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2005-2006 Departmental Performance Reports

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DPR 2005-2006
Library and Archives Canada

Table of Contents

Library and Archives Canada Financial Performance Overview

Library and Archives Canada's Main Estimates for 2005-2006 were $92,894,000 including contributions to employee benefit plans. The operating amount carried forward from 2004-2005 was $4,156,400. Library and Archives Canada also received funding from Treasury Board to cover the increased salary costs resulting from collective bargaining agreements. Additional temporary funding was received during the year for specific initiatives, including:

$3.5 million for the accommodation of the headquarters at Place de la Cité;
$4.1 million for the Canadian Culture Online program;
$1.1 million for the Management Government Information;
$1.9 million for the Portrait Gallery of Canada;

These and other adjustments brought the total funds available for the year to $115,577,923 (see Table 1).

Library and Archives Canada is comprised of 7 sectors managing its program through 3 strategic outcomes and 9 program activities (see Table 6). The costs of Corporate Services are shared between each of the program activities based on a formula approved by the Treasury Board Secretariat.

In 2005-2006, Library and Archives Canada generated revenues in the amount of $909,328 of which $487,251 was respendable. These revenues are from access to and reproduction of archival and collection materials. The organization also received $176,631 during the year from the sale of surplus Crown Assets, bringing the total available funds for use to $208,372 (including $31,741 available from previous years). Of this, $45,307 was used in general operations this year.

Table 1: Comparison of Planned to Actual Spending (including FTEs)

($ thousands)	2003-2004 Actual	2004-2005 Actual	2005-2006
($ thousands)	2003-2004 Actual	2004-2005 Actual	Main Estimates	Planned Spending	Total Authorities	Total Actuals
Managing the disposition of the Government of Canada records of continuing value	11,198.0	12,464.6	11,289.0	11,717.0	12,853.5	12,315.4
Managing the documentary heritage of interest to Canada	63,435.6	70,269.5	61,004.0	87,547.0	69,195.8	68,554.1
Making the documentary heritage known and accessible for use	27,684.8	30,476.0	20,601.0	52,096.0	33,528.6	33,030.8
Total	102,318.4	113,210.1	92,894.0	151,360.0	115,577.9	113,900.3
Less: Non‑Respendable revenue	579.1	291.4	N/A	10.0	N/A	422.1
Plus: Cost of services received without charge	41,115.6	41,972.2	N/A	39,935.0	N/A	43,376.5
Total Departmental Spending	142,854.9	154,890.9	92,894.0	191,285.0	115,577.9	156,854.7

Full Time Equivalents	1,167	1,147	N/A	1,152	N/A	1,128

In 2004-2005, the National Archives (NA) and the National Library (NL) were merged to create Library and Archives Canada (LAC). To be consistent and for a better comparison between the 3 years, the figures from NA and NL were combined for the year 2003-2004.
Following the merger of NA and NL, LAC has revised its presentation of non-respendable revenues. Figures for previous fiscal years have been modified accordingly with the new presentation standards allowing for a better comparison between the presented 3 fiscal years. These modifications impact on the Total Departmental Spending. Details of the non-respendable revenues are provided in Table 5.
Total Planned Spending includes $53,283,000 re-profiled into future years.
Total Authorities includes funding received from 2005-2006 Governor General Special Warrants and they are allocated by program activities.
Details of the cost of services received without charge are provided in Table 4.

Table 2: Resources by Program Activity

2005-2006 ($ thousands)
Program Activity	Budgetary
Program Activity	Operating	Grants	Contributions and Other Transfer Payments	Total : Gross Budgetary Expenditures	Less : Respendable Revenue
Managing the disposition of the Government of Canada records of continuing value
Main Estimates	11,289.0	-	-	11,289.0	-
Planned Spending	11,717.0	-	-	11,717.0	-
Total Authorities	12,853.5	-	-	12,853.5	-
Actual Spending	12,315.4	-	-	12,315.4	-
Managing the documentary heritage of interest to Canada
Main Estimates	61,004.0	-	-	61,004.0	-
Planned Spending	87,547.0	-	-	87,547.0	-
Total Authorities	69,159.8	36.0	-	69,195.8	-
Actual Spending	68,518.1	36.0	-	68,554.1	-
Making the documentary heritage known and accessible for use
Main Estimates	19,275.0	636.0	1,140.0	21,051.0	450.0
Planned Spending	50,770.0	636.0	1,140.0	52,546.0	450.0
Total Authorities	31,126.4	600.0	2,352.2	34,078.6	550.0
Actual Spending	30,565.9	600.0	2,352.2	33,518.1	487.3

Total Planned Spending includes $53,283,000 re-profiled into future years.
Total Authorities includes funding received from 2005-2006 Governor General Special Warrants and they are allocated by program activities.

