Government

Resources for Stage 6: Disposition

Preserving the Archival and Historical Memory of Government
Source: Library and Archives Canada
Description: This policy document outlines the role of Library and Archives Canada in selecting archival and historical government records of national significance and in managing the business records of the Government of Canada.

The Fine Art of Destruction: Speech by the National Archivist
Source: Library and Archives Canada
Description: This recent speech by the Librarian and Archivist of Canada provides significant information on the role and mandate of Library and Archives Canada in the disposition of government records.

Multi-Institutional Disposition Authorities (MIDA): Useful Definitions and Frequently Asked Questions
Source: Library and Archives Canada
Description: A short glossary of terms and list of frequently asked questions relating to Multi-Institutional Disposition Agreements.

Disposition of Electronic Records in Non-Y2K Compliant Systems: Frequently Asked Questions
Source: Library and Archives Canada
Description: Answers a number of questions related to the disposition of electronic records.

A Guide for Records Disposition Submission on Records Related to the Business Activities of [Branch, Division, Unit] of the [Name of Federal Government Institution]
Source: Library and Archives Canada
Description: Provides guidance to departments on the development of Disposition Submissions.

Agreement between Fisheries and Oceans Canada and the National Archives of Canada on a Multi-Year Records Disposition Plan [Model]
Source: Library and Archives Canada
Description: A model agreement on a Disposition Plan that could be used as an example or best practice for departments.

Direct Transfer Criteria for records not covered by a Disposition Authority including Records of Defunct Agencies
Source: Library and Archives Canada
Description: Provides a guideline to help institutions deal with records not covered by their Disposition Authorities.

Leaving Archival Electronic Records in Institutions: Policy and Monitoring Arrangements
Source: Library and Archives Canada
Description: This policy document focuses on archival electronic records that are being maintained by institutions instead of by Library and Archives Canada.

Position on the Disposition of Records Related to Electronic Imaging
Source: Library and Archives Canada
Description: Helps federal government institutions deal with the disposition of records related to electronic imaging, i.e. the hardcopy source records (including microfilm) and the electronic images themselves.

IM Forum Information: Imaging
Source: IM Forum
Description: Explores all the IM issues surrounding the lifecycle of image assets.

Federal Records Centres Users' Guide
Source: Library and Archives Canada
Description: Provides criteria for the eligibility of storing records as well as procedures for preparing records and gaining access to them. Also provides guidance to departments on the development of a Records Accommodation Plan and Records Disposal Plan.

Year 2000 Initiatives: Record Keeping Guidelines for the Government of Canada
Source: IM Forum's Year 2000 Record Keeping and Archives Working Group
Description: Provides a model subject classification system for Year 2000 records that can be used as a guide for building new classifications systems.

Managing Internet and Intranet Information for Long Term Access and Accountability - Implementation Guide
Source: IM Forum's Internet and Intranet Working Group
Description: Provides guidelines for implementing the IM Forum's Approach to Managing Internet and Intranet Information for Long-term Access and Accountability.

An Approach to Managing Internet and Intranet Information for Long-Term Access and Accountability
Source: IM Forum Internet and Intranet Working Group
Description: Provides guidance to departments on Information Strategy, Service Delivery Strategy, IM Governance and Accountability Framework, Information and Application Architecture, Information Models, Stewardship & Ownership, Retention Plans, Disaster Recovery & Essential Records Plans, Disposition Submissions, Information Assets, Description and Metadata in Place, Migration and Conservation Activities, and Transfer of Archival Records to Library and Archives Canada.

Guidelines for Microfilming Records of Archival Value
Source: Library and Archives Canada
Description: Provides guidance to government institutions on microfilming records of archival value to achieve archival film and on the quality control and archival storage conditions necessary to achieve stable images and media permanence. Can also be adopted by organizations wishing to retain microfilm for lengthy periods of time.

Managing Photographic Records in the Government of Canada
Source: Library and Archives Canada
Description: Contains detailed guidance on the life cycle management of a variety of photographic materials generated or collected by government institutions.

Managing Audio-visual Records in the Government of Canada
Source: Library and Archives Canada
Description: Contains advice on how to identify, organize, protect and dispose of audio-visual records. The Appendices contain a sample audio-visual record form, a list of suppliers, a glossary of audio-visual terms and a reading list.

Guidelines for Records Created under a Public Key Infrastructure Using Encryption and Digital Signatures
Source: Library and Archives Canada
Description: Provides current input to the Information Strategy, Service Delivery Strategy, and Information and Application Architecture. Also provides guidance on the management of Information Assets, Long-Term Availability, Understandability and Usability of Records, and Transfer of Archival Records to Library and Archives Canada.

Guidelines for the Transfer of Textual Archival Records to Library and Archives Canada
Source: Library and Archives Canada
Description: Provides step-by-step procedures for the transfer of designated archival records from departments to Library and Archives Canada.

Managing cartographic, architectural and engineering records in the Government of Canada
Source: Library and Archives Canada
Description: A comprehensive guide that describes all the aspects of managing cartographic, architectural and engineering records.

Guidelines for Managing Recorded Information in a Minister's Office
Source: Library and Archives Canada
Description: Guidelines for design and operation of systems for managing recorded information in a minister's office, according to legislative requirements and the needs of ministers and their staff. Refers to a suggested Information Classification System and Security of Information.

Records Management Publication Series
Source: New Brunswick Provincial Archives
Description: Provides reference publications that are part of the Provincial Archives Records Management Publication series: Classification Plan and Retention Schedules for Administrative Records, Guidelines for Managing Files and Directories on the LAN, Guidelines for Electronic Imaging, Standard for Departmental Use of Electronic Imaging, Guidelines for Electronic Recordkeeping, Email Guidelines, Guidelines for Departmental Records Management Programs, How to request transfer of boxes, Email - What to keep and delete, Guidelines for the Legal Admissibility of Electronic Records, Municipal Records Authority Publications, Using Records Centre Services, Records Retention and Disposition Schedule.

Records Tools
Source: Environmental Protection Agency, USA
Description: A good set of instructions and tools for managing and disposing of records, including specific guidance on emails.

Managing Your Information: Justice Sector Information Management Policy Guidebook
Source: Ministry of Justice, New Zealand
Description: Provides good practice principles for the management of information throughout its lifecycle, a model policy for agencies to adapt and a memorandum of understanding for justice sector agencies sharing information.

Archives Advices
Source: National Archives of Australia
Description: Advice on technical archival matters such as records management and storage, handling and disposal of records.

Privacy Guidelines - General
Source: Treasury Board of Canada Secretariat
Description: Guidelines for public servants in their day-to-day administration of the Privacy Act.

Privacy Impact Assessment Guidelines: A Framework to Manage Privacy Risks
Source: Treasury Board of Canada Secretariat
Description: Presents a comprehensive framework to conduct a Privacy Impact Assessment (PIA). The PIA ensures that privacy principles and legislation are considered and adhered to throughout the lifecycle of a new program, service or initiative and where appropriate, for existing initiatives undergoing service transformation or redesign.

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