CIP) program, which catalogues Canadian books prior to publication. This cataloguing information is printed in the book at the time of publication. The CIP data gathered through the program are made available.

Document Types: 
Completed CIP application forms, statistics, contracts, communication documents, minutes, records of decision, memoranda, policies and procedures, briefing notes, and project documentation.

Record Number: LAC DHC 040

Digital Legal Deposit

Description:
Includes records related to the management and administration of the digital component of the Legal Deposit program, which acquires electronic publications (e.g. books, reports, periodicals, etc.) from the federal government and other Canadian publishers (commercial, universities, associations, self-publishers). Digital publications are searchable through LAC’s catalogue. Access for digital titles is either open or restricted.

Document Types:
Online publications (e.g., bulletins, journals, books); and administrative records including annual work plans, client inquiries, correspondence, supplier lists, policies, procedures, and statistical reports.

Record Number: LAC DHC 021

Government Records

Description: 
Records related to the acquisition and management of archival federal government records transferred to LAC.

Document Types: 
Records related to training and guidance, internal research studies, and project reports. Documentation on the development of methodology, policies, tools and instruments for disposition, arrangement, description of records and archival appraisal; documentation containing the analysis and rationale supporting the removal of Government of Canada records from LAC holdings; proceedings of committees and working groups.

Record Number: LAC CMHI 011

International Organization for Standardization

Description: 
Information on the work of various committees and subcommittees of the International Organization for Standardization (ISO) regarding documentation and related standards. LAC hosts the national mirror committees for ISO TC46, TC46/SC4, TC46/SC8, TC46/SC9, and TC46/SC11.

Document Types: 
Reports from technical committees and working groups concerned with standards for information and documentation (ISO/TC46 and its subcommittees)

Record Number: LAC DHC 130

International Standard Numbering Programs

Description: 
Records related to the assignment of International Standard Book Numbers (ISBNs) and International Standard Music Numbers (ISMNs) to publishers; and the assignment of International Standard Serial Numbers (ISSNs) to individual serial publications.

Document Types: 
Database entries, minutes, records of decision, correspondence, memoranda, policies, standards and procedures, statistical reports, briefing notes, and project documentation.

Record Number: LAC DHC 065

National and International Bibliographic Projects

Description: 
Information on participation in national and international co-operative projects designed to foster the sharing of bibliographic information.

Document Types: 
Reports, correspondence, memoranda, briefing notes, minutes and records of decisions

Record Number: LAC DHC 235

Other Documentary Material

Description: 
Includes records related to the acquisition, organization and description of a national collection reflecting the political, social, economic, and cultural fields in Canada. Records include information related to private archival records and special collections, such as literary manuscripts; children's literature; rare books; music; moving images and sound recordings; art and photography; science and technology; labour, economic, and political records; records of Governors General, judges of the Supreme Court, the Federal Court and its predecessor courts; senior public servants (including diplomats and senior military officers); and ministerial records (including records of Canada's Prime Ministers, Cabinet Ministers, Members of Parliament, Senators and national political parties. Also included are records related to accessioning, intellectual arrangement, description, the creation of finding aids, the preparation of user guides, terms and conditions for transfer, purchases and donations, appraisals of collections, loans, quality assurance, and the creation and maintenance of databases and other electronic systems for managing the collections.

Document Types: 
Transfer agreements, inventories, finding aids, memoranda of understanding, accessions records, archival appraisals and supporting documentation, evaluation reports, etc.

Record Number: LAC DHC 114

Acquisition Records

Description: 
Includes records related to research on potential archival acquisitions and correspondence with potential sources.

Class of Individuals: 
Individuals who have corresponded with LAC concerning potential acquisitions.

Purpose: 
To develop acquisition priorities and values, to authenticate acquisitions, and to trace archival collections.

Consistent Uses: 
The information is used to document provenance of archival donations and transfer of legal ownership of archival collections, to establish authority for restrictions on public use and copyright protection of donations, and to identify long-term trends in purchase prices of documentary material and document.

Retention and Disposal Standards: 
LAC will retain permanently this information for archival purposes.

DA Number: 
2015/007

Related Record Number: LAC DHC 114

TBS Registration: 000549

Bank Number: LAC PPU 025

Resource Description and Access (RDA) (formerly Anglo-American Cataloguing Rules (AACR))

Description: 
Information on the development and revision of the Resource Description and Access (RDA) and the work of the Joint Steering Committee (JSC) for Revision of the RDA.

Document Types: 
RDA 1st edition; RDA 2nd edition; JSC meetings; and amendments to the RDA

Record Number: LAC DHC 060

Notes:
In 2012, LAC implemented the descriptive standard under RDA, which is an online web service. The Standards and Systems office generates documents in support of the development and maintenance of RDA.

Web Archiving Program and the Government of Canada Web Archive

Description: 
Information and records on web harvested and archived holdings of Canadian web resources from 2005 onward to ensure their preservation for future use and research.

Document Types: 
Database containing web archival collections, data and metadata. Index of websites of all departments, agencies, and commissions of the Government of Canada, and administrative records including policies, procedures and statistical reports.

Record Number: LAC DHC 041

Notes:
More information about the preservation activities of this program can be found in Program 2.2: Preservation.

Preservation of documentary heritage

LAC manages a vast collection of materials in a wide range of formats, both digital and analogue, to ensure their long-term preservation and accessibility for the benefit of all Canadians. Traditional and cutting-edge archival and preservation techniques ensure the long-term preservation of relevant materials in both analogue and digital formats. The preservation of these materials includes all management activities and strategies aimed at ensuring the integrity, authenticity, and short- and long-term availability of Canada’s documentary heritage.

There are various types of preservation activities for analogue materials: those related to the physical management of the collection, such as storage; those involving conservation, which include preventing documents from deteriorating and repairing already damaged documents; and those associated with reproduction and the making of replacement copies, which ensure the preservation and availability of documents that would otherwise be too fragile to access. On the digital side, digital documentary heritage is stored on stable preservation media and are monitored for obsolescence and deterioration.  When required, old media and formats are migrated to newer, more modern media and formats.  Digital documentary heritage is also subject to LAC’s Strategy for a Digital Preservation Program, which will put it in place the required technology, budget, organizational structure, policies and procedures required for a trusted digital repository.  In addition, LAC contributes to the digital preservation of the Canadian Web by harvesting web resources through the LAC Web Archiving Program and making them available via the Government of Canada Web Archive (GCWA).

Collections Management

Holdings management aims to ensure that the LAC collection is safe, secure and well-preserved at all times and in all places (e.g., while materials are consulted by clients, being copied, are on loan or exhibit or during disaster recovery). It involves the development and implementation of plans, policies, standards and guidelines on the proper storage conditions for analogue and digital documents; assessments of new holdings management technologies; surveys to assess the physical condition of the collection; and long-term and short-term plans and procedures for conservation treatment, copying and housing. Preventive preservation activities include active programs in pest management, containerization, and care and handling.