Table 3: Voted and Statutory Items

Vote or Statutory Item	Truncated Vote or Statutory Wording	2005-2006 ($ thousands)
Vote or Statutory Item	Truncated Vote or Statutory Wording	Main Estimates	Planned Spending	Total Authorities	Actual
50	Program expenditures	81,608.0	139,774.0	103,135.2	101,620.7
(S)	Contributions to employee benefit plans	11,286.0	11,586.0	12,234.3	12,234.3
(S)	Spending of proceeds from the disposal of surplus Crown Assets	-	-	208.4	45.3
	Total	92,894.0	151,360.0	115,577.9	113,900.3

1- Total Planned Spending includes $53,283,000 re-profiled into future years.

2- Total Authorities includes funding received from 2005-2006 Governor General Special Warrants and they are allocated by program activities.

Table 4: Services Received Without Charge

($ thousands)	2005-2006
Accommodation provided by Public Works and Government Services Canada (PWGSC)	38,299.3
Contributions covering employers' share of employees' insurance premiums and expenditures paid by TBS (excluding revolving funds)	5,018.2
Worker's compensation coverage provided by Social Development Canada	52.4
Salary and associated expenditures of legal services provided by Justice Canada	6.6
Total 2005-2006 Services received without charge	43,376.5

Table 5: Sources of Respendable and Non-Respendable Revenue

Respendable Revenue

($ thousands)	Actual 2003‑2004	Actual 2004‑2005	2005‑2006
($ thousands)	Actual 2003‑2004	Actual 2004‑2005	Main Estimates	Planned Revenue	Total Authorities	Actual
Managing the documentary heritage of interest to Canada
Services Fees	-	355.1	-	-	-	-
Making the documentary heritage known and accessible for use
Services Fees	323.0	108.0	450.0	450.0	550.0	487.3
Total Respendable Revenue	323.0	463.1	450.0	450.0	550.0	487.3

Non-Respendable Revenue

($ thousands)	Actual 2003-2004	Actual 2004-2005	2005-2006
($ thousands)	Actual 2003-2004	Actual 2004-2005	Main Estimates	Planned Revenue	Total Authorities	Actual
Managing the disposition of the Government of Canada records of continuing value
Refunds of previous years, expenditures	N/A	36.1	-	-	-	11.1
Adjustments to prior year's payables	N/A	11.3	-	-	-	15.1
Proceeds from the disposal of surplus Crown Assets	N/A	31.8	-	-	202.1	23.1
Miscellaneous revenues	N/A	-	-	-	-	4.6
Other adjustment	N/A	-	-	-	-	1.7
Managing the documentary heritage of interest to Canada
Refunds of previous years, expenditures	N/A	19.4	-	-	-	54.3
Adjustments to prior year's payables	N/A	111.6	-	-	-	76.7
Proceeds from the disposal of surplus Crown Assets	N/A	49.0	-	-	6.3	116.4
Miscellaneous revenues	N/A	-	-	-	-	23.3
Other adjustment	N/A	(56.0)	-	-	-	8.3
Making the documentary heritage known and accessible for use
Refunds of previous years, expenditures	N/A	36.3	-	-	-	13.2
Adjustments to prior year's payables	N/A	29.2	-	-	-	24.4
Proceeds from the disposal of surplus Crown Assets	N/A	13.0	-	-	-	37.1

Table 5: Sources of Respendable and Non-Respendable Revenue (continued)

Non-Respendable Revenue (continued)

($ thousands)	Actual 2003-2004	Actual 2004-2005	2005-2006
($ thousands)	Actual 2003-2004	Actual 2004-2005	Main Estimates	Planned Revenue	Total Authorities
Total non-respendable revenue
Miscellaneous revenues	N/A	24.3	-	10.0	-
Other adjustment	N/A	(14.6)	-	-	-
Refunds of previous years, expenditures	16.9	91.8	-	-	-
Adjustments to prior year's payables	233.5	152.1	-	-	-
Proceeds from the disposal of surplus Crown Assets	219.7	93.8	-	-	208.4
Miscellaneous revenues	60.9	24.3	-	10.0	-
Other adjustment	48.1	(70.6)	-	-	-
Total non-respendable revenue	579.1	291.4	-	10.0	208.4

Total revenue	902.1	754.5	450.0	460.0	758.4

1- In 2004-2005, the National Archives (NA) and the National Library (NL) were merged to create Library and Archives Canada (LAC). To be consistent and for a better comparison between the 3 years, the figures from NA and NL were combined for the year 2003-2004.

