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Audits and Evaluations

Condition of Archival Records in Federal Institutions (CARFI)
Annex A

Assessment of the Condition of Archival Records in Federal Institutions

Planning Report
Prepared by: Corporate Performance Division

Table of Contents
Purpose
Approach
Background
Objectives
Profile of Federal
Questions and Methodologies
Outline of the Work
Schedule
Endnotes

List of Appendices
Appendix 1: Terms of Reference
Appendix 2: Selected Samples
Appendix 3: Working definitions and criteria to assess the condition of records

Purpose

This report outlines a plan for assessing the condition of archival records in federal institutions. It includes a brief description of the program along with the planned approach, issues and questions, methodologies to address these questions and a schedule of activities.

The reason for assessing the condition of archival records in federal institutions at this time is partially to respond to observations made by the Auditor General in its November 2003 report (released in February 2004) and partially to assist in the development of policies and advise for federal institutions in the area of information management.

Approach

Within Library and Archives Canada the assessment will be managed jointly by the Government Archives Division of the Documentary Heritage Sector and the Corporate Performance Division of Corporate Management with the assistance of the Government Information Management Office, Care of Collections, and an Advisory Committee and external consultants as required. The Advisory Committee will be composed of Library and Archives staff as well as staff from other federal departments. This Advisory Committee will assist in the development of the methodology to be used in the assessment, assist the assessment team with documentation, facilitate contact with federal institutions chosen as part of the sample, and will review the draft reports when completed including the communications strategy.

The primary assessment methods will consist of documentation review, interviews with departmental officials at LAC and in federal institutions, and an on-site survey of records in federal institutions (see attached Appendix 2 for an overview of the proposed methodology and the sample of approximately 200 Record Disposition Authorities chosen as part of the sample).

The approach will include a communications strategy to outline how Library and Archives Canada will inform federal institutions of the assessment study being undertaken. Initially, this may simply take the form of a letter from the Librarian and Archivist of Canada to the Senior Executive designated under the Management of Government Information Policy.

Background

For almost 100 years now the federal government has been preoccupied with preserving government records of historical and archival value and destroying those that were no longer of use. (Endnote 1) This began with the compilation of extensive inventories of records and the "scheduling" the timing of their destruction. From 1945 to 1965 this process was overseen by the Public Records Committee that consisted of several senior bureaucrats including the Dominion Archivist. In 1966 the current system of records management was established by the Public Records Order which delegated the responsibility for "records scheduling" to departments in consultation with the Dominion Archivist. This structure was supported by chapters devoted to record keeping in Treasury Board's Administrative Policy Manual and subsequent legislation including the Access to Information and Privacy Acts (1983), the National Archives of Canada Act (1987), and the Management of Government Information Holdings Policy (1989). The recent passage of the Library and Archives of Canada Act (2004) confirms the role of the Librarian and Archivist of Canada to issue Records Disposition Authorities to federal institutions.

Government records that have archival value are identified during the process of the disposition of government records. This process is administered at Library and Archives by the Documentary Heritage Collection Sector through the Government Records Appraisal and Disposition (GRAD) Program which involves the negotiation of agreements (Records Disposition Authorities) with federal institutions to govern the disposal of government records in those institutions either by destruction, alienation from the Government of Canada, or future transfer to the Library and Archives. In most cases there is a significant time lag between the identification of records as archival and their eventual transfer to Library and Archives. Little information is currently being gathered about the condition of archival records in federal institutions with the exception of observations that were made in Archival Assessment reports at the time that the agreement was negotiated.

This situation was echoed in a recent report by the Auditor General (November 2003, released in February 2004) which observed:

As a result, the report recommended that:

Objectives

The transfer of government archival records from federal institutions to the Library and Archives in administered under the Government Records Appraisal and Disposition Program (GRAD). The mechanism through which this is done is the granting of Records Disposition Authorities by the Librarian and Archivist of Canada to federal institutions. As such the GRAD Program has two main objectives:

1. The orderly disposition of government records by federal institutions at the end of their information management life cycle, and,
2. The acquisition of government records of archival and historical value by LAC from federal institutions.

