Information Management (IM) - Library and Archives Canada
The links below
lead to Information Management (IM) related information available through
Library and Archives Canada.
Of Interest Information
Management
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IM
Forum
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IM
Legislation and Policies
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IM
Services
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IM
Tools and Guidance
Libraries
Publishing
Preservation
Records Disposition Authorities/Agreements
Records Management
Events
If you have a question
or comments about Information Management or this website, please contact
the LAC IM Centre at: imgi@lac-bac.gc.ca
or telephone: (613) 944-4644.
Of Interest
Canadian Metadata Forum 2005
www.collectionscanada.ca/metaforum/index-e.html
The second Canadian Metadata Forum will take place on September 27 and 28, 2005. The theme of this year's Forum is Metadata: A Reality Check. This two-day event is designed for key decision-makers and leaders in the field of information resource management. Sessions will address the challenges of metadata implementation, namely, how to realize the investment in metadata and how to influence metadata policy where it matters most: within organizations and with search engines.
Paper Mountain to Data Stream: Information Management in the Government of Canada.
www.collectionscanada.ca/information-management/007001-120-e.html
ARMA 2004 Conference Presentation by Ian E. Wilson, June 8th, 2004, Vancouver, B.C.
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Information Management (IM)
IM
Forum
www.imforumgi.gc.ca/home_e.html
The Information Management Forum, co-chaired by Treasury Board Secretariat
and Library and Archives Canada, was established in January 1997 to
bring together those Directors (or their equivalents) from departments
and agencies in the Government of Canada who share a common interest
regarding the effective management of information.
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IM Legislation and Policies
Government
of Canada
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Communications
Policy of the Government of Canada
www.tbs-sct.gc.ca/pubs_pol/sipubs/comm/comm_e.asp
The purpose of this policy is to ensure that communications across
the Government of Canada are well co-ordinated, effectively managed
and responsive to the diverse information needs of the public.
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Policy
on the Management of Government Information
www.tbs-sct.gc.ca/pubs_pol/ciopubs/TB_GIH/mgih-grdg_e.asp
The purpose of this policy is to ensure that information under the
control of the Government of Canada is managed effectively and efficiently
throughout its life cycle. Federal government institutions must
manage information in a privacy protective manner that supports
informed policy and decision-making and the delivery of high quality
programs, services, and information through a variety of channels
and in both official languages.
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Government
Security Policy
www.tbs-sct.gc.ca/pubs_pol/gospubs/TBM_12A/gsp-psg_e.asp
To support the national interest and the Government of Canada's
business objectives by safeguarding employees and assets and assuring
the continued delivery of services.
For a comprehensive
list of Government of Canada Information Management legislation, policies
and guidelines, please consult the Framework for the Management
of Information in the Government of Canada web site at http://www.cio-dpi.gc.ca/im-gi/fmi-cgi/foundation/legis-lois/legis-lois08_e.asp#_Toc12195129
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Library
and Archives Canada
Legislation
Internal
Policies
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Appraisal
Methodology: Macro-Appraisal and Functional Analysis
The general purpose of this document is to provide an appraisal
rationale and methodology for archivists in response to the comprehensive,
multi-media submissions received by the Library and Archives under
the Multi-Year Disposition Plan (MYDP) of the planned approach to
government records disposition.
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Inter-Library
Loan Policy (ILL)
www.collectionscanada.ca/ill/s16-202-e.html
The Library and Archives Canada has developed an interlibrary loan
protocol to facilitate the exchange of interlibrary loan messages
between libraries that use different computers, systems, and communication
services. The ILL protocol standardizes the number and type of ILL
messages, the sequence of messages, data elements and their values
and the transfer syntax of the messages, allowing the exchange of
information in a consistent manner.
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Networked
Electronic Publications: Policy and Guidelines
www.collectionscanada.ca/9/8/index-e.html
This document examines the background and legal issues related to
legal deposit of electronic publications.
