Report on Operational Case File Records Covered by RDA 2005/006                           

General Directions

1.	MIDA 2005/006 applies only to records where there is no RDA coverage (MIDA Terms and Conditions – Section B).
	If current ISDA coverage is unsatisfactory, contact your portfolio archivist to discuss possible solutions.

2.	Institutions are to identify records series that meet the three-part definition of an operational case file records (MIDA Terms and Conditions – Section A).

3.	Institutions are asked to determine if any of the records identified as case file records created at Headquarters or in the regions have archival value as per Section C of the Terms and Conditions for RDA 2005/006.  This is intended to identify the location of the most complete operational record and to avoid duplicate records. 

Directions for Completing the Report

File Name: This information should be as complete and descriptive as possible to ensure accurate identification of the records in question.

File Number: This information should include all file numbers or primaries used for that particular record series including regional and headquarter variations.

Media: GC institutions must describe the media of the records they are addressing.  Media includes textual, electronic, microform, cartographic, architectural, technical drawings, photographic, art, audio-video and motion picture film records.  The records can also be a mix of one or more media.

Applicable archival criteria: If the records are not archival, no criteria apply.  GC institutions should indicate N/A.  If the records fall into one or more of the categories for archival value then these must be listed in this report.

Headquarters and Regional Offices: GC institutions must identify if these records are held at their headquarter offices, regional offices or both to ensure that if any of these records are archival, LAC only acquires records from one source.  Documenting the location of these records will also ensure common and consistent application of the Case File MIDA across the GC institution.

Current rate of file/record creation: Where possible, GC institutions are asked to document the current rate of record creation in order for LAC to anticipate the volume of records to be transferred or disposed of under the Terms and Conditions of MIDA 2005/006.  This can be expressed in feet / metres or bytes.

Extent of records in dormant storage: Where possible, GC institutions are asked to document the extent of records in dormant storage in order for LAC to anticipate the volume of records to be transferred or disposed of under the Terms and Conditions of MIDA 2005/006.  This can be expressed in feet / metres or bytes.

Name of Institution:
	
Name of Case File Record Series	File Number / Primaries	Media
	Applicable Archival Criteria	Headquarters Records with Archival Value?	Records in the Regions with Archival Value (Include geographic location)?	Current rate of file creation 
(i.e. 250,000/year or bytes/year)

	Extent of records in  dormant storage
Files / linear feet / metres /
bytes	

								

								

								

								

Completed by: 	____________________________________________
Date: 	__________________________________________________
Contact information: 	_____________________________________
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