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Annual report of the public Archives of Canada 1981-1982 Public Archives of Canada 1982

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Array   ■ JÊ0    Public Archives     Archives publiques
I T     Canada Canada
1981/1982 Canada1
® Minister of Supply and Services Canada 1983
Cat. No.: SA1-1982
ISBN: 0-662-52193-5 Contents
Internal Audit
Departmental EDP Advisor and Coordinator
Planning and Program Evaluation
Policy Development
Records Management Branch
Records Management Services Division
Federal Records Centres Division
National Personnel Records Centre
Archives Branch
Manuscript Division
London Office
Paris Office
Federal Archives Division
National Map Collection
Picture Division
National Photography Collection
Public Archives Library
National Film, Television and Sound Archives
Machine Readable Archives Division
Departmental Administration
Departmental Administration Secretariat
Office of Micrographie Standards and Reprographic Development
Financial Services
Personnel Services
Technical Services
General Services
Exhibition Services
Communication Services
137  Introduction
The economic situation is causing grave concern in all parts of the world. The archival
community is not exempted. The International Council on Archives has selected as the theme
of its next congress the search for ways and means of solving the problem, common to all
archives, of increasing responsibilities and limited resources. The congress will explore two
likely elements of a solution — an improved management of resources, particularly through
better planning and evaluation, and a more effective use of new technology in order to improve
At the Public Archives, in the past year, we have taken steps to start implementing these
necessary formulas. At its strategic planning sessions in November 1981, the Senior Management Committee having reexamined its objectives, developed a new statement of its mission and identified 10 areas representing the major challenges expected to face the department during the next five years, and devised means of successfully meeting that challenge.
The mission of the Public Archives was defined as "the systematic preservation of government and private records of Canadian national significance in order to facilitate not only the
effective and efficient operation of the Government of Canada and historical research in all
aspects of the Canadian experience, but also the protection of rights and the enhancement
of a sense of national identity based on archives as the collective memory of the nation."
The 10 strategic areas provide a useful framework to indicate the more meaningful activities of the Public Archives during the 1981-1982 fiscal year. In this mission statement, two
elements are introduced which did not appear in previous official statements of the objectives
or functions of the Public Archives, namely the protection of rights and the enhancement
of the sense of national identity. We have decided to include those objectives because although
they have traditionally existed they are now becoming more evident. With the introduction
of legislation for access to information, light is shown on the role of archives in preserving
the rights of citizens and government. The great concern expressed in recent years by committees of study and by members of the public on the conservation of the authentic, original
remains of the past as part of the national patrimony, can be satisfied only if archives are
considered more than support for information, but a kind of national identification card or
memento and if archival institutions promote the conservation of the physical documents and
place this conservation as one of their primary objectives.
(1 ) Legislation and Regulations — The Public Archives was busy not only with its own
legislation, but also with the legislation on access to information and privacy, and also with
several new manuals of Treasury Board, as its role concerns not only the historical documents of the nation, but extends to current and dormant records of government.
The proposed National Archives and Records Act continued to receive a great deal of
attention. A draft discussion paper was revised as a result of comments from government
departments and agencies, but presentation to Cabinet was postponed pending the publication
of the report of the Federal Cultural Policy Review Committee. Since the passage and promulgation of the Access to Information and Privacy Act was imminent, considerable attention
was given to the role of the Public Archives in implementation of the act in regard to access
to historical government records as well as civil and military personnel records and support
to the designated minister. The Public Archives continued to be involved in the development
of chapters of the Treasury Board's Administrative Policy Manual relating to micrographics
(Chapter 445); records management (Chapter 460) and machine readable records (Chapter
461). These authorities will expand on the Public Records Order of 1966.
(2) Accommodation — The Archives shares accommodation with the National Library.
Both are affected by the information explosion. Acquisitions cannot be restrained beyond a
certain limit since most of the acquisitions of both the Public Archives and the National Library
are nondiscretionary in nature. It is expected that the quantity of documents and publications 2 PUBLIC ARCHIVES REPORT 1981-1982
will nearly double every 10 years. As both institutions look after the permanent record, they
cannot discard the older material which acquire a different, but not less important value than
the more recent material. It is not surprising then that these two institutions are probably
those, among cultural institutions, which require the greatest increase in repository space.
Because of the inadequacies of accommodation and the adverse effect on operations of both
the Public Archives and the National Library, accommodation has become a constant preoccupation. It is clear that the only long-term solution is a new building for the Public Archives.
It is also clear that it will be several years before a new building will be constructed and
in the meantime efforts continue to obtain suitable interim accommodation. Planning continues
also for more space in most of the regional records centres.
(3) Selection and Acquisition of EDP Government Records and Other Records — The
Public Archives has an obvious obligation to look after the records of historical or long-term
research value of the federal government. This has been well accepted since 1903, when this
responsibility was given to the then "Canadian Archives." This duty is being carried out
satisfactorily in regard to textual documents. But greater difficulties are encountered in dealing with other types of records, maps, plans, photographs, sound recordings, films and, particularly, computer generated records. One of the most urgent problems of the Public Archivée is the implementation of its mandate in regard to machine readable records; active,
semiactive and historical. The conventional records management and archival practices requires
time to be refined and adapted to these media. The matter is of great urgency because of
the massive volume of information which needs to be controlled and the particular danger
of destruction in the form of erasure. The tape library in the Ottawa Federal Records Centre
is ready for operation and similar facilities for the storage of magnetic tape are being incorporated in regional records centres. Additional resources are required for the selection and
acquisition of machine readable government records of historical value.
(4) Control and Processing — This is where new technology, we hope, will come to
the rescue. We have great expectations in the computer. But first we are completing the preparation of general guides which will provide an overview of all our collections for the benefit of the general public, the amateur researcher, as well as the specialist in areas of less
(J) Resource Allocation — The allocation, or reallocation of personnel or financial resources is a basic responsibility of management but is often done in answer to urgent matters
or substantial changes of circumstances and consequently of priorities. In a time of restraint,
the choices become more difficult, and the need was felt for a mechanism for regular review
and possible reallocation of resources.
(6) Conservation — Conservation is, of course, a major and constant problem for all
archives. For the Public Archives it has attained new dimensions both in scale and complexity
in recent years. The traditional problem of the deterioration of paper records has been exacerbated by increasing volumes and the accommodation situation which has made it necessary
to store records in substandard space. In addition, new media such as magnetic tape, videotape and coloured photographs require exceptional and expensive environmental conditions
for storage. Finally, the matter of the responsibility of the Public Archives and the National
Library for conservation and restoration of archives and library records in the rest of the
country has become an important question in recent years. Since the summer of 1981, the
Public Archives has been discussing with the National Museums the role of the Canadian
Conservation Institute in the area of conservation services to Canadian archives and libraries
and it is hoped that the role of the Public Archives will be clarified in the context of federal-
provincial negotiations and implementation of recommendations of the Applebaum-Hébert
Committee. The Wei T'o mass deacidification process which has been described in earlier
reports is now operational in regard to books and is still being tested for manuscripts. Since
1979, studies of videodisc technology have continued. In the last year, specific applications
for videotape and machine readable records have been examined and a pilot project is planned. PUBLIC ARCHIVES REPORT 1981-1982 3
(7) Service to the Public — Since particular groups or the general public are the ultimate
users of archives, the delivery of services is extremely important and has always been accorded
a high priority by the Public Archives. A problem has arisen since the number of requests
for information, for reproduction of documents and for loans of microfilm continue to increase
while there has been no coiresrx)nding increase in staff. One result has been unfortunate delays
in responding to requests and another has been that the production of guides to our holdings
have been slower than was anticipated. We intend to answer all requests promptly. In addition to services to researchers, the Public Archives attempts to promote a greater knowledge
and appreciation of Canadian history by the general public through exhibitions, publications
and guided tours. A major step in this direction was the production of the first in the series
of exhibitions entitled Records of Our History. The first exhibition Dreams of Empire : Canada
before 1700, will be shown throughout Canada and abroad in the next three to four years.
A well illustrated book, written by André Vachon, was also prepared as a permanent record
and for the benefit of those unable to see the exhibition.
(8) Assistance to Archival Community — This is an area which may warrant a higher
priority when the relative responsibilities within a national archival network are clarified.
The Public Archives has for many years offered services to the country's other archival institutions in the form of advice, training, coordination of joint projects, organization of conferences, diffusion of holdings and participation in professional associations. The Consultative
Report on Canadian Archives (Wilson Report) published in 1980, recognized the important
influence of the Public Archives in the archival community and recommended that the Public
Archives establish an extension branch to provide a wide range of extension services and
a grant program for the Canadian archival system. In a brief to the Federal Cultural Policy
Review Committee in April 1981, the Public Archives expressed willingness to continue and
expand services to the archival community but expressed reluctance to undertake a granting
program. Whatever role may be decided upon for the Public Archives it is evident that any
additional assistance will require additional human and financial resources.
(9) Standards of Excellence — This refers to the perceived need to establish mechanisms
to ensure mat appropriate standards are established and maintained especially in areas that
affect a large public such as finding aids, publications and exhibitions. During the year progress was made in the development of policies for exhibitions and publications.
(10) Training — Increasing attention is being given to a wide range of training activities
including training for supervisors and managers, language training, apprenticeship for conservation personnel and training in such subjects as EDP as well as continuing courses in
records management, micrographics and archival principles and administration. During the
last year, efforts have been made to upgrade the professional courses, to improve the core
curriculum for supervisors and to provide training for under represented groups. Other nonad-
ministrative courses and other forms of training and development are also at the planning
stage, in order to prepare the staff for the fast changing circumstances and new technologies.
The following reports of the branches, divisions and sections tell in some detail the main
accomplishments of the Public Archives during the year, reserving a large portion of the space
to a brief description of the newly acquired material which should be of interest to all types
of searchers, and all those concerned with the preservation of our documentary heritage. These
descriptions also allow a glimpse at the wealth of material of all kinds preserved in the archives.
National — The action of the Archives on the national scene takes many forms including
periodic meetings, special symposia or conferences, joint projects, diffusion or extension programs or projects, training, development of standards and relations with professional or other
national associations. Many of these are mentioned in the reports which follow. We will name
only a few of them here. The annual meeting of the Dominion, Provincial and Territorial
Archivists (DPT) met in Halifax prior to the meeting of the Association of Canadian Archivists.
Among other subjects it was decided to try to have items of concern to archives placed on
the agenda of one of the meetings of the federal and provincial ministers of culture. Also 4 PUBLIC ARCHIVES REPORT 1981-1982
in Halifax, the first meeting of the Dominion Archivist and selected members of his staff ï
was held with the Archives Committee of the Canadian Historical Association. Such meetings will be held once or twice a year on a regular basis to discuss matters of common interest. In regard to major national projects, the third supplement of the Union List of Manuscripts was published, bringing the total number of entries to 37,000. Work proceeded on
a revised and enlarged second edition of the Guide to Canadian Photographic Archives. The
National Map Collection carried out its annual redistribution of maps to other map repositories, and the National Film, Television and Sound Archives continued to assist in the development of audio-visual archives, in cooperation with the provincial archives of Nova Scotia^
New Brunswick, Manitoba, Saskatchewan and British Columbia, as well as with the Glen-
bow Institute in Alberta. The Public Archives continued to provide the secretariat for the
Canadian General Standards Board's Coordinating Committee on Micrographie Standards,
which includes approximately 75 persons chiefly volunteers from the private sector.
Staff members continued to play an active part in national associations related to the general
or specialized interests of the Public Archives including the Association of Canadian Archivists
(ACA), l'Association des archivistes du Québec (AAQ), the Association of Canadian Map
Libraries, the Association of Records Managers and Administrators, the Canadian Oral History Association, and the Association for the Study of Canadian Radio and Television, to
mention a few.
International — The Archives maintains relatively active international relations. They include
cultural exchanges with other countries, the activities of staff members in a wide range of
international associations which are related to work of specialists at the Public Archives, the
hosting of international conferences, the training of persons from other countries and visitors
from abroad.
Canada continued to be a prominent member of the International Council on Archives.