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Policy
on Preservation
www.collectionscanada.ca/preservation/1304_e.html
The purpose of this policy is to give direction to Libary and Archives
(LAC) staff in carrying out their responsibilities regarding the
preservation function and communicates to those outside the institution
the principles which guide preservation in LAC.
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Preserving
the Archival and Historical Memory of Government
www.collectionscanada.ca/information-management/0620_e.html
To fulfill its mission to preserve government's historical memory,
Library and Archives Canada must make decisions about the archival
or historical value of the information created and maintained by
government institutions. This document discusses the strategies
and decision process involved in selecting and preserving information
of national importance.
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IM Services
IM Centre
If you have a question about Information Management in the Government
of Canada, please contact the LAC Information Management Centre at:
imgi@lac-bac.gc.ca or telephone:
(613) 944-4644.
Amicus Services
www.collectionscanada.ca/amicus/index-e.html
AMICUS is an information resource developed and maintained by the Library
and Archives Canada (LAC)for libraries, researchers and the public.
ArchiviaNet
www.collectionscanada.ca/archivianet/0201_e.html
ArchiviaNet provides access to a variety of information resources related
to the actual archival holdings. It allows a number of different means
of exploration of the fonds and collections by offering the option of
searching by theme or by type of document.
Archival
Holdings in the Regions
www.collectionscanada.ca/09/0909_e.html
Library and Archives Canada holdings of archival records of the federal
government are also found in four locations outside Ottawa.
Canadian
Book Exchange Centre
www.collectionscanada.ca/cbec-ccel/index-e.html
The Canadian Book Exchange Centre (CBEC) helps Canadian libraries help
each other. A resource-sharing service provided by Library and Archives
Canada, CBEC is a redistribution centre, a clearing house that arranges
for the exchange of publications deemed surplus by one library but needed
by another.
Canadian Library Gateway
www.collectionscanada.ca/gateway/index-e.html
The Canadian Library Gateway provides a centralized window to Canadian libraries of all types and sizes. Through this site you can find information on and link to Canadian library catalogues and Websites, directory of Canadian interlibrary loan and charging policies, directory of special collections held in Canadian libraries and other resources of interest.
Cataloguing
and Metadata Services
www.collectionscanada.ca/6/17/index-e.html
This site contains information regarding the cataloguing standards,
practices and policies of the Library and Archives Canada.
Federal
Records Centres Regional Operations
www.collectionscanada.ca/information-management/0616_e.html
The federal records centres manage records in all media on behalf of
over 80 federal government departments and agencies. Centres are located
in Halifax, Quebec City, Montreal, Ottawa, Toronto, Winnipeg, Edmonton
and Vancouver.
Government
Information
www.collectionscanada.ca/8/4/index-e.html
Government Information is a selective collection of links to government
sites and key federal documents maintained by Library and Archives Canada.
MARC Records
Distribution Service
www.collectionscanada.ca/6/17/s17-204-e.html
This subscription service offers the Library and Archives Canada's bibliographic
and authority records in machine-readable form either as a full service
option or as a selected records option.
New Books
Service
www.collectionscanada.ca/newbooks/index-e.html
The New Books Service is an electronic showcase for new Canadian publications
featuring both forthcoming print and electronic releases from Canadian
publishers.
Virtual
Reference Service
www.collectionscanada.ca/vrc-rvc/index-e.html
Virtual Reference Canada (VRC) is a free, bilingual and innovative network
of libraries, archives, museums, information centres and research institutions
that pride themselves on the delivery of professional reference services
to all Canadians. This uniquely Canadian service has been designed to
extend the reach of local reference staff to encompass information resources
and staff expertise available in other institutions throughout the country.
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IM Tools and Guidance
Information
and Records Management Life Cycle
www.collectionscanada.ca/information-management/0625_e.html
As part of an ongoing, government-wide initiative, the Library and Archives
of Canada has collected a number of resources to provide a foundation
for building IM resources and competencies.
