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OTTAWA, September 4, 2009 - On June 1, 2009, the Treasury Board Secretariat's Directive on Recordkeeping came into effect with an objective of enabling departments to create, acquire, capture, manage and protect the integrity of information resources of business value so that they are authentic, reliable and usable.
The Regional Service Centres managed by Library and Archives Canada (LAC) have developed a number of new initiatives in recent months to reorient their activities. One of the many projects related to the Directive on Recordkeeping is the implementation of a New Storage Model (NSM), which proposes an ideal end state where only records of an archival, secure/classified, long-term business value and legal nature would be maintained in LAC's Regional Service Centres.
As a first step toward the NSM, effective October 30, 2009, the Prairies-Northwest Regional Service Centre, located in Edmonton AB, will no longer accept new accessions of records for dormant storage. Reference and disposition activities for existing records at the Prairies-Northwest Regional Service Centre in Edmonton will be maintained.
This service improvement in recordkeeping will facilitate departmental access to their archival records and records of long-term business value through the relocation of these records to the Pacific Regional Service Centre, located in Burnaby BC or the Manitoba Regional Service Centre, located in Winnipeg MB, where teams of archivists, technicians and an ATIP analyst can provide service support.
LAC is in the process of contacting each federal department affected by this change to discuss alternative measures for storing records. These discussions will evaluate other options for storage, including the use of an alternate Regional Service Centre, and a National Master Standing Offer for record storage services in the private sector expected to be available October 1, 2009.
For more information, please contact:
Director, Regional Service Centre Division
Library and Archives Canada
New Entrance Criteria
On April 1, 2009, LAC implemented 10 new entrance criteria for accepting records at the Regional Service Centres. If departments are unable to meet these criteria within the required timelines, they may negotiate a Memorandum of Understanding with LAC; otherwise, no additional records may be transferred. For more information on the new entrance criteria, please visit www.collectionscanada.gc.ca/government/products-services/index-e.html or go to www.collectionscanada.gc.ca and click on the following menu headings: What We Do For Government, Products and Services, Guidelines.
The New Storage Model
This model is a multi-phased strategy to improve the cost-efficiency of government records storage. It is based on the principle that, where possible, government records should be stored by the private sector. The initial phase of implementation requires departments to meet the new entrance criteria. The next phase involves an assessment of the department's legacy holdings stored in the Regional Service Centres. Departments will be contacted to determine how to best manage these legacy holdings to ensure that only records of business value are maintained for the appropriate retention periods. A third phase will be to develop a Request for Information in late 2009, to seek private sector feedback on storage options reviewed to date and advice on the nature and content of a future Request for Proposal for government records services.