Conservation Treatment

Conservation treatment activities use stabilization and treatment techniques to slow down or prevent the deterioration of documents and to repair damage already done to documents, thereby permitting their continued availability for use. Treatments performed on documents vary from minimal interventions (intended to make as many items available for consultation as possible) to more extensive treatments when an item is intended to be used for exhibition, publication or other special use. Activities range from the physical examination of new acquisitions to detailed treatments on single items such as cleaning, consolidation, stain removal and repair. Preservation treatment is supported by media-specific laboratories, which treat both archival and published collections such as moving image and audio, books, manuscripts, maps, philately, documentary art and photography.

Preservation Copying

Preservation copying is the reproduction of an original from LAC’s collection of documentary heritage. This copy serves as a permanent replacement for a deteriorated, unstable, fragile or obsolete original, or is used for service in lieu of rare or vulnerable items that might be subject to loss or damage due to their medium, format or value. Preservation copying also includes the transfer and refreshment of audio, video, film and electronic files to new carriers, often to manage technological obsolescence. The goal of preservation copying is to transfer information as faithfully as possible, ensuring an accurate rendition of the original. Preservation copying activities are performed through a variety of analog or digital means.

Audio-Visual and Motion Picture Film Copying

Description: 
Information on the preservation of audio-visual and motion picture film holdings to ensure their preservation for future use and research.

Document Types: 
Policy documents, strategy documents, and work order documentation

Record Number: LAC DHC 300

Conservation

Description: 
Information on the conservation treatment of documentary heritage to ensure its preservation for future use and research.

Document Types: 
Policy documents, work order documentation, condition reports, treatment reports, and photographic images.

Record Number: LAC DHC 320

Conservation Training Internship Participant Records

Description: 
This bank describes information related to individuals who have corresponded about participating in conservation training internships at LAC. Personal information in the correspondence may include the potential participant's name; contact information; citizenship; student status; occupation; areas of interest in internships; previous experience in conservation; how the internship will further his or her studies and career plan; letters of reference from current supervisors or professors, along with opinions on his or her abilities and personal suitability, and the training evaluators' opinions about his or her performance.

Class of Individuals: 
Students; federal, provincial and municipal government employees; and the employee's supervisor or professor and evaluators

Purpose: 
Personal information is used to evaluate applications and to administer internships. Personal information is collected pursuant to the Library and Archives of Canada Act.

Consistent Uses: 
There are no consistent uses.

Retention and Disposal Standards: 
Records are retained for five years after completion of the internship and are then destroyed.

DA Number: 2015/007

Related Record Number: LAC DHC 320

TBS Registration: 002339

Bank Number: LAC PPU 060

Notes:
Individuals requesting information described by this bank must provide the individual's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), their contact information and signature. Bank formerly called Conservation Training-LAC PPU 060.

Digital Preservation

Description:
Includes records and metadata related to the preservation of and access to LAC’s digital holdings, for published and archival collections that are born-digital or digitized. Preservation, technical, and descriptive metadata are recorded in a digital repository database and used to support the digital preservation function.  Documents related to the advancement of digital preservation towards the status of a trusted digital repository are also included. This activity is to support LAC’s mandate to preserve and provide access to Canada’s documentary heritage.

Document Types:
Database containing metadata describing the holdings stored in LAC’s preservation vaults, as well as access copies. Policies, procedures, statistical reports, presentations, strategies, project management documents, systems development documents, reports and analyses.

Record Number: LAC DHC 315

Digitization

Description:
Includes records and information related to the effort made in digitizing all media types of analog material to digital form. The activity is to ensure the preservation of LAC’s collection of documentary heritage for future use and to enable enhanced access to LAC holdings.

Document Types:
Policy documents, strategy documents, and work order documentation

Record Number: LAC DHC 310

Environmental Monitoring

Description: 
Temperature and relative humidity data collected by Smart Reader data loggers (monitors), which are placed in collection storage areas and exhibit cases, as required. When a monitor is removed, data is transferred to hard disc for analysis. Raw data is not typically retained once graphed and analyzed.

Document Types: 
 Raw data, graphs, and short summary reports

Record Number: LAC DHC 225

Holdings Monitoring

Description: 
Information on the condition of the collection, treatment plans, treatment requirements, and surveys.

Document Types: 
Databases, spreadsheets, and reports

Record Number: LAC DHC 340

Pest Monitoring

Description: 
To provide passive pest control, reduce or eliminate the use of chemicals, and introduce control methods, such as adhesive pest monitors and catchall traps (rodents) in all collection areas as well as building entry points. Pest monitors are checked monthly; data is kept electronically and checked periodically against stored data to establish patterns and to indicate potential problem areas.

Document Types: 
Spreadsheets

Record Number: LAC DHC 031

Access to documentary heritage

This program provides access to LAC collection materials through reference and related services, the Access to Information and Privacy (ATIP) process, public exhibits, the provision of online tools, and the support of other documentary heritage institutions in Canada.

LAC supports access to its collections with in-person services offered in Ottawa, Halifax, Winnipeg, and Vancouver, and distance services offered online, by mail, and by telephone. Reference and genealogy services respond to client research queries, and orientation and consultation services support in-person access to materials and reprography requests.

This program supports online access to LAC collections through the development of digital tools and services such as online databases, crowdsourcing applications, collaborative digitization initiatives, and other digital content and services, as well as delivering contextual information through platforms such as the LAC Blog.

In-person access is augmented by the development and management of public exhibitions and loans to other memory institutions such as museums and galleries. These program areas also involve rights management services that facilitate access to materials in the LAC collection as specified under the Copyright Act and the Trade-marks Act.

In addition, LAC’s ATIP and Personnel Records Team facilitates access to Government of Canada archival records and the personnel records of former Canadian Forces members and employees of the federal public service as specified under the Access to Information Act and the Privacy Act (for more information about ATIP, see Information Management Services).

Lastly, this program also includes the Documentary Heritage Communities Program, which provides financial contributions to promote Canada's local documentary heritage institutions, to facilitate access to their collections, and to increase their capacity by preserving them in a sustainable way.

Loans for Exhibition

Description:
Includes information and records created to support the loan of documentary heritage for public exhibition at national and international museums, galleries, and other memory institutions.

Document Types:
Policies and procedures, loan agreements, administrative materials, condition reports, insurance, facilities reports, and publications.

Record Number: LAC DHC 330

NAVIS and Loans to Other Institutions

Description:
NAVIS is a module of LAC’s AMICUS database system, used to manage interlibrary loan (ILL) operations until 2012. The ILL program was followed in 2013 by a new service, Loans to Other Institutions, with records maintained in LAC’s SharePoint system. Information and records include loan requests received by LAC, and ILL policy information used by Canadian libraries.

