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Multi-Institutional Disposition Authorities (MIDA)
4.1 Appendix - Terms and Conditions for the Transfer of Archival Records from among the Institutional Records in the Office of a Minister
A. Scope of the Authority
Records Disposition Authority No. 96/021 applies to records under the control of an
institution in the Office of the Minister (institutional records) that are maintained in a
distinct record-keeping system or series related to that Office. It shall not be applied
to Cabinet documents, the Minister's personal and political records, ministerial
records, or scattered ministerial correspondence on various policy and subject files under
the control of the institution.
B. Identifying the Archival Records
Records Disposition Authority No. 96/021 must be applied within the following sequence.
Throughout the sequence of application below, the Records Disposal Authority for the
Destruction of Transitory Records is applied to those records which meet the criteria for
- Apply any operational Records Disposition Authority (also referred to as an
"Institution-Specific Disposition Authority or ISDA") to the records. Segregate
the records identified as archival by the authority from those without archival value.
- Apply Records Disposition Authority No. 96/021 to the institutional records that are
created or acquired by the Minister as part of directing and controlling the operations of
the government institution for which he or she is responsible. Segregate the records
identified by this authority as archival from those without archival value.
- Apply any generic Multi-Institutional Disposition Authority (e.g., MIDA 96/022, 96/023,
and 96/024), followed by any common administrative MIDA to the records. Note: records
documenting the required direction, control, intervention, or signature of the Minister
while fulfilling the responsibilities of the Office of the Minister are not considered
common administrative in nature and are excluded from the common administrative MIDAs.
Segregate the records identified by the authorities as archival from those without
C. Organizing the Archival Records for Transfer
- Segregate the archival records by medium and box separately. Ensure that the context of
special media (i.e., audio and video tapes, photographs, works of art) is preserved
through appropriate documentation and labelling. Special care should be taken when boxing
items framed in glass.
- Provide appropriate finding aids in electronic format for each medium of record. For
example, for textual paper files consult the document "Guidelines for the Transfer of
Textual Archival Records to the National Archives of Canada" available through LAC
web-site at the services to government web-page. All other transfers must be accompanied
by whatever other finding aids exist, including, but not limited to, index cards,
microfiche, or electronic tracking systems.
- The transfer of archival records in electronic format, including physical and logical
formats, and supporting metadata, shall be mutually determined by the Office of the
Minister and LAC before the transfer can take place.
- Transfer the archival records to Library and Archives Canada five years after the
Minister leaves office.
D. Access to and Care of Transferred Records
Access to and care of the records transferred to Library and Archives Canada will
be governed by the Access to Information Act, the Privacy Act, the Treasury
Board Security Policy, and the policies and procedures of Library and Archives Canada governing the use of records by the public and departmental officials.
E. Further Information
For further information relating to these terms and conditions for the transfer of
archival records of any medium (including, but not limited to, technical considerations),
contact Library and Archives Canada.
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