Archives Advisor Updates

Check here regularly for news and information of interest to archivists and for updates on the activities of the Archives Advisor.  Or subscribe to the RSS Feed Reader so you don't miss a posting.

  • 15 Oct 2015 8:26 PM | Iona McCraith (Administrator)

    The Archives Emergency Response Network (AERNwas created in 2008 in response to a need expressed by the membership for greater support and assistance in the event of an emergency affecting their archives. This need was especially critical for smaller archives with perhaps only one staff member or volunteer to respond to an emergency. Since 2008, to join AERN one only had to have a valid AAO membership (institutional or individual) and to sign a Memorandum of Understanding (MOU) with the AAO.

    Over the past six years,  AERN has grown to include 32 institutions from across the province organized by AAO chapter. However, this is still far short of AAO's goal to have all members participating and does not even reflect the level of positive interest expressed by members in a survey conducted in 2012. 

    In speaking with members, it has become apparent that one deterrent to joining AERN for many institutions was the requirement to signthe MOU. Although never intended to be a binding contract to provide mutual emergency response assistance to network participants, this is how many institutions perceived the MOU. Thus, after due deliberation of the pros and cons, the AAO Board decided to eliminate this obstacle to participation.

    Please be advised that effective 21st August 2015, the signing of aMOU between the AAO and the participating institution is no longer a requirement to join AERN. A valid AAO membership remains the only requirement to join. In keeping with the AAO record retention schedule, the current signed MOUs will be retained for two years from date of 21st August 2015 and then destroyed. There is plenty of other documentation pertaining to this program to document its origins and development for the AAO's archives.

    If you are now interested in joining AERN, please contact me at  with the name, email address and phone number of the individual who will be your institution's emergency contact and I will add you to the list I distribute to the network members. Visit the AERN webpage for more information and for FAQ's about the program.

  • 09 Sep 2015 6:10 PM | Iona McCraith (Administrator)

    Now that everyone is back from summer vacations the Preservation Committee and I are conducting an analysis and preparing a report on the findings of the AV and digital media preservation needs survey conducted earlier this year.   We hope to have the report available by end of October.  A big thank you to all AAO members who responded to this survey.    

  • 25 Aug 2015 1:53 PM | Iona McCraith (Administrator)

    The Northeast Document Conservation Center has posted their fall calendar of training webinars.  Many new offerings.  Register early for a discount. 

    Audiovisual Collections:

    • Caring for Audiovisual Collections
    • Processing Audiovisual Collections
    • Funding Your Audiovisual Projects
    • Planning for Audiovisual Reformatting
    • Creating Access to Audiovisual Collections

    Paper and Photograph Collections:

    • Caring for Scrapbooks
    • Caring for Rare Books
    • Finding a Balance: Caring for Cased Images
    • Exhibiting Your Collections
    • Caring for Municipal Records

    Digital Collections:

    • Assessing Your Digital Preservation Readiness
    • Digitizing Personal Photographs
    • Metadata for Digital Preservation
    • Copyright for Digital Projects
    • Concepts in Digital Preservation

    Collections Environment and Emergency Preparedness:

    • Coping with Pests and Mold
    • Environmental Monitoring
    • Collections Security
    • Moving and Renovating: Collection Concerns
    • Preparing Your Disaster Plan

    FREE Webinars Include:

    • Writing your NEH Preservation Assistance Grant (PAG)
    • 'No-Budget' Preservation Actions

      Full details available at:

  • 31 Jul 2015 4:32 PM | Iona McCraith (Administrator)

    Here is a document about this new funding program distributed by Library and Archives Canada that may be helpful to people intending to apply for funding through this program.

    The Documentary Heritage Communities Program FAQs


    Which organizations are eligible? 

    The objective of the Documentary Heritage Community Program (DHCP) is to provide funding to eligible organizations that do not have a regular source of funding. If an organization is administered by, or receives regular annual operational funding from any level of government, then that organization would not be eligible. The same applies if an organization is administered by a university or college.

    What does “regular source of funding” mean?

    A regular source of funding is defined as organizations that appear in the annual budgets of any level of government and who receive funds without an application process. It is important to note that organizations who receive funding through grants or contributions from any level of government and who are administered independently, are still eligible under the DHCP.

    If my organization is not eligible, can I partner with another eligible organization?

    An ineligible applicant can participate and/or collaborate in a project submitted by an eligible applicant, by providing them with in-kind or financial assistance. However, an ineligible organization or collaborator cannot benefit financially from the contribution, nor can they be a co-applicant or named partner.