Document Types:
Interlibrary loan requests, correspondence, statistics, policies

Record Number: LAC PS 090

Client Information (Interlibrary Loans)

Description:
This bank describes information related to libraries that participate in interlibrary loans. Personal information includes the employee's name, contact information, user name and password.

Class of Individuals:
Library employees

Purpose of Collection:
Personal information is used to establish and maintain a directory of Canadian libraries for interlibrary loans and to follow-up on requests.

Consistent Uses:
Information is published on the Internet

Retention and Disposition Standards:
Under development

DA Number: 2015/007

Related Record Number: LAC PS 090

TBS Registration Number: 20091701

Bank Number: LAC PPU 040

Reference and Related Services

Description:
Includes information and records created, collected, and maintained to support public access to documentary heritage collections held by LAC through the provision of general reference services, genealogical services, and related information transactions conducted at LAC’s national locations. Records relate to client inquiries made in person, by telephone, by mail or by electronic means such as web forms and email. May include information resources created to support autonomous research on Indigenous, ethno-cultural, or general subjects, including databases, bibliographies, research aids, and thematic guides.

Document Types:
Forms including user agreements, registration, reprography and client requests; logs, data and statistical records; reports generated by data management systems; correspondence; agendas, minutes and other meeting documents; procedures, guidelines, manuals and service standards; presentations; documents to support public tours and workshops.

Record Number: LAC PS 013

Client and Reference Services to the Public

Description:
This bank describes information that relates to individuals who use or seek access to the LAC research facilities, collections and services for research, reference, genealogical, or other inquiries in person, by telephone, by mail or by electronic means such as web forms and email. Personal information may include name, contact information, language preference, biographical information, employee personnel information, user card information such as bar code number and expiry date, education-related information such as school and program, research interests, and banking or credit card information for copy purchases. Depending on the nature of the research or inquiry, it may also include other personal information about the individual, and about other individuals who are the subjects of inquiry or who are mentioned in it.

Notes:
Information related to the provision of client and reference services to the public may be stored in the following LAC systems: Query Management System (QMS) and the Contact Information Management System (CIMS).

Class of Individuals:
Individuals using or seeking to use LAC’s research facilities, collections and services, including those who register for on-site use; also individuals who are the subjects of reference queries or who are mentioned in them, particularly genealogical research inquiries.

Purpose of Collection
Personal information is collected pursuant to Library and Archives of Canada Act. It is used to administer LAC programs and activities that provide public access to information and collections through research and consultation services. It is also used to manage user accounts and to issue user cards.

Consistent Uses:
Information may be used and disclosed for analysis, evaluation and reporting purposes. The results of these activities are no disclosed in a manner that would identify individuals.

Retention and Disposition Standards: 4 Years

Disposition Authority Number: 2015/007

Related Record Number: LAC PS 013

Bank Number: LAC PPU 011

TBS Registration Number: 20110255

Symbols and Interlibrary Loan Policies in Canada

Description:
LAC maintains the Directory of Library Symbols and Interlibrary Loan Policies in Canada. The Directory includes names of Canadian institutions, postal addresses, telephone numbers, fax numbers, email addresses, and other information to support Interlibrary Loan activities.

Document Types:
Correspondence, directory data, and policy documentation.

Record Number: LAC PS 170

Military and Civilian Personnel Records

The following Classes of Records and Personal Information Banks describe the personnel files of members of the Canadian Forces and former Government of Canada employees held in LAC’s collection. Access to these records is facilitated by LAC’s Access to Information, Privacy and Personnel Records team, pursuant to the Access to Information Act and the Privacy Act.

Information Transferred to the Legal Control of LAC Pursuant to Order-in-Council 1971-1989

Description: 
Information of the War Service Records Division used in support of managing former military personnel was transferred to LAC (formerly the Public Archives of Canada) where it became part of Military Personnel Records under the jurisdiction of the Librarian and Archivist of Canada. The transfer ensured all service records of former members of the Canadian Forces were under a single authority. This Class of Records also includes records of former civilian employees of the Government of Canada.

Document Types:
Personnel files

Record Number: LAC CMHI 155

Army Reserve Force Pay Sheets

Description: 
This bank describes information related to pay records of Army Reserve Force personnel created from 1948 to 1979 by the Department of National Defence (DND). Personal information may include the service member's name, service numbers or Social Insurance Number (SIN), date of birth, and pay entitlements.

Class of Individuals: Former Army Reserve Force personnel

Purpose: 
Personal information was transferred to the legal control of LAC pursuant to Order-in-Council 1971-1989. This bank is used as a reference source of information about former military members' service to support post-service programs and benefits administered by Veterans Affairs Canada (VAC) and DND. The SIN may be used in retrieving information for DND and VAC when it is the only identifier available for former Army Reserve Force personnel.

Consistent Uses: 
The information may be shared with current authorized personnel of DND. Refer to Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824 for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC. Refer to Financial Benefits-VAC PPU 510 and Pensions and Compensation-VAC PPU 055 for administering post-release services and benefits to former Canadian Forces members.

Retention and Disposal Standards: 
Records are retained for 54 years from the date of creation and are preserved permanently by LAC for archival purposes.

DA Number: 2018/009

Related Record Number: LAC CMHI 155, LAC CMHI 170

TBS Registration: 000567

Bank Number: LAC PPU 715

Notes:
Individuals requesting information described by this bank must provide the service person’s full given name(s) or initials and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable); and period of service.

Individuals must also provide their contact information and signature. Bank formerly called Army Reserve Force Pay Sheets-LAC PPE 715.
Army Unit Pay lists

Description: 
This bank describes information related to records of army personnel created from 1919 to 1954 by DND. Personal information may include the service member's name, date of birth, service numbers and pay entitlements.

Class of Individuals: 
Former army personnel

Purpose: 
The information is used as a reference source of additional information that may be missing or not contained in the former service person's military personnel records. Personal information was transferred to the legal control of LAC pursuant to Order-in-Council 1971-1989.

Consistent Uses: 
There are no consistent uses.

Retention and Disposal Standards: 
Records are retained for 54 years from the date of creation and are preserved permanently for archival purposes. Information in the electronic system used to control and monitor the location and use of the records noted above is retained indefinitely.

DA Number:  2018/009

Related Record Number: LAC CMHI 155, LAC CMHI 170

TBS Registration: 20091661

Bank Number: LAC PPU 727

Notes:
Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number, and period of service. Individuals must also provide their contact information and signature.

Auxiliary Services Record - World War II

Description: 
This bank describes limited personal information and service details, such as the person's employment data, length and type of service, etc. Individuals seeking access to these records should provide their full given names and surname, date of birth, and the unit they served with. Firefighters should also provide their service number.