Profile of Federal Institutions

For the purpose of classifying the federal institutions named in the Library and Archives of Canada Act these are classified by Office of Primary Interest (Ministry) and Office of Collateral Interest (Agencies, Boards, etc.). There are some 24 Offices of Primary Interest under the current configuration of government departments and the remaining 162 institutions are considered Offices of Collateral Interest. (Endnote 2) These federal institutions can be further described by size according to their number of employees and relative budgets (see tables below).

Number of Federal Institutions
(by interest and size)
As of March 2005

Interest	Size
	Large	Medium	Small	Total
Primary	7	12	5	24
Collateral	3	8	151	162
Total	10	20	156	186

Just over 1600 Records Disposition Authorities (Endnote 3) have been signed with these 186 institutions as of March 2005 but the number of authorities varies considerably with the size of the institution and the complexity of its functions. On average Offices of Primary Interest have nearly 40 RDAs per institution which is about 8 times as many as for Offices of Collateral Interest (see table below).

Number of RDAs
(by interest and size of Institution)
As of March 2005

Interest	Size
	Large	Medium	Small	Total
Primary	234	600	53	887
Collateral	68	260	397	725
Total	302	860	450	1612

The number of RDAs containing archival records is roughly proportional to the overall number of RDAs with Offices of Primary Interest holding about 55% of the RDAs with archival records (see table below.)

Number of RDAs with Archival records
(by interest and size of Institution)
As of March 2005

Interest	Size
	Large	Medium	Small	Total
Primary	127	432	46	605
Collateral	43	135	290	468
Total	170	567	336	1073

Questions and Methodologies

Questions	Methodologies	Responsible
What is the present condition of records deemed to be of archival value in federal institutions? What are the key factors that are likely to affect the future condition of archival records? To what extent is the presence of these factors likely to threaten the future condition of archival records?	Interviews with staff at LAC and in federal institutions	See work outline below and Terms of Reference (Appendix 1) for specific responsibilities for each aspect of the project
	File review of Record Disposition Authorities
	On site survey of a sample of records in federal institutions
	Survey of a sample of records received by LAC in last two years for a sample of Record Disposition Authorities

Outline of the Work

Step 1: Determine the universe of records identified as archival, define "condition of archival records", and identify factors that are likely to cause the condition of the records to deteriorate in the future.

Tasks	Responsible
1A. Based on the number of institutions with existing records disposition agreements determine the universe of government records that have been identified as archival as of March 31, 2005	Corporate Services
1B. Develop a working definition of "condition of archival records"	Government Archives Division Care of Collections
1C. Identification of factors likely to cause the archival records to deteriorate in the future	Government Archives Division Care of Collections Government Information Management Office

Step 2: Review of agreements.

Tasks	Responsible
2A. Examine a selected sample of the documentation (Archival Appraisals, Terms and Conditions of transfer agreements, briefing package for the Librarian and Archivist) for references to conditions of the records at the time when these document were written	Government Archives Division Consultant
2B. Examine RDACS and other documentation (if available) for references to the condition of the archival records concerned	Government Archives Division Consultant

Step 3: Stratified sample of archival records in federal institutions

Tasks	Responsible
3A. From the universe of authorities that specify transfer of records to LAC (identified in Step 1) draw a defined stratified sample of authorities from across federal institutions based on type and medium of records which is representative of institutions by size, location, age of agreement, status of agreement, importance of the institution and Office of Primary/Collateral Interest	Corporate Services
3B. For each authority in the sample, after reviewing the relevant documentation, perform an on-site visit to assess the present condition of the archival records and see if any factors exist which might cause their condition to deteriorate in the future	Consultant with assistance from Government Archives Division, Care of Collections, Government Information Management Office as required
3C. Apply the results of the stratified sample to infer the situation with regards to the condition of archival records in the universe of archival records	Consultant

Step 4: Assessment of records received by LAC

Tasks	Responsible
4A. From records which have been recently received by LAC from federal institutions (during Fiscal years 2003-04 and 2004-05) draw a sample of accessions from across federal institutions based on type and medium of records, which is representative of institutions by size, location, age of agreement, status of agreement, importance of the institution and Office of Primary/Collateral Interest	Corporate Services
4B. Link the accessions to their respective agreements and examine the documentation to see if observations about the condition of archival records were previously identified and actions taken	Consultant with assistance from Government Archives Division
4C. Examine the present condition of the records and associated documentation to see any action has been taken since the records were received by LAC	Consultant with assistance from Government Archives Division, Care of Collections as required
4D. Apply the results of the sample to infer the situation with regards to records received by LAC over the last two years	Consultant