    Are First Nations Governments, Band Councils or Tribal Councils, Inuit and Métis equivalent governing organizations eligible?

    Archives, privately funded libraries, historical societies, genealogical organizations/societies, professional associations and museums with an archival component, who receive funding or are administered by a First Nations Governments, Band Councils or Tribal Councils, Inuit and Métis equivalent governing organizations, are eligible to apply to the DHCP. 


    How long do I have to complete a project under the DHCP?

    Institutions or organizations that do not apply for multi-year funding must complete their project by the end of the Government of Canada’s fiscal year (March 31, 2016) and must submit the Final Assessment and Financial no later than April 30, 2016. For the next funding cycle, successful recipients will benefit from a longer timeframe to complete their projects – however, single-year projects must always be completed by March 31.

    When will DHCP funding decisions be announced?

    The goal is to issue official written notification of funding decisions within 11 weeks of the program’s application deadline, which is September 4, 2015.

    When is the next DHCP funding cycle?

    The dates for the next DHCP funding cycle have not been determined, however, they will align themselves with the Government of Canada’s fiscal year, which begins on April 1 and ends on March 31. Library and Archives Canada invites anyone interested in learning about the next cycle to follow its website, Facebook, Twitter and blog. Additionally, a call for proposals will be published on the DHCP website.


    Can my organization apply for multi-year funding?

    Multi-year funding will be considered in 2015-16 for incorporated documentary heritage institutions and organizations that have a current relationship with LAC and that have demonstrated financial stability and the ability to meet objectives involving the implementation of longer-term plans, undertaking multi-year commitments or matching leveraged funding from the public and private sectors. The maximum level of support is $100,000 per Government of Canada fiscal year (April 1 to March 31). For fiscal year 2016-17 and onward, all successful recipients from the previous fiscal years, who are incorporated, will be able to apply for multi-year funding.

    Can you define “current relationship with LAC”?

    A current relationship with LAC refers to organizations that have partnered with or have collaborated with LAC within the past five years on projects that fall outside of LAC’s regular service channels. This provides LAC with the ability to determine an organization’s capacity and ability to undertake a multi-year project.


    Are DHCP funded projects required to be presented in both Official Languages of Canada (French and English)?

    DHCP funded projects do not need to be presented in French and English, however, recipient organizations must publicly recognize, in both official languages (French and English), the Government of Canada's financial support in all advertising, promotional and program materials, public announcements, website, social media, etc. More information can be found by consulting the Guide on the Public Acknowledgment of Library and Archives Canada.

    You will note within the “Eligible Expenditures” section of the Guidelines, costs associated with the translation of communication material produced as a result of the project, as well as for the purpose of the development of Official Languages minority communities and promotion of French and English (Section 41 of the Official Languages Act) are eligible expenditures under the DHCP.

    The Guidelines mention that we should work closely with LAC when developing our proposals. What does that mean?

    Program staff members are available to answer questions about the program, such as eligibility for recipients, costs, projects, etc.

    The guidelines mention that eligible expenditures for general administration purposes and costs for travel on a combined basis, may not exceed 20% of the contribution provided. What does that mean?

    Eligible expenditures under general administration are associated with the indirect costs incurred to undertake a DHCP funded project. These costs must fall outside of the regular day-to-day expenses. Costs can include, but is not limited to: office supplies, long-distance telephone calls, postage, messenger services, photocopies and printing services.

    What does the Final Assessment and Financial Report entail?

    The Final Assessment and Financial Report template will be available online shortly. These reports will ask recipients to explain the results and achievements of their projects, and will help support Library and Archives Canada’s (LAC) performance measurement strategy for the DHCP. For multi-year projects, recipients must also submit a Final Assessment and Financial Report at the end of each fiscal year, for performance measurement purposes and to receive the subsequent year’s funding, as well as any applicable holdback. 

    More questions?

    Contact the Documentary Heritage Communities Program: 

    Telephone: (819) 997-0893 or 1-844-757-8035 (toll-free in Canada and the US)


  • 21 May 2015 5:17 PM | Iona McCraith (Administrator)

    Only one more week until start of AAO Conference 2015 in London.  Come and meet the Board and staff of AAO.  It's not too late to register.  See all the conference details here on our website.  

  • 20 May 2015 3:57 PM | Iona McCraith (Administrator)

    We celebrated Archives Awareness Week in Ontario in April but the celebrations don't have to stop.  June 9th, 2015 is International Archives Day.  The theme for this years celebration is democracy.  