Class of Individuals: 
Second World War Auxiliary Services personnel, including firefighters, Red Cross workers, special operators, war correspondents and voluntary aid detachment personnel.

Purpose: 
To verify terms and periods of service and determine eligibility for benefits and services

Consistent Uses:
This bank is used by employees of the federal government for administrative actions on archival records.

Retention and Disposal Standards: 
Records are retained until the individual reaches 90 years of age, then they are preserved by LAC for archival purposes.

DA Number:  2018/009

Related Record Number: LAC CMHI 155

TBS Registration: 000562

Bank Number: LAC PPE 710

Collective Medical Records

Description: 
This bank describes information related to individuals in medical facilities compiled by DND. Records include primarily hospital admissions; however, other records may include discharge books, unit medical inspection room books and treatment books that were maintained by the various Canadian hospitals and other medical facilities by the various Canadian Armed Forces (CAF). Personal information may include the person's name, service number(s) (if applicable) or SIN (if applicable), the nature of the illnesses/diagnoses, clinical comments and opinions, wounds suffered and prescribed treatments.

Class of Individuals: 
Former personnel of the Canadian Active, Regular and Reserve Forces, their dependents and civilians

Purpose: 
Personal information is used as a reference source of medical treatment received at a military medical facility. Personal information is transferred to the legal control of LAC pursuant to Order-in-Council 1971-1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former Army Reserve Force personnel of the Canadian Active, Regular and Reserve Forces.

Consistent Uses:
The information may be shared with current authorized personnel of DND. Refer to Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824 for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of Veterans Affairs Canada refer to Agent Orange ex-gratia Payment-VAC PPU 200, Assistance Fund-VAC PPU 045, Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005, Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560, Financial Benefits-VAC PPU 510, Health Benefits Program/Public Service Health Care Plan-VAC PPU 520, Health Care Programs (Non-Pension Related)-VAC PPU 020, Immediate Post-Discharge Benefits-VAC PPU 015, Job Placement Assistance-VAC PPU 530, Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090, Payment of Short-Term Allowances-VAC PPU 025, Pensions and Compensation-VAC PPU 055, Rehabilitation Services and Vocational Assistance-VAC PPU 550, Residential Care-VAC PPU 016, Treatment of a Pensioned/Awarded Condition-VAC PPU 030, Veterans Independence Program-VAC PPU 056 and War Veterans Allowance-VAC PPU 040 for administering post-release services and benefits to former Canadian Forces members.

Retention and Disposal Standards: 
Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. These records from the Collective Medical Records series for the CAF cover the years 1921 to date. They consist of two different records series: the medical units’ Admissions and Discharge Records (ADRs) and the Daily Sick Parade Records (DSPRs) for all the units of the CAF.

The ADRs have a retention of 90 years after date of birth of all those mentioned in the records. After that time, ADRs retained are those documenting wartime service, immediate post-war service, and those for deployed operations. As for the DSPRs, produced as the result of a morning roll call, they also have a retention of 90 years after date of birth of all those mentioned in the records; after this time, they are disposed.

DA Number:  2018/009

Related Record Number: LAC CMHI 155, LAC CMHI 170

TBS Registration: 20091653

Bank Number: LAC PPU 017

Notes:
Individuals requesting information described by this bank must provide the person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), service number(s) (if applicable) or SIN (if applicable), the unit(s) or place of examination or name of the hospital he or she was treated in, and the period of examination. Individuals must also provide their contact information and signature (if applicable).

Daily Routine Orders

Description: 
This bank describes information related to occurrence records of former Royal Canadian Air Force (RCAF) members created by the Department of National Defence from the 1920s to 1966, and organized according to the RCAF unit issuing the order. Personal information may include the service person's name, ranks, units, service numbers, assignments, taskings, marital status, and contact information.

Class of Individuals: 
Former personnel of RCAF and other Forces (e.g., Australian and British) stationed with RCAF units, their dependents or next of kin.

Purpose: 
The information is used as a reference source of additional information that may be missing or not contained in the former service person's military personnel records, and to identify other former Forces personnel who were attached to the RCAF. Personal information was transferred to the legal control of LAC pursuant to Order-in-Council 1971-1989.

Consistent Uses:
There are no consistent uses.

Retention and Disposal Standards: 
Records are retained for 90 years from the latest date of correspondence. At the end of their retention period, some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number:  2018/009

Related Record Number: LAC CMHI 155, LAC CMHI 170

TBS Registration: 000560

Bank Number: LAC PPU 027

Notes:
Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), service number, and period of service. Individuals must also provide their contact information and signature. Bank formerly called Royal Canadian Air Force -Daily Routine Orders-LAC PPE 708.

Dental Records

Description: 
This bank describes information related to dental occurrence reports of former Canadian military service personnel compiled by the Department of National Defence (DND). Personal information may include the service person's name, date of birth, service numbers or SIN, histories, special examinations, comments, opinions, and X-rays.

Class of Individuals: 
Personnel of the Reserves, Canadian Active and Regular Forces whose years of service were from 1939 onward. Excluded from this class of individuals are those Canadian Forces members who died while serving during the Second World War.

Purpose: 
Personal information is used as a reference source of information about former military members to support post-service programs and benefits administered by Veterans Affairs Canada (VAC) and DND. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserves pursuant to Order-in-Council 1971-1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former personnel of the Reserves, Canadian Active and Regular Forces.

Consistent Uses:
The information may be shared with current authorized personnel of the DND. Refer to Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824 for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC refer to Assistance Fund-VAC PPU 045, Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005, Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560, Financial Benefits-VAC PPU 510, Health Benefits Program/Public Service Health Care Plan-VAC PPU 520, Health Care Programs (Non-Pension Related)-VAC PPU 020, Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090, Pensions and Compensation-VAC PPU 055, Rehabilitation Services and Vocational Assistance-VAC PPU 550 and Treatment of a Pensioned/Awarded Condition-VAC PPU 030 for administering post-release services and benefits to former Canadian Forces members.

Retention and Disposal Standards: 
Records of Reserve Forces personnel are retained until the service person reaches 70 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Records of Canadian service personnel who served during the Second World War, survived the war, and had no further active service after this war, are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Special Forces personnel (Korean Conflict) are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Regular Force and Class C Reserve personnel are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number:  2018/009 and 99/014

Related Record Number: LAC CMHI 155, LAC CMHI 170

TBS Registration: 001943

Bank Number: LAC PPU 721

Notes:
Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable), and period of service. Individuals must also provide their contact information and signature (if applicable). Dental X-rays may be provided only by LAC Winnipeg directly to the current dentist of the individual with the individual's (patient's) written consent. If a former military member re-engages in the Canadian Armed Forces, DND requests and receives the previous dental records. Legal control is then transferred to DND, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. Bank formerly called Dental Records-World War II, Special, Reserve and Regular Forces-LAC PPE 721.

