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OTTAWA, April 1, 2010 - On June 1, 2009, the Treasury Board Secretariat's Directive on Recordkeeping came into effect with the objective of enabling departments to create, acquire, capture, manage and protect the integrity of information resources of business value in the delivery of Government of Canada programs and services.
Library and Archives Canada (LAC) is developing a number of initiatives related to the Directive on Recordkeeping. The New Storage and Service Model (NSSM), proposes a Government of Canada enterprise solution where only records of an archival, secure/classified, long-term business value would be maintained in LAC's Regional Service Centres (RSC).
The Montréal Regional Service Centre is located in an older building that does not meet minimun storage and information management requirements and standards. These inadequate storage conditions are placing the records stored in Montréal in a situation of vulnerability.
Therefore, as of September 1, 2010, Library and Archives Canada will no longer accept records at its Montréal Regional Service Centre. Services supporting disposition and reference activities for existing accessions at the Montréal RSC will be maintained.
As part of the continuing work on recordkeeping for government, LAC is developing a new model for the record storage and services it offers to government departments. Solutions for the Montréal RSC will be included in the New-Storage-and-Service-Model-4-Year-Plan, which will be announced during 2010-11.
Although, this notification is related to LAC's New Storage and Service Model, it is not a follow-up to the September 4, 2009 notification Service Improvements to the Prairies-Northwest Regional Service Centre. Clients can rest assured that any future changes to the other Regional Service Centres will be announced within the context of the NSSM 4-Year plan.
LAC will contact each federal department affected by this change to discuss alternative measures for storing records. These discussions will evaluate other options for storage, such as the use of the Regional Service Centres Ottawa and the City of Québec, or the National Master Standing Offer for record storage services now in place to offer an interim storage solution for government records.
For more information, please contact:
Recordkeeping Liaison Centre
Government Records Branch
Library and Archives Canada
Telephone (Toll-free): 1-866-578-7777
Telephone (NCR): 819-934-7519
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.
National Master Standing Offer
A new Standing Offer for records storage has been released by Public Works and Government Services Canada, with Canada divided into three service regions: Atlantic, Central and Western. Please go to http://soi.pwgsc.gc.ca/app/index.cfm?Fuseaction=sim.search&altlang=-e and search for Standing Offer 5Z011-090278 for more information and prices.
The New Storage and Service Model
The NSSM is an enterprise-wide solution that will result in a more modern and efficient operating model for storage, maintenance of government records, as well as related services. It is also related to the Treasury Board Secretariat's Directive on Recordkeeping, which came into effect on June 1, 2009, 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.
Through this new model, Regional Services Centres will return to their true mandate of managing long-term business value and archival records. This means that RSCs will eventually stop managing active and short-term business value records on behalf of other departments. This will be done through a four-year phased implementation plan, whose ideal end state is that only Archival, Secure/Classified, long-term business value records be maintained in RSCs, and that the remainder of the records be moved to the private sector, or the P3 over time. Under this model, LAC will act as the portal for transfer of records from the departments to the private sector record management firms.