Step 5: Compilation of Results

Tasks	Responsible
Combine the results from Steps 3 and 4 to produce an assessment of the present condition of archival records in federal institutions and the presence of factors which are likely to cause their condition to deteriorate in the future. High risk areas would be targeted for future action by LAC and results would be communicated to federal institutions for follow-up as required	Consultant, Government Archives Division, Care of Collections, Government Information Management Office

Schedule

Task/Phase	Q2 05/06	Q3 05/06	Q4 05/06	Q1 06/07	Q2 06/07	Q3 06/07	Q4 06/07
Development of Terms of Reference	x
Development of a Project Plan	x	x
Development of Tools	x	x
Communication Plan		x
Advisory Committee Meetings		x		x			x
First Interim Report		x
Data Collection Phase I		x	x	x
Second Interim Report				x
Data Collection Phase II				x	x	x
Final Report							x

Endnotes

1. Much of the information in the paragraph that follows is taken from a speech by Mr. Ian E. Wilson "The fine art of destruction", May 1, 2000.

2. This number changes periodically with those that are newly created, those that become defunct as well as those that change their names. The primary source for this list is www.tbs-sct.gc.ca/est-pre/estime.asp .

3. Because some RDAs apply to different types and media of records the numbers described here apply to units which describe a unique authority and type of record. The actual number of RDAs is somewhat lower.

List of Appendices

1. Terms of Reference
2. Selected Samples
3. Working definitions and criteria to assess the condition of records

Appendix 1: Terms of Reference

Assessment of the Condition of Archival Records in Federal Institutions

Background:

Government records that have archival value are identified during the process of the disposition of government records. This process is administered at Library and Archives by the Documentary Heritage Collection Sector through the Government Records Appraisal and Disposition (GRAD) Program which involves the negotiation of agreements (Records Disposition Authorities) with federal institutions to govern the disposal of government records in those institutions either by destruction, alienation from the Government of Canada, or future transfer to the Library and Archives. In most cases there is a significant time lag between the identification of records as archival and their eventual transfer to Library and Archives. Little information is currently being gathered about the condition of archival records in federal institutions with the exception of observations that were made in Archival Assessment reports at the time that the agreement was negotiated.

This situation was echoed in a recent report by the Auditor General (November 2003, released in February 2004) which observed:

As a result, the report recommended that:

Need:

In order to obtain information about the condition of archival records in federal institutions and respond to observations made by the Auditor General an assessment of the current state of archival records in federal institutions must be made. As well, the lack of current information about the condition of records in federal institutions has hampered the analysis needed to develop policies and advise institutions about actions that should be taken.

Scope:

This study will assess the present condition of records in federal institutions which have been identified as archival through an agreement between LAC and the institution. It will also examine the factors that are likely to cause the conditions of these records to deteriorate in the future. While it is recognized that there are many more records in federal institutions that will in the future be considered archival, it is beyond the scope of this study to consider the condition of these records at this time.

Issues:

The assessment will address the following issues:

• What is the present condition of records deemed to be of archival value in federal institutions?
• What are the key factors that are likely to affect the future condition of archival records?
• To what extent is the presence of these factors likely to threaten the future condition of archival records?

Approach:

The assessment will be led by the Corporate Management Branch of Library and Archives of Canada with the assistance of the Government Archives Division and Care of Collections of the Documentary Heritage Sector, the Government Information Management Office, an Advisory Committee and consultants as required. The Advisory Committee will be composed of Library and Archives staff and staff from other federal departments.

The primary assessment methods will consist of documentation review, interviews with departmental officials, and a survey of records in federal institutions (see attached annex for an overview of the proposed methodology).

The approach will include a communications strategy to outline how Library and Archives Canada will inform federal institutions of the assessment study being undertaken by LAC. Initially, this may simply take the form of a letter from the Librarian and Archivist of Canada to the Senior Executive designated under the Management of Government Information Policy.

