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ARCHIVED - Management of Government Information Holdings (Review Guide) - November 11, 1995
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Disposition Through Transfer or Destruction
Service to Users: Objective 10
Information holdings are disposed of through destruction or by transfer to the control of the National Archives or National Library, or to organizations outside the control of the Government of Canada, in accordance with the requirements of the National Archives of Canada Act and the National Library Act.
Criterion
10.1 All information holdings which are records (i.e. except published material) are scheduled for retention and disposal. (MGIH policy, requirement 6.)
Questions/Practices
10.1.1 Have all such information holdings in all media and in all locations been assigned retention periods? In the setting of retention periods, has duplication of holdings in different media and/or in different locations been considered?
10.1.2 Do the retention periods reflect the operational, fiscal and legal values that the information holdings have?
10.1.3 In the setting of retention periods, have the following costs been considered:
- computer and non-computer storage costs for both active and inactive information holdings?
- costs connected with the retrieval and/or manipulation of information?
- costs connected with the migration of information to different technologies to ensure its continued availability?
Criterion
10.2 The disposition of records occurs in accordance with the requirements of subsections 5(1), 6(1) and 6(3) of the National Archives of Canada Act.
Questions/Practices
10.2.1 Has the consent of the National Archivist been obtained for the disposition (including alienation) of all records in all media and in all locations? If not, has the institution made plans with the National Archives to obtain this consent?
10.2.2 Where the consent of the National Archivist for the disposition of records has not yet been obtained, are records, in the meantime, protected from destruction, deterioration or loss?
10.2.3 Has a Plan covering records disposition activities been signed with the National Archives? If not, when is a Plan to be signed?
10.2.4 If a Plan has been signed, is the institution meeting its commitments under the Plan?
10.2.5 Is the institution transferring archival and historical records to the National Archives in accordance with the terms and conditions agreed upon for their transfer?
10.2.6 Where the National Archivist has consented to the destruction of records, is the institution destroying such records in accordance with the records retention schedule the institution has established for the records?
10.2.7 Where the National Archivist has consented to the alienation of records, has the institution transferred the records to the jurisdiction concerned?
10.2.8 Have the records of agencies or programs which have ceased been transferred to the care and control of the National Archivist (where these records are not required by the institution or by any other federal institution)?
Criterion
10.3 Published material is disposed of in accordance with the requirements of the National Library Act.
Question/Practices
10.3.1 Does the institution have a library collection policy which includes the requirement for periodic inventory reviews (weeding)?
10.3.2 Does the library collection policy include criteria for identifying surplus material?
10.3.3 Does the institution's library coordinate the disposal of all surplus published material belonging to the institution, both government publications and other published material?
10.3.4 Does the institution consult the Canadian Book Exchange Centre (CBEC) of the National Library regarding disposal of surplus published material, including surplus stocks of institutional publications?
10.3.5 Does the institution follow the direction of the CBEC when disposing
of surplus publications?