Government Records Disposition Program

Every year, federal government institutions create and manage information in all formats and media. Library and Archives Canada has various responsibilities regarding the disposition of information created or acquired by federal institutions, among them the authorization of records disposal. Disposal includes destruction by government institutions; transfer of records of archival or historical importance to Library and Archives Canada for long-term preservation; and removal from government.

What will the Government Records Disposition Program help my department achieve?

Working with Library and Archives Canada to craft an effective disposition program for your department can help:

• Strengthen Information Management (IM) processes to meet your business needs
• Avoid building up mountains of stored records
• Reduce costs by clearing un-needed records from storage facilities
• Clear the way for immediate destruction of records that are non-essential
• Retain the records you need to do your business for just as long as you need them
• Comply with federal policies and legislation, e.g. The Access to Information Act
• Preserve records of archival and historical value
• Better serve Canadians

Records Disposition Authorities (RDAs)

RDAs enable government institutions to dispose of records that no longer have value to the organization, either by permitting their destruction, by releasing them from the control of the Government of Canada or by requiring the transfer of archival records to Library and Archives Canada. We have recently completed a review of all RDAs and work is now underway to ensure that up-to-date authorities support current Government of Canada business functions. These Authorities and related agreements will be accessible on a web-enabled database.

Multi-institutional Disposition Authorities (MIDAs) provide direction about the disposal of records common to multiple government institutions. This eliminates the need for individual institutions to negotiate agreements for such records.

Records Retention Periods

Establishing the period of time for which records must be kept is the responsibility of individual government institutions. We provide advice and serve as a source of expertise to help set retention periods for all types of records. For common administrative records, recommended retention periods are available.

Library and Archives Canada encourages and supports your IM program

As a centre of excellence for IM, Library and Archives Canada is developing an increasing number of resources that can help strengthen your department's Information Management practices. Over time, these products and services will address all stages of your records and information life cycle, to ensure your efforts produce optimum results. Contact us to find out more.

Find out more:

Government Information Management Office
Library and Archives Canada
Telephone: 819-934-7519
Fax: 819-934-7534
Email: centre.liaison.centre@bac-lac.gc.ca