Staff members held positions as Deputy Secretary General, Editor of CAD Information, members of committees on reprography, EDP, Archives of Literature and Art and a joint committee with other international organizations interested in film and television archives. Other
staff members were officers in such international organizations as the Pan American Institute
on Geography and History (PAIGH), IFLA, International Map Collectors Society, Society
for the History of Discoveries, FIAF, FIAT, International Association of Sound Archives
and IASSIST. Staff members undertook UNESCO projects to develop criteria for the selection of machine readable records and film archives. Others gave papers at international conferences and provided the secretariat for the Anglo American Cataloguing Committee for
Cartographic Material. The Public Archives was host for the 9th International Congress on
Vexillology. Cultural exchanges were arranged with Belgium, Germany, France, Holland,
Japan and Mexico and arrangements were made for a visit to China by the Dominion Archivist to exchange archival material relating to Norman Bethune. As usual, records management courses included archivists from foreign countries such as India, Malaysia and Nigeria.
The Archives also welcomed visitors from Australia, Brazil, Great Britain, West Germany,
Pakistan, Venezuela and the USSR.
Personnel — Mrs. White, the representative of the Public Archives of Canada in London,
retired after 27 years of good service. She was replaced by a Canadian archivist from Ottawa,
Bruce Wilson. As his predecessor, his main duties will be to search in the United Kingdom
for material of Canadian interest for research, and to acquire it in its original form or in the
form of copy, usually as a microfilm.
A director of policy development was appointed, reporting directly to the Dominion Archivist. The incumbent in an acting basis is Lee McDonald, formerly the director of the Federal
Archives Division. His appointment became necessary to develop and coordinate the preparation of archival legislation and regulations, and to articulate the position of the Public Archives in the many legislative instruments in preparation, as well as to convey the Archives'
point of view in discussions of larger issues at the Department of Communications and
elsewhere. PUBLIC ARCHIVES REPORT 1981-1982 5
Acknowledgements — As usual, we would like to express our thanks to those who contributed
to the success achieved during the year. In the first place, to the donors of material for permanent preservation. Without their connibution, many areas of our national development would
have remained in the shadows. Secondly, to members of advisory boards and committees,
to colleagues in a hundred institutions in Canada and abroad, records managers and officials
of central agencies and other departments who have been helpful throughout the year, and
thirdly, to the whole staff of the Public Archives, for their constant work but particularly
to our managers on whom we depend so much, and who see their responsibilities increase
with administrative demands in face of accommodation and other resources which cannot
keep up with the flow of acquisitions.
31 March 1982
Wilfred I. Smith
Dominion Archivist  Internal Audit
Internal Audit is part of the Office of the Dominion Archivist and the Director reports
directly to both the Dominion Archivist and the National Librarian. The directorate provides
a systematic and objective appraisal of the adequacy and appropriateness of the framework
of controls (including managerial processes and controls) applicable to all departmental operations. These include the operations of administrative, financial and personnel services, and
those of official languages. The degree to which operations are in compliance with the terms
of the control framework, and the effectiveness, economy and efficiency of operations are
also assessed. Areas requiring improvement are identified, recommendations as to how improvements can be made are formulated and the directorate reports all such matters to the
Dominion Archivist, the National Librarian and their respective managements.
During the year, 12 audits were in process, nine of which were completed by the year's
end. Ten reports, including four from the previous year, were tabled before the Audit Committees (chaired by the Deputy Heads). The 1982-1987 draft audit plans were published by
the end of the year. Departmental EDP Advisor and
The Departmental EDP Advisor and Coordinator reports to the Assistant Dominion Archivist and serves as secretary to the Departmental EDP Committee. He has been involved m
the management of different EDP activities and projects within the department.
In cooperation with Financial Services and other departmental staff, he managed the development and implementation of the Financial Control System which includes: Financial Allotment Control, Invoicing and Cost Accounting and a departmental Assets Inventory Control.
This system will support pertinent functions within Financial Services, General Services and
Technical Services and all administrative offices of the Public Archives and National Library.
The computer terminals in the administrative offices will also facilitate the operation of the
Personnel Management Information System.
The DEAC has completed a draft for an EDP Security Program Manual. This manual
contains policies, procedures, guidelines and responsibilities for the management of an EDP
security program within the Public Archives. This document is now being discussed at different management levels within the Public Archives.
During the year, the DEAC advised members of departmental senior and middle management on different matters related to EDP; developed and compiled EDP reports and plans
for submission to the departmental EDP Committee, Senior Management Committee and
Treasury Board; worked with Treasury Board and Records Management Branch representatives
to obtain approval from Treasury Board for the acquisition of a minicomputer supporting
RMB systems; assisted the National Map Collection management in directing the development of the division's Functional Specifications for a computer system (results of this study
may have a significant impact within the Archives Branch); and has been involved with the !
initial plans for an experimental project on office automation in the National Photography
Collection. Planning and Program Evaluation
This directorate coordinates departmental planning for the Public Archives; provides for
the cyclical and independent review and assessment of departmental programs for both the
Dominion Archivist and the National Librarian; and develops and monitors the implementation of performance measurement systems in both the Public Archives and the National Library.
Planning and Program Evaluation operates under the general direction of the Executive Director, Departmental Administration and the Director is a member of the departmental Senior
Management Committee.
During the year, planning activities included coordination of the Senior Management Strategic Planning session and the related Strategic Approaches of the Public Archives, 1982-1987
document; involvement in the Archives Branch and Records Management Branch Planning
sessions; coordination of the departmental Operational Plan narratives; extensive committee
work and liaison with central agency officials; and the submission of documents to the Minister
on conservation and collection management and on permanent and interim accommodation.
Program evaluation commenced formally in February 1981 with the creation of an evaluation
unit; the approval of departmental evaluation policies and plans; and the establishment of
program evaluation committees in both the Public Archives and the National Library. The
Program Evaluation Unit did evaluation assessments and initiated studies of the Public Archives'
Government Records Storage and Reference Services component and of the National Library's
Legal Deposit component. Performance Measurement System development included modifications to the Records Management Branch system; updating in the Archives Branch system
and its user's guide; development and testing of a system in the National Library's Public
Service Branch based on that department's new Program Activity Structure; and initial investigations into performance measurement system development in Departmental Administration's
Technical Services. Policy Development
The Director of Policy Development reports to the Dominion Archivist and serves as
a member of the Senior Management Committee. The directorate is responsible for relations
with central policy agencies, other federal cultural institutions, provincial governments and
nongovernment organizations. It develops proposals related to archives, records, access to
information and privacy legislation and regulations. Policy proposals from other institutions
on issues related to culture and government information are analysed to formulate a Public
Archives response.
During the year, the directorate developed further proposals for archives and records
legislation and met with representatives of other government institutions to discuss their interests
in this subject. The Public Archives participated in the development of new Treasury Board
Canada directives related to archives and records; advised those responsible for access to
information and privacy legislation; and commented on a number of other government proposals
of potential significance to the archival community. Records Management Branch
The Records Management Branch made further progress in 1981-1982 in developing its
organization and management systems to meet the challenges of the 1980s. Its top management team completed the preparatory phases (teambuilding), in readiness for development
of a corporate strategic model during the new year. The managers will be able to use this
model to determine their long range objectives. In the meantime, the branch has identified
its short range priorities and goals and set suitable control mechanisms in place.
Two new division directors were appointed during the year: John Dumont in Records
Management Services and Ted van Leyen in Federal Records Centres.
The Records Management Services Division continued to provide advice and assistance
to Treasury Board and various government institutions in connection with the implementation of Bill C-43 (Access to Information and Privacy). At year's end a new mandate for the
government records management system was expected from Treasury Board. The division
itself devoted considerable attention to improving the quality of its training courses, and initiated
a series of regional courses, using facilities in the regional records centres. In addition, a
solid start was made at a research and development initiative — identifying and developing
automated systems to support the records management function.
The major preoccupation of the Federal Records Centres Division during 1981-1982 was
the serious workload increase on tax files transferred from Revenue Canada — Taxation.
By year's end, the two departments had developed a strategy to solve the problem. A second
major area of concern was that of accommodation. Several records centres were running short
of shelf space. Plans involving extra accommodation and the installation of mobile shelving
were in place by the close of the year. As of March 31, the microfilm inspection service
was firmly established, the confidential waste disposal projects using handicapped persons
had been extended to thewregions, and the supervisor of the active magnetic tape library facility
was on staff. This service will begin in mid-1982.
The National Personnel Records Centre completed its reorganization and the refurbishing
of its accommodation Long-standing backlogs of material were eliminated during the year.
The PERSFILE automated system was installed and operating successfully by year's end.
The division was expecting delivery of a minicomputer to further enhance its efficiency in
Records Management Services Division
The Records Management Services Division is responsible for advising and assisting
government institutions on records management. The division also reviews the state of records
management in the federal government, and evaluates and audits records management systems,
practices and procedures in government institutions. In addition, the division assists institutions with the development of records schedules for paper and machine readable records,
maintains inventories, issues manuals and guides, and conducts technical training courses.
The division also provides the Secretariat for the Advisory Council on Public Records.
Early in the year, J.G. Dumont (formerly Records Manager of Transport Canada), was
appointed Director of the Records Management Services Division.
Consultative Services — The Public Records Order assigns to the Public Archives the responsibility for ensuring that federal institutions properly document their programs and policies.
Assistance given by the division includes: conducting department or branch-wide records
surveys or studies, developing or revising file classification systems, developing procedural
manuals, conducting mail management surveys, and giving advice and assistance in records
office activities. PUBLIC ARCHIVES REPORT 1981-1982
Departments and agencies assisted during the past year included: Atomic Energy of Canada
Ltd., Canadian Broadcasting Corporation, Consumer and Corporate Affairs, Fisheries and
Oceans, Labour Canada, National Association of Friendship Centres, National Arts Centre,
National Capital Commission, National Energy Board, National Library, Privy Council, Public
Service Commission, Science Council of Canada and Veterans Afifcirs.
Policies, Guidelines and Directives — The division assisted the Treasury Board Task Force
on Access to Information and Privacy in the development of guidelines and directives for
the subsequent implementation of Bill C-43. Information workshops were conducted for all
departments and agencies to assist them in reporting their information holdings. The initial
phase of the project included all departments and agencies under schedules A and B of the
Financial Administration Act. This activity was later extended to include government instituf
tions under schedules C and D. All 134 institutions reported their information holdings for
inclusion in the Access Register.
Chapter 460 of the Treasury Board Administrative Policy Manual is expected to be finalized by the summer of 1982. It will serve as a central source of information on records management policy throughout the federal government.
Evaluations — In accordance with Chapter 460 of the Administrative Policy Manual the division
will be responsible for evaluating records management programs of government institutions
on behalf of the Treasury Board.
In preparation, the division began drafting procedures and operational checklists and
initiated a pilot project at Communications Canada during the last quarter of 1981-1982. The
experience gained from this project will greatly assist in streamlining and perfecting the
evaluation process, which should be fully operational by the fall of 1982.
Publications — The Guide de classification idéologique was completely revised for proper
terminology as well as its technical accuracy. The publication is expected to be printed and
available for purchase by September 1982.
The handbook Traductions et définition des termes employés dans la gestion des documents
was also revised and brought up to date to include more current terms utilized in records
management today.
An interdepartmental committee was created in order to review and update all publications in the Records Management series.
Training — The division conducted only one English four-week Records Management Course
this year in order to participate in other priority areas such as Access to Information and
Privacy and Chapter 460 of the Administrative Policy Manual. The course was attended by
30 students representing 23 different federal institutions while regional representation included
participants from Halifax, Moncton, Chalk River and Vancouver. International participation
consisted of one representative of the Government of India, another from Nigeria and two
from Malaysia.
The four-week French-language Records Management Course was also held in the fall
of this year. Thirty participants representing 27 different departments and agencies attended
the course. Students from outside Ottawa consisted of four from Montreal, two from Quebec
City and one from Shawinigan.
Seven regional Records Management Courses were conducted throughout Canada with
over 200 students receiving training in records management techniques. The courses, which
ranged in duration from three to five days, were held at Halifax, Montreal, Toronto, Winnipeg, Edmonton and Vancouver.
A special course was developed and conducted for the Royal Canadian Mounted Police.
The course was enthusiastically received and feedback from the 31 students indicated that
similar courses should be considered for the future. PUBLIC ARCHIVES REPORT 1981-1982
Students of Records Management Course No. 36. (C 117655)
Members of the division also participated in a number of special courses sponsored by
other bodies, including: Canadian Employment and Immigration Commission, Moncton and
Bathurst; Canadian Correctional Services, Edmonton; Public Service Commission, Office
Procedures Course, Ottawa and Montreal; Public Archives of Canada, Archives Course;
Records Management Institute, Ottawa; Association of Records Managers and Administrators,
Montreal; Association of Records Managers and Administrators Seminar, Ottawa; and Fisheries
and Oceans Canada, Ottawa.
