Library and Archives Canada
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Guidelines for transfer of records to the Regional Service Centres

Glossary

Access Restrictions
(Restriction de consultation)

A limitation on the use of records. Restrictions may be imposed by the client institution, the Access to Information Act, the Privacy Act, and the Canada Evidence Act.

Accession Forecast Report
(Rapport de prévision d'acquisition)

A report completed by a client at the time the client wishes to transfer records to a Regional Service Centre and before the records are investigated and subsequently accepted for management and storage.

Accession Number
(Numéro d'acquisition)

A number assigned by the Regional Service Centre to identify a group of records.

Access to Information Act
(Loi sur l'accès à l'information)

An Act whose purpose is "to extend the present laws of Canada to provide a right of access to information in records under the control of a government institution in accordance with the principles that government information should be available to the public, that necessary exceptions to the right of access should be limited and specific and that decision on the disclosure of government information should be reviewed independently of government."

Archival record
(document archivistique)

A record designated by the Librarian and Archivist through the Appraisal & RDA process, for permanent preservation in order to:

  • document administrative continuity and legal and proprietary rights of government institutions;
  • protect rights of individuals; and
  • facilitate government and other research.

Back-Up (Security) Copy
(Copie de sécurité)

A duplicate or alternate copy kept as protection against loss.

Bring-Forward Date (B.F.)
(Date de rappel)

A control system used to ensure that files or records not currently required by an office or officer are returned to the Regional Service Centre and then charged back to the same office or officer on the prescribed future date.

Classified Record
(Document ayant une cote de sécurité)

A record requiring protection, in the national interest, against unauthorized access. The level of protections is based on the assigned security classification. There are three classes: confidential, secret and top secret.

Client Accession Report
(Rapport d'acquisition à l'intention du client)

A report produced by the Information Holdings Management System (IHMS) which details all particulars of the accession, including (1) the accession number, (2) volume (in linear feet), (3) box numbers, (4) location numbers, (5) description(s) of records, (6) custodian's name and address, (7) Records Disposition Authority (RDA) number(s), and (8) disposition date(s).

Concurrence Letter
(Lettre de consentement)

A form letter that is sent by the Regional Service Centre to the Archival Operations Division of Library and Archives Canada and/or clients to inform them of certain records ready for disposition, and to obtain their concurrence to such disposition under an approved Records Disposition Authority(ies) and/or under a written, negotiated retention agreement. Attached to this letter is the Request for Consent to the Disposition of Records.

Dormant Record
(Document inactif)

Archival-value records, whether covered by an Institution-Specific Disposition Authority (ISDA) or a Multi-Institution Disposition Authority (MIDA): closed for 2 years or more; and 2 years or more since date of last administrative action; or
Non archival-value records, whether covered by an ISDA or a MIDA: closed for 2 years or more; 2 years or more since date of last administrative action; and 2 years or more remaining in their retention period.

Electronic Record
(Document électronique/informatique)

Record produced with the use of computers. These records are stored Records on magnetic media such as tape, diskettes, etc. Also called "machine-readable records".

Electronic Records Form
(Formulaire de demande de documents électroniques)

A form to be completed and submitted by any client requesting the storage of any electronic media. The form (ARC 510) outlines the particulars of the accession: whether pick-up is required, the custodian/owner, tape number, file name, sequence number, type of container, security level, signature of authorized person.

Eligible Government institutions
(Institution fédérale autorisée)

Institutions subject to the LAC Act which are listed in Schedule 1 of the Access to Information Act or the Schedule of the Privacy Act.

Essential Records
(Documents essentiels)

Records essential to continuing or re-establishing critical institutional functions; examples included records that:

  • Affect the basic, legal, property, and other rights of individuals and corporate bodies;
  • Have the greatest use and demand;
  • Would require an inordinate commitment in terms of time, money, and labour if the records themselves and the systems have to be reconstructed;
  • Are common to those selected by other government institutions as part of their essential records program; and
  • Are required to be maintained by law or regulation.

Federal Records Centre - Control and Request Form
(Formulaire Centre fédéral de documents - Contrôle et demande)

A form to be completed by the client when requesting paper records. This form (ARC 63) outlines all the particulars of a request: the custodian/owner of the records; the custodian/owner's address; the records requested.

File
(Dossier)

  • A collection of records on a specific subject arranged in some logical sequence.
  • The action of arranging documents into predetermined sequences.

File Folder
(Chemise)

A plain or coloured kraft or manila folder usually tabbed to house documents.

File Retrieval
(Recherche de dossier)

The removal of a file from a filing cabinet or storage container.

Historical records
(Documents historiques)

Records that are retained permanently for purposes of enduring value and not necessarily for business purposes.

Information Management
(Gestion de l'information)

From the Management of Government Information Policy, "a discipline that directs and supports effective and efficient management of information in an organization, from planning and systems development to disposal and/or long-term preservation."

Information Media
(Support d'information)

A general term used to describe all types of information storage formats, such as paper, microform, magnetic disks and tapes, and optical disks.

Location Number
(Numéro de localisation)

A number identifying the specific row and shelf on which a file is located during storage.

Non-Accessioned Disposition
(Disposer d'un document non enregistré)

Records that have not been transferred to the Regional Service Centres for storage.

Privacy Act
(Loi sur la protection des renseignements personnels)

The Act who purpose is "to extend the present laws of Canada that protect the privacy of individuals with respect to personal information about themselves held by a government institution and that provide individuals with a right of access to that information."

Record
(Document)

Any documentary material other than a publication regardless of medium or form.

Records Custodian
(Responsable des documents)

The client office's representative, responsible for the care and control of its office's records, who has been delegated authority to dispose of its records upon expiry of their retention period.

Records Disposition Authority (RDA)
(Autorisation de disposer des documents (ADD))

A Records Disposition Authority is the instrument that the Librarian and Archivist of Canada issues to enable government institutions to dispose of records which no longer have operational utility, either by permitting their destruction, by requiring their transfer to Library and Archives Canada or by agreeing to their alienation from the control of the Government of Canada

Reference Service
(Service de référence)

A service of the Regional Service Centre that provides information about and appropriate access to records held at the Centre.

Request for Consent to the Disposition of Records
(Demande de consentement pour disposer des documents)

A form to be completed by the Regional Service Centre staff and faxed/mailed to the client attached to the Concurrence Letter. This form lists all the records due for disposal in accordance with the Records Disposition Authority for that accession.

Request
(Demande)

A demand from any source for records or for information from records held by a Regional Service Centre.

Return date
(Date de retour)

Media stored will automatically be deregistered and returned to the institution on the appropriate date without the institution having to request it.

Shipment
(Envoi)

A shipment refers to all the boxes received at one time.

Subject Classification
(Classification selon le sujet (objet))

A classification system that arranges documents by subject.

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