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Formative Evaluation of the National Archival Development Program
Final Report

2.2 Program logic

This section describes the logic of the NADP, which is based on the program's logic model (Figure 1). The NADP carries out a number of activities under five main objectives that are expected to support the achievement of specific policy goals.

2.2.1 Program objectives

At the crux of the new program are five objectives. All projects are required to demonstrate support for one or more of these objectives through project activities. The NADP's five objectives are to:

  • increase access to Canada's archival heritage through the national catalogue
  • increase awareness and broaden use of Canada's archives
  • increase the representation of Aboriginal peoples and under-represented ethno-cultural groups in Canada's archives
  • increase the capacity of archival networks to undertake strategic and development activities
  • increase the capacity of archival institutions to preserve Canada's archival heritage (LAC, 2004b).

The LAC and CCA developed these objectives in consultation with archival community members. The NADP provides financial support to projects that are expected to advance these program objectives. Applicants apply under only one of these main objectives, but can address more than one objective in their work.

In addition, the LAC and CCA have developed national strategic priorities that accompany each of the objectives, and these are revised as necessary on a yearly basis. The priorities describe in more detail the type of work that NADP projects are expected to conduct and issues they are to address. Provincial and territorial councils also have the option of identifying priorities for their region. They do this by choosing objectives and national priorities to focus on. Applications addressing Provincial/Territorial priorities can be allocated additional points during Provincial/Territorial adjudication.

2.2.2 Program activities

There are two components of the NADP. Firstly, the Canadian Council of Archives (CCA) receives contribution funding under the National Council component of the program, so it can support the development of Canadian archival institutions and organizations. Secondly, the Archival Projects component of the program supports archival organizations and institutions, including provincial and territorial councils, by providing funding for specific projects.

NADP funding streams:

  • Funding to CCA
    • 3rd party administration of funding for archival projects by the CCA ($185,000)
    • Development of archival capacity undertaken by the CCA ($395,000).
  • Archival projects undertaken by ultimate recipients ($1,140,000);

Funding to the CCA covers the administrative costs for funding these projects such as adjudicating project applications, program administration including contribution agreements, providing information about the NADP, assessing the alignment of projects with objectives and indicators. Funding to the CCA also covers activities related to developing archival capacity such as working with the national catalogue, training archives advisors, meetings with P/T Councils, and performance measurement.

The CCA acts as a third party delivery agent of the archival projects component on behalf of the LAC. Both the financial support for projects and the CCA focus on building capacity in the archival community in the areas of access and preservations. This evaluation does not separate the two funding streams to answer the evaluation questions. Specific activities of the NADP comprise the first column in the Logic Model (Figure 1).

To be eligible for NADP funding, project applicants must be:

  • "The Canadian Council of Archives (CCA);
  • Provincial or territorial archives councils or equivalents;
  • National, provincial, territorial or regional associations of Archives; or
  • Canadian archival institutions that are accessible to the public and members of a provincial or territorial archives council" (LAC, 2004b).

In addition to supporting one of the five objectives, projects are normally required to match NADP funds. The contribution of the applicant can be in the form of financial support for the proposed project from other federal programs, sponsors, other levels of government or the private sector, or indirect financial support such as paid staff time, volunteer investment, and supplies (CCA, 2008c, p.8).

Application forms are reviewed yearly by the CCA and revised if needed. Project applicants submit completed application forms to their provincial or territorial council. Councils review applications for completeness and reject any that are incomplete. Then, following adjudication guidelines, a peer Provincial or Territorial Adjudication Committee evaluates applications considering program priorities and selection criteria. In 2007-2008, the CCA encouraged provinces and territories to identify local priorities. Councils can include the extent to which projects align with these local priorities in the selection criteria. Provincial/Territorial Councils then prioritize applications and recommend applications for funding to the CCA.

Each province and territory has a specified funding allotment, and the total funds requested of all submitted projects must not exceed this amount (Table 1). However, Provincial/Territorial Councils may also submit to the CCA completed applications that are approved, but for which there is no funding available. If funding becomes available later in time (e.g., through cancellation of a project or return of unused funds), these applications are considered.

