Proposed DSP Spatial Framework

Introduction. No model of the depository network can ignore the practical limitations of geography, size of population, administrative and territorial jurisdictions, and established patterns of library relationships. The service area covered by individual libraries is shaped by the elements of distance, population density, territorial and administrative imperative, economics, and the institutional relationships that exist within a region. These factors combine to define a spatial environment within which depositories can be reasonably expected to operate.

Modern communications and electronic networking can help to extend the reach of this "footprint." Allowance, however, must be made for the technical, human, and cost constraints depository institutions face. A revised spatial model of the depository network must also continue to allow for a measure of redundancy and a degree of physical accessibility.

Role of the Census and Census Divisions. The new structural model for the depository network respects Census Divisions while seeking to take into account the additional flexibility and scope that modern technology and communications allow. Geographic limitations, population, administrative and territorial imperati ves are fully incorporated into the spatial model of the Depository Network by relying on the use of Census Divisions as the basis for defining the hinterland potentially served by depository institutions.

Census Divisions were established in provincial law to facilitate regional planning and the provision of services which could be delivered on a scale larger than a municipality. In the Library Advisory Committee's opinion, they provide a useful and reasonable facsimile for the spatial environment within which depositori es operate. Census Divisions give the Program a rational spatial context against which to consider the distribution of depository designations. They supply the Program with finite boundaries to evaluate service areas. They permit the assessment of the network in terms of population density, the number of depositories, distance, etc., in order to provide rational building blocks around which institutional relatio nships within the depository network can be visibly represented and quantified. In addition, by taking into account the Census's concept of Census Metropolitan Areas (CMA's) and Census Agglomerations (CA's), it is possible to provide some depth to these spatial interpretations of the depository structure. Census Metropolitan Areas and Census Agglomerations encompass urban cores and adjacent urban and rural areas having a high degree of social and economic integration. These spatial co nfigurations allow for a high degree of comparability. At the same time, the Depository Services Program retains considerable leeway in the way it can encompass both old, and emerging, library relationships.

Next to the provinces, Census Divisions are the most stable administrative geographic areas defined. They tend to respect existing administrative jurisdictions for most provinces, and for others, represent agreements with the provinces as to what constitutes suitable boundary lines (Statistics Canada, 1996 Cens us Dictionary, Ottawa: Industry Canada, 1997 pgs. 178-180). Census Divisions are made up of Census Subdivisions which is the general term applied to municipalities (as determined by provincial legislation), their equivalents such as Indian Reserves, Indian settlements, unorganized territories, and geographic areas created by Statistics Canada in cooperation with the provinces as equivalents for municipalities. Beyond this, the Program has an opportunity with each decennial Census to revise and adjust its baseline assumptions about the depository network's spatial environment, and to take into account any major shifts both within this environment and the depository community itself.

The New Spatial Model of the DSP. The Library Advisory Committee and the Program perceive the network spatially as a series of 27 service areas each with a minimum of 1 Resource institution, potentially a number of regional depositories, and local depositories designated on the basis of the criteria described in this report. These Service Areas conform to provincial boundaries and regroup a number of Census Divisions. Table 1 summarizes their allocation.

Service Areas are largely based on population density. Generally, where population is denser, the Service Areas established are smaller and more numerous in geographic terms than less populated areas. In addition, the Library Advisory Committee set as a goal the requirement that there be at least one local depository in each Census Agglomeration, and at least one local depository in each public library system within each Census Metropolitan Area. The Library Advisory Committee believes this is necessary in order to ensure that most citizens have a reasonable expectation of affordable physical access to both the holdings and expertise embodied in the depository institutions.

The number of resource, regional and local libraries include the present and recommended libraries.

