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OAG
Recommendations
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Management Response to the
Recommendation
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Action(s) to be Taken
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Estimated Completion Date
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Responsibility
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Status Update
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7.17 Library and
Archives Canada should ensure that disposition authorities of the federal
government’s archival records are kept up to date. To accomplish this, it
should develop a plan with achievable timelines for issuing and updating the
necessary disposition authorities. It should also continue to engage with
institutions and to monitor the adequacy of existing disposition authorities.
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Agreed.
Our current disposition plan is
not meeting its objectives. In the fall of 2014, Library and Archives Canada
will approve a focused and accelerated plan to ensure full disposition
coverage for the Government of Canada institutions by the end of the 2017–18
fiscal year. This plan will be implemented by a dedicated task force that
will ensure the following:
- updating disposition
authorities against clear deadlines,
- continuing to engage
Government of Canada institutions, and
- publishing a monitoring plan
by December 2014.
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1. Establish a dedicated task force to respond to
recommendations 7.17 and 7.24.
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November 2014
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Librarian and Archivist of Canada
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COMPLETE.
A small team of employees was formed in September 2014 to determine
the approach for a dedicated task force to address the Auditor General’s
recommendations.
The Task Force was established on November 1, 2014.
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2. Develop a 3-year plan for disposition to
ensure 100% of GC institutions have full and up-to-date disposition coverage
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February 2015
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Director General, Disposition and Discoverability Task Force
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COMPLETE.
A new approach for issuing disposition authorizations was approved by
LAC’s Management Board on October 7, 2014.
A more detailed 3-year plan to ensure that 100% of GC institutions
have full and up-to-date disposition coverage was approved by LAC’s Acting
Chief Operating Officer on February 10, 2015.
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3. Develop a plan to monitor the adequacy of
disposition authorizations.
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December 2014
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Director General, Disposition and Discoverability Task Force
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COMPLETE.
The plan was approved by the Librarian and Archivist of Canada on
December 19, 2014.
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4. Engage with GC institutions regarding LAC’s
new approach to its disposition program.
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November 2017
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Director General, Disposition and Discoverability Task Force
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IN PROGRESS.
·
LAC consulted disposition managers from a dozen departments on
the new approach for issuing disposition authorization in October 2014.
·
LAC’s Chief Operating Officer briefed the Chief Information Officer
of the Government of Canada on this new approach in November 2014.
·
LAC communicated its disposition authorization monitoring plan
to GC institutions by publishing it on LAC’s Disposition and Recordkeeping
Portal on December 23, 2014.
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The DG, Disposition and Discoverability Task Force made a
presentation on LAC’s new approach to disposition to GC information
management professionals at Recordkeeping (RK) Day on January 15, 2015.
·
LAC communicated its detailed 3-year disposition plan to GC institutions
by publishing it on LAC’s Disposition and Recordkeeping Portal on February
24, 2015.
·
The DG, Disposition and Discoverability Task Force made a
presentation on LAC’s new approach to disposition to the Committee on
Information Management in Business on February 26, 2015.
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5. Implement LAC’s 3-year disposition plan to
ensure 100% of GC institutions have full and up-to-date disposition coverage
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November 2017
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Director General, Disposition and Discoverability Task Force
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IN PROGRESS.
Ten new disposition authorizations were approved by LAC’s Chief
Operating Officer in March 2015. As of May 1, 2015 the level of full and
up-to-date disposition coverage for GC institutions is at ? 30%.
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6. Operationalize the monitoring of disposition
authorizations.
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November 2017
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Director General, Disposition and Discoverability Task Force
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IN PROGRESS.
Preliminary approaches to monitoring are under discussion.
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7.24 Library and
Archives Canada should develop and implement a plan that establishes the
approach, resources, budget with cost and efficiency gains estimates, and
timelines to eliminate the backlog of government documentary heritage.
Results on progress should be measured and reported to management on a
regular basis.
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Agreed.
In the fall of 2014, Library and Archives Canada will establish a
dedicated task force and approve a plan to eliminate the Government of
Canada’s documentary heritage backlog by December 2015. Reports on results
and progress will be provided on a quarterly basis to Library and Archives
Canada’s senior management.
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1. Establish a dedicated task force to respond to
recommendations 7.17 and 7.24.
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November 2014
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Librarian and Archivist of Canada
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COMPLETE.
A small team of employees was formed in September 2014 to determine
the approach for a dedicated task force to address the Auditor General’s
recommendations.
The Task Force was established on November 1, 2014.
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2. Develop a plan with targets to eliminate the
98,074 container Government of Canada documentary heritage backlog
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November 2014
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Director General, Disposition and Discoverability Task Force
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COMPLETE.