Business
Activity Structure Classification System Guidance (BASCS)
www.collectionscanada.ca/information-management/0630_e.html
The Business Activity Structure Classification System (BASCS) Guidance
offers implementation guidance to support function-based classification
system design and implementation by departments. Key concepts and principles
are articulated to help IM practitioners apply these concepts and principles
to their own unique operational requirements.
Canadiana
- The National Bibliography of Canada
www.collectionscanada.ca/canadiana/index-e.html
Canadiana lists and describes a wide variety of publications produced
in Canada, or published elsewhere but of special interest or significance
to Canada.
Canadian
Subject Headings
www.collectionscanada.ca/csh/index-e.html
Canadian Subject Headings (CSH) is a list of subject headings in the
English language, using controlled vocabulary, to access and express
the subject content of documents on Canada and Canadian topics.
Electronic
Collection
www.collectionscanada.ca/electroniccollection/003008-200-e.html
The Electronic Collection of the Library and Archives Canada consists
of Canadian books and periodicals published online. It includes more
than 13,000 titles and more than 45,935 serial issues published by both
the commercial publishing sector and the government publishing sector.
Email Management
in the Government of Canada
www.collectionscanada.ca/information-management/060404_e.html
This guide discusses the life-cycle management of e-mail records, and
includes relevant definitions, procedures and roles with respect to
managing and protecting e-mail. Also included are Frequently Asked Questions
(FAQs) which provide overview of key points.
Guidelines
for Computer File Types, Interchange Formats and Information Standards
www.collectionscanada.ca/information-management/0612/061204_e.html
This document identifies computer file types, interchange formats and
information standards that the Library and Archives Canada (LAC) is
recommending to facilitate the interoperability of digital information
in the Government of Canada (GoC).
Guidelines
for the Transfer of Civilian Personnel Files
www.collectionscanada.ca/information-management/0628_e.html
The personnel files of staff no longer employed in the Government of
Canada as of two or more years ago must be transferred to the Manitoba
Region Federal Record Centre of Library and Archives Canada. These guidelines
provide the necessary direction for transferring files and for requesting
file returns.
Guidelines
for the Transfer of Textual Archival Records to the Library and Archives
www.collectionscanada.ca/information-management/0611/docs/transfer_e.pdf
The purpose of this document is to provide government institutions with
guidance on how to prepare records for transfer to records for custoday
to the Library and Archives Canada.
Information
About Publishing Electronically
www.collectionscanada.ca/electroniccollection/003008-300-e.html
This site provides guidance related to electronic publishing for Government
of Canada and commercial publishers, including areas such as copyright,
best practices and archiving.
Information
Management (IM) Capacity Check Tool and Methodology
www.collectionscanada.ca/information-management/0603/060301_e.html
The Information Management (IM) Capacity Check is a self-assessment
tool intended as a diagnostic tool for senior management of a federal
government department or agency. An assessment using the IM Capacity
Check can help institutions assess the state of IM practices within
each entity against a common standard, bring together all the elements
of information management practices, compare against best practices,
and provide information to enable management to develop plans for improvements
to their own IM practices.
Information
Management Publications
www.collectionscanada.ca/information-management/0603_e.html
The products described in this list respond to identified government-wide
needs for guidance concerning the management of government records.
Certain documents were developed by the Office of Government Records
as internal working documents to support either working groups or the
endeavours of partners who invested in certain projects.
Legacy Business
Records Toolkit
www.collectionscanada.ca/information-management/0627_e.html
The Legacy Business Records Project Toolkit consists of guides and workbooks
that have been developed in order to enable Government of Canada institutions
to plan and cost a Legacy Business Records Project within their respective
institutions.
Managing Documentary Art Records in the Government of Canada
www.collectionscanada.ca/information-management/0624_e.html
All documentary art is a record and, like any memorandum, letter or electronic file connected to government business, it must be organized, preserved and scheduled for disposition according to good information management principles. Through the management of their documentary art records, government institutions can meet their own information needs, fulfil legislative and policy requirements, and help preserve the corporate memory of the Government of Canada.