Employee Personnel Record

Description: 
This bank describes information compiled by government institutions used in support of managing former civilian employees' employment. Personal information may include the employee's name, date of birth, dates of employment, contact information, age, gender, SIN, Personal Record Identifier (PRI), citizenship status, educational information, biographical information, and personnel information.

Class of Individuals: 
Former civilian employees of the Government of Canada, their dependents, spouses, and next of kin.

Purpose: 
Personal information is used as a reference of employment information about former Government of Canada personnel’s employment. The authority to collect personal information from personnel records stems from various authorizations issued throughout the history of the Government of Canada. Since 1988, the authority to dispose of personnel records rests with the National Archives Act, and after 2003, the Library and Archives of Canada Act. The SIN is authorized for retrieval of historical employee personnel files in instances when it is the only identifier available for former government employees. This is because the SIN was the identifier used before the conversion to an employee identification number.

Consistent Uses: 
The information may be shared with government institutions of former civilian employees of the Government of Canada and may refer to Employee Personnel Record-PSE 901.

Retention and Disposal Standards:  
Records are retained until the former employee reaches 80 years of age. Some of those records are preserved permanently for archival purposes. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number: 2015/007

Related Record Number: LAC CMHI 155, LAC CMHI 170

TBS Registration: 000554

Bank Number: LAC PCU 748

Notes:
Individuals requesting information described by this bank must provide the former employee's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, SIN (if applicable) or PRI (if applicable), former employing department, and period(s) of employment. Individuals must also provide their contact information and signature (if applicable). If a former government institution employee is re-employed with the Government of Canada, the new employing government institution requests and receives the previous employee personnel record. Legal control is transferred to that new employing government institution, with the obligation to respond to any request under the Access to Information Act or the Privacy Act. Bank formerly called Former Civilian Employees-Employee Personnel Record-LAC PCE 748.

Medical Records

Description: 
This bank describes information about individuals' medical reports compiled by DND. Personal information may include the person's name, date of birth, service numbers or SIN, history reports, special examinations, sick parade reports, tests, clinical comments and opinions.

Class of Individuals: 
Personnel of the Reserves, Canadian Active and Regular Forces whose years of service were from 1939 onward and their dependents, spouses or next of kin. Excluded from this class of individuals are those Canadian Forces members who died while serving during the Second World War.

Purpose: 
Personal information is used as a reference source of information about former military members' service to support post-service programs and benefits administered by Veterans Affairs Canada (VAC) and DND. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserves pursuant to Order-in-Council 1971-1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former personnel of the Reserves, Canadian Active and Regular Forces.

Consistent Uses:
The information may be shared with current authorized personnel of the DND. Refer to Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824 for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of Veterans Affairs Canada refer to Agent Orange ex-gratia Payment-VAC PPU 200, Assistance Fund-VAC PPU 045, Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005, Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560, Financial Benefits-VAC PPU 510, Health Benefits Program/Public Service Health Care Plan-VAC PPU 520, Health Care Programs (Non-Pension Related)-VAC PPU 020, Immediate Post-Discharge Benefits-VAC PPU, Army Reserve Force Pay Sheets Description-VAC PPU 530, Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090, Payment of Short-Term Allowances-VAC PPU 025, Pensions and Compensation-VAC PPU 055, Rehabilitation Services and Vocational Assistance-VAC PPU 550, Residential Care-VAC PPU 016, Treatment of a Pensioned/Awarded Condition-VAC PPU 030, Veterans Independence Program-VAC PPU 056 and War Veterans Allowance-VAC PPU 040 for administering post-release services and benefits to former Canadian Forces members.

Retention and Disposal Standards: 
Records of Reserve Forces personnel are retained until the service person reaches 70 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Records of Canadian service personnel who served during the Second World War, survived the war, and had no further active service after this war, are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Special Forces personnel (Korean Conflict) are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Regular Force and Class C Reserve personnel are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number:  2018/009and 99/01

Related Record Number: LAC CMHI 155, LAC CMHI 170

TBS Registration: 000569

Bank Number: LAC PPU 018

Notes:
Individuals requesting information described by this bank must provide the person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable), and period of service. Individuals must also provide their contact information and signature (if applicable). If a former military member re-engages in the CAF, DND requests and receives the previous medical records. Legal control is then transferred to DND, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. Bank formerly called Medical Records-World War II, Special, Reserve and Regular Forces-LAC PPE 717.
Medical x-rays and radiologist reports

Description: 
This bank describes information concerning individuals' medical X-rays and copies of radiologists' reports compiled by DND. Personal information may include the service person's name, date of birth, service numbers, photographic images of his or her body parts, clinical comments and opinions.

Class of Individuals:
Reserve Forces, Regular Force and Class C Reserve personnel

Purpose: 
Personal information is used as a reference source of medical diagnoses. Personal information is transferred to the legal control of LAC pursuant to Order-in-Council 1971-1989.

Consistent Uses: 
The information may be disclosed by the LAC Winnipeg Service Centre directly to the current doctor of the individual with the individual's (patient's) written consent.

Retention and Disposal Standards: 
Records are retained for 10 years following receipt at LAC Winnipeg, and then destroyed, provided no administrative action has been taken within the last two years of the retention period. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed.

DA Number: 89/026

Related Record Number: LAC CMHI 155, LAC CMHI 170

TBS Registration: 20091700

Bank Number: LAC PPU 722

Notes:
Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number and date(s) of x-ray(s).

Microfiche Personal File

Description: 
This bank describes information about individuals compiled by DND. Personal information may include the person's name, service numbers or SIN, marital status, medical information, release items and biographical information.

Class of Individuals: 
Former Regular and Reserve Forces personnel, their dependents, spouses or next of kin

Purpose: 
Personal information is used as a reference source of additional information that may not be contained in the former service person's military personnel records. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserves pursuant to Order-in-Council 1971-1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former personnel of Regular and Reserve Forces.

Consistent Uses: 
The information may be shared with current authorized personnel of DND. Refer to Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824 for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC refer to Agent Orange ex-gratia Payment-VAC PPU 200, Assistance Fund-VAC PPU 045, Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005, Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560, Educational Assistance- Army Reserve Force Pay Sheets Description-VAC PPU 010, Financial Benefits-VAC PPU 510, Health Benefits Program/Public Service Health Care Plan-VAC PPU 520, Health Care Programs (Non-Pension Related)-VAC PPU 020, Honours and Awards-VAC PPU 110, Immediate Post-Discharge Benefits-VAC PPU 015, Job Placement Assistance-VAC PPU 530, Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090, Payment of Short-Term Allowances-VAC PPU 025, Pensions and Compensation-VAC PPU 055, Rehabilitation Services and Vocational Assistance-VAC PPU 550, Residential Care-VAC PPU 016, Treatment of a Pensioned/Awarded Condition-VAC PPU 030, Veterans Independence Program-VAC PPU 056 and War Veterans Allowance-VAC PPU 040 for administering post-release services and benefits to former Canadian Forces members.

