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Description found in Archives

State submissions to the Executive Council [textual record]. 

Date(s)

1783-1842

Place of creation

Ontario

4.2 m of textual records.

Scope and content

Series consists of submissions to the Executive Council on state business. The correspondence, petitions, reports and other documents submitted to the Executive Council for its consideration or produced during deliberations on questions of state cover the period 1791-1841, although supporting documentation occasionally is of an earlier date. Reports from sub-committees, such as that which sat as a board of audit, and from the law officers of the Crown are frequently included. The series was formerly referred to by the misleading title "State Papers", a term also used in reference to most early public records at the beginning of the 20th century. The old title appears on the microfilm and in older references to the series. Each submission was assigned an alpha-numeric reference based on a key word in the title assigned to it as an endorsement. The sequence is incomplete, indicating that files were removed at some period, but for what reason it cannot now be determined. The date and tenor of the decision made in Council is generally found as an endorsement on each submission. That date is all that is necessary to trace the corresponding minutes in the State Minute Books. The distinction between "land" and "state" matters may be a fine one, readily confused in such cases as Indian lands. Questions perceived as involving policy or precedent would likely have been classified as "state" while questions perceived as involving routine practice would likely have been classified as "land".

Textual records
Microfilm reel C-1204
90: Open
Textual records
Microfilm reel C-1225
90: Open
Textual records
Microfilm reel C-1197
90: Open
Textual records
Microfilm reel C-1193
90: Open
Textual records
Microfilm reel C-1190
90: Open
Textual records: microform
Microfilm reel C-9813
90: Open
Textual records
Microfilm reel C-1200
90: Open
Textual records
Microfilm reel C-1202
90: Open
Textual records
Microfilm reel C-1203
90: Open
Textual records
Microfilm reel C-1192
90: Open
Textual records
Microfilm reel C-1201
90: Open
Textual records
Microfilm reel C-1195
90: Open
Textual records
Microfilm reel C-1198
90: Open
Textual records
Microfilm reel C-1199
90: Open
Textual records
Microfilm reel C-1196
90: Open
Textual records: microform
Microfilm reel C-9812
90: Open
Textual records
Microfilm reel C-1189
90: Open
Textual records
Microfilm reel C-1188
90: Open
Textual records
Microfilm reel C-1191
90: Open
Textual records
Microfilm reel C-1194
90: Open
Textual records
90: Open
Volume
from 1 to 30
from 35 to 104
7A
9A
from 19A to 20A
29A
36A
38A
58A
63A
66A
76A
78A
86A
91A
94A
103A
90: Open
Textual records
90: Open
Microfilm reel
C-1199
90: Open
Textual records: microform
Restrictions not set
Microfilm reel
from C-9812 to C-9813
90: Open
Archival reference no.
Former archival reference no.

Terms of use

In order to protect the fragile originals, records in this series have been microfilmed and the originals withdrawn from circulation. The microfilm must be used for consultation and copying rather than the originals.

Textual records The CAB RG 1 Shelf List (see RG 1, E3 section) is a typed volume-level description which provides bundle alpha-numeric reference, page numbers, inclusive dates and corresponding microfilm reel numbers. A description of the finding aids was included as a preface in the microfilming of the records in this series. CAB RG 1 Shelf List 90 (Paper)

Textual records Finding aid 901 consists of two elements: a list and a card index. A descriptive list provides a file subject/endorsement title for each submission. This list follows the original order of the submissions and is not indexed by subject or name. The descriptive list is available as an electronic document. MSS0901 90 (Electronic)
http://data2.archives.ca/pdf/pdf001/p000001750.pdf

Textual records A card index was created to provide subject, geographical and nominal access points to the records. The subject and nominal entries of the card index were revised and enlarged in 1975 and the index was microfilmed in 1977 on reel C-9812 (Abbey - Rymal) and C-9813 (Sabins - Zone). The cards were subsequently incorporated into the "General Index" in the Reference Room. Researchers should note that for indexing purposes certain alterations were made to the descriptions of vols. 1-3, 30, 56, 76, 88, 94 and 99. The designations "A", "B", and "C" for those volumes do not appear on the microfilm. Since the page numbers remain unaltered, locating items within those volumes on the microfilm should pose no problem. Note also that the microfilm reel number references were not included on the index cards. The CAB RG 1 Shelf List indicates reel numbers but it was unfortunately not included in the filming of the index reels. MSS0901 90 (Paper)

