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2010-11
Departmental Performance Report
Library and Archives Canada
Supplementary Information (Tables)
Table of Contents
- Sources of Respendable and Non-respendable Revenue
- User Fees/External Fees
- Green Procurement
- Internal Audits and Evaluations
Sources of Respendable and Non-Respendable Revenue
Respendable Revenue
| Program Activity | 2008-09 Actual ($ thousands) |
2009-10 Actual ($ thousands) |
2010-11 ($ thousands) | |||
|---|---|---|---|---|---|---|
| Main Estimates |
Planned Revenue |
Total Authorities |
Actual | |||
| Making the documentary heritage known and accessible for use | ||||||
| Service Fees | 384.9 | 367.4 | 550.0 | 550.0 | 550.0 | 392.2 |
| Total Respendable Revenue | 384.9 | 367.4 | 550.0 | 550.0 | 550.0 | 392.2 |
Non-Respendable Revenue
| Program Activity | 2008-09 Actual ($ thousands) |
2009-10 Actual ($ thousands) |
2010-11 ($ thousands) | |
|---|---|---|---|---|
| Planned Revenue |
Actual | |||
| Managing the disposition of the Government of Canada Records of continuing value | ||||
| Refunds of previous years, expenditures | 0.9 | 6.2 | - | 6.7 |
| Adjustments to prior year's payable | 12.4 | - | - | 8.2 |
| Proceeds from the disposal of surplus Crown Assets | 15.7 | - | - | - |
| Miscellaneous revenues | 5.4 | - | 3.2 | - |
| Other adjustment | 0.5 | - | - | - |
| Managing the documentary heritage of interest to Canada | ||||
| Refunds of previous year's expenditures | 38.4 | 30.5 | - | 13.5 |
| Adjustments to prior year's Payables | 79.9 | - | - | 25.7 |
| Proceeds from the disposal of surplus Crown Assets | 20.2 | - | - | - |
| Miscellaneous revenues | 35.4 | - | 12.9 | - |
| Other adjustment | 3.3 | - | - | - |
| Making the documentary heritage known and accessible for use | ||||
| Refunds of previous year's expenditures | 41.9 | 2.4 | - | 3.3 |
| Adjustments to prior year's payables | 70.8 | - | - | 23.9 |
| Proceeds from the disposal of surplus Crown Assets | 67.6 | - | - | - |
| Miscellaneous revenues | 32.1 | 0.1 | - | 0.3 |
| Other adjustment | 2.9 | - | - | - |
| Internal Services | ||||
| Refunds of previous year's expenditures | - | 6.7 | - | 7.8 |
| Adjustments to prior year's payables | - | 180.9 | - | 94.9 |
| Proceeds from the disposal of surplus Crown Assets | - | 103.5 | - | 200.3 |
| Miscellaneous revenues | - | 42.5 | 26.8 | 22.8 |
| Other adjustment | - | 10.7 | - | -3.5 |
| Total Non-Respendable Revenue | 427.4 | 383.5 | 42.9 | 403.4 |
User Fees and Regulatory Charges/External Fees
User Fees and Regulatory Charges
User Fee: Copies of textual documents and microforms, 105-mm microfiches of maps and architectural drawings, documents and archival records created in electronic formats by LAC staff
Fee Type: Other Products and Services (O)
Fee-setting Authority: The Department of Canadian Heritage Act, sections 8 to 12
Date Last Modified: Published in Canada Gazette, Part 1, August 6, 2005
Performance Standards: Regular orders are processed within 30 days of receipt.
For rush service:
| Number of Copies | Response Time | |
|---|---|---|
| In-person Request | Written Request | |
| 100 | Maximum of 100 copies per 24 hours | 5 working days |
| 500 – 999 | 5 working days | 7 working days |
| 1,000 – 1,999 | 10 working days | |
| 2,000 – 2,999 | 15 working days | |
| 3,000 – 3,999 | 20 working days | |
| 4,000 – 4,999 | 25 working days | |
| 5,000 – 6,000 | 30 working days | |
| Number of Copies | Response Time | |
|---|---|---|
| In-person Request | Written Request | |
| 50 | Maximum of 50 copies per 24 hours | 7 working days |
| 250 – 499 | 5 to 10 working days | 7 to 10 working days |
| 500 – 749 | 10 to 15 working days | |
| 750 – 999 | 15 to 20 working days | |
| 1,000 – 1,249 | 20 to 25 working days | |
| 1,250 – 1,500 | 25 to 30 working days | |
Performance Results: The processing standard of 30 days has been met at 95%. The processing standard for the rush service has been met at 100%.