Records Scheduling and Microfilming Submissions — Table I indicates the number of departmental submissions (records schedules, records destruction proposals and microfilm submissions) handled from 1961 to March 31, 1982.
New procedures are being developed to assist departments in submitting records scheduling
proposals, as well as guidelines and procedures for scheduling their personal information
holdings in accordance with Part IV of the Canadian Human Rights Act. In addition, procedures were drafted for departments to follow in order to improve the accuracy of the retention and disposal statements for federal information bank descriptions published in the Index
of Federal Information Banks.
Staff of the division are also assisting departments in the development of personal information and disposal schedules, in preparation for the eventual passage of Bill C-43.
Staff of the division worked on producing a draft of the "Personal Information Disposal
Schedule" based on specifications prepared by the Administrative Policy Branch of Treasury
Board and draft regulations made pursuant to Bill C-43 (Access to Information and Privacy
Legislation). When published, this document will constitute a records retention and disposal
schedule for personal information contained in housekeeping records and will also contain
a listing of the departmental schedules for personal information of an operational nature. PUBLIC ARCHIVES REPORT 1981-1982
Number of Records
Schedules or Disposal
Proposals Submitted
Number of
Total       Cumulative
1961-1966 (March) .
1966-1971 (March) .
1971-1976 (March)
1976-1982 (March)
Total 21 years
Includes proposals for microfilm equipment from 1961 to 1966 inclusive.
Council and Committee Meetings — In addition to providing the Secretariat for the Advisory Council on Public Records (ACPR), the division provided technical members for such
committees as the ACPR Sub-Committee on Automated Records Management Systems and
the Interdepartmental Committee on Records Retention for Business Records.
Work with Professional Associations — Staff of the division participated as members of
Executive Committees of the Records Management Institute (RM I) and the Federal
Micrographie Council, as well as being members of the Association of Records Managers
and Administrators Program Committee and the RMI Training Committee.
Visits — Numerous visitors were received by the division including officials from the City
of Ottawa, the Provincial Governments of Ontario and British Columbia, Australia, Brazil,
Great Britain, Germany and India. In all cases information was exchanged and problems of
mutual concern were discussed.
Other Projects — A special survey on the Status of Records Management in the Federal
Government was commenced during the third quarter of this year. A total of 65 departments
will be surveyed by June 1982, with all data analysed by July followed by the final report
in August. The findings emanating from this report will be included in the Dominion Archivist's annual report to Treasury Board.
Research in the area of records management has been concentrated on investigating the
automation of records management systems, with special emphasis on the computerization
of subject file classification systems. Activities have included keeping abreast of the state-of-
the-art and increasing liaison with companies engaged in the design and marketing of potentially suitable software packages. Records management requirements for a computerized records
storage and retrieval system as it applies to subject file classification have been drafted and
are presently being reviewed by computer and records management specialists. A model sysÉp
will be installed as a pilot project, to provide experience leading to the creation of a software
package capable of assisting federal records managers.
Federal Records Centres Division
The Federal Records Centres Division contributes to improve records management in
the federal government by making available to all federal government institutions economical
dormant records storage facilities and promoting their use. Services supporting this program
include the accessioning of dormant records, referencing the records, application of reconis
retention and disposal schedules, secure destruction of classified records, a microfilm inspection
service, training facilities, and an advisory service. Records centres are located in Halifax,
Montreal, Ottawa, Toronto, Winnipeg, Edmonton and Vancouver where the federal government has its major concentrations of activity. The records centres are designed to hold and PUBLIC ARCHIVES REPORT 1981-1982 15
service a maximum of 24,689 to 103,022 metres of records. Personnel files (civilian or military)
are not stored or serviced by the centres (they are the responsibility of the National Personnel
Records Centre).
Human Resources — A number of vacant senior positions were filled during this fiscal year.
T. van Ley en, formerly Chief of the Ottawa Federal Records Centre was appointed Director
of the division. G. Pommainville, who had been Chief of the Montreal Records Centre for
seven years, returned to Ottawa to assume the position of Chief of the Ottawa Federal Records
Centre. R. Côté was appointed Chief of the Montreal Federal Records Centre. In Edmonton,
A. Cyr became Chief of the records centre there and R. Baxter became Assistant Chief. During
July, R. Tremblay was appointed Tape Library Coordinator, marking the first position to
be filled in this new service.
Accommodation — During the year, accommodation problems in all records centres except
Edmonton became serious. The results of careful accommodation planning between Public
Archives Property Management and the division should alleviate this situation in 1982-1983.
In Montreal, construction of an additional 3,000 square metres of floor space was almost
complete at year's end. This expansion of the existing facility will include climatically-controlled
storage vaults for EDP records, films and microforms, as well as a new loading dock and
offices. Construction, including 15,140 linear metres of shelving, was to be completed by
the end of April 1982.
In Winnipeg, Halifax and Vancouver building projects will be going to tender early in
the new fiscal year. During the year, all these records centres had to curtail promotion of
services because of accommodation problems. In Winnipeg, it became necessary to move
into 3,028 square metres of interim space until construction of new facilities is complete.
In all three of these centres, it has been necessary to move disposals out before new accessions could be brought in.
Toronto also experienced accommodation problems early in the fiscal year. A transfer
of 10,000 boxes of taxation records was made into the Ottawa Federal Records Centre with
another 10,000 slated for transfer in June 1982. This transfer, resulting from a reorganization of responsibility within Revenue Canada — Taxation, gave the Toronto Federal Records
Centre an extra year of space. It is also in this centre that mobile shelving will be tried for
the first time. Shelving layouts have already been prepared and the equipment should be installed
before the end of the next fiscal year.
The transfer of records from Toronto to Ottawa put a severe strain on accommodation
in the Ottawa Federal Records Centre, which is already working out of three buildings and
will probably be working out of a fourth in the next fiscal year. With holdings of 130,000
metres, this centre is presendy operating with a vacancy of 3,000 metres in small spaces
throughout the three buildings. In addition, this centre is providing interim storage for 6,000
metres of records for the Archives Branch.
New Responsibilities — Several new responsibilities were assumed by the division during
the past fiscal year. Most of these had direct impact on the Ottawa Federal Records Centre.
In April, responsibility for essential records, the Active Tape Library and the paperwork
associated with physical records disposal were transferred to the Ottawa Federal Records Centre
from the Records Management Services Division.
Responsibility for two groups of records were transferred from the National Personnel
Records Centre to the Ottawa Federal Records Centre. One of these was the transfer of almost
300 metres of Department of National Defence Pay records to the Essential Records Site.
The other was the transfer of 3,000 metres of ex-inmate records. The latter group carries
with it annual accessions of up to 500 metres in groups of various sizes to be amalgamated
with the main block.
Treasury Board approval was received in February confirming that the Public Archives
has a responsibility to provide a means for the authorized destruction of classified records PUBLIC ARCHIVES REPORT 1981-1982
including magnetic tape, microforms and paper. At the same time adequate resources were
approved for the development of a facility to handle the workload in the National Capital
Region. Projects employing handicapped people are being implemented in each records centre to meet this new responsibility.
Other Projects — The short five-day records management training course offered by the
Records Management Services Division was held in each of the records centres during the
year. It is planned that each records centre chief will eventually become the coordinator for
this course in his or her region. To implement this plan the chiefs became involved as observers
and in some cases as active participants.
The Ottawa Federal Records Centre held a 25th anniversary open house in April. Approximately 200 records management employees from various federal institutions were given
a slide presentation and a tour of the records centre.
An operational audit was conducted on the division and, basically, operations were found
to be in good shape. The audit, conducted by the Internal Audit service of the Public Archives, was a useful exercise in that it uncovered some areas that required attention — notably
communication problems between records centres and between records centres and headquarters. These problems have now been resolved.
During January, the first meeting of chiefs and the director was held in a records centre
outside of Ottawa. At this meeting, held in Montreal, goals and action plans were formulated,
and the problems discussed in the audit report were explored with adjustments in operations
being made where possible.
During the final quarter of the fiscal year, the division was undergoing a program evaluation. This will be completed early in 1982-1983. In connection with this evaluation, a client
satisfaction survey is being carried out that will cover 1,000 offices served by all the centres
across Canada. Results will be available early in the new year.
In 1981-1982, the records centres had a total of 443 visitors from various federal, provincial and foreign government institutions. Some of the distinguished visitors included Lieutenant General J. Smith, Assistant Deputy Minister of Veterans Affairs, who visited the Toronto
Federal Records Centre, and the Provincial Archivists of Manitoba, Nova Scotia and British
Columbia who visited the records centres in their respective provinces. The Assistant Deputy
Minister for Government Services of British Columbia, Mr. A. Turner, toured the Vancouver
Records Centre. In addition, Mr. J. Surcoût of the Archives de la Mayenne of France and
Mr. M. Hussein of the National Archives of Malaysia toured the Ottawa Federal Records
Centre. Mr. A. Ramin of the Malaysian Archives and Mr. E.A. Adeyemo of Nigeria spent
a full day studying the reference processing activity of the Ottawa Federal Records Centre.
Accessions — The total number of accessions processed in the division during this fiscal year
was 1,688. This compares with 1,539 for the previous year. The number of accessions processed ran from a low of 133 in Winnipeg to a high of 378 in Vancouver.
This year, for the first time, the Canadian Broadcasting Corporation became a client of
the Edmonton Federal Records Centre, sending in 3,888 sound recordings for environmentally-
controlled storage.
The accessioning of Revenue Canada — Taxation (RC-T) active records placed a heavy
demand on accessioning staff of each records centre. Revenue Canada implemented a major
portion of its reorganization plan, which in most cases involved moving into smaller quarters.
As a result, the records centres had to accept a later year and a much more active and larger
series of accessions. In addition, many of the recommendations of a joint Public Archives/Revenue Canada committee were implemented. One of these recommendations was
to amalgamate 134 RC-T accessions comprising 13,758 metres of records into seven blocks.
Started in 1980-1981, the amalgamation was completed in early 1981-1982. The long-term
benefit should be a decrease in reference work. It would not have been possible to complete
this work without person-year support from Revenue Canada. PUBLIC ARCHIVES REPORT 1981-1982 17
The impact of the increased activity on taxation records in the Winnipeg Federal Records
Centre was dramatic. The volume of accessions jumped by 23 per cent (from 7,390 to 9.073
metres). Interfiles went up by 248 per cent over last year (from 2,516 to 7,646). In addition,
the new arrangement will mean an annual amalgamation workload of up to 600 metres of
taxation records in some records centres.
Reference — Reference services in all the records centres went through a very difficult period
because of the extra later year of active Revenue Canada — Taxation records accessioned
during the year. Early in the year, a backlog of 21,000 file requests accumulated in the Winnipeg Federal Records Centre. Requests were coming in at the rate of 1,500 per day and
the monthly workload total was 30,000 requests. Normal request levels for Winnipeg is about
10.000 per month. Averaged out for the whole year, file requests for Winnipeg went up by
97 per cent over the year before. In the Ottawa Federal Records Centre, the normal RC-T
workload of about 15 per cent of total reference requests jumped to 52 per cent of the total.
The other records centres showed similar dramatic increases in the reference workload.
This work could not have been accomplished without considerable person-year assistance
from RC-T. There were times during the year when a records centre had more RC-T staff
than regular records centre personnel at work, in order to help clear up recurring backlogs.
In recognition of the inefficiencies in this situation to both departments, and the fact that these
are active and not dormant records, the Public Archives and Revenue Canada — Taxation
entered into an agreement whereby human resources adequate to do the work will be transferred
from RC-T to the Archives. While approval of this agreement had not yet been received from
the Treasury Board at the end of March, interim arrangements based on the agreement were
made. In this way backlog situations and other inefficiencies were avoided during the last
quarter of the year. The 24-hour service standard is being met in each records centre.
Disposals — Considerable backlogs of physical disposal material still persist in some records
centres. However, through the establishment of disposal programs employing handicapped
people, the systematic destruction of this material will ensure that all authorized disposals
will be up to date well "before the end of 1982-1983.
Projects such as this are already established in Winnipeg and Ottawa. Since October,
when the Winnipeg project started, six handicapped employees shredded and baled 81 tons
of classified waste paper. This represents 251 metres of nonaccessioned material from 17
different departments, and 3,543 metres of regularly accessioned records.
In Ottawa eight handicapped employees shredded and baled 300 tons of classified records.