Estimated Resources and Timeframes:

A preliminary budget for the assessment has been set at $150,000 provided by LAC with resources related to access and coordination provided by other federal institutions. The project will be divided into a number of phases which will include the following:

Phase	Start - End Dates	Cost	Responsible
Development of Terms of Reference	July 2005	0	CS/GAD
Development of a Project Plan and Tools	July 2005 - Oct 2005	0	CS/GAD/CC/GIMO
First Interim Report	Oct 2005	0	CS/GAD/CC/GIMO
Data Collection and Analysis	Nov 2005 - Dec 2006	125,000	Consultant/GAD/CC/GIMO Other Federal Institutions
Second Interim Report	Sept 2006	10,000	Consultant/CS
Final Report	Mar 2007	15,000	Consultant/CS

Appendix 2: Selected Samples

Introduction

The assessment of the condition of archival records will have as its key tool a survey of Records Disposition Authorities in federal institutions.

Methodology
The selection of Records Disposition Authorities (RDAs) as part of the sample is done on a random basis so that the results will be broadly representative of all RDAs that LAC has with federal institutions as of March 2005. The sample size of 200 represents 18.6% of all RDAs which are thought to contain archival records. The characteristics of the sample were then checked against the population to ensure that the sample was representative across the main variables listed below.

Variable	Key Characteristics of Population
Office of Interest	Primary 56%, Collateral 44%
Location	NHQ 74%, Region 26%
Size of Institution	Small 31%, Medium 53%, Large 16%
Status of Agreement	Amend 10%, Okay 59%, Replace 31%
Age of Authority	1993 or later 56%, Pre-1993 44%

Sample Selection

The list of RDAs chosen to be part of the sample is shown in Appendix 2A.

Comparison of Sample Coverage

Preliminary examination of LAC authorities reveals that once the type and medium of records is taken into account there are 1612 combinations of types and media (Endnote 1) for authorities that are currently active. This can be reduced to 1073 combinations if only authorities where transfer is indicated are included as shown in the table below).

Type	Medium
	All	Electronic	Microform	Native	Total
All	3	0	0	0	3
Art	0	1	0	15	16
Audio	0	4	0	34	38
Drawings	0	5	9	32	46
Film	0	0	0	13	13
Maps	0	8	7	32	47
Other	0	3	0	7	10
Philately	0	0	0	2	2
Photos	0	6	2	62	70
Text	0	122	113	542	777
Video	0	2	0	49	51
Total	3	151	131	788	1073

Based on this number of authorities a 20% random sample is proposed. This sample would then be tested for to see to what extent it is representative of each of the critical variables. The results of this examination are shown below for each of the key variables.

Office of Interest	Number in Sample	Percent Distribution	Distribution of Population
Primary	90	45	44
Collateral	110	55	56
Total	200	100	100

Location	Number in Sample	Percent Distribution	Distribution of Population
Headquarters	139	70	74
Regions	61	30	26
Total	200	100	100

Size of Institution	Number in Sample	Percent Distribution	Distribution of Population
Small	58	29	31
Medium	103	52	53
Large	39	20	16
Total	200	100	100

Status of Agreement	Number in Sample	Percent Distribution	Distribution of Population
Amend	20	10	10
Okay	120	60	59
Replace	60	30	31
Total	200	100	100

Age of Authority	Number in Sample	Percent Distribution	Distribution of Population
Older (Pre-1993)	90	45	44
Recent	110	55	56
Total	200	100	100

If, for whatever reason, it becomes necessary to replace authorities that have been selected as part of the sample they would then be replaced by others with similar characteristics to ensure that the overall sample was representative for each of the key variables.

Endnotes:

1. Types of records include textual, maps, drawings, photos, videos, audio, etc., while medium includes electronic, microform or native (usually paper but sometimes other such as magnetic tape are also possible).