| 2010-11 ($ thousands) | Planning Years ($ thousands) | ||||
|---|---|---|---|---|---|
| Forecast Revenue | Actual Revenue | Full Cost | Fiscal Year | Forecast Revenue | Estimated Full Cost |
| 394.3 | 297.3 | 2,293.8 | 2011-12 | 408.1 | 2,351.0 |
| 2012-13 | 408.1 | 2,409.9 | |||
| 2013-14 | 408.1 | 2,470.1 | |||
Other Information: The Web site www.collectionscanada.gc.ca/copies/005010-5020-e.html contains further information regarding our services, prices and performance standards.
User Fee: Copies of documents on microform produced by clients themselves
Fee Type: Other Products and Services (O)
Fee-setting Authority: The Department of Canadian Heritage Act, sections 8 to 12
Date Last Modified: Published in Canada Gazette, Part 1, August 6, 2005
Performance Standards: Not applicable
Performance Results: Client Self-Service, clients get the microform on the shelf and make their own copies.
| 2010-11 ($ thousands) | Planning Years ($ thousands) | ||||
|---|---|---|---|---|---|
| Forecast Revenue | Actual Revenue | Full Cost | Fiscal Year | Forecast Revenue | Estimated Full Cost |
| 52.7 | 22.6 | 99.2 | 2011-12 | 38.4 | 101.7 |
| 2012-13 | 38.4 | 104.2 | |||
| 2013-14 | 38.4 | 106.8 | |||
User Fee: Service fee for reproduction of documents produced by private sector suppliers
Fee Type: Other Products and Services (O)
Fee-setting Authority: The Department of Canadian Heritage Act, sections 8 to 12
Date Last Modified: Published in Canada Gazette, Part 1, August 6, 2005
Performance Standards: Upon receipt of request: for copied material: approx. 6 weeks; for uncopied material: approx. 10-12 weeks
Performance Results: The processing standard of 6 weeks for copied material has been met at 99%; the processing standard of 12 weeks for uncopied material has been met at 99%.
| 2010-11 ($ thousands) | Planning Years ($ thousands) | ||||
|---|---|---|---|---|---|
| Forecast Revenue | Actual Revenue | Full Cost | Fiscal Year | Forecast Revenue | Estimated Full Cost |
| 56.0 | 27.6 | 716.8 | 2011-12 | 49.5 | 734.7 |
| 2012-13 | 49.5 | 753.1 | |||
| 2013-14 | 49.5 | 771.9 | |||
User Fee: Postage and handling
Fee Type: Other Products and Services (O)
Fee-setting Authority: The Department of Canadian Heritage Act, sections 8 to 12
Date Last Modified: Published in Canada Gazette, Part 1, August 6, 2005
Performance Standards: Not applicable
Performance Results: Not applicable
| 2010-11 ($ thousands) | Planning Years ($ thousands) | ||||
|---|---|---|---|---|---|
| Forecast Revenue | Actual Revenue | Full Cost | Fiscal Year | Forecast Revenue | Estimated Full Cost |
| 36.8 | 30.3 | 51.5 | 2011-12 | 40.4 | 52.8 |
| 2012-13 | 40.4 | 54.1 | |||
| 2013-14 | 40.4 | 55.5 | |||
User Fee: Fees charged for the processing of access requests filed under the Access to Information Act
Fee Type: Other Products and Services (O)
Fee-setting Authority: Access to Information Act
Date Last Modified: 2007 (as a result of amendments to the Federal Accountabi-lity Act)
Performance Standards: 30 days, or within allowable time extensions
Performance Results: Access to Information Act: 94% of the formal requests were completed on time. Privacy Act: 99% of the formal requests were completed on time
| 2010-11 ($ thousands) | Planning Years ($ thousands) | ||||
|---|---|---|---|---|---|
| Forecast Revenue | Actual Revenue | Full Cost | Fiscal Year | Forecast Revenue | Estimated Full Cost |
| 10.2 | 10.9 | 6,781.8 | 2011-12 | 13.6 | 6,951.3 |
| 2012-13 | 13.6 | 7,125.1 | |||
| 2013-14 | 13.6 | 7,303.2 | |||
User Fees Totals
| 2010-11 ($ thousands) | Planning Years ($ thousands) | |||||
|---|---|---|---|---|---|---|
| Forecast Revenue | Actual Revenue | Full Cost | Fiscal Year | Forecast Revenue | Estimated Full Cost | |
| Subtotal Regulatory | 2011-12 | |||||
| 2012-13 | ||||||
| 2013-14 | ||||||
| Subtotal Other Products and Services | 550.0 | 388.7 | 9,943.1 | 2011-12 | 550.0 | 10,191.5 |
| 2012-13 | 550.0 | 10,446.4 | ||||
| 2013-14 | 550.0 | 10,707.5 | ||||
| Total | 550.0 | 388.7 | 9,943.1 | 2011-12 | 550.0 | 10,191.5 |
| 2012-13 | 550.0 | 10,446.4 | ||||
| 2013-14 | 550.0 | 10,707.5 | ||||
External Fees
| External Fee | Service Standard | Performance Results | Stakeholder Consultation |
|---|---|---|---|