Retention and Disposal Standards: 
Records are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number:  2018/009

Related Record Number: LAC CMHI 155, LAC CMHI 170

TBS Registration: 000570

Bank Number: LAC PPU 023

Notes:
Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable), and period of service. Individuals must also provide their contact information and signature (if applicable). If a former military member re-engages in the CAF, DND requests and receives the previous microfiche personal records. Legal control is then transferred to the DND, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. Bank formerly called Microfiche Personal File-Regular Force and Class C Reserves-LAC PPE 718.

Military Personnel Bank

Description: 
This bank describes information about individuals compiled by DND. Personal information may include the person's name; citizenships; service numbers or SIN; biographical information; educational information; military personnel information and documents, such as birth certificates, conduct sheets, divorce orders (nisi and absolute), proof of change of name, dependents' birth certificates and language of instruction preferences, civil convictions (except those for which pardons have been granted), consent to serve forms, enrolment documents, marriage certificates, separation agreements, Statements of Ordinary Residence, documents regarding security level, requests for compassionate posting and for special considerations, results of court martial, screenings for overseas duty, and educational certificates/reports of academic achievements.

Class of Individuals:
Personnel of the Reserves, Canadian Active and Regular Forces whose years of service were from 1939 onward and their dependents, spouses or next of kin. Excluded from this class of individuals are those Canadian Forces members who died while serving during the Second World War.

Purpose:
Personal information is used as a reference source of information about former military members' service to support post-service programs and benefits administered by VAC and DND. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserves pursuant to Order-in-Council 1971-1989. The SIN may be used in retrieving the above information for the DND and VAC when it is the only identifier available for former personnel of the Reserves, Canadian Active and Regular Forces.

Consistent Uses:
The information may be shared with current authorized personnel of DND. Refer to Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824 for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of Veterans Affairs Canada refer to Agent Orange ex-gratia Payment-VAC PPU 200, Assistance Fund-VAC PPU 045, Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005, Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560, Educational Assistance-VAC PPU 010, Financial Benefits-VAC PPU 510, Health Benefits Program/Public Service Health Care Plan-VAC PPU 520, Health Care Programs (Non-Pension Related)-VAC PPU 020, Honours and Awards-VAC PPU 110, Immediate Post-Discharge Benefits-VAC PPU 015, Job Placement Assistance-VAC PPU 530, Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090, Payment of Short-Term Allowances-VAC PPU 025, Pensions and Compensation-VAC PPU 055, Rehabilitation Services and Vocational Assistance-VAC PPU 550, Residential Care-VAC PPU 016, Treatment of a Pensioned/Awarded Condition-VAC PPU 030, Veterans Independence Program-VAC PPU 056, and War Veterans Allowance-VAC PPU 040 for administering post-release services and benefits to former Canadian Forces members.

Retention and Disposal Standards: 
Records of Reserve Forces personnel are retained until the service person reaches 70 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Records of Canadian service personnel who served during the Second World War, survived the war, and had no further active service after this war, are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Special Forces personnel (Korean Conflict) are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Regular Force and Class C Reserve personnel are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number:  2018/009 and 99/014

Related Record Number: LAC CMHI 155, LAC CMHI 170

TBS Registration: 000568

Bank Number: LAC PPU 024

Notes:
Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable), and period of service. Individuals must also provide their contact information and signature (if applicable). If a former military member re-engages in the CAF, DND requests and receives the previous military personnel records. Legal control is then transferred to DND, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. Bank formerly called Military Personnel Bank-World War II, Special, Reserve and Regular Forces-LAC PPE 716.

Part II Orders

Description: 
This bank describes information related to individuals' occurrence reports created from 1939 to 1966 by DND. Personal information may include the person's ranks, units, and periods of service, name, service numbers, marital status, contact information, and pay.

Class of Individuals: 
Former personnel of the Canadian Active, Special and Regular Forces and other Forces (e.g., British), their dependents and next of kin

Purpose: 
The information is used as a reference source of additional information that may be missing or not contained in the former service person's military personnel records and to identify other former Forces personnel who were attached to the Canadian Armed Forces. Personal information was transferred to the legal control of LAC pursuant to Order-in-Council 1971-1989.

Consistent Uses: 
There are no consistent uses.

Retention and Disposal Standards: 
Records are retained for 90 years from the latest date of correspondence. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number:  2018/009

Related Record Number: LAC CMHI 155, LAC CMHI 170

TBS Registration: 000561

Bank Number: LAC PPU 026

Notes:
Individuals requesting information described by this bank must provide the former service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), service number, period of service, and the unit where he or she served. Individuals must also provide their contact information and signature. Bank formerly called Canadian Army Wartime, Special Force and Regular Force-Part II Orders.

Performance Evaluation Records

Description: 
This bank describes information related to the performance records of former Canadian military service personnel compiled by DND. Personal information may include the person's name, date of birth, ranks, units, service numbers or SIN, course reports, personal evaluation reports, confidential personal assessments, and unit employment records.

Class of Individuals:
Former personnel of the Canadian Active, Regular and Reserve Forces and their dependents

Purpose:
Personal information is used as a reference source of information about former military members' service to support post-service programs and benefits administered by VAC and the DND. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserve pursuant to Order-in-Council 1971-1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former personnel of the Canadian Active, Regular and Reserve Forces.

Consistent Uses:
The information may be shared with current authorized personnel of DND. Refer to Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824 for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of Veterans Affairs Canada refer to Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560, Financial Benefits-VAC PPU 510, Job Placement Assistance-VAC PPU 530, Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090, Treatment of a Pensioned/Awarded Condition-VAC PPU 030 and Rehabilitation Services and Vocational Assistance-VAC PPU 550 for administering post-release services and benefits to former Canadian Forces members. The information may be shared with current authorized personnel of Veterans Affairs Canada.

Retention and Disposal Standards:
Records of Reserve Forces personnel are retained until the service person reaches 70 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Records of Canadian service personnel who served during the Second World War, survived the war, and had no further active service after this war, are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Special Forces personnel (Korean Conflict) are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Regular Force and Class C Reserve personnel are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number:  2018/009 and 99/014

Related Record Number: LAC CMHI 155, LAC CMHI 170

TBS Registration: 000572

Bank Number: LAC PPU 028

Notes:
Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable), and period of service. Individuals must also provide their contact information and signature (if applicable). If a former military member re-engages in the CAF, DND requests and receives the previous performance evaluation records. Legal control is then transferred to DND, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. Bank formerly called Performance Evaluation Bank-World War II, Special, Reserve and Regular Force-LAC PPE 720.

