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Audits and Evaluations

Nitrate Film Preservation Facility

Appendix A - Management Action Plan

Internal Audit
Recommendations
Management Response to the Recommendation Action(s) to be taken Estimated Comple-tion Date Responsibility
1. LAC should identify a Health and Safety representative for the Nitrate facility to ensure periodic monitoring of the health and safety controls. Management agrees with the recommendation. A workplace Health and Safety representative has been named for NFPF as of April 1, 2012. A system has been established to capture and ensure monitoring of health and safely controls. Completed Director General
Analogue Preservation Branch
2. The Analogue Preservation Branch should develop a strategy to inform employees working at the nitrate facility of existing and changing health and safety requirements related to nitrate material; and ensure that appropriate individuals are notified if employees will be working at the nitrate facility for an extended period. Management agrees with the recommendation. The manual for the care and handling of nitrate material at NFPF will be updated to reflect changing health and safety requirements as they relate to nitrate collection holdings at NFPF. A copy of the manual will be made available on-site and a training session will be delivered to all new staff working on-site. The NFPF workplace OHS representative will be responsible for updating the manual. A system to inform appropriate individuals if employees are working for extended periods of time at NFPF will be developed and communicated. October 1, 2012 Director General
Analogue Preservation Branch
3. The Analogue Preservation Branch should ensure that the nitrate handling procedures are complete, and include procedures for the handling and disposal of scrap nitrate. Management agrees with the recommendation. Handling and disposal procedures are in the process of being updated to reflect NFPA 40 compliant internal practice. October 1, 2012 Director General
Analogue Preservation Branch
4. LAC’s Security officer should ensure that compensating measures be implemented immediately at the nitrate facility, while cameras are removed and controlled access is not functioning, and kept until these controls are back and functioning as intended. Management agrees with the recommendation and will ensure compliance and implementation as recommended. All cameras have been replaced with new fully functioning high-definition cameras, and the malfunctioning door lock has been repaired. Completed
March 30, 2012
DG Strategic Planning, Infrastructures and Operations Branch
5. The project management team overseeing the repair of the cooling system should monitor the temperature and humidity fluctuations and ensure that upon completion of the repairs, cold-storage vaults maintain expected temperature and humidity levels throughout the year. Agree. Vault environments have been within tolerances since the fall of 2011. The work undertaken to modify the mechanical system seeks to ensure that vault temperatures do not rise above tolerances during the summer season. The corrective measures taken include modifications to the mechanical system to help prevent future mechanical issues, and increasing the capacity of the system to help in maintaining the required environments. Complete the repair of the cooling system. May 31,  2012. DG Strategic Planning, Infrastructures and Operations Branch
Continue with monitoring, paying special attention to high- peak summer days. On-going

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