| Copies of textual documents and microforms, 105-mm microfiches of maps and architectural drawings documents and archival records created in electronic formats by LAC staff | Regular orders are processed within 30 days of receipt. For rush service see Table 6-A Section C. | The processing standard of 30 days has been met at 92%. The processing standard for the rush service has been met at 100%. | During 2010-2011, Stakeholder Consultations were conducted with clients using the services at distance and in-person. 83.3% of “at a distance” clients were satisfied with services received. 87% of “in-person” clients were satisfied with services received. |
| Copies of documents on microform produced by clients themselves | Not applicable | Clients serve themselves. They pick-up the microforms from the shelf and make their own copies. | |
| Service fee for reproduction of documents produced by private sector suppliers | Upon receipt of request: for copied material: approx. 6 weeks; for uncopied material: approx. 10-12 weeks. | The processing standard of 6 weeks for copied material has been met at 99% The processing standard of 10-12 weeks for uncopied material has been met at 99% |
During 2010-2011, Stakeholder Consultations were conducted with clients using the services at distance and in-person. 83.3% of “at a distance” clients were satisfied with services received. 87% of “in person” clients were satisfied with services received. |
Green Procurement
Part A: Green Procurement Capacity Building
| Activity | Target as % (as reported in 2010–11 RPP) | Actual Results as % | Description/Comments |
|---|---|---|---|
| 1a. Training for Procurement and Materiel Management Staff | 100% | 100% | Within Library and Archives Canada (LAC), all staff responsible for procurement and materiel management have received training on acquisitions, including a chapter on green procurement and environmental issues. LAC’s objectives will be to ensure continuity and retraining on green procurement for staff responsible for procurement and materiel management by integrating in their training plans the C215 online course offered by the School of Public Service. |
| 1b. Training for Acquisition Cardholders | 30% | 100% | At Library and Archives Canada, acquisition cardholders have received mandatory personalized internal training, including a chapter on green procurement. Furthermore, a green procurement checklist is available on the Department’s intranet site. We are also planning training meetings with each LAC sector with acquisition cardholders. These meetings will include a chapter on green procurement. |
| 2. Performance Evaluations | 85% | 100% | Of course, the performance evaluations for staff responsible for procurement and materiel management cover the purchase of goods and services with environmental considerations, as well as the associated projects, tools and training. The performance evaluation for the manager responsible for the Contracting and Materiel Management Section includes measures for the development of green procurement strategies. These strategies will be implemented in 2011-2012. The performance evaluations for senior contracts officers in 2011-2012 will have to include goals with environmental considerations. |
| 3. Procurement Processes and Controls | 39% | 100% |
The use of Public Works and Government Services Canada mandatory standing offers for green products and services is highly recommended within the Department. The use of recycled and remanufactured products and the remanufacturing of current furnishings and equipment is always considered in the planning of goods acquisitions. The disposal of goods within Library and Archives Canada has a process in place for the disposal of surplus goods so that they may be reused to minimize environmental impacts. Several processes will be implemented to achieve the 2011-2012 objectives:
|
Part B: Use of Green Consolidated Procurement Instruments
| Good/Service | Target as % (as reported in 2010–11 RPP) | Actual Results as % | Description/Comments |
|---|---|---|---|
| Paper | 100% | 100% |
Paper is purchased using mandatory standing offers. |
| Computers | 30% | 50% | Desktop computers are purchased centrally by the Information Technology Branch, mainly through mandatory standing offers. In order to become less dependent on paper, managers and executives will be provided with tablet personal computers as their main workstations. All Library and Archives Canada employees, where feasible, will be equipped with PC tablets by March 31, 2015 thus reducing the number of computers purchased. |
Part C: Reduction Initiatives for Specific Goods
(optional/where applicable)
