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Records which cease to have ongoing business value but which are deemed to have archival value are not being transferred to LAC in an expedient fashion, and are likely to be exposed to various risks over time.
LAC to determine why archival records are not being transferred to LAC and to work with GC institutions to remedy this situation.
3.1.2 Suggested Actions
Information on the status of Records Disposition Authorities (RDA) is not readily available throughout the GC even though LAC has developed a Records Disposition Authorities Control System (RDACS). The problem is two-fold: RDACS is currently available to many but not all GC institutions under the LAC Act; and the information on RDACS does not always reflect the operational status of the RDAs.
LAC needs to ensure that all GC institutions are provided with the appropriate RDACS access and that the information provided through RDACS is reflective of the operational status of the specific RDA.
3.2.2 Suggested Actions
Factors influencing the moderate response rate to the CARFI survey may affect future LAC attempts to survey or monitor GC institutions on recordkeeping practices and adherence to RDA Terms and Conditions.
LAC to determine why GC institutions are not responding to LAC requests for information and to devise strategies to encourage a higher participation rate.
3.3.2 Suggested Actions
The biggest problems identified by the Advisory Group were the lack of awareness in the Government of Canada concerning archival records and the need to train personnel in good recordkeeping practices and the importance of preserving archival records which are part of all Canadians' documentary heritage. The Advisory Group is looking to LAC to take a leadership role in establishing rules and standards for preservation and recordkeeping before records are transferred to LAC. This information should be readily available to Government of Canada institutions through training and on the Web.
The Advisory Group is looking to LAC for greater consultation. In particular Advisory Group requested greater involvement in the process to revoke RDAs, and in establishing procedures for notifying LAC of changes in responsibilities for the custody and control of archival records in Government institutions.
The Advisory Group suggested that in the event LAC conducts future surveys, greater consideration be given to the demands and capacity of GC institutions to plan and carry out the work associated with completing the survey.
The Advisory Group was very interested in the survey results and hopeful that follow-up actions will take place. In particular, they recommended that all Senior Executives responsible for MGI be made aware of the CARFI survey results on the state of archival records in the Government of Canada in order to increase support and resource capacities for recordkeeping operations.