Table 1: Annual allotments for NADP projects by province/territory
Province/Territory Annual allotment
Ontario $168,495
Quebec $168,495
British Columbia $117,112
Alberta $83,475
Saskatchewan $83,475
Manitoba $83,475
New Brunswick $83,475
Nova Scotia $83,475
Newfoundland and Labrador $83,475
Nunavut $40,012
Northwest Territories $40,012
Yukon $40,012
Prince Edward Island $40,012

The CCA Board reviews applications recommended by the Provincial/Territorial Councils. The Board also considers recommendations made by the Preservation Committee of the CCA, which is responsible for all topics related to the preservation and conservation of Canadian Heritage (CCA, 2008d). The Preservation Committee reviews all applications submitted under Objective 5 (on preservation) to give an additional, expert perspective. The Preservation Committee forwards any issues with these applications needing clarification to the Board.

Similarly, for applications under all objectives, the Board identifies issues needing clarification and communicates these issues to the CCA. The CCA then contacts applicants to explain the clarifications needed and requests a revised application before final approval.

This process has been adapted for applications submitted for the fiscal year 2008-2009. The CCA is establishing a National Review and Adjudication Jury, who will be the first group to review applications at the national level. The Jury will then recommend projects to the CCA Board of Directors. The Board will ratify these recommendations, identify any clarifications needed, and submit this information to LAC for approval. This new review process was implemented to help reduce the heavy workload of the CCA Board.

2.2.3 Outcomes

The implementation of activities is expected to contribute to the achievement of a series of immediate, intermediate, and long-term outcomes (see Logic Model, Figure 1). These outcomes are aligned with the program's five objectives.

Program outputs and short-term outcomes have a general focus on training, planning, and capacity building. The CCA and funding recipients are responsible for achieving outputs and short-term outcomes.

Medium-term outcomes focus on archival capacity building, improvements in the National Catalogue, increased awareness and use of archives, and more representation of Aboriginal Peoples and underrepresented ethno-cultural groups. The long-term outcomes outline the expected benefits of the program for Canadian citizens, and describe expectations of increased capacity in preserving and accessing Canadian heritage.

Performance indicators were developed to measure the progress of these outcomes. The NADP performance measurement strategy centres on the intermediate outcomes. LAC, with the assistance of the CCA, is responsible for achieving these outcomes. The Strategic Office, LAC, and the CCA are responsible for collecting performance indicator information. One method of collecting these data is through reporting.

Reporting for the NADP is accomplished through annual reports, Departmental Performance Reports (DPRs) presented each year by LAC to the Treasury Board Secretariat, and Program Evaluation and Audit reports presented to Library and Archives Audit and Evaluation Committee for approval and subsequent release to the public. The CCA submits annual and interim reports to the LAC, in addition to more frequent financial reporting. A large amount of performance measurement data are gathered through the reports submitted by project recipients. Project recipients are required to submit final reports as well as interim reports if funding exceeds $5,000 or if the projects last for more than four months.

National Archival Development Programme Logic Model

Activities

Provide financial support for projects that build archival community capacity in the areas of access and preservation, including:

  • Providing training and workshops
  • Developing communications products
  • Developing and converting descriptions
  • Assessing and conserving archival materials
  • Conducting research
  • Planning
  • Developing programs
  • Coordinating projects

Outputs

  • Trained staff
  • Workshops
  • Communications products
  • Descriptions
  • Guides
  • Collections assessed and items conserved
  • Preservation management plans
  • Publications
  • Strategies and plans
  • Visits/exhibits
  • National standards and guidelines

Immediate Outcomes

  • Increased content in national catalogue
  • Increased information available about archives and their holdings
  • Partnerships and programs developed to attract new users
  • Broader skill base within the archival community
  • Increased awareness of archival needs and capacity of aboriginal and multicultural communities
  • Improved understanding of preservation needs of the national collection

Intermediate Outcomes

  • Increased access to Canada's archival heritage through the national catalogue
  • Increased awareness and broadened use of Canada's archival heritage
  • Increased capacity of archival networks to undertake strategic and development activities
  • Increased representation in Canada's archival heritage of Aboriginal Peoples and under-represented ethno-cultural groups
  • Increased capacity of archival institutions to preserve Canada's documentary heritage

Long-Term Outcomes

  • Canadians have access to the whole of their archival heritage
  • Canadians better know, use and understand their archival heritage
  • Canada has the capacity to meet the evolving information and learning needs of its citizens through a strong network of archives
  • The archival heritage of Canada reflects the diversity of the Canadian experience
  • Archival heritage is safeguarded for present and future generations

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