MARC 21
Standards
www.collectionscanada.ca/marc/index-e.html
This site provides information related to MARC 21 formats, which are
prepared by the Network Development and MARC Standards Office, Library
of Congress, in cooperation with Standards and Support, Acquisitions
and Bibliographic Services, Library and Archives Canada (LAC) and the
National Bibliographic Service, British Library. LAC is responsible
for translating the formats into French and also for publishing and
distribution of English and French formats to Canadian clients.
Publisher's
Window on the Government of Canada
www.collectionscanada.ca/window/index-e.html
This site provides a variety of information on copyright, best practices
for elecronic publishing as well as guidance in the area of book, music,
periodicals, multimedia publishing.
Thesauri
and Controlled Vocabularies
www.collectionscanada.ca/8/4/r4-280-e.html
The Library and Archives Canada are the official registrars for Government
of Canada (GoC) controlled vocabularies. Information on terminologies
used in the GoC and in the private sector is available as well as a
glossary and definitions area and instructions for registering a controlled
vocabular within the GoC.
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Libraries
Council
of Federal Libraries Web Site
www.collectionscanada.ca/cfl-cbgf/index-e.html
The Council of Federal Libraries (CFL) is an organization of federal
government libraries established in 1976 by the National Librarian of
Canada as a means of coordinating library services in departments, branches
and agencies of the Government of Canada.
CFL Consortium
www.collectionscanada.ca/consortium/index-e.html
The Council of Federal Libraries (CFL) Consortium was established in
July 1995 to facilitate the purchase of library and information products
and services by Federal Government Libraries.
CFL Listserv
(CFL-CBGF-L)
www.collectionscanada.ca/cfl-cbgf/s37-129-e.html
CFL-CBGF-L is an electronic mailing list for the discussion of issues
related to federal government libraries.
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Preservation
Canadian
Initiative on Digital Libraries
www.collectionscanada.ca/cidl/index-e.html
The Canadian Initiative on Digital Libraries (CIDL) is an alliance of
Canadian libraries and organizations that recognizes the growing importance
of digital information, and wishes to collaborate to ensure better use
of digital information and better service to its users.
Library
and Archives Canada - Information on Preservation
www.collectionscanada.ca/preservation/13_e.html
The Library and Archives Canada ensures the long-term preservation of
its holdings and makes them available to the public through circulation,
loans and copying. This site contains links to information relation
to preservation, including workshops, etc. of interest to the IM community.
Library
and Archives Preservation Policy
www.collectionscanada.ca/preservation/1304_e.html
The purpose of this policy is to state the principles that guide the
preservation activities of the Library and Archives Canada of Canada
(LAC) in fulfilling all aspects of its mandate. It gives direction to
staff for carrying out their responsibilities regarding the preservation
function and communicates to those outside the institution the principles
which guide preservation in LAC.
Persistent
Locators for Canadian Government Information
www.collectionscanada.ca/8/4/r4-502-e.html
Uniform Resource Locators (URLs) are unique identifiers used to access
electronic resources on the World Wide Web. Because URLs are location-based,
when electronic resources are moved or deleted, all links to the resource
are severed and resources become inaccessible. Persistence, therefore,
is a government-wide issue requiring solutions to be developed and implemented
collaboratively across departments.
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Publishing
Cataloguing
in Publications (CIP)
www.collectionscanada.ca/cip/index-e.html
Cataloguing in Publication (CIP) is a voluntary program of cooperation
between publishers and libraries. It enables the cataloguing of books
BEFORE they are published, and the prompt distribution of this cataloging
information to booksellers and libraries. The Canadian CIP program is
coordinated by the Library and Archives Canada.
Electronic
Publishing: Guide to Best Practices for Canadian Publishers
www.collectionscanada.ca/9/13/index-e.html
The purpose of this document is to provide publishers with an introduction
to the pros and cons of various approaches to electronic publishing.
It highlights examples of some of the most creative and efficient uses
of new media technology for publishing, and points to sites maintained
by organizations that provide resources for online publishers.