The approach to eliminating the
backlog was approved by LAC Management Board on October 7, 2014.
The implementation plan to
eliminate the backlog was approved by the Chief Operating Officer on October
30, 2014.
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3. Implement the backlog reduction plan and
report on progress.
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December 2015
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Director General, Disposition and Discoverability Task Force
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IN PROGRESS.
Progress on the backlog reduction is reported on a monthly basis.
% of backlog reduction by date:
·
35% as of December 1, 2014
·
42% as of January 6, 2015
·
47% as of February 2, 2015
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52% as of March 2, 2015
·
63% as of April 1, 2015
·
70% as of May 1, 2015
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7.34 Library and Archives Canada should:
· develop
a corporate digital strategy to allow the transition to an integrated digital
environment that ensures the sustainability of its digital collection and
· continue
to engage with institutions to prepare them on how to transfer digital
records in an appropriate format, so that it can determine the capacity
required to accommodate future digital transfers.
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Agreed.
By March
2015, Library and Archives Canada will have an approved digital strategy to
firmly ground its acquisition, preservation, and access functions in the
digital era. This digital strategy will build on Library and Archives
Canada’s business model, reflecting the institution’s transition to an
integrated digital environment.
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1. Complete LAC’s digital strategy, which will include
an implementation roadmap that outlines the activities required to ensure the
acquisition of, sustainability of and access to LAC’s digital collections.
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March 2015
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Director General, Innovation and Digital Transformation
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COMPLETED.
Approval in principle of LAC’s digital strategy by Management Board was
received on March 30th, 2015.
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2. Establish the business architecture to accommodate
future digital transfers from institutions.
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April 2016
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IN PROGRESS.
The establishment of the business architecture to accommodate future
digital transfers from institutions is underway.
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3. Operationalize digital transfers from institutions.
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April 2017
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NOT YET STARTED.
This action is subsequent to the establishment of the business
architecture.
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·
As part of its ongoing engagement with Government of Canada
institutions, Library and Archives Canada issued new procedures in June 2014
for the transfer of digital documents.
·
In September 2014, Library and Archives Canada approved
guidelines on recommended file formats for transfer.
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4. Issue new procedures for the
transfer of digital documents and guidelines on recommended file formats.
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June 2014
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Director General, Innovation and Digital Transformation
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COMPLETED.
New procedures (June 2014) and guidelines (September 2014) were
approved and issued to Government institutions on the recommended file
formats and transfer of digital documents.
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5. Issue new guidelines on
recommended file formats.
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September 2014
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Library and Archives Canada will continue to work with
Government of Canada institutions and central agencies to forecast the
growing volume of digital documents. This will be used to establish the
capacity requirements for Library and Archives Canada.
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6. Assess the volume of digital
records of enduring value expected to be transferred to LAC by conducting a study
of 17 government departments.
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March 2015
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Director General, Evaluation and Acquisition
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COMPLETED.
Study was developed and sent to a sample of 17 government
departments.
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7. Report on expected
digital volume and capacity requirements.
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September 2015
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IN PROGRESS.
Analysis of responses is in progress. Review of related GC, national
and international reports underway.
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7.39 To support
the fulfillment of its mandate, Library and Archives Canada should implement
a program that ensures the acquisition and sustainability of digital records,
and the provision of access of its collection by Canadians
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Agreed.
In April 2015, Library and Archives Canada will begin a comprehensive
digital transformation program. This will improve its digital stewardship
function and ensure it continues to acquire, preserve, and provide Canadians
with access to their digital collection.
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1. Initiate digital transformation using LAC’s digital strategy implementation roadmap which outlines the
activities required to ensure the acquisition of, sustainability of and
access to LAC’s digital collections.
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April 2015
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Director General, Innovation and Digital Transformation
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IN PROGRESS.
Following the approval in principle of LAC’s digital strategy by
Management Board (received on March 30th, 2015), LAC began
implementation of its digital transformation activities.
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2. Create and resource the
Digital Curation Initiative to manage digital activities across LAC.
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May 2015
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IN PROGRESS.
LAC is in the process of resourcing its Digital Curation Initiative
which will manage the roadmap activities across the institution.
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3. Establish the business architecture required
to ensure the acquisition and preservation of digital records, and access to
LAC collections by Canadians.
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April 2016
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IN PROGRESS.
Work has already begun on several initial activities, including work
planning, procurement and governance.
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4. Develop a plan to acquire sufficient storage
and processing capacity following the analysis of the volume of digital
documents to be received from GC institutions.
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April 2016
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NOT YET STARTED.
This action is dependent on the completion of the volume forecast of
documents to be received from GC institutions.
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