Appendix 2A:

Sample of 200 Record Disposition Authorities by Federal Institution

Institution	Int	Stat	Year	Auth	Type	Med	Reg	Size
Agriculture and Agri-Food	P	ok	2001	2001/019	Photo	Native	1	M
Agriculture and Agri-Food	P	ok	2003	2002/012	Maps	Elec	1	M
Agriculture and Agri-Food	P	ok	2003	2002/012	Photo	Native	1	M
Agriculture and Agri-Food	P	ok	2004	2004/010	Text	Native	1	M
Agriculture and Agri-Food	P	ra	1973	M-20-73	Draw	Native	0	M
Canada Customs and Revenue Agency	P	ok	1993	93/006	Text	Native	0	L
Canada Customs and Revenue Agency	P	ok	1997	96/052	Text	Elec	0	L
Canada Customs and Revenue Agency	P	ok	2001	2000/033	Text	Native	1	L
Canada Deposit Insurance Corporation	C	ok	2000	2000/007	Text	Native	0	S
Canada Deposit Insurance Corporation	C	ok	2000	2000/007	Vid	Native	0	S
Canada Industrial Relations Board	C	aa	1997	97/011	Text	Elec	0	S
Canada Lands Company Limited	C	ok	2004	2003/014	Photo	Native	0	S
Canada Mortgage and Housing Corporation	C	ra	1995	95/018	Text	Elec	1	M
Canada Ports Corporation	C	ok	1999	98/029	Text	Micro	0	S
Canada Post Corporation	C	aa	1991	91/020	Text	Native	1	L
Canada Post Corporation	C	ok	1969	69/043	Text	Native	0	L
Canada Post Corporation	C	ok	1979	69/142-1	Text	Native	0	L
Canada Post Corporation	C	ok	2004	2004/006	Text	Native	1	L
Canadian Centre for Occupational Health and Safety	C	ok	2002	2002/006	Text	Native	0	S
Canadian Cultural Property Export Review Board	C	ra	1994	94/010	Text	Elec	0	S
Canadian Food Inspection Agency	C	ok	2004	2003/015	Text	Elec	1	M
Canadian Food Inspection Agency	C	ra	1993	93/023	Text	Native	1	M
Canadian Food Inspection Agency	C	ra	1993	93/023	Photo	Native	0	M
Canadian Heritage	P	aa	1997	97/032	Text	Native	1	M
Canadian Heritage	P	aa	1997	97/032	Text	Elec	1	M
Canadian Heritage	P	aa	1999	99/012	Text	Native	1	M
Canadian Heritage	P	ok	1984	M-12-83	Text	Micro	0	M
Canadian Heritage	P	ok	1993	93/002	Text	Native	0	M
Canadian Heritage	P	ok	1997	97/009	Text	Native	0	M
Canadian Heritage	P	ra	1969	69/079	Text	Native	0	M
Canadian Heritage	P	ra	1992	92/019	Aud	Native	0	M
Canadian Institutes of Health Research	C	ra	1995	95/020	Text	Native	0	S
Canadian International Development Agency	C	ok	1969	69/045	Text	Native	0	S
Canadian International Trade Tribunal	C	aa	1993	93/036	Text	Native	0	S
Canadian Radio-television and Telecommunications Commission	C	ra	1983	M-24-71-1	Text	Micro	0	S
Canadian Radio-television and Telecommunications Commission	C	ra	1983	M-24-71-1	Text	Native	0	S
Canadian Security Intelligence Service	C	aa	2002	2001/026	Text	Native	1	M
Canadian Space Agency	C	ok	2003	2002/003	Text	Native	1	S
Canadian Tourism Commission	C	ra	1969	69/103	Text	Native	1	S
Canadian Transportation Accident Investigation and Safety Board	C	ok	1994	94/014	Aud	Elec	0	S
Canadian Transportation Accident Investigation and Safety Board	C	ok	1995	95/015	Text	Native	0	S
Canadian Transportation Accident Investigation and Safety Board	C	ok	1995	95/021	Aud	Native	0	S
Canadian Transportation Accident Investigation and Safety Board	C	ok	1995	95/021	Maps	Native	0	S