Reserve Pay Sheets

Description:
This bank describes information related to pay records of former Reserve Component personnel created from 1979 onward by DND. Personal information may include the service person's name, date of birth, ranks, units, service numbers, SIN, pay entitlements, and items of release.

Class of Individuals:
Former Reserve Force personnel

Purpose:
Personal information is used as a reference source of information about former military members' service to support post-service programs and benefits administered by VAC and DND. Personal information is transferred to the legal control of LAC two years after release from the Reserves pursuant to Order-in-Council 1971-1989. The SIN may be used in retrieving the above information for VAC when it is the only identifier available for former Reserve Force personnel.

Consistent Uses:
The information may be shared with current authorized personnel of VAC. Refer to Financial Benefits-VAC PPU 510 and Pensions and Compensation-VAC PPU 055 for administering post-release services and benefits to former Canadian Forces members.

Retention and Disposal Standards: 
Records are retained for 54 years from the date of creation and are then preserved permanently for archival purposes. Information in the electronic system used to control and monitor the location and use of the records noted above is retained indefinitely.

DA Number:  2018/009

Related Record Number: LAC CMHI 155, LAC CMHI 170

TBS Registration: 20091659

Bank Number: LAC PPU 725

Notes:
Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN. Individuals must also provide their contact information and signature.

Service Pensions Records

Description: 
This bank describes information related to pension records of former Regular Force members compiled by DND. Personal information may include the service person's name, service numbers, SIN, date of birth and pension-related documents, such as birth certificates of former members and their dependents, divorce and separation documents, pension observations, correspondence concerning pensions, death certificates, and payments to survivors.

Class of Individuals: 
Former Regular Force personnel, their dependents and former spouses.

Purpose: 
Personal information is used as a reference source of contributions to a pension plan or pension entitlements by former military members. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members pursuant to Order-in-Council 1971-1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former Regular Force personnel.

Consistent Uses: 
The information may be shared with current authorized personnel of DND. Public Services and Procurement Canada (PSPC) administers the pension benefits to former Canadian Forces members. Information may be shared with current authorized PSPC pension administrators.

Retention and Disposal Standards: 
Records are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA Number:  2018/009

Related Record Number: LAC CMHI 155, LAC CMHI 170

TBS Registration: 000571

Bank Number: LAC PPU 719

Notes:
Individuals requesting information described by this bank must provide the service person's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN, and period of service. Individuals must also provide their contact information and signature. If a former military member re-engages in the CAF, DND requests and receives the previous service pension records. Legal control is then transferred to DND, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. Bank formerly called Service Pensions Bank-Regular Forces-LAC PPE 719.

Superannuation Record

Description:
This bank describes information compiled by PSPC, about all transactions affecting former government institution employees' pensionable status under the Public Service Superannuation Act. Personal information may include the employee's name, date of birth, SIN, PRI, contact information, payments, benefits, decisions concerning pensions, and beneficiaries.

Class of Individuals: 
Former civilian employees of the Government of Canada, their dependents, spouses and next of kin.

Purpose: 
Personal information is used to serve as a reference source about former Government of Canada employees' contributions. The authority to collect personal information from superannuation records stems from various authorizations issued throughout the history of the Government of Canada. Since 1988, the authority to dispose of superannuation records rests with the National Archives Act and after 2003, the Library and Archives of Canada Act. The SIN is authorized for retrieval of historical superannuation records in instances when it is the only identifier available for former government employees. This is because the SIN was the identifier used before the conversion to an employee identification number.

Consistent Uses: 
Information may be shared with current authorized personnel of PSPC. Refer to Public Service Pensions Data Bank-PWGSC ABC 075 for assessing and calculating prior service and benefits/pensions. PSPC may retain these records until these administrative actions have been completed.

Retention and Disposal Standards: 
Records are retained until the former employee reaches 80 years of age and are then destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed.

DA Number: 2015/007

Related Record Number: LAC CMHI 155, LAC CMHI 170

TBS Registration: 000556

Bank Number: LAC PPU 029

Notes:
Individuals requesting information described by this bank must provide the former employee's full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, SIN (if applicable) or PRI (if applicable), former employing department, and period(s) of employment. Individuals must also provide their contact information and signature (if applicable). If a former government institution employee is re-employed with the Government of Canada, the new employing government institution requests and receives the previous employee superannuation record to ensure a complete record of contributions and entitlements. Legal control is transferred to the new employing federal institution, with the obligation to respond to any request under the Access to Information Act or the Privacy Act. Bank formerly called Former Civilian Employees-DSS Superannuation Record-LAC PPE 704.

LAC Winnipeg Inquiries on Personnel Information Files

Description: 
Personnel information collected during the employment of former federal government public servants as well as former members of the Canadian Armed Forces.

Document Types: 
Individuals' employment history with federal departments, pension details (if available), and personal information. Documents may also include frequently asked questions, reports, and statistics.

Record Number:  LAC CMHI 170

Army Reserve Force Pay Sheets

See listing under CMHI 155

Army Unit Paylists

See listing under CMHI 155

Collective Medical Records

See listing under CMHI 155

Daily Routine Orders

See listing under CMHI 155

Dental Records

See listing under CMHI 155

Employee Personnel Record

See listing under CMHI 155

Medical Records

See listing under CMHI 155

Medical x-rays and radiologist reports

See listing under CMHI 155

Microfiche Personal File

See listing under CMHI 155

Military Personnel Bank

See listing under CMHI 155

Newfoundland Forces - World War II

Description: 
This bank describes personal information and service details, which might include the service person's full name, service number, period of service, the units he or she served with, medical information, etc. Individuals seeking access to these records should provide their full given names and surname, date of birth, and service number.

Class of Individuals: 
Personnel who served with the Newfoundland Forces from 1939 to 1946

Purpose: 
To verify terms and periods of service of former Newfoundland Forces personnel to determine their entitlement to benefits and services.

Consistent Uses: 
This bank is used by employees of the federal government for administrative actions.

Retention and Disposal Standards: 
Records are retained until the individual reaches 90 years of age and then preserved by LAC for archival purposes.

DA Number:  2018/009

Related Record Number: LAC CMHI 170

TBS Registration: 000565

Bank Number: LAC PPE 713

Notes:
Records information for all other services within the Newfoundland Forces may be obtained by contacting VAC, St. John's, Newfoundland.

Part II Orders

See listing under CMHI 155

Performance Evaluation Records

See listing under CMHI 155

Reserve Pay Sheets

See listing under CMHI 155

Royal Canadian Navy (RCN) Pay Record Sheets - World War II

Description:
This bank describes pay information for members of the Royal Canadian Navy, including the service member's name, service number, pay entitlements, the ships he or she served on, and periods of service. Individuals seeking access to these records should provide their full given names and surname, service number, and the names of the ships they served on.

Class of Individuals:
Royal Canadian Navy personnel who served during the Second World War.