International
Standard Book Number (ISBN)
www.collectionscanada.ca/isbn/index-e.html
The International Standard Book Number (ISBN) is a system of numerical
identification for books, pamphlets, educational kits, microforms, CD-ROM
and braille publications. By assigning a unique ten-digit number to
each published title, the system provides that title with its own, unduplicated,
internationally recognized "identity".
International
Standard Music Number (ISMN)
www.collectionscanada.ca/ismn/index-e.html
The International Standard Music Number (ISMN) is a unique code for
the identification of printed music publications.
International
Standard Serial Number (ISSN)
www.collectionscanada.ca/issn/index-e.html
The ISSN is a unique code for identifying serial publications, such
as periodicals, newspapers, annuals, journals and monographic series.
Canadian publishers of serials can obtain ISSN from ISSN Canada, a service
of Library and Archives Canada.
Legal Deposit
www.collectionscanada.ca/6/25/index-e.html
Legal Deposit is the means by which a comprehensive national collection
is gathered together as a record of the nation's published heritage
and development. To ensure develoment of this collection, Canadian publishers
are required to send two copies of all the books, pamphlets, serial
publications, microforms, spoken word sound recordings, videorecordings,
electronic publications issued in physical formats (CD-ROM, CD-I, computer
diskette, etc.) and one copy of musical sound recordings and multi-media
kits they publish to Library and Archives Canada.
Management
of Government Publications Survey 2002
www.collectionscanada.ca/8/4/r4-400-e.html
This report presents the findings of the Survey of Management of Government
Publications that was conducted in March and April of 2002 for the Strategic
Policy and Planning Branch, National Library of Canada (NLC) by Consulting
and Audit Canada (CAC). This survey follows an earlier Survey of Management
of Government Information Holdings officials conducted in 1999.
Persistence
for Canadian Federal Government Information
www.collectionscanada.ca/8/4/r4-502-e.html"
Uniform Resource Locators (URLs) are unique identifiers used to access
electronic resources on the World Wide Web. Because URLs are location-based,
when electronic resources are moved or deleted, all links to the resource
are severed and resources become inaccessible. This site provides links
to reports, bibliographies and the activities of the sub-group, which
reports to the GoC Metadata Working Group.
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Records Disposition
Authorities/Agreements
Multi-Institutional
Disposition Authorities
www.collectionscanada.ca/information-management/0604_e.html
Multi-Institutional Disposition Authorities (MIDA) are issued by the
National Archivist to provide direction to government institutions subject
to the Library and Archives Canada of Canada Act regarding the disposal
of records common to all or a multiple number of government institutions.
They are designed to eliminate the need for government institutions
to prepare individual submissions for and negotiate agreements with
the National Archivist for records which have similar administrative
or operational status.
Government
Records Appraisal and Disposition Program
www.collectionscanada.ca/information-management/0611_e.html
The Library and Archives Canada is charged with various responsibilities
regarding the disposition of information created by federal institutions
in support of public policy, administration of government and program
delivery and these responsibilities include the authorization of records
destruction by government institutions and the preservation of records
for their historical or archival importance. This site contains information
on obligations related tot he disposition of federal government records
in Canada.
The Records
Disposition Authorities Control System (RDACS) - coming soon
The Records Disposition Authorities Control System (RDACS) is an information
system that contains summary descriptions of Records Disposition Authorities
granted by the Librarian and Archivist to federal institutions, as well
as online copies of relevant documentation. RDACS includes descriptions
of more than 2,200 authorities. In accordance with the provision of
the Libary and Archives of Canada Act, a Records Disposition Authority
is the instrument that the Librarian and Archivist issues to enable
government institutions to dispose of records which no longer have operational
utility, either by permitting their desctruction, by requiring their
transfer to Library and Archives Canada or by agreeing to their alienation
from the control of the Government of Canada.
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Records Management
Information
and Records Management Life Cycle
www.collectionscanada.ca/information-management/0625_e.html
IM is an evolving science that is a key underpinning of effective information
sharing within institutions, and externally to customers and suppliers,
partners, or the public. As part of an ongoing, government-wide initiative,
the Library and Archives of Canada has collected a number of resources
to provide a foundation for building IM resources and competencies.