This particular project has grown from 2,000 metres of nonaccessioned classified records
for authorized destruction from 12 participating departments at the end of 1980-1981 to 9,500
metres from 20 participating departments during this fiscal year. This growth represents substantial savings and increased efficiency for records management in these departments, since these
records would normally have remained in expensive filing equipment and office space far
beyond the authorized destruction date. In recognition of these benefits, the Treasury Board
has approved expansion plans for this project so that more departments can avail themselves
of this service in the National Capital Region.
In addition, contracts have been signed with associations for the mentally handicapped
which will establish similar projects in Halifax and Edmonton in April 1982 and in Vancouver
in June 1982. By the end of 1982-1983 up to 40 handicapped people will be employed on
these projects within the division.
While the authorized destruction of records is proceeding at a good pace, the turnover
of historical records out of the records centres came to a complete standstill during the year,
due to a lack of shelf space in the Archives Branch. The records centres are now holding
7,260 metres of records that should in a normal records centre cycle have been removed from
the shelves to make way for the continual influx of newer records. In the Ottawa Federal
Records Centre, for example, this type of record is now occupying two complete storage
rooms. It is hoped that this problem can be dealt with in the coming year. PUBLIC ARCHIVES REPORT 1981-1982
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Microfilm Inspection and Reboxing — Except for a few microfilm groups with special prob-
lems. the first and second inspection cycles have now been completed. About 41 per cent
of reels inspected had blemishes but only 2.5 per cent had character blemishes. The total
number of reels inspected since the program started in April 1980 is 32,312. As a verification measure, 3,221 reels were reinspected and no variances from the original findings were
discovered. A total of 83,000 reels have undergone the reboxing process and a balance of
148,500 remains to be reboxed.
Magnetic Tape Storage — The installation of the Tape Library in the Ottawa Federal Records
Centre was still in the planning stage at the close of the fiscal year. Two staff members were
busy planning procedures and preparing forms and documentation in anticipation of an early
start in services in 1982-1983.
National Personnel Records Centre
The National Personnel Records Centre (NPRC) provides storage and reference services
to federal agencies and the general public on personnel and personnel-related records of former
civilian and military federal employees and former members of the Royal Canadian Mounted
Police. In addition, the centre assumes, on behalf of the Dominion Archivist, the responsibilities defined in current privacy legislation for all noncurrent personnel records under NPRC
control. The National Personnel Records Centre currently administers about 5,500,000 personnel records, which are stored on some 112.7 kilometres (70 miles) of shelving within the
centre. The NPRC also administers several hundreds of thousands of personnel-related
documents which might be utilized by individuals who are in pursuit of pensions, allowances,
claims and other benefits.
Stack area in die National Personnel Records Centre. (C 117780) 20
The period from April 1, 1981 to March 31, 1982 was one in which the National Personnel Records Centre made solid progress in meeting the final requirements of the recent
reorganization. In particular, staffing actions were completed for all positions throughout the
centre down to the first-line supervisor level. As well as the refurbishing of the centre's operational and office areas, several other projects were finalized during this^period. These included, among others, the installation of a water sprinkler system, the installation of a sophisticated
intrusion alarm system, the expansion of the telecommunications system to all areas of the
centre and the up-dating by refurbishing or replacement of the centre's office furniture and
This period also saw the publication of the first information brochure dealing solely with
the National Personnel Records Centre. This eight-page booklet should prove invaluable in
explaining the centre's roles and responsibilities to various visitors, visiting groups and to
the public as a whole. The long-awaited Research Rooms were outfitted during this period
and the centre has experienced a significant increase in the number of researchers/historians
who are now making use of the facilities. Finally, following several preliminary meetings,
the NPRC Management Team (director and chiefs) met in Cornwall, Ontario for three days
in a concentrated planning session which resulted in the establishment of both short and long-
range plans and the setting of priorities and goals which will guide the centre's operations
through the next management cycle.
Privacy Act — The centre assists the Dominion Archivist in meeting "Appropriate Minister"
responsibilities under Part IV of the Canadian Human Rights Act for all noncurrent records
under its control. These responsibilities relate to the release of information to individuals;
the review and restructuring of records into bank descriptions as called up in existing indices;
liaising with clients concerning application and procedures related to current privacy legislation; and the correcting or annotating of personnel records. Information requests which are
received and processed under the stipulations of the Act are of two types: informal requests
where the request is (usually) by letter; and formal requests where the standard Record Access
Request Form is used.
To ensure that these responsibilities continue to be met in the light of increases in activity
in this area a Review and Restructuring Unit was organized, under the Chief of the Communications Section, and assigned responsibility to respond to all formal requests for information. A measure of success of this operation is the fact that over 99 per cent of all formal
requests received by the department were actioned in under the 30-day time limit specified
by law. Statistics related to the Privacy function are shown in Table III.
Activities of NPRC under Part IV of the Canadian Human Rights Act
Response Time (%)
Under 30 Days    31 to 60 Days     Over 60 Days
Number of Formal Requests
Processed  637
Number of Photocopies
Provided      26,445
Number of Informal
Requests Processed     19,958
Number of Photocopies
Provided         8,245
Total Number
of Requests Processed
(Formal and Informal) .. .    20,595
Total Number of Photocopies
Provided      34,690
SYSTEMS DEVELOPMENT SECTION — This section directs the Automated Systems
Processing and Maintenance area as well as the Documentation area and develops new systems
for additional records groups or for other administrative needs. During the period under review,
the resources of the Systems Development Section were directed toward fine-tuning of the
PERSFILE (automated index) system and the elimination of long-standing backlogs of material.
Some of the major projects completed during this period were the development or refinement
of EDP procedures for the disposal program, the handling of Transaction Error Reports, the
allocation of odd jacket numbers for the jacketing report, the space-management program
and the inauguration of new locator series for Key War Industries personnel and Remarried
Widows files. Considerable progress was made in processing backlogs of material which had
built up over years of manual operation. The centre was able to reduce these backlogs to
less than 65 per cent of their size of one year ago. Senior personnel of the Systems Development Section expended considerable time and energy during this period towards the centre's
acquisition of a new minicomputer.
PERSFILE on-line computer terminals. (C 117781)
Activities of the Communications Section
Inquiries Processed (Total)  26,786
Personal Visits         418
Telex        1,577
Telephone         6,148
Letters     18,643
Response Time (%)
Letter Inquiry Type Under 30 Days    31 to 60 Days     Over 60 Days
Routine*     15,327 97.81 1.95 0.24
Complex  3,856 76.14                   18.62                    5.24
Sensitive  572 78.85                   16.26                    4.89
Genealogical   465 24.73 28.82 46.45
Total Number of Photocopies
Provided   8,245	
* Includes all Telex requests. 22
COMMUNICATIONS SECTION — This section provides all communication services, both
internal and external, and satisfies requests for information from the public, other federal
government departments, members of parliament, and provincial and municipal departments.
The Communications Section relies heavily on word processing equipment and by utilizing
a very complete glossary is able to respond to requests within reasonable time frames. In
addition to written requests for information, this section responds to telephone and Telex
requests as well as providing a walk-in counter service for the general public. Despite the
postal strike of 1981, which greatly reduced the amount of mail received during July and
August, the Communications Section processed over 26,000 requests for information during
the past year, which represents a more than 7 per cent increase in activity over 1980-1981.
Statistics related to the services provided by the Communications Section are shown in Table IVj
REFERENCE SERVICES SECTION - This section receives and integrates personne!
records from other government departments and agencies on a national basis and controls
authorized access to these records by government institutions. Reference requests satisfied
during the period under review showed an eight per cent increase over last year, resulting
in a response rate in excess of 6,800 per month. In spite of this workload the Reference Services
Section was able to provide next-day service in almost every instance. Several major projects
were undertaken by this section during 1981-1982, including an in-depth review to determine
ways in which services to clients could be improved, and the commencement of the reboxing
and renumbering of the World War I Canadian Expeditionary Force records. 23
Archives Branch
During 1981-1982, the Archives Branch continued to carry out the Public Archives' tradi-
tional mandate of acquiring, preserving and making available historical records which relate
to Canada and the Canadian experience. Demands for information, advice and researcher
services grew throughout the year, while significant new historical collections brought to the
Archives thousands of manuscripts, photographs, films, maps, tapes, video recordings, books,
works of art, machine readable and other government and private records. Balancing the requirements of good archival management of records, with the growing interest of the public
in the use of holdings, has been an important concern of the branch. In order to ensure con-
sistent and coherent management of the branch's activities, planning exercises were held by
senior branch managers during the year. These valuable planning activities have begun to
delineate more clearly long and short-range objectives and priorities which will help the Archives Branch meet new challenges and cope with continuing demands.
Because of a continuing period of economic restraint in the federal government and the
shortage of adequate storage space in current facilities, acquisition activity was curtailed during
the year. Nevertheless, important collections were acquired in many media groups in order
to continue to enrich the Archives' holdings of significant archival documents. Among these
were the H.L. Fetherstonhaugh architectural collection, portions of the Bushnell collection
of early documentary art and the Desmarais film collection, and the many transfers of important government records to facilities in Ottawa.
Coping with the massive processing tasks entailed by new acquisitions, as well as the
existing backlog of unprocessed records, has never been easy. Last year, however, the Archives Branch did make some progress. In addition, serious work continued in the development of an automated system to manage archival records. Pilot projects are now underway
in several divisions and a branch-wide system is under examination. Current plans foresee
a branch automated control system in place by the late 1980s.
Archives Branch Statistics
Activities 1980-1981 1981-1982
Archival Records* Acquired  2,781,012 1,114,211
Archival Records Brought
Under Control  2,307,311 3,813,756
Archival Records Conserved  304,969 97,547
Public Service
Inquiries Processed  101,797 117,556
Reproductions Supplied  526,895 702,305
Records Circulated (in-house)  1,380,268 2,525,843
Records Loaned (originals)  22,176 24,286
Researchers Registered (in-house)  4,971 5,339
Researcher Attendance  43,167 42,442
Visitors Toured  1,770 1,736
Archival Training Given (seat-days)  213 157
Archival Advisory Services (contracts)   239 204
* An archival record, for statistical purposes, is defined as one photograph; one map; one machine readable
data file; one painting, drawing or print; one poster; one book, periodical or pamphlet; ten minutes
of recorded sound, video or film; or one file folder of textual material (1 metre = 100 file folders;
1 microfilm reel = 25 file folders; 1 microfiche = 1 file folder). PUBLIC ARCHIVES REPORT 1981-1982
Over the past year, staff members were seconded to the Treasury Board Task Force on
Access to Information and Privacy. The close links between access to information, records
management and archives make this close cooperation important in order to ensure the successful implementation of the expected legislation. Archives involvement in the development
of access legislation and its pursuant regulations ensure that the research community will find
government archival records usable and available.
Serious attention was also given to the problems surrounding the security of archival
records. During the past year the branch completed a contingency plan which is expected
to help cope with possible disasters such as fire or flood. Work continues in order to implement the plan and to expand it to meet other potential threats to Archives holdings.
The Public Archives has also continued to encourage wider access and use of archival
holdings and services through the production of travelling exhibitions and many varied publications. The first in a planned series of publications and exhibitions — entitled Records of Our
History — was produced and shown in Ottawa. It is intended to travel and thus reach a broad
section of the general public across Canada.
Two new division directors were appointed during 1981-1982: Andrew Birrell in the
National Photography Collection and Eldon Frost in the Federal Archives Division. In addition, Maria Waltman took on the position of Programme Coordinator in the Director General's
Manuscript Division
The year 1981-1982 was another busy and productive period in the Manuscript Division. Large, unique and important collections were added to existing holdings, again filling
important gaps in historical documentation.
Traditional functions of the division were performed with maximum utilization of manpower and financial resources. New acquisitions and arrangement and description of existing
collections greatly increased the total number of documents available to the public. Stricter
selection standards resulted in acquisition of better quality materials, and higher priority was
assigned to processing of papers for which there was demonstrable demand. While all areas
of Canadian cultural, social, economic and scientific development and activities received com-
mesurate attention, the focus was placed on feminism, social and intellectual achievements,
labour, business and scientific developments. Public affairs and prime ministerial records
continued to be an important concern of the division, as was the involvement in pre-
Confederation-related materials. The copying of records in France, Great Britain, Spain and
the Vatican went on schedule. The work in England, in particular, was given a stronger impetus
with the transfer of Bruce Wilson to London to take charge of the Public Archives' London
Canada's ethnic communities gave the Archives excellent cooperation by continuing to
transfer their historical records. Notable among them were the Byelorussian, Chinese, Czech,
Finnish, German, Greek, Japanese, Jewish, Lithuanian, Polish, Slovak and Ukrainian groups
and individuals. The ethnic archives program is proving to be very successful.