    The National Archives of the United Kingdom came up with this topic, suggesting that we make June 9th. a “Twitter day where archives share stories and records within their collection showcasing democracy and rights in different ways”.

    Ideas about what to share, could be records that:

    • have established fundamental rights in your country
    • tell the story of individuals, who played a part in establishing democratic conditions
    • relate to rights of specific groups ( indigenous, ethnic, LGBT, women, children…)
    • show the history of the right to form trade unions and political or religious communities
    • picture election and election days, both national and local
    • sound archives with important speeches, interviews etc.
    On June 9th. post your content to relevant platforms – blogs, flickr, instagram, your website, etc. – and tweet about it using the combination of two tags: #IAD15  #democracy.

    This information is an extract from  Use this link for more information on this event.

  • 20 May 2015 12:26 PM | Iona McCraith (Administrator)
    Seats are still available for the following webinars scheduled for the last week of May 2015.   Canadian Council of Archives (CCA) Webinars are practical, interactive and instructed by leading experts within each subject field.

    This interactive 90-minute webinar is available:
    *   May 28, 2015 from 1:00pm to 2:30pm EDT ($165 plus HST)

    This interactive 90-minute webinar is available:
    *   May 26, 2015 from 1:00pm to 2:30pm EDT ($165 plus HST)

    Discounts and additional fees:
    Receive a 10% discount when the same person registers for 2 or more webinars.
    $25 for each additional person attending from your organization (conditions apply).


    Archival appraisal is the foundation for building collections of long-term historical value. Careful selection of material for permanent retention ensures that institutional resources support only those holdings that meet acquisition criteria and contribute to the documentary heritage. Decisions leading to what is kept have immense consequences for how histories are written, and lie at the heart of archival professional practice.
    The Canadian Council of Archives webinar on Archival Appraisal will provide an introduction to appraisal strategies and the elements of an archival appraisal report. As archivists, our decisions are informed by the principles and tools of current practice. The archival appraisal report not only records what informed the selection process, but also leaves an essential trace of what was eliminated so that future generations of researchers can judge those decisions. This webinar also compliments the content of the NAAB Bootcamp.

    Instructor: Theresa Rowat
    Working over 30 years in heritage and culture, Theresa brings specialized expertise in archival collections with a focus on visual and media holdings.

    Social media offers amazing opportunities for archives and archivists to engage with the wider world in exciting (and occasionally surprising) new ways. Just as we have learned to embrace digital space as an extension of physical space, we can think of social media as a way to expand connections not only to our users but to other institutions and professionals as well. Social media also happens to be a lot of fun and lends itself well to learning-by-doing; the biggest challenge is often getting started!
    The CCA Webinar on Social Media for Archives will introduce several social media platforms (Twitter, Facebook, and the nebulous and hilariously-named “Blogosphere”) as well as strategies and approaches to using these platforms in an archival context. Examples of heritage institutions and individuals that are currently making good use of social media will be included — this is an area where we can learn a lot from our colleagues.

    Instructor: Myron Groover
    Myron is Archives and Rare Books Librarian at McMaster University. He has made extensive use of social media in numerous advocacy efforts (and for his own edification and delight). Prior to his current job, he was often heard to say that “Twitter IS my professional development budget”.

  • 01 May 2015 1:39 PM | Iona McCraith (Administrator)

    Just in time for Preservation Week 2015, NEDCC is pleased to announce the online textbook for Preservation 101: Preservation Basics for Paper and Media Collections. This free resource provides a basic introduction to the concepts and standards used to build an effective preservation program and includes discussion of preservation policies, building and environment, care and handling of collection materials, reformatting, emergency preparedness, and conservation practices.

    This newly revised edition includes expanded information on caring for audiovisual collections, digital preservation and copyright, and emergency management. The textbook includes activities and readings designed to aid institutions and private individuals performing their own preservation planning. Preservation 101 has a long history as an authoritative and succinct reference for professionals, students, and individuals.

  • 01 May 2015 10:06 AM | Iona McCraith (Administrator)

    Celebrate May Day with some emergency planning for your archives.  This Society of American Archivists site has many useful tools and resources to assist with your emergency planning including emergency plan templates, articles and technical leaflets.  Check it out and prepare or update your emergency planning.

  • 30 Apr 2015 2:25 PM | Iona McCraith (Administrator)

    The newsletter helps readers keep current with the latest news, events, trends, initiatives, guidance and tools in information management; libraries and archives.


    Here is a link to the latest newsletter Home Page in English and French. The April 2015 issue has just been released.





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