2- The distribution of the non-respendable revenue for 2003-2004 is not available by Program Activity.

3- In 2004-2005, Treasury Board Secretariat authorized revised vote wording to expand vote-net authority to include access to and reprography of other materials from the collection that were previously not eligible under the authority of the NL. The figures shown in 2003-2004 represent the NA respendable revenue only since the NL did not have vote-net authority. NL user fees are included in other adjustment ($36,563 in 2003-2004).

4- The other adjustments are related to Accrual Accounting Principles.

Table 6: Resource Requirements by Sector

($ thousands)	Managing the disposition of the Government of Canada records of continuing value	Managing the documentary heritage of interest to Canada	Making the documentary heritage known and accessible for use	Total
Documentary Heritage Collection
Planned Spending	-	62,367.0	-	62,367.0
Actual Spending	3.2	33,470.7	201.1	33,675.0
Programs & Services
Planned Spending	-	-	43,294.0	43,294.0
Actual Spending	-	-	18,368.6	18,368.6
Government Information Management Office
Planned Spending	7,290.0	-	-	7,290.0
Actual Spending	6,732.9	2.1	-	6,735.0
Strategic Office
Planned Spending	384.0	1,951.0	621.0	2,956.0
Actual Spending	344.4	1,959.2	2,342.8	4,646.4
Information technology Services
Planned Spending	1,158.0	8,374.0	3,465.0	12,997.0
Actual Spending	1,067.1	8,456.3	3,675.3	13,198.7
Corporate Management
Planned Spending	2,521.0	13,007.0	4,128.0	19,656.0
Actual Spending	3,850.3	22,921.7	7,896.4	34,668.4
Communications
Planned Spending	364.0	1,848.0	588.0	2,800.0
Actual Spending	317.3	1,744.2	546.7	2,608.2

Total Planned Spending includes $53,283,000 re-profiled into future years.
Total Authorities includes funding received from 2005-2006 Governor General Special Warrants and they are allocated by program activities.

Table 7: Special Cost-Recovered Services Provided to Other Government Organizations

($ thousands)
Organization	2005-2006	2004-2005	2003-2004	2002-2003
Canada Customs and revenue Agency	1,451.1	1,432.5	1,397.5	1,329.8
Indian Residential Schools Resolution Canada	9.5	36.0	33.8	-
Veterans Affairs Canada	38.0	36.1	35.8	35.4
Canadian Broadcasting Corporation	-	4.9	7.3	5.2
Canadian Border Services Agency	64.0	-	-	-
Human Resources and Social Development	8.2	-	-	-
Total	1,570.8	1,509.5	1,474.4	1,370.4

Table 8-A: 2005-2006 User Fees Reporting - User Fees Act

A. User Fee

Fee Type

Fee Setting
Authority

Date Last
Modified

2005-06

Planning Years

Forecast Revenue
($000)

Actual Revenue
($000)

Full Cost
($000)

Performance
Standard

Performance Results

Fiscal Year

Forecast Revenue
($000)

Estimated Full Cost
($000)

Copies of : textual documents and microforms, 105-mm microfiches of maps and architectural drawings documents and archival records created in electronic formats by LAC staff

(O)

The Department of Canadian Heritage Act, sections 8 to 12

Published in Canada Gazette, Part 1, August 6, 2005

410.0

393.5

2,271.8

Regular orders are processed within 30 days of receipt.

For rush service see section C.

98%

2006-07
2007-08
2008-09

408.8
408.8
408.8

2,328.5
2,386.9
2,446.4

Copies of documents on microform produced by clients themselves

(O)

Same as above

52.2

49.7

182.3

Client Self-Service

100%

2006-07
2007-08
2008-09

51.9
51.9
51.9

186.9
191.5
196.3

Service fee for reproduction of documents produced by private sector suppliers

(O)

Same as above

54.0

55.9

739.6

Upon receipt of request:

For copied material: approx. 6 weeks

For uncopied material: approx. 10-12 weeks

98% for the 6 weeks and 100% for the 10-12 weeks.