Service Area 1 (CD 1-10) Map 1 (Statistics Canada, Census Divisions and Census Subdivisions - Reference Maps. 1991 Census. Catalogue Number 92-319)

Newfoundland and Labrador with a population of 551,792 lends itself easily to one Service Area with one Resource Centre. Approximately one half of the population is located in and around St. John's (census district 1 - population 251,523), with the remainder scattered around the coast. St. John's is considered by Newfoundlanders as the centre of their province and is therefore accessible by road from the majority of communities. The current selective libraries are well distributed throughout the province with the exception of Census Divisions 7, 8, 9 and 10, which have no selectives and which have a population of 141,826 persons.

The concept of Newfoundland as one service area meshes well with the initiative of the provincial government to build an electronic library network in the province, incorporating public, community college and university libraries. The Provincial Library Service is responsible for coordinating this initiative, which envisio ns the province divided into 17 economic zones, each with a full service library. These libraries will also act as community information centres and depositories of provincial government documents.

Prince Edward Island's geographical configuration - an island of 134,557 persons depending on ferry, bridge or air service to reach the mainland - is best served by being considered as one Service Area. More than half the population live in and around Charlottetown, which is geographically located in the centre of the province, is easily accessible by road and currently has one full depository and four of the five selective depositories on the Island. This should be taken into account when considering applications from Census Division 2.

One service area is recommended for Nova Scotia (population 909,282) in of the population lives in Halifax and area (342,966). This distribution of the population plus the fact that the current selective depositories are fairly well distributed through out the province guarantees physical access to those government publications which the local libraries consider essential for their clientele. In addition, the province as a whole is well networked electronically. The seven universities in the province ha ve all their holdings accessible on a union catalogue (NOVANET) which is on Internet. Currently the headquarters of each regional library system is on Internet. All public libraries, even the small ones, as well as the community college libraries, will be able access to Internet.

It should be noted that Census Division 9 (Halifax and area) has a preponderance of selective depositories, the majority (6) of which are in the universities. Those census divisions where there are currently no selectives appear to be well served by selective depositories in adjoining divisions.

Service Area 1 (CD 1-15) Map 4

New Brunswick is unique in that it is officially a bilingual province with a 40 per cent Francophone population. Taking this fact into account, this province should be divided into two service areas according to language rather than according to a geographical division. The size and composition of the population, the compac t land mass of the province and the current location of the full and selective depositories facilitate a division based on language.

Internet service is available throughout New Brunswick. Hook up of the various libraries is progressing. An Internet hook up would allow public and community college libraries to access the library catalogues of U.N.B., Université de Moncton, and Mount Allison. Université de Moncton also has a campus-wide electronic network serving campuses at Edmundston in the northwest of the province and Shippegan in the northeast.

The current distribution of selective depositories in the province could be improved. The number of selective depositories in Census Division 13 (Edmunston) should be taken into account. It should be noted that census district (9) Northumberland county (population 52,153) does not have a local depository.

Because of its large population and its great land mass divided by the St. Lawrence River and extending up to Hudson Bay, Quebec has been divided into five service areas. In making these divisions, we have attempted to balance the population, the geogr aphic features, the census divisions, the natural transportation and communications links, and the present library infrastructure in the province.

Service Area 1 (CD 15,16,91-99) Map 5

Although this area only has a population of 458 721, it covers a vast territory which includes northern Quebec. It appears to be a natural geographic division bounded on the north by Hudson's Bay and on the south by the St. Lawrence River with the municipalities of Chicoutimi and Jo nquière as the principal urban areas. The population in the northern part of this area lives in widely dispersed small communities, most of which consist of no more than 300 people. Close to three-quarters of the population live in four of the eleven cens us divisions (15, 16 and 91 to 99). Those four census divisions all have selective depository libraries. Census Division 94 currently has 5 selective depositories.

Service Area 2 (CD 1-14, 17-29, 34-37, 51, 52) Map 6

Service Area Two includes the Gaspé Peninsula and the north shore of the St. Lawrence from Quebec City to Trois-Rivières. Most of the settlement and the main roads run along both banks of the St. Lawrence River. Approximately one-third of the population in this Service Area live in Census Division 23 which includes Quebec City. The only other centre containing over 100,000 people is Trois-Rivières in Census Division 37.