Email Management
in the Government of Canada
www.collectionscanada.ca/information-management/060404_e.html
This guide discusses the life-cycle management of e-mail records, and
includes relevant definitions, procedures and roles with respect to
managing and protecting e-mail. Also included are Frequently Asked Questions
(FAQs) which provide overview of key points.
Function
Based Records Classification
www.collectionscanada.ca/information-management/0626_e.html
Function-based records classification is a logical arrangement of all
records documenting or evidencing the activities of an institution based
upon an analysis of the institution's business functions, sub-functions,
and activities. To support Canadian federal government institutions
intending to arrange their records by function, LAC has developed a
design methodology for constructing function-based records classification
systems.
Retention
Guidelines
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Draft
Retention Guidelines for Common Administrative Records (2003)
www.collectionscanada.ca/information-management/060403_e.html
The draft Retention Guidelines for Common Administrative Records
of the Government of Canada differ in a number of substantial ways
from the interim guidelines (see link immediately below). This link
highlights the key changes and includes downloadable copies of the
draft guidelines.
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Retention
Guidelines for Common Administrative Records in the Government of
Canada (2000)
www.collectionscanada.ca/information-management/0610_e.html
These interim guidelines are issued to address the retention of
common administrative records of the Government of Canada until
such time as new guidelines are developed in accordance with the
functional arrangement of the National Archives of Canada Multi-Institutional
Disposition Authorities (MIDAs). They replace the General Records
Disposal Schedules of the Government of Canada (GRDS), Fourth Edition
1986, PAC 86/001 in their entirety for all matters dealing with
the retention of common administrative records of the Government
of Canada.
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Events
2005
Canadian Metadata Forum 2005
www.collectionscanada.ca/metaforum/index-e.html
The second Canadian Metadata Forum will take place on September 27 and 28, 2005. The theme of this year's Forum is Metadata: A Reality Check. This two-day event is designed for key decision-makers and leaders in the field of information resource management. Sessions will address the challenges of metadata implementation, namely, how to realize the investment in metadata and how to influence metadata policy where it matters most: within organizations and with search engines.
2004
Council of Federal Libraries 2004 Annual Fall Seminar
http://www.collectionscanada.ca/cfl-cbgf/s37-3000-e.html
This site provides links to the annual seminars hosted by the Council of Federal Libraries, including presentations addressing a variety of Information Management issues.
Paper Mountain to Data Stream: Information Management in the Government of Canada.
www.collectionscanada.ca/information-management/007001-120-e.html
ARMA 2004 Conference Presentation by Ian E. Wilson, June 8th, 2004, Vancouver, B.C.
2003
Achieving Excellence in Information Management: A Government of Canada Symposium
www.collectionscanada.ca/information-management/0612/061201_e.html
On February 13, 2003, Ian Wilson and Margaret Purdy, the Information Management (IM) Champions for the Government of Canada hosted the Symposium to engage senior executives in addressing important IM challenges facing the Government of Canada.
Canadian Metadata Forum 2003
www.collectionscanada.ca/metaforum/014005-03200-e.html
The Canadian Metadata Forum was held September 19-20, 2003 and its purpose was to bring together participants from Canadian metadata communities, both government and non-government, such as libraries, archives, museums, industry, educational institutions and academia to discuss a wide spectrum of metadata applications such as the use of geospatial and statistical metadata, metadata for multimedia objects and accessibility issues related to metadata.
Preservation of Electronic Records: New Knowledge and Decision-Making. September 15-18, 2003.
www.cci-icc.gc.ca/symposium2003/index_e.shtml
Symposium 2003 - Preservation of Electronic Records: New Knowledge and Decision-making took place in Ottawa on September 15 - 18, 2003. Co-hosted by the Canadian Conservation Institute (CCI), the Library and Archives Canada (LAC), and the Canadian Heritage Information Network (CHIN), the organization of this symposium was a true partnership.
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