2006-07
2007-08
2008-09

56.0
56.0
56.0

758.1
777.0
796.5

Postage and handling

(O)

Same as above

29.4

24.4

Not applicable

2006-07
2007-08
2008-09

27.3
27.3
27.3

25.0
25.6
26.3

Sub-total

545.6

523.5

3,218.1

2006-07
2007-08
2008-09

544.0
544.0
544.0

3,298.5
3,380.8
3,465.5

Fees charged for the processing of access requests filed under the Access to Information Act

(O)

Access to Information Act

1992

4.4

7.4

6,346.3

30 days, or within allowable time extensions

Privacy Act : 24.6% of the formal requests were completed on time

Access to Information Act : 37.0% of the formal requests were completed on time

2006-07
2007-08
2008-09

6.0
6.0
6.0

6,505.0
6,667.6
6,834.3

Total (O)

550.0

530.9

9,564.4

2006-07
2007-08
2008-09

550.0
550.0
550.0

9,803.5
10,048.6
10,299.8

B. Date Last Modified: N/A

C. Other Information:

The Web site www.collectionscanada.ca/archivianet contains further information regarding our services, prices and performance standards.

Rush service

Copies of textual documents and microforms by LAC staff			Copies of 105-mm microfiches, maps and architectural drawings produced by LAC staff
Please note that written requests cannot be processed in less than 5 working days due to the following factors: registration of requests; delay of 24 hours for delivery of documents from off-site storage; identification of requested documents by staff; special handling of archival documents. Processing times apply once orders have been received in our services.			Please note that written requests cannot be processed in less than 7 working days due to the following factors: registration of requests; delay of 24 hours for delivery of documents from off-site storage; identification of requested documents by staff. Processing times apply once orders have been received in our services.
Number of copies	Response time		Number of copies	Response time
	In-person request	Written request		In-person request	Written request
100	Maximum of 100 copies per 24 hours	5 working days	50	Maximum of 50 copies per 24 hours	7 working days
500 - 999	5 working days	7 working days	250 - 499	5 to 10 working days	7 to 10 working days
1,000 - 1,999	10 working days		500 - 749	10 to 15 working days
2,000 - 2,999	15 working days		750 - 999	15 to 20 working days
3,000 - 3,999	20 working days		1,000 - 1,249	20 to 25 working days
4,000 - 4,999	25 working days		1,250 - 1,500	25 to 30 working days
5,000 - 6,000	30 working days

Table 8-B: 2005-2006 Policy on Service Standards for External Fees

A. External Fee	Service Standard	Performance Result	Stakeholder Consultation
Copies of :textual documents and microforms, 105-mm microfiches of maps and architectural drawings documents and archival records created in electronic formats by LAC staff	Regular orders are processed within 30 days of receipt. For rush service see Table 8-A Section C.	The processing standard of 30 days has been met at 98%. The processing standard for the rush service has been met at 100%.	For copies of textual documents and microforms: As part of the transformation initiative, a user study was conducted between June 20 and July 6, 2005, with focus groups formed of LAC onsite users. Findings are: existing service standards do not always meet client needs; prices are too high; an on-line order form would be useful; use of digital camera would be useful. A LibQUAL survey was conducted on-line in October 2005. Findings are: Cost of photocopies is too high; timely access to copying material is needed; allow for use of digital cameras, scanners, memory stick, tripods. Accomplishments: * In March 2006, an online order form has been made available to clients on LAC website to facilitate the ordering process. * Following the successful pilot project on Self Serve Digital Copying, LAC has decided to implement the service permanently. It allows clients to use their own digital camera to make copies for research and private studies. Clients who are using this service can obtained their copies immediately and free of charge.
Copies of documents on microform produced by clients themselves.	N/A	Clients serve themselves. They pick-up the microforms from the shelf and make their own copies.	For Copies from 105-mm microfiches of maps and architectural drawings documents produced by LACstaff: A LibQUAL survey was conducted on-line in October 2005. Findings are: Limitation on self-serve copying on 2^nd floor place unnecessary strain on researcher; need for low-cost self-service copiers. Accomplishments: * The two self-serve microform rooms will be merged in 2006-2007. Clients will have access to a larger pool of microform reader/printers which will eliminate the limitation on the use of these machines. * As part of the transformation initiative, LAC harmonized its fee structure in September 2005. The cost of self-service copiers for the copying of archival microforms was reduced; however, the cost of self-serve photocopier did not change.
Service fee for reproduction of documents produced by private sector suppliers.	Upon receipt of request: for copied material: approx. 6 weeks; for uncopied material: approx. 10 -12 weeks.	The processing standard of 6 weeks has been met at 98% and the processing standard of 12 weeks has been met at 100%.	For Service fee for reproduction of documents produced by private sector suppliers: See comments under "Copies of textual documents and microforms.