The division was actively involved in negotiating cultural exchange agreements with several
countries. The most promising exchanges were initiated with Belgium, France, Germany,
Holland, Japan and Mexico. Informal, but nonetheless important steps were taken to exchange
archival papers of Dr. Norman Bethune. The latter exchange brought Canada and the People's Republic of China closer together, and resulted in a state visit to China by the Dominion
Archivist. A reciprocal visit by Chinese archivists to Canada is planned for the near future.
New initiatives were taken in the archival outreach program. Consultant services were
offered and accepted in the field of newer archival activities. Particularly successful were PUBLIC ARCHIVES REPORT 1981-1982
t the services of Norman Bail, Science and Technology specialist, who provided information,
counsel and examples to several repositories on how to develop and implement an Archives
Science and Technology program.
The demand for expertise in the field of conservation, authentication and evaluation continued to expand. The monetary appraisal service received strong attention, largely in response to increasing demand for knowledge and expertise in handing the flow of donations
to Canadian repositories. On many occasions the staff were also asked by their colleagues
in other archives to provide information and service on other aspects of the archival profession; the methodology of organization of collections and descriptive techniques, and the use
of procedure manuals.
The preparation, editing and processing of the third Supplement of the Union List of
Manuscripts was completed, and camera-ready copy was delivered to the printer. The forthcoming edition will contain about 3,000 entries, bringing the total number of entries in all
editions to 37,000. The work on the next edition has already began with the arrival of some
7,000 entries from Quebec.
Once again, members of the staff gave their knowledge, time and effort to help sustain
various professional organizations. Those who served as councillors, officers, editors, and
those who organized meetings, prepared and read learned papers and otherwise participated
in business and administrative affairs are too numerous to mention individually. While their
contributions undoubtedly benefitted the associations, their work reflected equally and positively
on the role of the Public Archives as an important catalyst in fostering cultural and professional development in allied organizations and institutions.
Volume of Accessions from April 1, 1973 to March 31, 1982
Original Material
Microfilm Copies
Number of
Extent in
Number of
Number of
1974-1975 ..
«...          396
Volume of Inquiries from April 1, 1973 to March 31, 1982
Year Historical Genealogical Acquisitions   General
1973-1974       2,600 L338 1.919 326
1974-1975       2,455 1,543 1,772 79
1975-1976       2,795 1,533 2,189 930
1976-1977       3,138 1,861 1,818 4,934
1977-1978       2,076 3,210 1,482 5,455
1978-1979       3.160 2,947 2,012 4,502
1979-1980       2,663 3,145 2,014 6,057
1980-1981       2,585 2,714 2,013 7,118
1981-1982       2,152 2,669 1,908 6,424
* No record kept of oral inquiries.
FRENCH ARCHIVES — The French Archives section is responsible for acquiring documentation on the period of major exploration, on New France and on the history of the Catholic
Church in Canada. It obtains original manuscripts and copies of documents kept in various
European, American and Canadian archival repositories.
Of this years acquisitions, special mention should be made of the procurement of original
documents concerning Bishop Louis-François Duplessis de Mornay. Included are a papal bull
issued by Pope Clement XI to the Capuchin Mornay when the latter was appointed Coadjutor
of Quebec in 1713, a document signed by King Louis XIV ratifying this appointment and
another signed by King Louis XV maintaining his pension.
With regard to this section's program in France, some microfilms were received, primarily
from the Fonds de la Marine of the Archives nationales and the Archives départementales
des Pyrénées-Atlantiques. Several series of documents have been inventoried, but the microfilming could not be completed this year.
Programs in Spain and at the Vatican are also continuing. A number of documents have
been inventoried — although not microfilmed — in the Archivo Histôrico de los Protocolos
de Guipuzcoa in Onate, Spain. The inventory of documents relating to Canada prior to 1800
is continuing at the Archives of the Sacred Congregation of the Propaganda Fide in the Vatican.
An indexed finding aid may be consulted in both French and English in the Manuscript Division's reference room. ,,,;. ?v---.
Papal bull issued by Pope Clement XI appointing Louis-François Duplessis de
Mornay as Capuchin, Bishop of Euménie and Coadjutor of Quebec. Parchment
with lead seal, March 4, 1713. (C 119427) PUBLIC ARCHIVES REPORT 1981-1982
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Officiai document naming René-Nicolas Levasseur (1707-1784) as Chief of
Construction in Canada. Parchment signed by "Louis" and "Rouillé,"
Marly, May 1, 1749. (C 119824)
Major Acquisitions
Duplessis de Mornay, Louis-François (MG 18, E 32). Papal bull and other documents relating
to his appointment as Coadjutor of Quebec, (originals, n.d., 1713-1741, 17 pp.)
France: Archives de la Marine, Service historique, Série CC7, Dossiers individuels (MG 2).
File of Jacques Bedout. (microfilm, eighteenth century, 1 reel, F-1553)
France: Archives de la Marine, Service hydrographique, Série 4JJ, Journaux de bord (MG 2).
Log of the engineer and cartographer Minet while in the Gulf of Mexico, (photocopies,
1684-1685, 13 pp.)
France: Archives départementales des Pyrénées-Atlantiques (Pau) (MG 6, A 18). Excerpts
from the records of notaries of Bayonne. (microfilms, 11 reels, F-1544 to F-1549, F-1557
to F-1561)
France: Archives départementales du Morbihan (Vannes) (MG 6, A 6). Documents concerning the Recollects of Port-Louis et Pontivy. (microfilm, 1719-1801,1 reel, F-1556)
France: Archives des Colonies, Série E, Dossiers personnels (MG 1). Inventory of personal
files prior to 1789. (microfilms, 2 reels, F-1550 and F-1551)
France: Archives nationales, Documents concernant le Canada (MG 55/3, No. 1). Various
documents relating to Canada, (microfilm, 1 reel, F-l552)
Histoire de la navigation (MG 54, No. 84). Document concerning the history of navigation,
(original, n.d., 41 pp.) 28
Minet (MG 18, B 19). Microfilm of the original of Minet's log. (microfilm, 1 reel, H-1022)
Vatican: Archives of the Sacred Congregation of the Propaganda Fide (MG 17, A 25). Description of the Diocese of Halifax in 1844. (microfilm, 1844, 1 reel, K-135)
Control — A number of finding aids were prepared or updated in order to make documents
more accessible to researchers. Particular mention should be made of the analytical inventories prepared for the following collections:
France: Archives départementales de Loir-et-Cher (Blois) (MG 6, A 13)
France: Archives départementales de Seine-et-Marne (Melun) (MG 6, A 7)
France: Archives départementales de l'Indre-et-Loire (Tours) (MG 6, A 14)
France: Archives départementales de l'Orne (Alençon) (MG 6, A 16)
France: Archives départementales de la Marne (Châlons-sur-Marne) (MG 6, A 12)
France: Archives départementales de la Seine et de la ville de Paris (MG 6, A 10)
France: Archives départementales des Bouches-du-Rhône (Marseille) (MG 6, A 1)
France: Archives départementales des Pyrénées-Atlantiques (Pau) (MG 6, A 18)
France: Archives départementales des Yvelines et de l'ancien département de Seine-et-Oise
(Versailles) (MG 6, A 11)
France: Archives départementales du Calvados (Caen) (MG 6, A 15)
France: Archives départementales du Finistère (Quimper) (MG 6, A 3)
France: Archives départementales du Morbihan (Vanhes) (MG 6, A 6)
Grondines, seigneurie de (MG 8, F 139)
La Salle, seigneurie de (MG 8, F 44)
McGuire, Collection (MG 55/8, No. 5)
Nouvelle-France: Congés et permis enregistrés à Montréal (MG 8, C 8)
Sorel, seigneurie de (MG 8, F 89)
Lastly, Luca Codignola's inventory of documents relating to Canada at the Archives of
the Sacred Congregation of the Propaganda Fide in the Vatican and Selma Barkham's work
in various archives in Spain deserve mention.
Conservation — A number of records of transcriptions in MG 1 to 7 have been unbound
and placed in boxes as a protective measure.
Public Service — A considerable amount of time was devoted to the preparation of the
exhibition and publication Dreams of Empire, as well as to the verification of the Guide des
sources de l'histoire du Canada conservées en France, not to mention the amount of time
spent in answering numerous written and oral inquiries from the public.
BRITISH ARCHIVES — This section is responsible for records and manuscripts from British
sources that relate to Canada, including material copied from the Public Record Office and
the British Library. Records of the British military and naval forces in Canada, the pre-
Confederation records of the Governor General's Office, and papers relating to the fur trade,
are also the responsibility of this section.
Allan, James W. Record of a whaling and sealing voyage from Dundee to Newfoundland,
Labrador and the Davis Strait, 1893, kept on the ship Aurora by the ship's surgeon, PUBLIC ARCHIVES REPORT 1981-1982
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Facsimile of a document found by the M'Clintock Expedition in 1859,
outlining the fate of the Franklin Expedition. Acquired from Mr. Joost von Weiler,
Quispamsis, N.B., in 1981. (C 101488) 30
James Allan, was copied from originals in the Glasgow University Library, Glasgow,
Scotland. (1 reel)
Barnardo 's Collection. Copying of this important material relating to emigration of children
from Britain-to Canada in the late nineteenth and early twentieth centuries is a major
project of the London Office at the present time. Material relating to the Liverpool Sheltering Homes was received this year. (12 reels)
Franklin, Sir John. Facsimile of a document found on King William Island by the M'Clin-
tock expedition in 1859, outlining the fate of the Franklin expedition, was acquired from
Mr. Joost von Weiler of Quispamsis, New Brunswick. This document contains several
items of information, entered in several different hands at different dates, and corresponds
precisely to a facsimile published in the Illustrated London News in October 1859.
Great Britain, Colonial Office 721 and 791. In 1980, the PAC joined a consortium organized
by the Australian High Commission in London, to copy these two classes. CO 721 is
the major class dealing with emigration from Britain to the Dominions after World War
I, and CO 791 consists of the registers. The filming has now been completed. (101 reels)
Great Britain, General Post Office. Further microfilm was received through our London Office. (65 reels)
Great Britain, National Meteorological Archive. Weather reports relating to Newfoundland
in the 1930s were received from therNational Meteorological Archive through our London
Office. (20 cm)
Hudson's Bay Company. Further reels of Series II were received from the HBC Archives
in Winnipeg. (100 reels)
Shubenacadie Canal. Papers, 1826-1833, relating to the building of the Shubenacadie Canal,
were copied from originals in the Ironbridge George Museum Trust, Ironbridge, England.
(16 pp.)
Control — A backlog of small ^accessions was processed, and minor additions and revisions
were made to a number of inventory entries and finding aids. Several major control projects
should be mentioned:
Great Britain, Colonial Office 532. This important class, 283 reels of microfilm containing
the correspondence of the Dominions Department, 1907-1925, was acquired in 1979,
but has no finding aid. Work on the preparation of a guide was begun.
Great Britain, National Meteorological Archive. A finding aid indicating names of weather
stations, types of reports (e.g., fog reports, meteorological charts and forest fire hazard
forecasts) and the dates of reports was prepared.
Inventory Revision. Work continued on the revision of inventories for two major groups:
RG 7 (Governor General's Office) and RG 8 (British Military and Naval Records). A
study of the organization of MG 40 (Records and Manuscripts from British Repositories) was undertaken, with a view to rationalizing the arrangement of this heterogeneous
Whaling Logs Collection. A finding aid was begun.
Public Service — The section continued to devote a large portion of its time to public service. A total of 479 written inquiries and 1,045 oral inquiries were answered this year.
British Records and Manuscripts Inventory — A major project of the section is the inventory of archival material in Britain that relates to Canada. Phase I of the inventory, the survey
of Scotland, has been virtually completed, and the editing and indexing of these entries is
progressing well. PUBLIC ARCHIVES REPORT 1981-1982 31
Outreach — David Walden is the Manuscript Division representative on the team preparing
an exhibition to commemorate the 150th anniversary of the completion of the Rideau Canal
(1832-1982). Stephen Salmon organized the copying of material on Dr. Norman Bethune,
for an exchange of documents with the People's Republic of China.
Staff Changes — After a competition, Bruce Wilson, formerly of the British Archives sec-
tion, was appointed Chief of the London Office for a three-year term. He replaced Mrs. White,
who retired in August 1981. Gordon Dodds resigned from the PAC to accept the position
of Chief of the Public Record Division at the Provincial Archives of Manitoba. David Walden and Stephen Salmon joined the British Archives section.
