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Audits and Evaluations

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

Terms of Reference for the Condition of Archival Records in Federal Institutions Advisory Group

Background

A number of initiatives within Library and Archives Canada (LAC) led to the formation of the Condition of Archival Records in Federal Institutions (CARFI) Working Group in 2005. In particular, there were two primary drivers:

• The need to respond to the Auditor General's Report (November 2003, released February 2004)
• The need for clarification of Section 13.3 of the Library and Archives of Canada Act (enacted 22 April 2004)

Requirement for the Assessment

In her November 2003 report Protection of Cultural Heritage in the Federal Government, the Auditor General of Canada found that the Government of Canada has incomplete information on the nature and condition of archival records, and "has no assurance of obtaining all government records that are of historic interest or archival importance". The Auditor General recommended that the National Archives of Canada (now Library and Archives Canada)

should implement mechanisms to obtain comprehensive information on the nature and condition of archival heritage, whether it is under their own control or that of departments and agencies.

As part of its response to this recommendation, LAC is working with our colleagues in federal departments and agencies to gather the required information on the condition of archival records held across the government. The development of a questionnaire for the Assessment of the Condition of Archival Records held in Federal Institutions is a key step in this information-gathering process.

The questionnaire will be administered in 60 federal departments and agencies (including LAC itself), to provide baseline data on the condition of archival records held across the Government of Canada. The questionnaire will assist LAC in developing policies and in advising federal institutions with respect to records management issues. The questionnaire will form the basis of an ongoing monitoring instrument that will be used to provide regular updates on the condition of archival records held in all federal institutions.

Mandate of the Advisory Group

The Advisory Group (AG) is mandated to:

• assist LAC with the development of the questionnaire prior to distribution to the 60 federal institutions included in the sample group,
• provide general recommendations to the Working Group on administering the questionnaire, and
• provide comments on the Working Group's recommendations based on the data collected from the questionnaire.

Membership

The AG will consist of 6-8 representatives from a larger sample of 60 federal institutions selected to participate in completing the questionnaire for the Condition of Archival Records in Federal Institutions.

Scope of Advisory Group Participation

• The AG will participate in the questionnaire development phase which will include a review of the questionnaire content and format, as well as, the pre-testing of selected portions of the questionnaire on specific archival records under their care and control.
• Once the questionnaire is finalized the AG will be asked to participate with the remaining 60 institutions included in the sample, to complete the questionnaire on selected archival records in their institutions.
• On an ongoing basis, the AG will provide feedback on the ease of administering the questionnaire and the appropriateness of the questions.
• When the questionnaire has been completed by the sample group, the AG will be asked to comment on the CARFI Working Group's findings and recommendations.
• See also, the CARFI Working Group time-line.

Governance

The AG will work in conjunction with the CARFI Working Group, as well as with their corresponding portfolio archivists. The CARFI Working Group will chair the AG.

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