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DPR 2005-2006
Library and Archives Canada

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Financial Information

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

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

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

  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 3: Voted and Statutory Items

Vote or
Statutory Item

 

Truncated Vote 
or Statutory Wording

2005-2006 ($ thousands)

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

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

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

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

  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 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

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

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

Same as above

29.4

24.4

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 2nd 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.

Financial Statements of LIBRARY AND ARCHIVES CANADA

For the year ended March 31st , 2006

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