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Extensive information is stored in LAC files in each of the sub-sub-activity areas, including program information, meeting notes, inventories and narrative reports. These will be used for annual reporting purposes for each of the sub-sub-activities.
In a number of areas, workplans are established to guide upcoming projects and activities. As part of monitoring, each applicable sector should assess progress against their workplan at the end of each year. This activity is especially important in the Canadian Archives and Special Collections Branch, where quantitative indicators are insufficient.
Data systems exist to report on the number of items processed (acquired and described), both for published and unpublished materials. These and other databases should be used to report on progress achieved, especially in the area of service standards. Using databases, quarterly reports are developed to describe the volume of work achieved (outputs), as well as the percentage of descriptions processed within the service standards (in Published Heritage Branch).
To assess the ultimate outcome ("Documentary heritage collection is developed and safeguarded for present and future Canadians"), public opinion surveys among the Canadian general population will be conducted to assess the extent to which Canadians agree that the documentary heritage collection contributes to the enrichment of Canadian Society. This can obviously be conducted as part of a wider survey.
Some fundamental issues, including the extent to which the scope of the collection is appropriate, are complex and require external expertise to assess progress. Other issues require input from external stakeholders, including publishers and external library representatives to assess the usefulness of the descriptions and union catalogue. To obtain their input, meetings should be organized with representatives from these communities to obtain feedback to assess the following:
Meetings with senior LAC staff should also be organized to assess the extent to which overlaps and gaps in the collection have been identified and resolved
As an alternative, surveys could be conducted with stakeholders, where numbers are sufficient to justify such a measure (e.g., libraries and publishers).
The effectiveness of preservation will be assessed using internal "collection surveys". Based on a targeted sampling strategy, LAC will select items from the collection and will assess their state of preservation. This will be a continuous process. Two methodologies are being developed for random sample surveys within components of the collection in order to be able to make predictions about the state of each component.
Each of methodologies above should be based on forms, questionnaires and reporting templates. These instruments should be designed using the indicators indicated in the matrix below. The matrix also describes targets and frequency of reporting.