PRE-CONFEDERATION ARCHIVES — Priorities for this fiscal year were identified as
the accessioning of all newly acquired material and a reduction of the unaccessioned backlog;
à conservation survey and planning for protective microfilming of the collections most at risk;
and investigation of alternative means for meeting the increasing demands for reference services. Substantial progress was achieved in all areas, although not quite in the directions first
envisioned as feasible or most desirable. Lack of sufficient support staff continues to hamper
work in the control and conservation functions (arrangement, description, preparation for
Acquisitions — Examination of dealers' catalogues led to the purchase of a few items, while
more stringent application of selection criteria reduced the number of lots given serious consideration for acquisition. Several collections were purchased privately; however, the majority
of material continues to flow in as the unsolicited gifts of descendants. A tax credit is offered
whenever possible to express gratitude for their generosity.
As awareness of historical records grows and budgets shrink, more small congregations
have been requesting assistance in the microfilming of their parish registers and other records.
Out of consideration for the jurisdiction of denominational archives, such requests are being
referred to the appropriate parent bodies and discussions have been held to determine how
best limited resources can be applied to an advisory service. Several donors with substantial
collections of diocesan records agreed to place the material in the appropriate denominational
Draper, Lyman Copeland (MG 19, F 28). Additional microfilm from the State Historical
Society of Wisconsin was added to the holdings of the collection focused on Joseph Brant.
(6 reels)
Fwld, Martha (MG 24, K48). A manuscript cookbook prepared by Martha Field in the 1840s
and 1850s was presented by Mrs. Catharine Gray of Kanata, a great-great niece of the
author (261 pp.). The volume has been accessioned and sent for conservation treatment.
Gordon, Margot Elizabeth. A diary and several souvenir scrapbooks of unusually fine quality were received through the Anglican Diocesan Archives, courtesy of Mr. J.P. Francis, the archivist, and Archdeacon D.B. Clark, executor of the estate of Rev. L.C.E.
Graham. The volumes were compiled by Margot Gordon (later Mrs. Graham) during
a tour of Japan in 1937 at the invitation of the Japanese government. The volumes make
a particularly fine addition to Ethnic Archives, which will accession the material.
Ainslie, Thomas (MG 23, G II26). Documents relating to Customs seizures in Quebec in
the 1780s and 1790s were acquired in 1978. (42 pp.)
Anderson, Anthony Hedley (MG24, D100). Papers relating to Anderson's mercantile career
and his proprietorship of the Dorchester Bridge at Quebec, ca. 1817-1847, were presented
in 1979 by a descendant's estate. (131 pp.) 32
Kupp, Dr. Jan, collector (MG 18, O 12 — addit.). Further papers relating to Dutch par*
ticipation in the North American cod fisheries and fur trade, and the Virginia tobacco
trade, were presented by Dr. Kupp on his retirement. (50 cm)
Leslie, James and family (MG 24, D 102). Correspondence, estate records and some items
accumulated by Leslie while Provincial Secretary, 1848-1851, were appraised for tax
credit purposes (on behalf of the estate of John Swettenham), arranged, listed and accessioned. (40 cm)
Meech, Charles George (MG 24, D103). Correspondence, journals and estate papers of Charles
G. Meech, a mid-nineteenth century lumber merchant, were presented by Miss Marion
Meech of Ottawa. The documents have been arranged, listed and accessioned. (10 cm)
Monk, George Henry and family (MG 23, G II 19 — addit.). Papers relating to Monk, his
family and the seigneurie de Blainville which he acquired in 1846 were purchased. The
documentation is unusual in extent and content, covering estate matters from the early
nineteenth to the early twentieth century. (40 cm)
Price, Evan John (MG 24, D 104). A collection of estate records relating to Thomas Scott
(d. 1810), sometime Collector of Customs at Quebec, William and Charles S. Philipps,
Charles Gray Stewart and Evan John Price, businessman and senator, were presented
by Mr. H. Price of Ottawa. The collection has been sorted preparatory to listing and
appraisal for tax credit.
Robin, Charles (MG 23, G III 24 — addit.) .Transcriptions of Robin's journal and research
notes accumulated by Lady Phyllis McKie during her studies of Robin and the Gaspé
fisheries in the eighteenth and nineteenth centuries were presented in 1978. (14 cm)
Stewart, William and family (MG 24, D101). Correspondence, estate records, papers relating
to the Georgian Bay ship canal and other projects of William Stewart (1803-1856) and
his son McLeod Stewart of Ottawa were appraised for tax credit purposes (on behalf
of Mr. John Burns of Ottawa), arranged, listed and accessioned. (70 cm)
Durham, John George Lambton, Earl of(MG 24, A 27). Microfilm copies of correspondence
and other papers held at the Lambton family archives, including ajournai of Lady Durham
(2 reels). Despatch from Lord Glenelg, 1838, relating to the Patriotes exiled to Bermuda,
presented by D. Ruddy of St. Jean, Quebec (10 pp.).
Graybiel, John (MG 24, C 48). Two letters reporting on the riots in Montreal and the burning
of the Parliament Buildings there in 1849 and a commission, 1855, presented by Miss
Irene Putman of Ottawa were accessioned. (5 pp.)
Hale, John and family (MG 23, G II18 — addit.). Documents microfilmed in 1979 from
originals in the India Office Library. (1 reel)
Marcy, William Learned (MG 24, C 9). Letter of Marcy to a colleague, 1839, regarding
the activities of Robert Nelson, one of the Patriotes. Acquired in 1981.
Quebec: Legislative Assembly, Sessional papers (MG 8, HI). Copies of sessional papers
for 1978 and 1979, obtained from the Service de Microfilm du Québec. (26 reels)
Quebec and Lower Canada: Submissions to the Executive Council from the Grand Voyer,
1760-1838 (RG 1, E17). A series of early public records, previously mis-identified and
listed in RG 11, is being tranferred into this new series. Further work of identification
is required before the accession will be completed, (approx. 112 cm)
Quebec and Lower Canada: Executive Council Office reference books (RG 1, E12). Several
duplicate copies of Phillpotts' reports of 1838 and 1840 on Inland Navigation and other mmUC ARCHIVES REPORT 1981-1982 33
reference volumes were transferred from RG 11 and placed with related material in this
series. (20 cm)
Sewell, Stephen (MG 24, B 169). Journal of Sewell while secretary to the Boundary Com-
I missioner John Ogilvy, 1817. Acquired in 1981. (187 pp.)
Dyneley, Thomas (MG24, F 97). Microfilm copy of correspondence from Thomas Dyneley
(1784-1860), a Royal Artillery officer who saw service in Canada. (2 reels)
Graffenried de Burgistein, Frédéric de (MG 24, F 99). Memoirs on his service with the de
Meuron regiment in Europe and at the Red River, 1809-1818; microfilmed in 1980 from
the original at the Bernisches Historisches Museum in Bern, Switzerland. (1 reel)
Riggins, Charles (MG 24, F98). Letters from the 18-year-old Riggins to his family, reporting
his experiences in the Union Army during the American Civil War, were accessioned
and the originals placed in security storage. (99 pp.)
Family history reports and genealogical charts are being received at an ever-increasing
rate. New entries and additions to existing units in MG 25 averaged 8-10 per quarter through
nie year. These manuscripts, unsolicited but not unwelcome, have almost tripled the size of
MG 25 in the past 10 years.
Ontario Cemetery Recordings (MG 9, D 7-40). Additional recordings were presented by Ken
Collins on behalf of nie Ontario Genealogical Society (30 cm). The third series of
microfilm copies was acquired from the Ontario Archives, making most of the collection available for loan (7 reels).
Ontario: Department of Lands and Forests (MG 9, D 4). Records relating to Scottish and
other immigration into the Perth, Lanark and Richmond military settlements and other
parts of eastern Ontario in the early nineteenth century, filmed from the originals in the
Ontario Archives. (1 reel)
Ontario: Marriage registers (MG 9, D 12). Additional material presented by the Ontario
Genealogical Society, Ottawa Branch (copied from originals in the provincial archives).
(1 reel)
Ontario: Surrogate Court (MG 9, D 11). Records of probated estates, filmed by the
Genealogical Society of Utah from the originals in the Ontario Archives; microfilm
presented by the OGS, Ottawa Branch. (6 reels)
Seigneurial Tenure Commission (MG 24, B170). The records of the "Convention sur la tenure
seigneuriale," acquired in 1980, complement official holdings relating to the abolition
of seigneurial tenure (8 cm). The collection has been sorted, arranged and described.
Shortage of clerical support limited the amount of sorting and arrangement which could
be undertaken. Efforts were concentrated on newly-acquired material. Three large col lee- 34
tions (the Sewell, Leslie and Stewart family papers) were appraised for tax credit purposes|
with reports submitted to the National Archival Appraisal Board. An in-house tax credit appraisal was prepared for papers of the Rev. Donald McKenzie (MG 24, J 50).
In addition to the sorting and arrangement of collections accessioned this year, some
preliminary Stages of work were completed on the Fitzroy Township records (MG 9, D 8-73)
and the Religion-Labour Council records (MG 28,1 328), both of which will require several
months of additional work before a final description is possible.
Finding aids were prepared for some older holdings and all large new accessions:
FA 842 Upper Canada: Petitions and addresses
FA 1264 Enos Collins
FA 1273 Anthony Hedley Anderson
FA 1286 Rev. Donald McKenzie
FA 1296 Upper Canada: Returns of population and
FA 1308 Antiquarian and Numismatic Society of
FA 1346 James Leslie and family
FA 1348 William Stewart and family
(RG 5, B 3)
(MG 24, D 14)
(MG 24, D 100)
(MG 24, J 50)
(RG 5, B 26)
(MG 23, G III 25)
(MG 24, D 102)
(MG 24, D 101)
Finding Aid 1206 was prepared as a supplement to the published Checklist of Parish
Registers, by providing a thematic guide to parish registers and other records of vital statistics
not available on microfilm. Particular assistance was received from the Genealogical Unit,
which will be a major user of this guide.
A nominal and subject index (contained in 10 card drawers) for the Upper Canada Land |
Board records (RG 1, L 4) was prepared by Lorraine St-Louis of the Genealogical Unit. The j
series will be infinitely more accessible through this index, particularly when it is microfilmed for the benefit of researchers working at a distance.
A number of Finding Aids were amended or expanded as a result of recent accessions,
microfilming and other work:
FA 68 de Salaberry family (MG 24, G 45)
FA 198 Archibald McMillan and family (MG 24, I 183)
FA 265 Northcliffe Collection (MG 18, M, series 1-3)
FA 266 Ontario: Department of Lands and Forests (MG 9, D 4)
FA 286 James Monk and family (MG 23, G II10)
FA 300 Census Returns and Related Records
FA 588 Dartmouth, William Legge, Earl of (MG 23, A 1)
FA 840 Québec: Assemblée législative (MG 8, H 1)
FA 961 Ontario Cemetery Recordings (MG 9, D 7-40)
FA 1046 Lyman Copeland Draper Collection (MG 19, F 28)
FA 1130 Hamnet Kirkes Pinhey (MG 24, 114)
FA 1141 Murdoch Morrison (MG 24, L 17)
FA 1168 Hugh Finlay (MG 23, GII9)
FA 1254 de Volpi Collection (MG 23, G III 34)
Margaret Beddoe of the Genealogical Unit prepared nominal index entries (two card j
drawers) for the Perth Military Settlement records in the Upper Canada Land Petitions (RG
1, L 3, vols. 420-421) previously omitted from the Upper Canada Land Index. Members j
of the Genealogical Unit were consulted on the possibilities for filming an Addenda reel for I
the Index. PUBLIC ARCHIVES REPORT 1981-1982 35
Two volumes of guides for the Provincial Secretary's Files, Canada East (RG 4, C 1,
vols, 747-748), hitherto considered duplicates of little use, were identified as alphabetic registers
which serve in lieu of an index for the crucial period 1838-1840. They have been microfilmed (under the Diffusion Program) and shelved with their companions as Finding Aid 993.
A major transfer of numbered files was made from RG 5, B 3, vols. 13-18 to the main
series of Provincial Secretary's Numbered Correspondence Files for Canada West (RG 5,
C 1), where they were already listed in the registers and indexes. The work provided information on the feasibility of and time necessary for reintegrating other series prior to further
microfilming of the PSO files.
