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Section II - Analysis of Program Activities by Strategic Outcome(s)

Strategic Outcome 1.0: Current government information is managed to support government accountability

Program Activity 1.1: Development of Regulatory Instruments and Recordkeeping Tools

Library and Archives Canada (LAC), working collaboratively with central agencies, federal departments and institutions, and other stakeholders, plays a lead role in developing standards, tools and best practices for information management and recordkeeping. LAC facilitates the management of information within federal institutions through the approval and issuance of Records Disposition Authorities and the development of recordkeeping tools, guides and guidelines that support the advancement of the government's recordkeeping initiative. LAC provides input on information management policy by chairing and participating in various intergovernmental committees.

Financial Resources ($ thousands)

2012–13 2013–14 2014–15
2,632.6 2,632.6 2,632.6
Note: Please refer to the Expenditure Profile for explanations on spending trends.
Human Resources (FTEs)

2012–13 2013–14 2014–15
37 37 37
Note: Please refer to the Expenditure Profile for explanations on spending trends.

Program Activity Expected Results Performance Indicators Targets
Regulatory regime is established across the Government of Canada and government information is managed and disposed of appropriately Percentage of institutions that consider that recordkeeping and library services are integrated into their business culture 70% by March 2013

Program Activity 1.2: Collaboration in the management of government records

Library and Archives Canada (LAC) offers advice, support, services and training to federal institutions, which enables them to manage their information effectively and helps them comply with the requirements of the Directive on Recordkeeping. LAC carries out these functions by providing direction to national institutions, presenting papers at conferences, symposiums and forums, and developing and delivering training and awareness sessions. LAC also facilitates the disposition of government information resources, providing guidance and support on their storage, preservation, destruction and transfer. In addition, LAC works with the federal library community to ensure access to relevant information to support the work of decision makers, while maintaining the excellence of the Government of Canada's library services. LAC conducts research on topics of interest to federal libraries, coordinates the procurement of electronic information resources for federal libraries, supports the ADM (Assistant Deputy Minister) Task Force on the Future of Federal Library Service and manages relationships with federal library partners. Finally, LAC contributes significantly to the accessibility of government information resources that originate from the various institutions, for which it has responsibility and legislated authority under the Access to Information Act.

Financial Resources ($ thousands)

2012–13 2013–14 2014–15
4,911.7 4,911.7 4,911.7
Note: Please refer to the Expenditure Profile for explanations on spending trends.
Human Resources (FTEs)

2012–13 2013–14 2014–15
147 147 147


Program Activity Expected Results Performance Indicators Targets
Increased capacity and readiness to manage Government of Canada information effectively Percentage of Government of Canada institutions that show improvement in their capacity and readiness to manage information effectively 85% by March 2013

Planning Highlights

Library and Archives Canada (LAC) manages both program activities under this strategic outcome through an integrated Whole of Government approach to information management that reflects the emerging LAC Whole of Society framework. As a leading example of how LAC is applying the principles of modernization in practice, it is collaborating with and supporting Government of Canada departments and agencies as they implement consistent ways to identify and manage information resources of business and enduring value. LAC is leading a shift to digital recordkeeping and information management for more effective program delivery, timely responses to access to information and privacy requests, improved support for litigation and better-controlled document storage conditions and costs. This strategic outcome includes its leadership on federal library services.

Planned key activities for 2012–2013

  • LAC is collaborating with government departments to implement the recordkeeping methodology, which will lead to a streamlined and efficient appraisal process to identify information resources of business and enduring value, and will establish recordkeeping controls in a digital environment by 2014. LAC's recordkeeping methodology training strategy and plan will reach as many as 40 departments and agencies initially.
  • LAC is developing generic recordkeeping tools for other government institutions to support them in identifying their information resources of business value, their retention specifications, and their information resources of enduring value for common business activities.
  • LAC is making progress on the Digital Office of the Future project with Treasury Board Secretariat to help federal departments shift to digital recordkeeping and to send only the digital versions of government information resources that originate in a digital format to LAC by 2017.4
  • LAC is developing a renewed regional presence through, and in support of, a national collaborative approach for Government of Canada information resources of business and enduring value.
  • LAC is coordinating federal library services, including steps toward possible creation of a consolidated library service.5

4 The Digital Office of the Future project will facilitate recordkeeping compliance through easy-to-use enterprise tools in an ergonomic enabling environment. Benefits include easy access to the full body of information resources utilized by the employee; the reduction of costs associated with printing and paper storage; and greater opportunities for information reuse and for efficient public access. LAC is only one player among several in this initiative.
5 The objective is to shift the focus from departmental libraries to a horizontal, whole of government federal library service to maximize the effectiveness of information service delivery in the knowledge economy.

