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Multi-Institutional Disposition Authorities (MIDA)
3.2 Appendix I - Terms and Conditions for the Disposition of Common Administrative Records in support of the Real Property Management Function of Institutions subject to the Library and Archives of Canada Act
A. Key Definitions
Common Administrative Records - Records created, collected,
or received by a government institution to support and document broad internal
administrative functions and activities common to or shared by all institutions
(for example, materiel management, comptrollership, or human resources management).
Operational Records - Records created, collected, or received
by an 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.
Office of Collateral Interest - The federal government institution - department, agency, board, office, or commission which is implicated in or associated with the performance of, or some aspect of, a function, the management of a
program, or the delivery of a service for the Government of Canada by virtue of legislation, regulation, policy or mandate.
Real Property Management Function - Encompasses the functions,
sub-functions, processes, activities, and transactions of administrative business,
concerning the management of federal real property or other real property used or acquired
by an institution, commonly conducted in and across all government institutions to support
and facilitate the delivery of programmes and services. The main legislation underpinning
the Real Property Management Function includes the: Department of Public Works and
Government Services Act, Federal Real Property Act, Department of Canadian Heritage Act,
National Capital Act, Financial Administration Act, Historic Sites and Monuments Act,
Natural Resources Act, and Expropriations Act.
For the purpose of identifying and explaining records disposition requirements, the
Real Property Management Function as set out in the Treasury Board of Canada
Secretariat's real property policies can be applied conceptually to any government
institution and is divided into five sub-functions related to the life-cycle management of
real property immovable assets. A detailed description of each sub-function is contained
in Appendix II, Profile of the Real Property Management Function.
The five sub-functions (in bold type) are:
- assessing and planning real property requirements,
- acquiring real property assets and related services,
- operating and using real property,
- maintaining real property assets, and
- replacing, transferring and disposing
of real property assets.
B. Scope of the Authority
- Authority No. 2001/002 applies to all common administrative records in support of the Real Property Management Function of institutions subject to the Library and Archives of Canada Act (i.e., records documenting common administrative business functions, sub-functions, programmes, activities, and transactions), regardless of how the records are organized or internally controlled within each institution. It entirely supersedes Schedule 2 - Buildings and Properties of the GRDS (PAC 86/001).
- Authority No. 2001/002 applies to all institutions subject to the Library and Archives of Canada Act, whether or not their Real Property 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 Real Property Management Function, yet these institutions are subject to the Act.
- Authority No. 2001/002 applies to electronic records, databases, and office systems
- and any related technical documentation or contextual metadata information -
created in support of the Real Property Management Function in all government
institutions. However, this Authority does not apply 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 or Office of Collateral Interest.
- The scope of Authority No. 2001/002 has the same coverage over activities related to
common or general purpose real property accommodations as that under Schedule 2 - Buildings
and Properties of the GRDS (PAC 86/001), and includes common administrative
activities related to real property environmental interests. A number of elements and
categories of subjects, record types, and records may have been covered formerly under the
"Consult the Public Archives," "Submit for retention and disposal authority
when obsolete," or "Transfer to the Public Archives of Canada," clauses in
Schedule 2. These have now been excluded wherever 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, and are thus operational in nature. The subjects and records descriptions
contained in Schedule 2 of the GRDS (PAC 86/001) under these clauses, and excluded from
Authority No. 2001/002, will be appraised separately within their institution-specific or
operational functional context. Specifically excluded from this Authority
are records relating to the management of any real property, including: national parks,
national historic sites, historic canals, national battlefields, national conservation
areas, heritage railway stations, federal heritage buildings, and monuments, designated or
recognized by the Minister of Canadian Heritage as heritage property having national or
historical significance, as these are by definition not common or administrative in
- Institutions with specific operational mandates as Offices of Primary Interest (OPI) or
Offices of Collateral Interest (OCI) for aspects of the Real Property Management Function shall
not apply Authority No. 2001/002 to their operational records regarding those
aspects of the Real Property Management Function. If, for any reason, an institution
subject to the Library and Archives of Canada Act creates, collects, or receives
Real Property Management functional records that are not common or administrative, the
institution must seek a separate authority to dispose of such operational records. All
government functions, subjects, record types, and records excluded from the scope of
Authority No. 2001/002, or any other Multi-Institutional Disposition Authority, must be
covered by Authorities granted to individual institutions in the course of a Multi-Year
[Records] Disposition Plan. For example, Authority No. 2001/002 does not
apply to the operational records of OPI institutions which have been assigned legislative
mandates in the government-wide function of Real Property Management (for instance the:
Department of Justice Canada, Environment Canada, Canadian Environmental Assessment
Agency, Department of Canadian Heritage, Parks Canada Agency, Health Canada, Human
Resources Development Canada, National Capital Commission, Department of Natural
Resources, Department of Public Works and Government Services Canada, Royal Canadian
Mounted Police, and the Treasury Board of Canada Secretariat as central agents of the
government). Nor does Authority No. 2001/002 apply to the operational records of OCI
institutions (for instance the: Department of National Defence, Department of Foreign
Affairs and International Trade, Department of Transport, Canada Port Authorities, Federal
Bridge Corporation Limited, National Battlefields Commission, Mackenzie Valley Land and
Water Board, and Canada Lands Company Limited), and other Crown Corporations, Agencies,
Commissions, or Boards as part of their specific legislative or policy mandates. This
condition applies whether or not the institution uses the mandatory or optional real
property common services of an Office of Primary Interest such as Public Works and
Government Services or the Department of Justice Canada.
- Authority No. 2001/002 does not apply to records series or groupings or collections which mix common administrative and operational records.
- Authority No. 2001/002 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 ISDAs remain in effect.
- It is incumbent upon each 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. 2001/002.
C. Authorization to Destroy Records
All records created, collected, or maintained in any medium by an institution in
support of the Real Property Management Function 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. 2001/002 by
virtue of the definitions and scope statements 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 Real Property Management Function in institutions subject to the Library and Archives of Canada Act.
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