The 35 selective depositories in this area are located in 13 of the 33 census divisions. This would appear to be an inequitable distribution of selectives, but there is only one area where the population (56,331) (census districts 5, 6 and 7) requires the addition of another selective depository. That is in census divisions 5, 6, and 7 (Bonaventure, Avignon and La Matapédia) in the Gaspé Peninsula. The other divisions without selectives are either sparsely populated or are in close proximity to a censu s division which does have a selective. Census Divisions 23 and 37 appear to be well served by depositories.

Service Area 3 (CD 30-33, 38-50, 53-56) Map 8

Service Area Three is a compact geographical area extending from the St. Lawrence River in the north to the U.S. border in the south and from the Richelieu River in the west to a line just east of Sherbrooke. Population is fairly evenly distributed with Sherbrooke (population 132,430) as the major centre. The road network in the Area appears to be excellent. Internet service is available in the Sherbrooke area.

The 24 selective depositories in this area are equitably distributed. It should be noted that there are 5 selectives and a full in Census Division 43 (Sherbrooke), and 6 selectives in Divisions 53 and 54 combined.

Service Area 4 (CD 66) Map 8

The Island of Montreal (Census Division 66) will be one Service Area. Its geographic configuration, population density, and transportation and communication network are all factors in considering it as one Area. It is an area well served with depository libraries, having 6 full depositories and 43 selective depositories. Th is translates into a selective depository for approximately every 41,298 people.

Service Area 5 (CD 57-65, 67-90) Map 7

Service Area Five covers a vast area, and contains a large population (census districts 58 to 60, 64, 65, 67 and 70 to 72, the majority of which (1,311,932) are concentrated around Montreal Island. The Island actually segments Service Area Five. The other significant concentration of population in Service Area Five is in th e Outaouais area (217,609). The remaining 560,659 persons are scattered throughout the northern portion of the Service Area.

The population which is concentrated around Montreal Island use Montreal as their urban centre for working, shopping and entertainment. Thus it would seem logical to place a Resource Centre for this Service Area on the Island. A new Regional Library mi ght be advisable to support the Resource Centre, especially outside the island.

The heavily populated areas in this Service Area appear well served by selective depositories. Seventeen depositories are located within a radius of approximately 50 kilometres or less from Montreal Island. Six depositories are located in the Outaouais .

Census Division 82, 83, 84, and 85 have no selective depositories, but neither do they have enough concentrated settlement. Census agglomerations in Divisions 68 and 69 do not have depositories. They are close to other census divisions which are well s erved. The number of depositories in Census Divisions 58 and 81 should be taken into account when considering new applications for depository status from these Divisions.

The large population of Ontario (10,084,885), most of which is concentrated in the southern part of the province, and the land area which border four of the Great Lakes and extends up to Hudson Bay, are the two major factors influencing the decision to divide the province into eight Service Areas. As in Quebec, Servi ce Areas are allocated on the basis of natural geographic divisions, population density, and travel and communication patterns.

The sophisticated level of electronic networking between all types of libraries in Ontario figures strongly in any discussion of depositories in this province. The majority of academic and community college libraries are connected to Internet, and the two regional public library systems can access each other's online catalo gues, which will eventually be available on Internet. The public library system uses AVISO software for interlibrary loans, which provides speedy and effective processing of loans throughout the province. Also prevalent, particularly in Southern Ontario a re several county-wide networks hooking up the school, community college and public libraries with municipal information.

Service Area 1 (CD 48, 49, 51-54, 56, 57) Map 9

The northern part of Ontario has a widely dispersed total population of approximately 582,159 (census districts 48, 49, 51 to 54, 56, 57). The burden of serving such a vast and remote area is challenging enough, therefore we are recommending that the e ntire area be divided into two with the population concentrations at Sudbury and the Lakehead as the core of each Service Area. Service Area One serves the larger population in a smaller land area. There are currently 28 selective depositories in this are a (service area one).