Amendments were made to a number of inventory entries and their shelf lists:
RG 1, E 1 Executive Council: State Minute Books
RG 1, E 4 Executive Council: Despatches referred, 1841-1867
RG 1, L 7 Miscellaneous records (shelf list restructured in a
chronological sequence within geographic and subject
categories to facilitate research)
RG 4, B 8 Quebec and Lower Canada: Applications for commissions
as notaries and advocates
RG 4, B 20 Quebec and Lower Canada: Applications for pardons
RG 4, B 28 Quebec and Lower Canada: Bonds, licences and certificates
(marriage bonds and fur trade licences microfilmed)
RG 4, B 43 Quebec: Documents relating to the St. Paul's Bay Disease
Thanks to the Genealogical Society of Utah, a number of collections were microfilmed
through their Toronto Office. The costs of filming were underwritten by the society while
the master negative is retained here. The series filmed in 1981 were:
Nominal Indexes to the Upper Canada Marriage Bonds (15 card drawers) and the Lower Canada
Marriage Bonds (5 card drawers) (4 reels)
RG 1, L 5 "     Upper Canada: Heir and Devisee Commission
records (21 reels)
RG 4, B 9, vols. 29-41A      Lower Canada: Marriage Bonds (4 reels)
RG 4, B 45 Lower Canada: Declarations of Aliens (1 reel)
The resultant 30 reels of microfilm are of particular convenience in responding to
genealogical inquiries, reducing the time required of PAC staff.
Diffusion Program — Several small microfilming projects were completed in 1981-1982:
Provincial Secretary, Canada East (RG 4, C1). Two additional volumes of indexes registers
were filmed. (1 reel)
Dartmouth, William Legge, Earl of(MG 23, A 1). The complete collection and Finding Aid
588 were filmed. (3 reels)
Provincial Secretary, Canada West (RG 5, Cl). A further 22 volumes of the series were
filmed. (5 reels)
Conservation — Repairs, restoration and protective conservation measures were undertaken
for a number of new collections and several older units:
MG 24, 114 Hamnet Kirkes Pinhey diary — treated for protection
MG 23, K 1, vols. 32-33 Fraser family papers — unbound
MG 24, B 1, vols. 1-45 Neilson Collection — unbound and repaired
MG 24, G 45, vols. 1-12 de Salaberry family — unbound and repaired
RG 1, E 4, vol. 1 Canada: Despatches referred to Council — unbound
RG 5, B 26, vols. 1-8 Upper Canada: Returns of population and assessment —
repaired 36
Protective microfilming was undertaken in lieu of or as a supplement to other conservation measures for several large and small popular collections:
RG 4, B 28, vols.
RG 5, B 26
MG 9, B 9-14
MG 9, D 9, fragments
MG 24, A 66
MG 24, B 169
MG 24, F 28
MG 24, H 64
MG 24, 1183
MG 25, G 231
Lower Canada Land Index (93 card drawers)
Quebec: Bonds and licences for the fur trade
Upper Canada: Returns of population and assessment (with Finding Aid 1296)
Shelburne, N.S.
Ontario census returns (from several small series)
Col. John By estate records
Stephen Sewell diary
Henry Wolsey Bayfield journals
Johann Ludwig Tiarks papers (with Finding Aid
Archibald McMillan (with Finding Aid 198)
Fabien Index (151 card drawers)
3 reels
3 reels
1 reel
1 reel
1 reel
1 reel
2 reels
1 reel
r0 reels
Extensive withdrawal of collections from general circulation was investigated, for both
conservation and security purposes. The development of policy, plans and procedures will
be a priority in 1982-1983. Preparations for microfilming and withdrawal were undertaken
on several large series:
RG 1, E4
RG 1, E7
RG4, B8
RG 4, B 43
Canada: Despatches referred to Council, 1841-1867
Canada: Submissions to Council, 1841-1847
Quebec and Lower Canada: Applications for commissions
as notaries and advocates
Quebec: Documents relating to the St. Paul's Bay Disease
Public Servie»— As a result of the postal strike, the volume of written inquiries dropped
off somewhat in the second quarter but rapidly recovered its old level in the third. Despite*
the rise in postal rates, the volume of mail increased in the final quarter, bringing the toti|:
to 78 per cent of the projection of the year. The volume of oral reference remained high
throughout the year and reached 120 per cent of the projections. Careful attention to cost-
saving measures and a slight reduction in quality of response kept the resource allocation
within projections on reference services.
Complications in preparation of the Checklist of Parish Registers for publication (delayed
until February 1982), involvement in the Rideau Canal exhibition and David Walden's special
assignment on the final stages of David Lewis's memoirs The Good Fight doubled the resource
expenditures on other public and professional services. Every means of controlling growth
in this area has long since been exhausted. The booklet Tracing Your Ancestors in Canada
went into a third printing in September 1981 (after 20,000 copies of the English text were
distributed in 13 months). Patricia Birkett's work on the Checklist of Parish Registers looks
to be equally popular. Requests for speakers at genealogical society conferences were received
monthly; Patricia Kennedy accepted several such invitations.
Administration — Manpower resources were affected slightly when one professional position was vacant for six weeks and during almost six months when the section's clerk was
on language training.
Patricia Kennedy continued as Chairman of the Procedure Manual Committee and prepared
eight procedure papers (now circulated, revised and translated), as well as participating on
the departmental Exhibition Policy Committee. PUBLIC ARCHIVES REPORT 1981-1982
PRIME MINISTERS ARCHIVES - The private papers of the prime ministers continue
| to attract a large number of researchers from all fields of academic study. Such public demand
underlines the central nature of these papers to the study of Canadian society and the high
Bjuality of the finding aids produced by the Public Archives makes prime ministerial papers
|a good starting point for many research projects. Computer generated finding aids have
significantly increased general use of the prime ministers' papers in recent years.
The main concerns of the section continue to be the arrangement and description, in
cooperation with the University of Saskatchewan, of the John George Diefenbaker papers
Mlopted ai à Conference of Delegates from the Provinces
Xnva Scotia, and New Brunswick, and the Colonies of
ml and Prinp Edward bland, held at the City of Quebec,
Provinces and 0
■arf f rincer-ara M
md^ charged with
m   4?
(Test Terrkory^Bri
n wiili the Mother Coi
atry, and to the
hief     £.
in the Legislative Co
*»r Maritime Prarin»
ss by 24 Meml*i>
52 fv
K* % *m
Title page of 72 Resolutions adopted at the Quebec Conference,
October 10, 1864 with doodles by Sir John A. Macdonald. (C 95155) 38
/ 18?,:>©        I
4 /&*^
Draft of the British North America Act in Sir John A. Macdonald's
handwriting from the London Conference, 1866-1867. (C 82522) PUBLIC ARCHIVES REPORT 1981-1982 39
and the computerized indexing of the primary correspondence series in the W.L. Mackenzie
King papers. These two projects account for 60 per cent of the staffs time.
Borden, Robert Laird (MG 26, H). The finding aid for the Paris Peace Conference series
was improved and a subject index to these records added.
Coutts, James A. (MG 35, B 14). Additional papers were received on deposit. (15.1m)
Diefenbaker, John George (MG 26, M). The First Leader of the Opposition series was
microfilmed and the originals transferred to the Diefenbaker Centre at the University
of Saskatchewan. Original correspondence of Sir John A. Macdonald collected by Mr.
Diefenbaker was also transferred to the university. The arrangement of the 1940-1956
series was completed and readied for microfilming. Arrangement and description of the
Family series and PMO series continued. Access restrictions to the Legal series were
King, William Lyon Mackenzie (MG 26, J). The computerized finding aid for the Primary
Correspondence series (Jl) continued to account for most of the time spent on this collection. With indexing of the series completed to the end of 1940, this project is ahead
of schedule. It will require another seven years to complete. Several series were reorganized or new finding aids produced, including the Souvenir series (J15) and the Literary
Executors series (J 17). The King diaries (J 13) are now available for interlibrary loan
in microfiche copy format produced by the University of Toronto Press.
Papers relating to the Royal Commission on Espionage and Igor Gouzenko from the
Memoranda and Notes series (J 4) were opened to the public.
Pearson, Lester Bowles (MG 26, N). Arrangement of the Post-1968 series (N 5) began in
preparation for its release to the public in 1983. Files ending in 1951 were opened in
the Pre-1958 series in keeping with the access restrictions.
St. Laurent, Louis Stephen (MG 26, L). Preparations began for microfilming the Department
of Justice and Department of External Affairs series.
Trudeau, Pierre Elliott (MG 35, AT). Additional papers (66 m) were placed on deposit. Retrieval of files from deposited records for the Prime Ministers Office required some staff time.
PUBLIC AFFAIRS ARCHIVES — The Public Affairs Archives is responsible for the acquisition and description of private papers, and the provision of public service, in the following
post-Confederation subject areas: cabinet ministers, members of parliament, political parties
and related political papers; governors general; and military, judiciary, diplomatic and public
collections of national significance.
Major Acquisitions
Appolloni, Ursula (MG 35, A 26). Material received on deposit. (2.4 m)
Culien, Hon. Bud (MG 35, A 30). Material received on deposit. (3.3 m)
David, Laurent-Olivier (1840-1926) (MG27, HE28); senator. Two albums œntaining press
clippings and various other documents, two pamphlets, one insurance policy and two
letters, 1874, 1896-1926. (20 cm)
Dinsdale, Hon. Walter (MG 35, A 10). Material received on deposit. (2.1 m) PUBLIC ARCHIVES REPORT 1981-1982
Douglas, T. C. Mr. Douglas agreed to transfer ownership of his papers presently on deposit
to the Archives. (38 m)
Federal Liberal Agency of Canada (MG 35, C 4). Material received on deposit. (6.75 m)
Forrestall, Michael (MG 35, A 86). Material received on deposit. (15 m)
Granger, Charles (MG 32, C 48). Material relating to Newfoundland and Confederation. (2 cm)
Gray, Hon. Herbert (MG 35, A 52). Material received on deposit. (30.9 m)
Green, Hon. Howard (MG 32, B 13). Additional material received from Mr. Green and the
University of Victoria. (33 cm)
LaMarsh, Judy (MG 32, B 8) ; cabinet minister. An additional 5 cm of correspondence was
received from the LaMarsh estate.
Liberal Party of Canada (MG 28, TV 3). Additional material received from the Liberal Party
of Canada. (6 m)
MacDonald, Hon. David (MG 35, A 106). Material received on deposit. (51.6 m)
MacEachen, Hon. Allan J. (MG 35, A 67). Material received on deposit. (13.8 m)
MacGuigan, Hon. Mark (MG 35, A 80). Papers received on deposit. ^1.6 m)
MacLean, J. Angus (MG 32) ; politician. A collection of speeches by MacLean while Premier of P.E.I, were received and added to his ministerial and member of parliament
papers currently in our possession. (25 cm)
Macquarrie, Heath (MG 32, C 31) ; senator. Additional material received from Senator
Macquarrie. (90 cm)
Mann, Marjorie (b. 1909) (MG 32, G 12) ; political organizer. Personal papers relating to
the formation of the Ontario CCF Women's Committee and its activities, the NDP Federal
Women's Committee, home care in the 1940s, and other social and political activities.
Presented by Mrs. Marjorie Mann of Ottawa, Ontario. (110 cm)
Marshall, Jack (MG32, C51) ; senator. Additional material received from Senator Marshall.
(1.7 m)
Munro, Donald (MG35, A 59) ; member of parliament. Material received on deposit. (60 cm)
Nielsen, Dorise (MG 27, III C 30). Additional material including political notebooks and
correspondence was received from Mrs. Christine Wong of California. (20 cm)
Orlikow, David (MG 35, A 92). Additional papers received on deposit. (3 m)
Pickersgill, Hon. J. W. (MG 35, A 22). Additional papers received on deposit. (20 cm)
Progressive Conservative Party of Canada (MG28, LV2). Material received from PC Party
Headquarters. (14.6 m)
Quart, Josey (MG 32) ; senator. A brief unpublished description of Senator Quart's life and
career was received. (20 pp.)
Reid, Hon. John (MG 35, A 87). Material received on deposit. (30 cm)
Robinson, Svend J. (MG 35, A 53). Material received on deposit. (60 cm)
Rodriguez, J.R. (MG35, A 126) ; member of parliament. Material received on deposit. (60 cm)
Spencley, Thelma Fay "Sally" (MG 32, G 10). Correspondence with her mother, Dorise
Nielsen, member of parliament, and other miscellaneous photographs and items relating
to her mother's career in Canada and in China, 1940-1980. (10 cm) pWBLIC ARCHIVES REPORT 1981-1982 41
Stanbury, Hon. Robert (MG 35, A 53). Material received on deposit. (10 cm)
Symes, Cyril (MG 32, C 47) ; member of parliament. A number of items relating to Symes'
political career were transferred to his papers by his former staff at the House of Commons.