Canadian Transportation Accident Investigation and Safety Board	C	ok	1995	95/021	Text	Elec	0	S
Canadian Transportation Agency	C	ok	1997	97/031	Text	Native	0	S
Canadian Wheat Board	C	ra	1974	74/008	Text	Native	0	S
Citizenship and Immigration	P	ra	1983	M-4-83	Text	Native	0	M
Commission for Public Complaints Against the RCMP	C	ok	1996	96/011	Vid	Native	0	S
Communications Security Establishment	C	ok	2002	2002/011	Photo	Native	0	S
Communications Security Establishment	C	ok	2004	2004/004	Maps	Elec	0	S
Communications Security Establishment	C	ok	2004	2004/004	Vid	Elec	0	S
Correctional Service of Canada	C	ok	1980	M-38-79	Draw	Native	1	L
Correctional Service of Canada	C	ra	1996	96/007	Vid	Native	1	L
Correctional Service of Canada	C	ra	1997	96/048	Text	Native	0	L
Elections Canada	C	aa	2001	2001/017	Aud	Native	0	S
Environment	P	ra	1977	M-8-77	Text	Micro	1	M
Export Development Canada	C	ra	1966	49	Text	Native	0	S
Finance	P	ok	1992	92/009	Text	Elec	0	S
Finance	P	ok	1993	93/035	Text	Elec	0	S
Finance	P	ok	1993	93/035	Text	Native	0	S
Fisheries and Oceans	P	ok	1986	85/017	Maps	Native	1	L
Fisheries and Oceans	P	ok	2000	2000/005	Text	Native	1	L
Fisheries and Oceans	P	ra	1969	69/070	Text	Native	1	L
Fisheries and Oceans	P	ra	1969	69/011	Maps	Native	0	L
Foreign Affairs and International Trade	P	aa	1970	M-2-70	Text	Micro	0	L
Foreign Affairs and International Trade	P	ok	1969	69/122	Text	Native	0	L
Foreign Affairs and International Trade	P	ok	1969	69/101	Text	Native	0	L
Foreign Affairs and International Trade	P	ok	1977	75/023-1	Text	Native	0	L
Foreign Affairs and International Trade	P	ok	1982	75/023-3	Text	Native	0	L
Health	P	aa	1996	96/038	Photo	Native	1	M
Health	P	aa	1996	96/038	Text	Native	1	M
Health	P	aa	1998	98/019	Text	Elec	1	M
Health	P	ok	1983	83/005	Text	Native	0	M
Health	P	ok	1991	91/007	Text	Native	0	M
Health	P	ra	1963	616090	Text	Native	1	M
Health	P	ra	1978	78/014	Text	Native	0	M
Health	P	ra	1987	87/012	Text	Native	0	M
Health	P	ra	1989	89/014	Text	Native	0	M
Human Resources and Skills Development	P	ok	1962	592189	Text	Native	0	L
Human Resources and Skills Development	P	ok	1994	93/021-1	Text	Elec	0	L
Human Resources and Skills Development	P	ra	1968	68/057	Text	Native	0	L
Human Resources and Skills Development	P	ra	1968	68/011	Text	Native	0	L
Human Resources and Skills Development	P	ra	1975	69/136-1	Text	Native	0	L
Human Resources and Skills Development	P	ra	1994	93/040	Art	Native	0	L
Human Resources and Skills Development	P	ra	1996	95/019	Art	Native	0	L
Immigration and Refugee Board	C	ok	2004	2004/009	Photo	Native	1	S
Indian Affairs and Northern Development	P	ok	1994	94/008	Text	Native	0	M
Indian Affairs and Northern Development	P	ok	2000	2000/028	Text	Micro	1	M
Indian Affairs and Northern Development	P	ok	2000	2000/015	Photo	Native	1	M
Indian Affairs and Northern Development	P	ok	2000	99/026	Text	Native	1	M
Indian Affairs and Northern Development	P	ok	2000	2000/015	Text	Micro	1	M
Indian Affairs and Northern Development	P	ra	1988	88/003	Text	Micro	1	M
Indian Affairs and Northern Development	P	ra	1995	88/003-1	Text	Native	1	M