Service Area 2 (CD 58-60) Map 9

Service Area Two (244,117) has half the population of Service Area One (582 159), but more than twice the land area. The vastness of the region suggests that special care should be exercised to ensure that a sufficient number of depositories is availab le. There are significant agglomerations of population in both the CA's of Kenora and Elliott Lake.

Service Area 3 (CD 1, 2, 6, 7, 9, 47) Map 10

Service Area Three takes in the area known provincially as Eastern Ontario. This is a political and economic designation, with Ottawa as its centre, which lends itself to being a natural Service Area. Slightly more than half the population (65%) and more than half the selective depositories are in the Ottawa-Carleton Reg ion. There are 24 selective depositories in Ottawa-Carleton, and 16 selectives serving the rest of the Service Area. The National Library and the many federal government libraries are also located in the area.

Service Area 4 (CD 10-16, 44, 46) Map 10

Service Area Four encompasses a small compact land area in which the population (658,668) is fairly evenly distributed, except for the urban centres of Kingston and Peterborough. The 24 selective depositories in this Area are fairly well distributed. It should be noted, and taken into account, that Census Divisions 10 and 12 have 5 and 6 depositories respectively.

Service Area 5 (CD 20) Map 10

Census Division 20, which is basically Metropolitan Toronto, has a large concentrated population (2,385,421) and well defined boundaries based on political jurisdiction. This Area contains 74 selective depositories. This translates into a ratio of one selective for every 32,235 persons.

Service Area 6 (CD 18, 19, 21, 22, 24, 42, 43) Map 10

Service Area Six has the largest population of any service in Ontario with 2,706,616 people living in the bedroom communities of Metropolitan Toronto. It is very similar in population and situation to Service Area Five in Quebec, which serves the subur bs of Montreal.

There are 59 selective depositories in the area. Seventeen (17) of these depositories are located in Census Division 21 (the Mississauga-Brampton area). This area contains about one-third of the total population of this Service Area. consideration may be warranted of designating a Regional Library to support the Resource Centre for this area.

Service Area 7 (CD 23, 25, 26, 28-30, 41) Map 10

Service Area Seven (population 1,730,952) consists of a narrow vertical section in the western part of the province which extends from the southern part of the Golden Horseshoe right up to the tip of the Bruce Peninsula. This area is heavily populated and contains several Census Municipalities with a population over 100,000. There are no less than 49 depository libraries in this area. This should be taken into account when entertaining requests for depository designation from the region.

Service Area 8 (CD 31, 32, 34, 36-40) Map 10

This southwestern part of the province is compact, heavily populated (1,287,197) and has an excellent road system between all communities. The 32 selective depositories are well distributed throughout the Area. It should be noted that Census Division 39 (London and area) has 13 selectives and one full depository.

Service Area 1 (CD 1-23) Maps 11, 12

Manitoba's demographic pattern is unique in that 93.1% of its population live within 13% of the total land area. This concentration of population (1,036,585) in the southern portion of the province does not justify designating more than one Service Area for Manitoba. The northern part of the province has very small communities often separated by hundreds of miles, some only accessible by water or air. The long range plan in Manitoba is to link all the li braries in the province electronically.

The current distribution of the 31 selective depositories could be improved. Census Division 11 (Winnipeg and area) has the only 2 full depositories and 11 selectives. Census Division 17, with a population of almost 23,975, has no selective depository, nor do the census agglomerations in which Portage la Prairie (census district 9 - population 23,195) and Thompson (census district 22 - population 35,584) are each located.

Service Area 1 (CD 1-18) Maps 13,14

The demographics of the province of Saskatchewan are similar to Manitoba's, with the population living in the southern half of the province. In the north, Census Division 18, for example, which appears to be half the land area, contains only 2.5% of the total population. Approximately half the population live in the Census Divisions in which Saskatoon and Regina are each located. These two major urban centres in the centre of the province are well connected to the surrounding area by road, rail and air. The size and distr ibution of the population justify making Saskatchewan one Service Area. The Saskatchewan Provincial Library system will link all libraries in Saskatchewan electronically.