Strategic Outcome 2.0: Canada's continuing memory is documented and made accessible to current and future generations

 

Program Activity 2.1: Documentation of the Canadian Experience

One of the pillars of the mandate of Library and Archives Canada (LAC) is to ensure that Canada's continuing memory reflects Canadian society and is of interest to current and future generations. The LAC holdings consist of published and unpublished materials in a variety of formats, both analogue and digital. The majority of LAC's acquisitions take place within a legislative framework. For example, Canadian publishers must deposit published material with LAC in accordance with the legal deposit of publications regulations. As well, federal information resources of enduring value must be transferred to LAC when they cease being of operational value to the organization that produced them, in accordance with the Library and Archives of Canada Act. LAC also builds its holdings by acquiring on a discretionary basis material that is as representative as possible of Canadian society. For this type of acquisition, LAC's acquisition mechanisms are purchases and tax receipts in exchange for documentary heritage considered to be of national significance and coming from individuals or private organizations.

Financial Resources ($ thousands)

2012–13 2013–14 2014–15
15,914.1 15,914.1 15,914.1
Note: Please refer to the Expenditure Profile for explanations on spending trends.
Human Resources (FTEs)

2012–13 2013–14 2014–15
135 135 135


Program Activity Expected Results Performance Indicators Targets
LAC's collection is relevant to and representative of the Canadian society Percentage of users who consider that LAC's collection represents Canadian experience Next Survey will be conducted in 2013–14

Planning Highlights

Modernization is reshaping how LAC approaches its acquisition mandate. Through the new Whole of Society Model, LAC is focusing on acquiring information resources strategically to meet the interest of current and future generations of Canadians. LAC is taking steps to identify the documentary heritage items that would be representative of Canadian society. LAC intends to document the fundamental activities, events, decisions and cultural expressions that are critical to the functioning of modern Canadian democracy and society.

By determining value through "social network analysis," LAC is making some significant shifts from past practices. LAC is moving beyond a focus on the format of an item, such as a published book, unpublished personal correspondence, a motion picture, a map or a website. Instead, LAC is focusing on the content of that item and its relevance to providing insights into whole of Canadian society and democracy. As part of implementing the Whole of Society Model and to better meet the needs of Canadians, LAC will also build collaboration with other libraries, archives and documentary heritage institutions in Canada and increase the digital content of the collection.

Planned key activities for 2012–2013

  • LAC is developing the Whole of Society Model. LAC will apply a robust and transparent orientation and policy framework to inform its appraisal and acquisition decisions. LAC intends to mobilize and train its employees and those in other Government of Canada organizations so they can assume their roles in the implementation of the Model.
  • LAC is going digital. Digital information resources of enduring value are acquired within the context of the Whole of Society Model.
  • LAC is implementing the Whole of Society Model. Policies, procedures and systems will be aligned to support ongoing appraisal and acquisitions activities within an integrated whole of society framework.
  • LAC is taking steps toward an acquisition marketplace. Participating institutions would exchange information about possible acquisitions to facilitate decisions as to which one would be best-placed to make a specific acquisition. This will keep LAC informed of major developments in various acquisition areas and respond to appraisal, reappraisal and acquisition issues. This acquisitions forum would help institutions to pool their resources, to ensure that important Canadian documentary heritage stays in Canada, and also help to divest themselves of items. Finally, it would allow partners to discuss issues of importance openly with each other.

Program Activity 2.2: Preservation of Continuing Memory

Library and Archives Canada (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 to Canadians. Traditional and cutting-edge archival and preservation techniques ensure the long-term availability of both analogue and relevant digital materials. The preservation of analogue and digital materials includes all management activities and strategies aimed at ensuring the integrity, authenticity, and short- and long-term availability of Canada's continuing memory. There are various types of preservation activities: those related to the physical management of the collection, such as storage; those involving restoration, 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, innovative strategies are implemented to maintain accessibility to documents in outdated formats and to ensure the originals are protected through backup and storage.

Financial Resources ($ thousands)

2012–13 2013–14 2014–15
31,886.3 15,458.5 9,858.4
Note: Please refer to the Expenditure Profile for explanations on spending trends.
Human Resources (FTEs)

2012–13 2013–14 2014–15
166 166 166


Program Activity Expected Results Performance Indicators Targets
LAC collection is safeguarded in an appropriate way to make it accessible for current and future generations Proportion of the collection in appropriate storage 45% by March 2013

Planning Highlights

In addition to the ongoing responsibilities of LAC specialists for preservation and related holdings management activities, LAC is taking particular action on the modernization commitment to go digital. In addition, LAC will integrate its evaluation of what is preserved with considerations of how to preserve, as it develops a systematic program to reappraise the existing holdings.

Planned key activities for 2012–2013

  • LAC is continuing to make progress on its 10-year audiovisual migration strategy to transfer analogue audiovisual recordings from many obsolete formats to digital file formats to ensure their continued accessibility. The target is to migrate more than 40,000 hours of recordings in 2012–2013.
  • LAC is expanding high-density storage for analogue materials to allow better management and more cost-effective circulation of items. As resources permit, LAC will focus on storage of publications at its site at 395 Wellington Street, Ottawa and on service files from the Second World War.
  • LAC is responding to the common needs among documentary heritage institutions related to digital preservation by becoming a trusted digital repository.
  • LAC is pursuing a reappraisal program to ensure its holdings remain relevant to Canadians. By examining the items in its holdings based on the new appraisal criteria, LAC will be able to determine which items should be made more accessible, including through digitization. LAC expects to find that some items no longer merit a place in its holdings and may be a better fit in the collection of another Canadian documentary heritage institution, which would be the goal of the pan-Canadian documentary heritage network.