Industry	P	aa	2000	2000/017	Text	Native	1	M
Industry	P	ok	1977	M-5-77	Text	Micro	0	M
Industry	P	ok	1999	97/002-1	Text	Native	0	M
Industry	P	ra	1968	68/066	Text	Native	1	M
Industry	P	ra	1969	69/119	Text	Native	0	M
Industry	P	ra	1971	70/040	Text	Native	0	M
Industry	P	ra	1976	75/033	Text	Native	1	M
Industry	P	ra	1982	M-1-81	Text	Micro	0	M
Industry	P	ra	1985	85/008	Text	Native	0	M
Industry	P	ra	1989	89/023	Text	Native	1	M
Industry	P	ra	1991	91/017	Text	Native	0	M
Laurentian Pilotage Authority	C	ok	2000	99/024L	Text	Native	1	S
Library and Archives of Canada	C	ok	1979	M-12-79	Text	Micro	0	S
Library and Archives of Canada	C	ok	2002	2001/027	Text	Elec	1	S
National Capital Commission	C	ok	2002	2001/009	Text	Elec	0	S
National Defence	P	aa	1970	M-2-70	Text	Micro	0	L
National Defence	P	ok	1998	98/017	Text	Native	0	L
National Defence	P	ok	2001	2000/014	Photo	Native	1	L
National Defence	P	ok	2001	2000/014	Draw	Native	1	L
National Energy Board	C	ok	1984	M-13-83	Text	Micro	0	S
National Energy Board	C	ok	1997	96/042	Text	Native	0	S
National Energy Board	C	ok	1998	98/020	Text	Native	0	S
National Farm Products Council	C	aa	1983	83/028	Aud	Native	0	S
National Film Board	C	ra	1969	69/092	Photo	Native	0	S
National Film Board	C	ra	1969	69/092	Film	Native	0	S
National Round Table on the Environment and the Economy	C	ok	2003	2003/008	Text	Native	0	S
Natural Resources	P	ok	1969	69/016	Text	Native	0	M
Natural Resources	P	ok	1974	74/019	Maps	Elec	0	M
Natural Resources	P	ok	1988	88/011	Text	Native	0	M
Natural Resources	P	ok	1989	89/007	Text	Micro	0	M
Natural Resources	P	ok	1989	89/015	Text	Native	0	M
Natural Resources	P	ok	1992	92/008	Other	Native	0	M
Natural Resources	P	ok	1997	96/055	Text	Elec	0	M
Natural Resources	P	ok	2002	2000/020	Photo	Native	1	M
Natural Resources	P	ok	2002	2001/021	Photo	Native	1	M
Natural Resources	P	ok	2002	2001/022	Photo	Native	1	M
Natural Resources	P	ok	2002	2001/021	Maps	Native	1	M
Natural Resources	P	ok	2002	2001/021	Text	Native	1	M
Natural Resources	P	ra	1993	93/024	Text	Elec	0	M
Office of the Commissioner of Official Languages	C	ok	1996	95/026	Vid	Native	1	S
Office of the Coordinator, Status of Women	C	ok	2000	2000/006	Vid	Native	1	S
Office of the Coordinator, Status of Women	C	ra	1994	90/022-1	Text	Native	0	S
Office of the Superintendent of Financial Transactions	C	ok	2001	2001/015	Text	Native	1	S
Parks Canada Agency	C	ok	1976	M-6-76	Text	Micro	1	M
Parks Canada Agency	C	ok	1976	M-24-76	Photo	Native	0	M
Parks Canada Agency	C	ok	1976	M-24-76	Maps	Native	0	M
Parks Canada Agency	C	ok	1984	M-14-83	Text	Native	1	M
Parks Canada Agency	C	ok	1984	M-14-83	Draw	Native	1	M
Parks Canada Agency	C	ra	1971	M-11-71	Maps	Native	0	M
Parks Canada Agency	C	ra	1973	72/010-1	Text	Native	0	M
Parks Canada Agency	C	ra	1973	73/013	Text	Native	0	M
Parks Canada Agency	C	ra	1984	84/006	Photo	Native	0	M
Privy Council Office	P	aa	1993	93/001	Art	Native	0	S
Privy Council Office	P	aa	1993	93/001	Draw	Native	0	S
Privy Council Office	P	ok	1969	69/075	Text	Native	0	S
