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Multi-Institutional Disposition Authorities (MIDA)

4.3 Appendix - Terms and Conditions for the Disposition of Electronic Images and Source Records

1.  Scope

For the purposes of these terms and conditions, "source record" includes any correspondence, memorandum, book, map, plan, pictorial or graphic work, photograph, film, microform, or any other documentary material.

These terms and conditions apply to source records scanned into an electronic imaging system and to the electronic images themselves.

Where source records exist on both paper and microfilm, these terms and conditions apply to both media.

2.  Exclusions

These terms and conditions do not apply to machine-readable records captured by an imaging system and for which there exists no hard-copy source record.

Except where an existing Records Disposition Authority permits the destruction of all the source records, source records which may have intrinsic value based on unusual physical characteristics or age are excluded from this Authority. Records having intrinsic value include, but are not limited to, the following examples:

  • documents predating 1939;
  • original proclamations, charters, testimonials, and intergovernmental agreements or treaties;
  • documents with corporate seals affixed;
  • oversized graphic materials;
  • cartographic, architectural or engineering drawings;
  • photographs, slides and negatives; and
  • original artworks.

Source records which may have intrinsic value shall not be destroyed. Institutions must request authorization from the Librarian and Archivist to dispose of such source records and the related electronic images on a case-by-case basis.

3.  Requirements for Imaging Systems in order to use this Authority

Where it is the intent of the institution to rely on the electronic images as the official or corporate "business record" (as opposed to the system providing "convenience" or "reference" copies), disposition of the source records and/or electronic images may take place as described in Section 4 below. Imaging Systems producing records which may be relied upon for these business or legal operational purposes should:

  • comply with the ten principles described in Part IV, section 3.7 of the Canadian General Standards Board's Microfilm and Electronic Images as Documentary Evidence (CAN/CGSB-72.11-93);
  • be capable of identifying and grouping together images related to specific subjects, cases, functions, activities, or offices managed by the Institution; and
  • support the extraction of individual images.

Institutions must also ensure that when hardware and software systems are replaced or updated, all electronic images are migrated to the new environment so that the records will remain available, understandable and usable.

If the imaging system meets these requirements, disposition of records may take place as follows.

4.  Application

4.1  Where an existing Records Disposition Authority identifies some or all of the source records being scanned as having archival value:

  • destroy the source records when no longer needed by the institution, if the imaging system meets the requirements set out in Section 3 above;
  • seek an amendment from Library and Archives Canada to the existing Agreement (Terms and Conditions for the Transfer of Archival Records) in order to specify the technical conditions for the transfer of the now-imaged archival records to Library and Archives Canada.

4.2  Where there is no Records Disposition Authority applicable to the source records:

  • destroy the source records when no longer needed by the institution, if the imaging system meets the requirements set out in Section 3 above;
  • seek authorization from Library and Archives Canada for disposition of the electronic images through the normal Memorandum of Understanding process.

4.3  Where an existing Records Disposition Authority permits the destruction of all source records being imaged:

  • destroy the electronic images when they are no longer needed by the institution.

4.4  Where an electronic imaging system does not meet the requirements set out in Section 3 above, and is only used for "convenience" or "reference" purposes rather than as the legal, corporate record of normal business operations:

  • authorization is hereby given to destroy the electronic image of the business record;
  • for the disposition of the source originals in these cases, continue to apply a Records Disposition Authority if one exists, or seek one from Library and Archives Canada through the normal Memorandum of Understanding process.

5.  Further Information

For further information relating to these terms and conditions, contact Library and Archives Canada.

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