Purpose:
To verify the service and pay records of former Royal Canadian Navy members to determine their entitlement to benefits and services.

Consistent Uses:
This bank is used by employees of the federal government for administrative actions.

Retention and Disposal Standards:
Records are retained for 54 years from the date of compilation and then preserved by LAC for archival purposes.

DA Number: 2018/009

Related Record Number: LAC CMHI 170

TBS Registration: 000564

Bank Number: LAC PPE 712

Service Pensions Records

See listing under CMHI 155

Superannuation Record

See listing under CMHI 155

Thirty Day Trainees - World War II

Description: 
This bank describes personal information and service details for individuals called out for military training under the National Resources Mobilization Act during the Second World War. Personal information may include the person's name, service number, unit, period and location of service, medical category, etc. Individuals seeking access to these records should provide their full given names and surnames, service number, and date of birth.

Class of Individuals: 
Personnel who underwent a 30-day military training under the National Resources Mobilization Act of 1940

Purpose: 
To verify the service of personnel during the training period to determine their entitlement to benefits and services.

Consistent Uses: 
This bank is used by employees of the federal government for administrative actions.

Retention and Disposal Standards: 
Records are retained until the individual reaches 90 years of age. Some of these records are preserved by LAC for archival purposes, while the remainder are destroyed.

DA Number:  2018/009

Related Record Number: LAC CMHI 170

TBS Registration: 000563

Bank Number: LAC PPE 711

 

4. Internal Services

Internal services constitute groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of an organization. These groups are management and oversight services, communications services, legal services, human resources management services, financial management services, information management services, information technology services, real property services, materiel services, acquisition services, and travel and other administrative services. Internal services include only those activities and resources that apply across an organization and not to those provided specifically to a program.

Acquisition Services

Acquisition services involve activities undertaken to acquire a good or service to fulfill a properly completed request (including a complete and accurate definition of requirements and certification that funds are available) until entering into or amending a contract.

Communications Services

Communications services involve activities undertaken to ensure that Government of Canada communications are effectively managed, well coordinated and responsive to the diverse information needs of the public. The communications management function ensures that the public—internal or external—receives government information, and that the views and concerns of the public are taken into account in the planning, management and evaluation of policies, programs, services and initiatives.

Financial Management Services

Financial management services involve activities undertaken to ensure the prudent use of public resources, including planning, budgeting, accounting, reporting, control and oversight, analysis, decision support and advice, and financial systems.

Human Resources Management Services

Human resources management services involve activities undertaken for determining strategic direction, allocating resources among services and processes, as well as activities relating to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies and plans.

Information Management Services

Information management services involve activities undertaken to achieve efficient and effective information management to support program and service delivery; foster informed decision making; facilitate accountability, transparency and collaboration; and preserve and ensure access to information and records for the benefit of present and future generations.

Information Technology Services

Information technology services involve activities undertaken to achieve efficient and effective use of information technology to support government priorities and program delivery, to increase productivity, and to enhance services to the public.

Legal Services

Legal services involve activities undertaken to enable government departments and agencies to pursue policy, program and service delivery priorities and objectives within a legally sound framework.

Management and Oversight Services

Management and oversight services involve activities undertaken for determining strategic direction and allocating resources among services and processes, as well as those activities related to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies or plans.

Materiel Services

Materiel services involve activities undertaken to ensure that materiel can be managed by departments in a sustainable and financially responsible manner that supports the cost-effective and efficient delivery of government programs.

Real Property Services

Real property services involve activities undertaken to ensure that real property is managed in a sustainable and financially responsible manner, throughout its life cycle, to support the cost-effective and efficient delivery of government programs.

Travel and Other Administrative Services

Travel and other administrative services include Government of Canada travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.      

 

5. Classes of Personal Information

Classes of personal information describe personal information that is not used for administrative purposes or is not intended to be retrievable by personal identifiers. Examples include: unsolicited opinions, complaints or correspondence. This category is included to ensure that LAC is accountable for all personal information it holds.

  • Correspondence, reports and documentation shared by external organizations
  • Learning materials
  • News and media items
  • External conference and event materials
  • Documentation related to public service standards, strategies and operational practices

 

6. Manuals

LAC utilizes the following instructions, handbooks, and written procedures in administering its institutional programs and activities that affect the general public:

  • Access to Information, Privacy and Personnel Records Procedures Manual
  • AMICUS Cataloguing-Help
  • AMICUS Search-Help
  • AMICUS Web-Help
  • Cartographic Material, 2nd edition
  • Collection Development Policy of the National Library of Canada
  • Computerized Information Service Manual
  • Corporate Archival Control Manual
  • Desk and Telephone Procedures Manual
  • Documentary Art and Photography Division Cataloguing Standards
  • Documentary Art and Photography Division Descriptive and Subject Cataloguing
  • Documentary Art and Photography Division Reference Service Procedures Manual
  • Government Operations Division (formerly Government Archives Division) Procedure Manual
  • Guidelines for Reporting Machine-Readable Accessions (MARA) to the National Union Catalogue
  • Information Classification and Designation Guide
  • International Standard Music Number (ISMN) User's Manual
  • International Standard Serial Number (ISSN) Manual
  • LAC  Library and Archives Canada Rule Interpretations
  • Machine-Readable Cataloguing (MARC) 21 Format for Authority Data
  • Machine-Readable Cataloguing (MARC ) 21 Format for Bibliographic Data
  • MARC 21 Format for Holdings Data
  • MARC 21 Format for Classification Data
  • MARC 21 Format for Community Information
  • Manuscript Division Procedures Manual
  • National Library of Canada Rule Interpretations
  • National Library of Canada (NLC) Subject Cataloguing Manual
  • Official Publications Manual
  • Periodicals Section Manual
  • Records Management File Classification Manual
  • Records Management: Organization and Procedures
  • Reference Manual-Archival Collection Management
  • Répertoire de vedettes-matière (in French only)
  • Serials Records Section
  • Statistics Manual
  • Symbols and Interlibrary Loan Policies in Canada
  • Systems Assurance Manual
  • Technicians’ Manual

 

7. Additional Information

Information about Access to Information and Privacy at LAC, including how to file Access to Information Act or Privacy Act requests by mail and online, can be found on LAC’s Access to Information, Privacy and Personnel Records website.

Reading Room

In accordance with the Access to Information Act and Privacy Act, the applicant may wish to review material in person. LAC has service points in Ottawa, Halifax, Winnipeg and Vancouver.

Completed Access to Information Requests

The Government of Canada encourages the release of information through informal requests made outside of the ATIP process. Records released in response to completed Access to Information Act requests processed by LAC can be obtained informally. For more information, consult Completed Access to Information Requests.

Open Data

The Government of Canada seeks to provide greater access to government data and information. Government data and digital records can be obtained through the Open Government portal.

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