(1 cm)
Wilson, Hon. Michael (MG 35, A 125). Material received on deposit. (60 cm)
Wong, Christine (MG 32, Gil). Correspondence with her mother, Dorise Nielsen, member
of parliament, and other miscellaneous items such as pamphlets, photographs, notes,
etc., relating to Mrs. Nielsen's career in Canada and in China. (10 cm)
Bush, Edward Forbes (b. 1922) ; airman, public servant. World War U reminiscences of Edward
F. Bush who served with the RCAF, 1942-1945. Mr. Bush saw operational service with
425 and 427 Squadrons of 6 Bomber Group, 1944-1945, as a bomb aimer. (521 pp.)
Connaught and Strathearn, Arthur William Patrick, first Duke of (1850-1942) (MG 27, II
B 3) ; governor general. Caligraphic manuscripts of welcome from the St. Patrick's
Literary and Scientific Association of Canada and from the Toronto District Temperance
Union, 1911. (5 cm)
Cowan, Andrew G. (MG 30, E 298) ; broadcaster and public servant. Additional material
relating to the Canadian Broadcasting Corporation, broadcasting and satellite installations in the Canadian North, and various radio personalities was donated by Andrew
Cowan of Ottawa. (30 cm)
Green, John Joseph (MG 30, E 343) ; aeronautical engineer and public servant. Additional
papers documenting Green's student years at the Imperial College of Science and
Technology, 1926-1929, the Arian Institute of Technology and various aeronautical
organizations, 1978-1980. (30 cm)
Gwyn, Nicolas (MG 35, B 42). Material received on deposit. (12.9 m)
Lanctot, Jean-Baptiste (1902- ) (MG 35, B 43) ; public servant. Mr. Lanctot deposited
his personal documents with the PAC. (1.2 m)
Léger, Jules (1913-1980) (MG 32, A 3) ; governor general. Personal papers including Governor
General files, External Affairs files and personal files, ca. 1900-1981. (12.2 m)
Motion, James Patrick (b. 1907) ; public servant, army officer. The correspondence,
1941-1943, of James P. Manion, largely accumulated while he served as Assistant Trade
Commissioner in New York City. Transferred to the Archives from the Directorate of
History, Department of National Defence. (2 cm)
Martland, Ronald (1907-       ) (MG 31, E38) ; judge. Supreme Court case files, 1958-1982.
(7.8 m)
Minto, Sir Gilbert John Elliot, fourth Earl of (1845-1914) (MG 27,IIB1); governor general.
Photocopies of the Minto Papers in the National Library of Scotland relating to Canadian politics and military matters, 1868-1919. (60 cm)
Monck, Charles Stanley, fourth Viscount, first Baron (1819-1894) (MG27,1 Bl); governor
general. Correspondence with Lord and Lady Monck relating to the Canadian and British
components of their career. Also includes a miscellaneous correspondence among political,
religious and artistic figures in Great Britain, 1812-1912. (8 cm)
Reed, Hayter (1849-1936) (MG 29, E106) ; public servant. Letters received as Commissioner
of Indian Affairs, two letterbooks and three sets of photocopies, 1883-1897. (4.2 m) 42 PUBLIC ARCHIVES REPORT 1981-1982
Smith, Arnold C. (MG 31, E 47). Papers relating to A.C. Smith's term as first Secretary-
General of the British Commonwealth Secretariat, 1964-1975, were received from Mr.
Smith. (10.8 m)
Smith, Dr. W.I. (MG 35, B 21). Material received on deposit. (3 cm)
Thorson, Joseph (1889-1978) (MG 31, E 38); judge. Correspondence, speeches, printed .
material and memoirs complementing the current collection, 1918-1967. (60 cm)
Anderson, William Stuart (fl. 1896-1978) ; naval officer. The diary, August 1 - December
6, 1917; correspondence, 1917, 1967-1971;. miscellaneous papers, 1917, 1958-1977;
and photographs, n.d., 1917 of Lt. William S. Anderson's Royal Naval Air Service.
Presented by Mr. W.A. Joyce of Ottawa. (3 cm)
Barker, William George (1894-1930); aviator. Additional material consisting of letters,
postcards, photographs, maps, newspaper clippings and publications, n.d., 1911-1975,
concerning the career of World War I flying ace William G. Barker, V.C. Presented
by Mr. Cecil H. Barker of Winnipeg, Manitoba through the Canadian War Museum.
(15 cm)
Canada Army, 1st Canadian Armoured Carrier Regiment. Two booklets : 1st Canadian
Armoured Carrier Regiment (ca. 1945), 12 pages; and 1st Canadian Armoured Carrier
— The Commanding Officer's Address to the Unit on the Cessation of Hostilities in Europe,
Peheim, Germany, May 11, 1945, 4 pages. Presented by Mr. J.C. Jennings of Renfrew,
Ontario through the Foot Guards Association Museum of Ottawa. (16 pp.)
Canada Army, 4th Armoured Division. Graphs showing battle casualties as well as prisoners
of war captured by the 4th Armoured Division, July 1944-January 1945. Forwarded
to the Archives for examination by Brig. John Proctor through Prof. Reginald Roy of
the University of Victoria. (6 pp.)
Canada Army, Regiment of Canadian Guards (MG 30, E154). Additional material received
consists of two bound volumes labelled "The Canadian Guards Historical Record" containing photographic copies of manuscript material, 1953-1958. (16 cm)
Clements, Robert N. (b. 1894) (MG 30, E156) ; army officer, business executive. Additional
material consisting of the final draft typescript, 1977-1978, of "Merry Hell," the story
of the 25th Battalion, Canadian Expeditionary Force was presented by Mr. Robert N.
Clements of Rexdale, Ontario. (6 cm)
Davey, Jean Flatt (d. ca. 1974); physician, air force officer. In August 1941, Dr. Davey
became the first women member of the RCAF medical division. She rose to the rank
of squadron officer and was responsible for medical aspects of the RCAF (Women's
Division). Her papers consist of articles, reports, memoranda, speeches, notes, newspaper
clippings, publications and photographs, n.d., 1941-1973. Presented by Miss Alice M.
Hill of Toronto. (5 cm)
Dothie, H.J. (MG30, E398). Material relating to Dothie's World War II experiences. (10 cm)
Dunne, Roger (b. 1917) (MG 30, E 404) ; soldier. Two photograph albums of the Lemoyne
and Anger families and correspondence dealing with Dunne's career as a doctor in the
Royal Canadian Air Force, 1880-1920, 1935-1945. (15 cm)
Ebdon, Frank William (b. 1901) ; soldier. Additional material consisting of a newspaper clipping
from The Evening Telegram, St. John's, Newfoundland, June 3, 1941, was forwarded
to the Archives for inclusion in the Ebdon papers by Mr. F.W. Ebdon of Delhi, Ontario. (4 pp.) PUBLIC ARCHIVES REPORT 1981-1982 43
Entwisle, Eileen Ruth (b. 1918) ; air force officer. Eileen Elson enlisted in the newly formed
Canadian Women's Auxilliary Air Force in October 1941. A dietitian by profession,
she was sent to the RCAF School of Cookery at Guelph and received her diploma in
January 1942. Includes her service scrapbook of photographs and newspaper clippings,
as well as a good collection of letters written to her parents, September 1941 - June
1946. (21 cm)
Fairall, Maurice Elmer (1921-1944) (MG30, E394) ; air force officer. Maurice Fairall joined
the Royal Canadian Air Force during World War II as an air gunner. Air Gunner Sergeant
Fairall was reported missing over Germany on August 17, 1944 and later reported killed.
Correspondence, telegram and newspaper clipping, January 1945 - December 1950, concerning the death and burial of Air Gunner Sergeant Fairall, RCAF. Presented by Mrs.
James Hearne of Toronto. (10 pp.)
Foster, James (fl. 1915-1920) (MG 30, E 393) ; soldier. Reminiscence, 1920, describing his
experiences at Camp Borden with the 159th Battalion, his voyage to England and his
service in France with the 38th Battalion. Included are accounts of his personal experiences
at the Battles of Passchendaele, October - November 1917; Arras, August - September
1918; and Cambrai, October 1918. Forwarded by Mrs. A.J. Foster of Toronto, Ontario
through Miss Alfreda Hall of Toronto, Ontario.
Hill, Alice Margaret (b. 1916) ; air force officer. A scrapbook of correspondence, memoranda, orders, telegrams, insignia and newspaper clippings, 1941-1951. (originals, 1.5 cm)
Leckie, John Edwards (1872-1950) (MG30, E83) ; army officer. Additional material donated
consists of a scrapbook of newspaper clippings and a series of photographs concerning
the Strathcona's Horse in the South African War, 1899-1900; and about 26 pages of
regimental correspondence and typescripts of letters, n.d., 1916-1917, concerning Leckie's
World War I experiences with the 16th Battalion, CEF. Material loaned for copying
consists of Leckie's personal correspondence during the South African War and World
War I, 1902-1917, as well as correspondence and memoranda concerning the Canadian
Syren Party (Northern Russia Expeditionary Force), 1919, 1926, donated by Mrs. D.G.
Partridge, Toronto, Ontario. (9 cm)
Leckie, Robert Gilmour Edwards (1869-1923) (MG30, E84) ; army officer. Additional material
donated consists ofmemoranda and photographs concerning the 72nd Regiment (Seaforth
Highlanders of Canada), ca. 1911-1914, and photographs of the 16th Battalion (Canadian Scottish), ca. 1914-1916. Material loaned for copying consists of Leckie's South
African and World War I personal correspondence, 1901-1916, and a series of personal
photographs of John and Robert Leckie, ca. 1914-1920. Presented by Mrs. D.G. Partridge
of Toronto, Ontario. (4.5 cm)
Lee, Frederick S. (fl. 1899-1960) ; soldier. The letters, miscellaneous papers, news clippings,
memorabilia, books and photographs, 1899-1966, of Frederick Lee concerning his South
African War service with the Second Special Service Battalion, Royal Canadian Regiment. Presented by Miss Norma E. Lee of Stroud, Ontario. (22 cm)
Lester, Edward (1871-1938) ; soldier. The personal diary, May 1898 - April 1899, December
1937, of Edward Lester, alias "Edward Lincoln," describing his service with the Yukon
Field Force. Presented by the estate of Francis Taylor of London, England. (112 pp.)
hovering, Mervyn Lloyd George (1917-1944); air force officer. The flying log book,
1942-1944, of Flying Officer M.L.G. Lovering, RCAF documenting his progress from
bombing and gunnery school in Canada to operational training and heavy conversion
units in England and service with the Royal Air Force as a mid-upper gunner on No.
50 Squadron Lancaster bombers operating out of Skellingthorpe, England. Presented
by Mr. John Jolie of Ottawa, Ontario. (2 cm)
MacBrien, James Howden (1878-1938) (MG 30, E 63); military officer. Memoranda and
correspondence relating to the Department of National Defence, 1926-1928. (8 cm) 44
Macdonell, Archibald Hayes (1868-1939) ; military officer and politician. Correspondence,
transcripts of diaries, photographs, menus, flyers, honorifics and newspaper clippings
principally relating to Macdonell's military service with the Southern Nigeria Battalion
of the West African Frontier Police, 1896-1939. (8 cm)
McCormick, Edwin L. (b. 1884) ; army officer. Material donated consists of one two-page
letter dated at Fort Osborne Barracks, January 4, 1913 from Samuel B. Steele to Capt.
Edwin L. McCormick. Presented by Mr. P.G. Tilston, Principal, Sir Samuel B. Steele
Junior Public School, Agincourt, Ontario. (2 pp.)
Mann, Churchill C. (b. 1904); army officer. Two files kept by Brigadier Mann as Chief of
Staff of 1st Canadian Army and includes copies of memoranda, messages, directives
and conference notes, July 22, 1944 - June 6, 1956, many signed by H.D.G. Crerar,
General Officer commanding 1st Canadian Army. Presented by Capt. Geoff St. John
of Ottawa, Ontario. (2 cm)
Martyn, Francis Denis Ford (b. 1916) ; soldier. Captured after the surrender of the Crown
Colony to the Japanese on December 25, 1941, Martyn spent the remainder of the war
in various Japanese prisoner of war camps. The papers consist largely of daily ration
lists compiled by Martyn during his impris