Additional information

Researchers should note the distinction between the "minutes" of Council and "Orders-in-Council". Prior to 1841, a separate series of Orders-in-Council was not maintained, although one was evolving. An "order" is an extract of a "minute", in a particular format, and serves to authorize an action according to the decision recorded in the corresponding minute. An order always comes from a minute, but a minute may not always result in an order. Some of the state submissions include a copy of the relevant minute as a endorsement, signed or initialled by the Lieutenant Governor, or as an attachment. The latter is generally a lengthy text and may correctly be termed an "order". The endorsed text of the minute is commonly referred to as an "order", but such usage may lead to frustration, if not error, when attempts are made to trace references to an "Order-in-Council" which does not in fact exist as a distinct and separate document. In any citation of the submissions, particular care should be taken when describing such endorsements.

Related materials
There is a direct and very close relationship between the submissions found in the present series and the state minutes in the State Minute Books of the Executive Council series, found elsewhere within this fonds. The alpha-numeric reference for a submission appears in the margin of the state minute book and can be traced via the CAB RG 1 Shelf List or finding aid MSS901 to the submission itself. The date of the submission (and hence of the corresponding minutes) is endorsed on the submission, in the words "Read in Council ...." or more specifically "Entered in State Book ..., page ..." and readily traced to the corresponding state minute book through the CAB RG 1 Shelf List (E1 section). Other related series, found elsewhere within this fonds, include: the Land Minute Books of the Executive Council; the Land Petitions to the Executive Council; the Submissions to the Executive Council relating to the Audit of Provincial Public Accounts; and the Rough and Draft Minutes and Reports of the Executive Council (where some reports submitted to Council may be found). Related records will also be found in other fonds as, for example, in the Upper Canada Sundries, Correspondence of the Civil and Provincial Secretaries series (A1) or the Upper Canada, Petitions and Addresses series (B3) of RG 5 (Records of the Civil and Provincial Secretaries, Upper Canada and Canada West fonds). A small quantity of despatches referred to the Executive Council of Upper Canada will be found in the Despatches Referred to the Executive Council series of the Executive Council Office of the Province of Canada fonds, despite the fact that they pre-date the 1841 Union.

Arrangement note
The arrangement of the submissions offers an interesting example of early record-keeping systems. The alpha-numeric arrangement is similar to that used for the land petitions (for which see the Land Submissions to the Executive Council series, elsewhere within this fonds), but less systematic in appearance. The filing system used by the Clerk of the Executive Council for the submissions on state matters shows less development and regularity than that used for the land petitions. The Clerk assembled the documents pertaining to a particular case and assigned a file title to them, writing it as an endorsement on the back of the last page or on a separate sheet. He then selected a key word from the endorsement - usually the first word - and filed the documents in numerical sequence under the letter with which that key word began. He also noted the alpha-numeric reference in the margin of the corresponding state minute book. The selection of key words was inconsistent and may seem totally illogical. A file relating to fees claimed by John White as Attorney General for issuing land patents (deeds) for land grants could be filed under "F" for Fees, "A" for Attorney General, "W" for White, or even "P" for Patents. Similarly, an address from the Legislature regarding public accounts could be under "A" for Address, "L" for Legislature, or "P" for Public Accounts. The numeric element within the alpha-numeric reference reflects the chronological sequence of the submissions. The chronology of the numeric sequences, however, is not consistent across the alphabet. With the land petitions, there is a correlation between the bundle numbers and the land minute books for a set period, as a new petition numbering sequence was begun with the commencement of each new land minute book. With the state submissions, however, it appears that numerical sequences were begun anew at arbitrarily selected points (about 1818, 1825, 1828, 1831, 1837 and 1839), quite possibly at those points when the pigeon-holes in which the Clerk stored the files became overcrowded and he was obliged to clear their contents into chests for storage outside his main office. The result is that researchers must pay close attention to the date and the alpha-numeric reference when working with the state books and the state submissions.

Preferred citation note
Suggestions on proper citation style for the records in this series are provided in the CAB RG 1 Shelf List (see RG 1, E3 section).

Availability of other formats note
The microfilming of the records in this series was completed in 1956. Microfilmed copies are available on reels C-1188 to C-1204 and C-1225. For lists correlating volume numbers with microfilm reel numbers, see the finding aids cited elsewhere within this descriptive entry. The card index portion of finding aid MSS901 was microfilmed in 1977 and is available on reels C-9812 and C-9813. For the correlation of microfilm reel number with index information contained on each reel, see the finding aids cited elsewhere within this descriptive entry.

Private