The 28 selective depositories are well distributed throughout the populated part of the province. Although Census Divisions 12 and 13 have 49,312 widely dispersed persons, they border North Battleford which is the location of the headquarters of the Lakeland Regional Library System. Census Division 17 with a population of 38,528 does not have a selective depository.

Alberta, has the fourth largest land area in the country and a population density of 4 persons per square kilometre. It falls naturally into two Service Areas, one serving the northern half of the province and the other the southern half. The census divisions nicely accommodate this division, as do the urban centres of Calgary and Edmonton which are situated in the centre of each Area. Each Service Area also has equivalent populations.

Service Area 1 (CD 1-9, 15) Map 15

Service Area One covers the entire southern half of the province from a line drawn roughly across the province at Red Deer. More than half the population in this Area live in Census Division 6 which includes Calgary. The 17 selective depositories appea r to be well distributed according to the main concentrations of population.

Service Area 2 (CD 10-14, 16-19) Maps 15, 16

This area includes the sparsely populated extreme north of the province. It is larger in terms of land area, but equivalent in population to Service Area One. It is also similar in that more than half its population lives in the one Census Division (11) in which Edmonton is located and also where the University of Al berta is located. Seventeen (17) of the 32 selectives, and the other full depositories (Edmonton Public Library and Legislature Library) are located in Census Division 11. Census Divisions 17 (15,022) and 18 (54,709) have a population of 69,731 and no sel ectives, but the population in these Divisions is scattered. There are numerous small communities.

The unique geography of British Columbia, which includes mountain ranges, a heavily populated island and a concentration of population in the southern part of the province, dictates its division into four Service Areas. Both the interior and the north of the province tend to be sparsely populated. More than on-third of the population live in the one Census Division (15) which is the Vancouver urban area.

The libraries in British Columbia are well networked thanks to Internet service being available throughout the populated parts of the province. All public and community college library catalogues are available on a CD-ROM which includes software for co mpleting and processing interlibrary loan requests. Physical access to collections is not a big issue in the more heavily populated parts of the province.

Service Area 1 (CD 47, 49, 51, 53, 55, 57, 59) Map 17

Although Service Area One has a small population it covers a large land area - the entire north of the province which consists of widely dispersed communities and a minimal road system. Air transport is of prime importance for the inhabitants here. The principal concentration of population (98,974) is in Census Division 53 in which Prince George is located. Prince George is also the site of the Northern University of British Columbia. Fifteen (15) selective depositories are scattered throughout this Area with the exception of Census Divisions 57 (1,391) and 59 (5,856) which are not heavily populated enough to justify a depository collection.

Service Area 2 (CD 1, 3, 5, 7, 9, 33, 35, 37, 39, 41) Map 17

This Area takes in the southern part of the province including the heavily populated area of the Okanagan Valley and excluding the urban area of Vancouver. It falls quite naturally into the area covered by two provincial regional library systems. The distribution of the selective depositories in Service Area Two could be made more equitable by discouraging more selectives in Census Division 1 (56,366) and inviting applications from Census Division 39 (48,116).

Service Area 3 (CD 15) Map 17

The urban area of Vancouver has been designated as one Service Area because of the population concentration and its well defined boundary on the southwest corner of the province. It should be noted that compared with Montreal (43) and Toronto (74), the urban area of Vancouver has much fewer selective (26) depositories per person - one for every 70,448 persons as compared with Montreal (41,298) and Toronto (32,235). While it may appear that the distribution of selectives within the area is equitable, there may not be a sufficient number.

