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Multi-Institutional Disposition Authorities (MIDA)
3.3 Appendix I - Terms and Conditions
for the Disposition of Common Administrative Records in support of the
Materiel Management Function of the Government of Canada
A. Key Definitions
Common Administrative Records
Records created, collected, or received by a federal government institution to support and document broad internal administrative functions and activities common to or shared by all institutions (for example, finances and the management of human resources).
Records created, collected, or received by a federal government institution to support and document business functions, programmes, processes, transactions, services, and all other activities uniquely or specifically assigned to that particular institution by legislation, regulation, or policy.
Office of Primary Interest
The federal government institution - department, agency, board, office, or commission - to which the authority, responsibility, and accountability to perform a particular function on behalf of the Government of Canada has been specifically assigned by legislation, regulation, policy, or mandate.
Materiel Management Function (of the Government of Canada)
Encompasses the functions, sub-functions, processes, activities, and transactions of administrative business concerning the management of movable assets, such as furniture, furnishings, equipment, supplies, vehicles, and other materiel used or acquired by an institution, commonly conducted in and across all government institutions to facilitate the delivery of programmes and services. The main legislation underpinning the Materiel Management Function includes the Department of Public Works and Government Services Act, Defence Production Act, Surplus Crown Assets Act, and the Financial Administration Act.
For the purpose of identifying and explaining records disposition requirements, the Materiel Management Function, as set out in the Treasury Board Secretariat's Materiel Management Policy, can be applied conceptually to any government institution and is divided into four phases of the life-cycle management of movable assets within which are listed eight sub-functions (in bold type) as follows:
Phase 1. assessing and planning requirements,
Phase 2. acquiring materiel assets and related services,
Phase 3. operating, using and maintaining materiel, and
Phase 4. replacing and disposing of materiel assets.
(For a more complete description of each sub-function, see The
Functional Profile in Appendix II ).
B. Scope of the Authority
- Authority No. 99/003 applies to all common administrative records in support of the Materiel Management Function of institutions subject to Library and Archives Canada (i.e., records documenting common administrative business Functions, sub-functions, programmes, transactions, and activities) regardless of how the records are organized or internally controlled within each institution. It entirely supersedes Schedule 3 (Equipment and Supplies) of the GRDS (PAC 86/001).
- Authority No. 99/003 applies to all institutions subject to Library and Archives Canada, whether or not their Materiel Management functional activities follow Treasury Board or other central agency policies and guidelines. For example, some institutions, like Crown corporations, may not be required to follow central agency policies concerning the Materiel Management Function, yet these institutions are subject to the Act.
- Authority No. 99/003 applies to electronic records, databases, and office systems - and any related technical documentation or contextual metadata information - created in support of the Materiel Management Function in all government institutions. This Authority does not apply, however, to electronic records, databases, or office systems - or any related technical or contextual metadata information - created by government institutions in support of any function uniquely or specifically assigned to them by legislation, policy, or mandate within their operational context or as an Office of Primary Interest.
- The scope of Authority No. 99/003 has been reduced from the coverage under Schedule 3 (Equipment and Supplies) of the GRDS (PAC 86/001). A number of elements and categories of subjects, record types, and records which may have formerly been covered (under the "Consult the Public Archives" clause) have now been excluded because they potentially involve disposition decisions for records which are created, collected or received by the institution to support and document policies, programmes, and services related to its operations. Specifically excluded in this Authority from the former Schedule 3 are the four subject record groups: Aircraft; Clothing - Dress regulations and change of uniforms, etc.; and Ships - Large; Ships - Ocean-going and ice breakers, etc., including drydocks. The subjects and records descriptions contained in Schedule 3 of the GRDS (PAC 86/001) under the "Consult the Public Archives" clause, and excluded from Authority No. 99/003, will be appraised separately within their specific common administrative or operational functional context.
- Institutions with specific operational mandates as Offices of Primary Interest for aspects of the Materiel Management Function shall not apply Authority No. 99/003 to their operational records regarding those aspects of the Materiel Management Function. If, for any reason, an institution subject to Library and Archives Canada creates, collects, or receives Materiel Management functional records that are not common or administrative, the institution must seek a separate authority (for operational records) to dispose of such records. All government functions, subjects, record types, and records excluded from the scope of Authority No. 99/003 or any other Multi-Institutional Disposition Authority must be covered by Authorities granted to individual institutions in the course of the Multi Year [Records] Disposition Plan. For example, Authority No. 99/003 does not apply to the operational records of institutions which have specifically assigned legislative mandates in the function of Materiel Management (for instance, the Treasury Board Secretariat, the Department of Public Works and Government Services Canada, Common Service Organizations, and the Department of National Defence for military missions) nor does it apply to the materiel assets acquired and used for Major Crown Projects.
- Authority No. 99/003 does not apply to records series or groupings or collections which mix common administrative and operational records.
- Authority No. 99/003 does not supersede other Records Disposition Authorities requiring the preservation of archival records. It should be applied after the Transitory Records Authority, any operational Records Disposition Authority (also referred to as an Institution-Specific Disposition Authority or ISDA), and any Multi-Institutional Disposition Authority (MIDA) for generic groups of records such as posters, records from a minister's or deputy head's office, and records generated by imaging systems. Some operational records Authorities (for example, ISDAs) also include the disposition of some common administrative records. The Terms and Conditions for the application of these SDAs remain in effect.
- It is incumbent upon each government institution to understand and apply generally any legislation regarding the retention and disclosure of information and more specifically its own extant legislation. Each government institution is therefore required to determine the appropriate retention periods for its records, including those common administrative records covered by Authority No. 99/003.
C. Authorization to Destroy Records
All records created, collected, or maintained in any medium by a federal institution in support of the Materiel Management Function of the Government of Canada may be destroyed provided that:
- the records are not operational in nature;
- the records are not of a mixed operational and administrative character;
- the records do not support an administrative function in an Office of Primary Interest;
- the records are not otherwise excluded from the application of Authority No. 99/003 by virtue of the definitions and scope statement contained in this Appendix;
- the records are not anterior to 1946; and
- the retention periods of the records - established by the institution according to its legal and operational requirements - have expired.
A strict application of the above definitions and exclusions, and the prioritized use of the various Records Disposition Authorities will ensure that there are no records of archival value amongst the remaining common administrative records in support of the Materiel Management Function in institutions subject to Library and Archives Canada.
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