MIDA No. 2005/006 allows for the destruction of non-archival operational case file records and for the transfer of archival operational case file records to LAC.
As a condition for using and applying this MIDA to an institution's records, the institution must agree to adhere to all Terms and Conditions of the Authority, including the identification and transfer of archival records to the care and control of LAC. By applying this MIDA to its records, the institution confirms its agreement with the Terms and Conditions.
Government institutions must protect records deemed to have archival value from damage, deterioration, or loss prior to their transfer to the care and control of LAC.
Government institutions must convey the provisions of this MIDA to all those responsible for its application in order to ensure the integrity of its application. This ensures that headquarters will inform all regional offices of how to apply the Terms and Conditions of this MIDA.
Government institutions must establish retention periods for their operational case file records based on their operational and legal requirements prior to applying MIDA No. 2005/006.
LAC does not approve retention periods and only requires them to be assigned for archival records, so that the transfer of archival records will occur in a timely manner. However institutions wishing to use Regional Service Centres must set retention periods for their records before sending them for dormant storage.
Government institutions must inform LAC of any changes in the records retention periods for archival records. Government institutions should also notify other agencies with whom they share records of changes in retention periods for archival records.
Government institutions must contact the portfolio archivist at LAC to confirm the archival selection and transfer arrangements of records prior to segregating all archival records from the non-archival records.
Government institutions must physically segregate all archival records from the non-archival records and prepare them for transfer according to media specific requirements established by LAC, prior to their transfer to the care and control of LAC or to their placement in dormant storage in a Regional Service Centre.
Good recordkeeping, including segregation and accurate listing of archival and non-archival records, is fundamental to archival disposition and application of the Authority. This must be done by the institution before transfer of the archival records to the care and control of LAC.
Segregation should occur before transferring the records to dormant storage either at an RSC or a private storage facility. If segregation has not occurred prior to sending the records to an RSC or another storage facility, the institution is still obliged to ensure segregation before transferring archival records to the care and control of LAC. Segregation ensures that archival and non-archival records are not mixed in the same container. For guidance on preparing archival records for transfer to LAC, see www.collectionscanada.gc.ca/government/.
Government institutions must transfer all archival records selected according to the archival criteria in Section C to LAC, and may dispose of all other operational case files covered by this MIDA No. 2005/006, after their records retention periods have expired.
Government institutions with archival records duplicated in more than one medium must inform LAC of the most complete record and identify the medium of the record before transfer to LAC.
Government institutions must consult with their portfolio archivist prior to applying this MIDA No. 2005/006 if their archival records are shared with other government institutions. In instances where archival records are shared by more than one institution, the portfolio archivist will determine the source of the best archival record.