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PART 5: Section D of the Terms and Conditions

5.1 Transfer of Archival Records

For all case file records that are identified as having archival value, as per the seven archival criteria in Section C, there are specific requirements government institutions must satisfy before the transfer can be completed. These requirements are, government institutions must:

• contact the portfolio archivist at LAC to confirm the archival selection and transfer arrangements of records prior to segregating the archival records from the non-archival records.

• segregate the archival records, selected according to the archival criteria in Section C, and prepare them for transfer to the care and control of LAC according to the transfer specifications for various media as established by LAC. See www.collectionscanada.gc.ca for the transfer requirements of textual and other media records, including electronic records.

• ensure that a comprehensive 'finding aid' accompanies each transfer of archival records. The finding aid is intended to provide intellectual access and physical control to the records, and may consist of a file listing or keyword retrieval system, whichever is most suitable to the medium of the records being transferred. See www.collectionscanada.gc.ca for finding aid specifications for textual and other media records, including electronic records.

For records already stored in RSCs or another repository, where no segregation has taken place according to the MIDA's criteria for archival value, institutions should consult their portfolio archivists before segregating and transferring records. Archivists will provide advice based on LAC policies and guidelines.

Sufficient Volume

LAC archivists will specify what "sufficient" volume of archival records will be transferred from the institution's case file series. Three points are important to note in relation to "sufficient" volume.

• It is the responsibility of the archivist and not the government institution to determine what constitutes "sufficient" volume. This determination is based on the extent and completeness of existing records in LAC holdings, and resources required to acquire and preserve the records.

• Government departments will consult portfolio archivists before transferring records in order for the archivist to determine the extent of records to be shipped. Sufficient volume might mean taking all or part of the records identified as archival.

• Where archivists determine that less than the whole is required to provide sufficient volume, notification will be provided to the institution permitting them to destroy or retain the balance.

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