Service Area 4 (CD 17, 19, 21, 23, 25, 27, 29, 31, 43, 45) Map 17

This Area includes Vancouver Island and the west coast running from North Vancouver up to just south of the Queen Charlotte Islands. It is a geographically cohesive area with the majority of the population living on Vancouver Island. However, it is also an area with only 7 selective depositories and a number of Census Agg lomerations without them. In order to address this, a minimum of 4 new local depositories should be established to cover requirements within the Census Agglomerations.

Service Area 1 (CD 1) Map 20

The Yukon, because of its small population and vast area most of which can only be reached by air, will be considered as one Service Area. The Yukon has 9 community libraries in centres with populations ranging from 300 to 1800. In communities of less than 300 people there are approximately 18 volunteer libraries with paperback collections. Although the Yukon will be considered as a Service Area, there may not be enough demand at this time to warrant either a Resource or Regional Library to be designat ed for the area. Satellite communication will doubtless change how information is accessed in the north. The DSP should continue to monitor closely the situation in this area, and explore matters further before finalizing any decisions regarding this Serv ice Area.

Service Area 1 (CD 4, 5, 6, 7, 8) Map 21

The population of NWT (64,402), although twice that of the Yukon (30,766), is still quite small compared to the land area it occupies which is six times that of the Yukon. Slightly more than one-third of the population is concentrated around the three communities of Yellowknife, Inuvik and Iqualuit (24,791). Satellite communication is being used to link the 17 regional libraries which have a centralized union catalogue. Arctic College which has three campuses has a different library system from that of the public libraries, but they also have a union catalogue on CD-ROM which is sent to remote sites. Yellowknife Public Library is considered as the deposi tory for public information in NWT.

The guidelines apply to Resource, Regional and Local depository libraries for federal government publications in either or both official languages.

As a general rule, all monographs and serials must be maintained by the depository library as a permanent collection. Superseded publications or those issued in microform or other non-virtual formats, which are not needed by the depository library, sho uld be sent "prepaid" to the National Library, Canadian Book Exchange Centre, in accordance with their policies. All depository publications remain the property of the Canadian Government. It should be noted that under the National Library Act, (Section 10) 1969, federal gover nment departments and agencies are required to send all surplus library material to the National Library.

Local depository libraries need only retain a minimum 10 years of materials.

a) Minutes of Proceedings of the Senate upon receipt of respective bound journals.

b) Bills of the House of Commons and Senate after they have been enacted into law and appear in the Canada Gazette Part III. The Canada Gazette Part III may be disposed of upon receipt of the equivalent laws in the Statutes of Canada.

c) Order Papers and Notices of the House of Commons, Bills not enacted into law, Minutes of Proceedings of the Committees (excluding special reports, e.g.: Equality Now) may be disposed of one year after the prorogation of the session.

(2) Any publication upon receipt of a revised edition. This permission does not apply to annual publications such as annual reports of departments and agencies, each of which covers the activities of the organization for a specific period of time.

(3) Any publication which is a duplicate. Including any summary version of a document for which the library retains the full version.

(5) Separate parts of publications upon receipt of complete volumes.For example, monthly issues replaced by an annual cumulation.

(7) Material which carries an expiry date. For such material only the latest issues need to be kept.

(8) All Statistics Canada publications. Those should be retained as directed in Statistics Canada's Guide to managing Statistics Canada publications in libraries/Guide de gestion des publications de Statistique Canada dans les bibliothèques, Catalogue number CS11-208E and CS11-208F.

(9) Ephemera - ie pamphlets may be discarded after 3 years.(Caution should be exercised when these types of materials relate to government programs, activities and the like. These may be the only source of information in an area.)

Permission is granted to all designated depositories to substitute microcopies or CD-ROM for any holdings of Canadian government publications, provided the microcopies or CD-ROM are properly referenced, can be readily located, and are easily accessible to users. Proper reading equipment must also be available.

Should there be any uncertainty in the disposal of either paper copies or microcopies and CD-ROM of Canadian government publications, contact the Depository Services Program for appropriate instructions regarding further action.

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