| Consumable/Asset | Target as % Reduction or # per FTE | Actual Results as % Reduction or # per FTE | Description/Comments |
|---|---|---|---|
| Cell phones and Blackberries | 25% | 75% | Where feasible, Library and Archives Canada employees will be equipped with a cell phone or blackberry instead of a landline phone thus reducing the number of telephones used. |
| Batteries,cell phones, compact fluorescent bulbs, ink cartridges | Information not available | 750 to 1,000 pounds of batteries 30 to 50 compact fluorescent bulbs 300 to 400 cartridges (MIRA) |
A battery, cell phone and compact fluorescent recycling initiative was implemented at LAC in June 2008 in three buildings of the National Capital Region. This initiative aimed to reduce the impact of these toxic materials on the environment by recycling them. Ink cartridges are either returned to the manufacturer for re-use or sent to the (MIRA Foundation). |
| Paper shredding | Data incomplete 4,108 metric tonnes for 4 out of 8 centres | The tonnage of paper shredded is directly dependent on the client departments. Accordingly, we cannot provide specific goals for 2011-2012. We can however, confirm that based on the document retention standard, 100% of the paper was shredded. We can also foresee that the quantities of paper sent to our centres will decrease according to the new records storage model. | A paper shredding initiative has been in place for a number of years at Library and Archives Canada’s regional service centres. There is also a shredding program at one of the National Capital Region buildings available to all federal departments. |
| Organic waste | Information not available | 55% reduction for Place de la Cité 70% to 80% reduction with phase II for Place de la Cité |
A composting initiative for the paper towels used in the Place de la Cité building was implemented early 2010. A study showed that paper towels constituted 41% of the building’s total waste and that organic waste accounted for another 29%. Phase II of the composting of organic waste project is still under examination. If the project proves successful, the composting initiative could be implemented in other LAC buildings. |
| Fuel reduction | Measure does not apply | The performance of this initiative will be confirmed through the expense report. | LAC staff have access to a “taxi” schedule for sharing taxis. This makes it possible to reduce not only Departmental expenses, but also the fuel consumption. It also contributes to reducing greenhouse gasses. |
| Construction | Measure does not apply | Measure does not apply | Library and Archives Canada has opted for the construction of a green building with a longer service life to store nitrate collections. Energy expenditures are minimized because the green roof will provide better insulation for the building. The materials used for the building’s construction are produced locally and some are composed of recycled materials, thus reducing the environmental impact. |
Internal Audits and Evaluations
Internal Audits Table
Internal Audits (April 1 2010 to March 31 2011)
| 1. Name of Internal Audit | 2. Audit Type | 3. Status | 4. Completion Date |
|---|---|---|---|
| Review of Governance: Service Delivery | Management control | Completed | May 2010 |
| Audit of Readiness for the Implementation of the Policy on Internal Control | Management control | Completed | June 2010 |
| Audit of the National Archival Development Program | Program | Completed | June 2010 |
| Report on the Review of Acquisition Processes for Collections | Management control | Completed | December 2010 |
| Audit of the Alienation of Private Collections | Management control | In progress | September 2011 |
| Audit of the Innovation Management | Management control | In progress | Decembre 2011 |
| Audit of the Access and promotion of Documentary Heritage | Management control | In progress | Decembre 2011 |
Evaluations Table
Evaluations (April 1 2010 to March 31 2011)
| 1. Name of Evaluation and Link to Report |
2. Program Activity | 3. Status | 4. Completion Date |
|---|---|---|---|
| Evaluation Framework MII#11 Trusted Digital Repository | 1.2 & 1.4 | In progress | 2011-2012 |
| Summative Evaluation of the National Archival Development Program | 1.3 | Completed | November 23, 2010 |
| Formative Evaluation of the Strategic Choices Framework | 1.1, 1.2, 1.3 and 1.4 | Completed | June 03, 2010 |
| Evaluation Framework for Modernization | 1.1, 1.2, 1.3 and 1.4 | Completed | June 03, 2010 |