Program Activity 2.3: Exploration of Documentary Resources

This program is aimed at distributing Canadian documentary resources and making them available to anyone interested in Canada, its society or its experience. To this end, strategies are put in place to provide Canadians with easier access to these documentary resources and increase their use among the general public. By making available the documentary resources for which it or other documentary heritage organizations are responsible, Library and Archives Canada (LAC) contributes to the creation of new knowledge that will increase the understanding of Canada's continuing memory.

Financial Resources ($ thousands)

2012–13 2013–14 2014–15
34,346.2 34,346.2 34,346.2
Note: Please refer to the Expenditure Profile for explanations on spending trends.
Human Resources (FTEs)

2012–13 2013–14 2014–15
379 379 379


Program Activity Expected Results Performance Indicators Targets
Canadians have access to Canada's documentary heritage Level of client satisfaction with modernized services across channels By March 2013:
  • In-Person: 80%
  • Telephone: baseline
  • Mail: 80%
  • Online: 75%
  • At exhibitions: baseline
Percentage of clients who report being able to find what they are looking for by channel
  • Online: 60%
  • In-Person: 60%
Baselines by March
2012 for telephone and mail channels

Planning Highlights

Modernization recognizes the need for LAC to focus on service to Canadians in everything it does. This includes changes that respond to the new ways that Canadians interact with information resources—including the collection at LAC. This change involves a strong emphasis on digital operations and service channels, which obliges LAC to shift resources from in-person services used by roughly 2,000 clients a month to the online users who make nearly half a million visits per month to its website. Modernization involves collaboration, enhanced descriptions and increased content distribution. Accordingly, LAC will continue to implement updates to its service delivery mechanisms that began in January 2012 in order to:

  • ensure all Canadians can discover, engage with, and share LAC content when, where and how they want it;
  • enable LAC to make its content accessible in ways that encourage others to draw on it and make it available to their own audiences;
  • support clients through self-service access to LAC's content, so they can use and repurpose that content to create new knowledge; and,
  • emphasize digital as LAC's primary service delivery vehicle.

The new service delivery model signals an important change for LAC as it shifts from the traditional model of in-person service to an approach that encourages self-service. LAC is supporting this change by making the content in its holdings broadly accessible. While LAC maintains core in-person services, it is gradually introducing changes in 2012–2013 that will enable it to deliver services through other channels.6 For example, in January 2012, LAC introduced reference by appointment to allow its research clients to have access to a specialist.

Planned key activities for 2012–2013

  • LAC is increasing the digital content available to Canadians. This will include implementing a "digital by default" approach to content delivery in order to respond to client requests. LAC is also digitizing frequently requested material in accordance with its new Access Policy Framework.
  • LAC is modernizing services at its 395 Wellington Street, Ottawa location to consolidate on-site services and reorient them toward digital service delivery. This will include the digitization of finding aids to ensure continued and expanded access to key resources for all Canadians, including those with print disabilities.7 As part of this shift, LAC will develop online tutorial videos that will orient clients and address common questions.
  • LAC is exploring and establishing new digital tools and best practices to provide a broader access to the content.
  • LAC is expanding its collaboration with public and private partners on projects such as the Lest We Forget initiative, digitization of letterbooks of the former Department of Indian Affairs (now the Department of Aboriginal Affairs and Northern Development) and user-contributed content related to Sir John A. Macdonald.

6 LAC begins implementation of new approach to service delivery, www.collectionscanada.gc.ca/whats-new/013-560-e.html
7 A finding aid is a document containing detailed information about a specific collection of papers or records within an archive. Types of finding aids include file lists, inventories and guides.

Program Activity 3.0: Internal Services

Financial Resources ($ thousands)

2012–13 2013–14 2014–15
28,052.6 28,052.6 28,052.6
Note: Please refer to the Expenditure Profile for explanations on spending trends.
Human Resources (FTEs)

2012–13 2013–14 2014–15
253 253 253

Planning Highlights

Internal services make fundamental contributions to the achievement of the two strategic outcomes and all organizational priorities of Library and Archives Canada (LAC). They ensure compliance with Government of Canada legislation, regulations, and policies. Internal services include finance and accommodations, human resources, strategic research, contracting, security, planning, information technology, information management, communications, audit and evaluation.

The information technology (IT) and human resources services are particularly critical to the success of modernization because of the extent to which LAC expects technology and people to deliver the results that will mean noticeable benefits for the growing number of Canadians who deal with LAC. Internal services are the focal point of the organizational priority "LAC will adopt a new model for internal operations and will ensure that its workforce has appropriate skills to deliver on its mandate."

Planned key activities for 2012–2013

  • LAC is making progress toward a human resources strategy that will enable it to identify and develop the new competencies required to be successful in the digital world.
  • LAC is supporting the many information technology aspects of the planned key activities described under other program activities by developing, testing and implementing new or enhanced IT tools and applications.
  • LAC is improving the management of digital assets, by acquiring born-digital items for the collection and by digitizing the analogue items.