Privy Council Office	P	ok	1969	69/074	Text	Native	0	S
Privy Council Office	P	ok	2003	2003/009	Text	Native	0	S
Public Service Commission	C	ok	2001	2001/025	All	All	1	S
Public Works and Government Services	P	aa	1974	M-31-74-1	Text	Native	0	L
Public Works and Government Services	P	aa	1997	97/005	Draw	Native	1	L
Public Works and Government Services	P	ok	1978	M-9-78	Maps	Native	0	L
Royal Canadian Mounted Police	C	ok	1994	91/015-1	Text	Micro	0	L
Royal Canadian Mounted Police	C	ok	1995	95/011	Art	Native	0	L
Royal Canadian Mounted Police	C	ok	1995	95/003	Text	Native	0	L
Royal Canadian Mounted Police	C	ok	1995	95/003	Text	Elec	0	L
Royal Canadian Mounted Police	C	ok	2000	2000/030	Text	Native	0	L
Royal Canadian Mounted Police	C	ok	2001	89/025-1	Text	Native	0	L
Social Sciences and Humanities Research Council	C	ra	1969	69/024	Text	Native	0	S
Solicitor General	P	ok	2003	2003/013	Text	Native	0	S
Statistics Canada	C	ra	1971	71/009	Text	Native	0	M
Statistics Canada	C	ra	1972	M-30-72	Text	Micro	0	M
Statistics Canada	C	ra	1973	M-12-73	Text	Micro	0	M
Statistics Canada	C	ra	1975	M-29-75	Text	Micro	0	M
Statistics Canada	C	ra	1975	M-16-75	Text	Elec	0	M
Statistics Canada	C	ra	1976	M-20-76	Text	Micro	0	M
Statistics Canada	C	ra	1976	76/013	Text	Native	0	M
Statistics Canada	C	ra	1976	75/006-1	Text	Native	0	M
Statistics Canada	C	ra	1978	M-12-78	Text	Elec	0	M
Statistics Canada	C	ra	1979	72/011-2	Text	Native	0	M
Statistics Canada	C	ra	1980	80/003	Text	Native	0	M
Statistics Canada	C	ra	1983	M-6-83	Text	Micro	0	M
Statistics Canada	C	ra	1984	83/034	Text	Native	0	M
The Federal Bridge Corporation Limited	C	ok	1998	98/028	Draw	Elec	0	S
The St. Lawrence Seaway Management Corporation	C	ok	1998	98/025	Text	Elec	0	S
The St. Lawrence Seaway Management Corporation	C	ok	1998	98/026	Draw	Native	0	S
Transport	P	aa	1994	94/015	Text	Native	0	M
Transport	P	ok	1964	M-3-64	Text	Micro	0	M
Transport	P	ok	1972	M-2-72	Text	Native	0	M
Transport	P	ok	1978	M-22-77	Photo	Micro	0	M
Transport	P	ok	1980	M-4-80	Text	Native	0	M
Transport	P	ok	1980	M-2-80-1	Text	Micro	0	M
Transport	P	ok	1995	95/010	Text	Native	1	M
Transport	P	ok	1996	96/031	Text	Native	0	M
Transport	P	ok	1996	96/032	Text	Elec	1	M
Transport	P	ok	1996	96/026	Text	Native	1	M
Transport	P	ok	1996	96/017	Text	Native	0	M
Transport	P	ok	1996	96/032	Text	Native	1	M
Transport	P	ok	1996	96/026	Text	Elec	1	M
Transport	P	ok	1999	99/021	Vid	Native	0	M
Treasury Board Secretariat	P	ok	1987	87/009	Text	Native	0	M
Treasury Board Secretariat	P	ok	1994	93/038	Text	Native	0	M
Treasury Board Secretariat	P	ok	1994	93/015	Text	Native	0	M
Treasury Board Secretariat	P	ok	1994	94/004	Maps	Elec	0	M
Treasury Board Secretariat	P	ok	2003	2003/002	Text	Elec	0	M
Treasury Board Secretariat	P	ok	2003	2003/011	Aud	Native	0	M
Vancouver Port Authority	C	ok	2003	2002/001	All	All	1	S
Veterans Affairs	P	ok	2000	2000/022	Text	Native	1	M

Appendix 3: Working definitions and criteria to assess the condition of records

To be completed by LAC Working Group.

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