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Multi-Institutional Disposition Authorities (MIDA)
4.2 Appendix - Terms and Conditions
For the Transfer of Archival Records of Deputy Heads of Government Institutions Subject to the Library and Archives of Canada Act
A. Scope of the Authority
Records Disposition Authority No. 96/022 applies to all government institutions subject
to the Library and Archives of Canada Act, and covers records in all media created
or acquired by the chief executive officer as part of directing and controlling the
operations of the government institution for which he or she is responsible and maintained
in a distinct record-keeping system or series related to that Office.
B. Identifying the Archival Records
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. 96/022 to the institutional records that are
created or acquired by the Deputy Head 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 96/021, 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 Deputy Head
while fulfilling the responsibilities of that Office 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 archival value.
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 Deputy
Head and LAC before the transfer can take place.
- Transfer archival records to Library and Archives Canada upon the expiry of the
retention periods, or five years after the Deputy Head of the institution leaves office,
whichever comes first.
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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