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Multi-Institutional Disposition Authorities (MIDA)

4.5 Appendix  --  Terms and Conditions for the Transfer of Archival Audio-Visual Records Stored on Behalf of Client Departments by the Client Services and Industry Relations Directorate, Communications Coordination Services Branch of Public Works and Government Services Canada

A.  Scope of the Authority

1. Records Disposition Authority No. 2001/004 applies only to audio-visual records under the control of institutions subject to the Library and Archives of Canada Act; and stored on their behalf by the Client Services and Industry Relations Directorate, of Public Works and Government Services Canada (PWGSC), within the film and video storage facilities at 350 Albert Street, Ottawa, Ontario, and within the PWGSC off-site storage in Ottawa and Hull, Québec.
   
   
2. This authority is of a continuing nature.
   
   
3. No record transferred to the custody and control of Library and Archives Canada under the terms of this authority shall be destroyed without the prior consent of the creating/transferring agency or its successor institutions; in any case where former records of the creating/transferring agency that are in the custody and control of Library and Archives Canada are later recommended for destruction, Library and Archives Canada shall notify the creating/transferring agency or its successor institutions of this decision, and the creating/transferring agency or its successor institutions shall have the right to repossess the records to its (their) institutional custody and control.
   
   
4. Authority applies to all relevant records created and/or collected by those institutions subject to the Library and Archives of Canada Act and maintained in the storage facilities provided by the Client Services and Industry Relations Directorate (CSIRD) of PWGSC (as per its mandatory status under Treasury Board's Common Services Policy), including any correspondence, memorandum, book, plan, map, drawing, diagram, pictorial or graphic work, photograph, film, microform, sound recording, videotape, machine readable record, and any other documentary material, regardless of physical form.
   
   
5. The Authority does not apply to the records created, collected, and maintained by the CSIRD and used in the maintenance of its storage and vaulting services.

B.  General Disposition

Organizational

1. These Terms and Conditions for the Transfer of Archival Records are crafted within the organizational context of the CSIRD as it existed at the time the archival appraisal was conducted; the CSIRD shall notify Library and Archives of Canada Act of any departmental restructuring that might result in changes to the status of its vaulting and storage services programme as these terms and conditions may no longer be appropriate to identify records deemed to have archival value.

Copying of Records

2. In lieu of loaning archival records to other jurisdictions for a temporary period of time, the creating/transferring agency may choose to copy these records for the immediate operational use of the new jurisdictions, and retain the original records for transfer to Library and Archives of Canada Act following the expiry of the appropriate retention period; in all cases, the original archival records shall be transferred to Library and Archives of Canada Act.

C.  Retention Periods

1. Every archival record identified by this Authority must be provided with a retention period equal to five years from the time of product completion, unless otherwise established by the creating/transferring agency in agreement with CSIRD and Library and Archives Canada, which has the capacity to be both implemented and monitored by the creating/transferring agency, CSIRD, and Library and Archives Canada, i.e., a retention period which specifies the duration of the archival record's institutional custody or control, and which specifies a point in time when the creating/transferring agency must transfer the archival record to the custody or control of Library and Archives Canada.
   
   
2. Archival records identified by this Authority shall be transferred to Library and Archives Canada five years after completion of the final audio-visual product (as specified in the storage agreement between the CSIRD and the creating/transferring agency).

D.  Textual Records on Paper

General Provisions

1. In the event that the medium of the record and the method of its management change (for example, from paper based case files to electronic records in an electronic document management system), CSIRD shall contact Library and Archives Canada.

D.  Textual Records on Paper

Case Files

2. CSIRD shall transfer to Library and Archives Canada, in conjunction with the related audio/visual records, the following files:

1. Rights and Releases

1. Rights and Releases files pertaining to the audio-visual productions transferred to Library and Archives Canada on behalf of other client institutions.

Organization of Records and Finding Aids

3. (1)  Prior to sending records to the control of Library and Archives Canada, CSIRD shall segregate the archival records from the others and box them separately; segregation must take place prior to storage of records in a Federal Records Centre.

(2)  In cases where records subject to this authority are not or will not be stored in a Federal Records Centre, segregation shall take place before the records are transferred to the control of Library and Archives Canada.

4. Each transfer shall be accompanied by a comprehensive list which will indicate the box number, the file number, the file part number, the file title, and the outside dates of each file part.
   
   
5. The list shall be provided in electronic format.
   
   
6. The list in electronic format may be produced by using a commercial software (Word Processing, Data Base or ASCII) provided that the list meets Library and Archives Canada's input standards.
   
   
7. In any case where a transfer of records involves the creation of an electronic list from an existing computer system (such as an automated records management system), the technical specifications of that list shall be mutually determined by CSIRD and Library and Archives Canada before the transfer can take place.

E.  Audio-Visual Records

General Provisions

1. 1.The CSIRD shall consult with Library and Archives Canada prior to all transfers of media records.
   
   
2. All records contained in the Listing "A" shall be transferred, as one transfer, to Library and Archives Canada within twelve months of the issue of Records Disposition Authority 2001/004.

All audio-visual records created prior to 1995 not contained in Listing "A" and stored on behalf of client departments and agencies by the CSIRD, are deemed to have no archival or historic value by Library and Archives Canada.

3. The CSIRD shall segregate every five years, from the date this Record Disposition Authority is issued, all audio-visual productions in the custody of the institution, made by or for all client departments and agencies, which are no longer operational and which fall within the following categories:

1. Video;

1. Master copies of final products on 1" format and/or Betacam SP and/or 3/4" formats in both official languages where available;
   
   
2. submaster copies of final products on Betacam SP and/or 3/4" formats in both official languages where available in cases where the Master copy does not exist.

2. Film;

1. Master copies of final products on 16mm or 35mm formats in both official languages where available;
   
   
2. the original negatives;
   
   
3. the final product of audio mixing on optical or magnetic tape.

3. Audio;

1. The Master copy of final products either on 1/4" and/or DAT format and/or audio cassette in both official languages where available.

4. Access to archival records transferred to Library and Archives Canada is restricted and original records will not be returned to creating/transferring agencies in their original form. Creating/transferring agencies may request a copy of the archival record transferred to Library and Archives Canada which will be produced at costs to the creating/transferring agency and on media supplied by the creating/transferring agency according to the copying resources available at Library and Archives Canada.

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