Institutional Development Committee

The Institutional Development Committee (IDC) advises the Board on all matters pertaining to the interests of institutions in Ontario and the development of a provincial archives system. The Committee shall advise the Board on matters relating to the allocation and adjudication of grants to Institutional Members, and the establishment of criteria to determine such allocations.

Name
Position
Paul Henry Chair
Stephen Francom Member
Sean Smith Member
Paul Leatherdale Member
Anne Mckeage Member


Provincial Acquisition Strategy

For more information about the Provincial Acquisition Strategy (PAS) and the role the IDC has played in supporting it's development, please visit the PAS information page

  • 18 Oct 2016 9:56 AM | Danielle Robichaud

    Following the success of the first Institutional Issues Forum, the Institutional Development Committee (IDC) would like to invite all AAO members to attend the second Forum on October 27, 2016 (right before the AAO Leadership Team Meeting).

    The Forum will provide AAO members with an opportunity to explore and discuss issues related to archives and Indigenous communities through a number of presentations as well as open conversations. The Forum will also be used to solicit input and feedback on the ongoing roll-out of the AAO’s Provincial Acquisition Strategy and to discuss AAO Institutional Member fees and structure (a conversation not to be missed).

    Please see the agenda for more information. If you are interested in joining us for the day, the event details are as follows:

    WHEN: October 27, 2016 from 9:45 to 3:30; coffee at 9:15.

    WHERE: Archives of Ontario, 134 Ian Macdonald Blvd., Toronto

    Directions to the the Archives of Ontario are available on their website.

    Coffee and light refreshments will be provided. A variety of restaurants are available on the York University Campus for lunch on your own.

    There is no cost to attend the forum but we do ask that you RSVP to Sean Smith at sean.smith2@ontario.ca. Maximum number of participants is 45.

    Thanks,
    Paul J Henry, CA
    IDC Chair

  • 10 Jun 2016 8:33 AM | Danielle Robichaud

    It’s true. Ontario now has a Provincial Acquisition Strategy

    It is a great pleasure to announce that the membership of the Archives Association of Ontario unanimously endorsed the AAO-sponsored provincial acquisition strategy at its recent Annual General Meeting in Thunder Bay on May 12th. Along with this support came an endorsement of the vision and direction of the Private Acquisition Strategy Working Group.

    The upcoming year is going to be an exciting one for the archival community in Ontario, as it will be used to share and implement the Strategy and enable AAO members to start thinking about developing a documentation strategy for the province.

    As has been previously mentioned, the Working Group has developed a suite of tools to help ease the implementation of the Strategy and to increase its impact. These tools were created not only to support the Strategy, but were also designed to support existing AAO programs. All of these tools and documents have been posted on the Institutional Development Committee’s section of the AAO website. Special attention should be drawn to our new Archeion-linked map of archives in Ontario, which you should check out if you haven’t already.

    To assist with the implementation of the Strategy we are asking AAO members and AAO member institutions to:

    • complete or update your institutional profile in Archeion to include information about your acquisitions policy (mandate, geographic and/or thematic scope etc.);
    • share the strategy with memory institutions in your regions who many not be affiliated with the AAO, noting that it is open to all institutions in the province. Ask them to create an institutional profile in Archeion to increase their visibility and so that we can put them on our map;
    • contribute to the Ontario Archival Accessions Register (OAAR) on an annual basis; and
    • start thinking about how we, as a province, can meet the challenges and fill in the gaps of our documentary heritage.

    We’ve had some great discussions with members all over the province in the course of developing the strategy over the past 9 months and want to thank everyone who contributed their thoughts, concerns and ideas. As always, please feel free to get in touch with the Working Group if you want to share any feedback, comments or suggestions, or if you have any questions. The Working Group as a whole can be reached via the Institutional Development Committee chair’s email address: idc@aao-archivists.ca

    Thanks,

    Aaron Hope

    Member of the IDC Provincial Acquisition Strategy Working Group


  • 21 Apr 2016 7:41 AM | Danielle Robichaud

    The working group has now finished drafting the Provincial Acquisition Strategy (PAS). It will be voted on during the Archive Association of Ontario’s (AAO) 2016 Annual General Meeting (AGM) in May at the Joint AAO/AMA Conference in Thunder Bay. AAO AGM held at Thunder Bay during May 11-13.  

    To help ease the implementation of the PAS and in order to increase its impact, the working group has also put together an associated toolkit consisting of several elements, including:

    • Guidelines for Developing an Acquisitions Policy

    • Donor Questionnaire (or So You Want to Donate Your Records to an Archives?)

    • A note on the role of the Institutional Development Committee in relation to the Provincial Acquisition Strategy

    • A proposed Ontario Archival Accessions Register (OAAR)

    • FAQ documents to help answer anticipated questions about both the Strategy and the Ontario Archival Accessions Register

    • An online, interactive map of archival institutions in Ontario (with links to institutions’ profiles in Archeion)

    With the exception of the online map (still under technical development), all of these documents have been posted in the Institutional Development Committee’s section of the AAO website.

    For the past several months, the working group has been actively seeking feedback on the PAS and elements of this toolkit through a wide range of consultations with AAO special interest groups, chapters, other stakeholders and the Ontario archival community at large. With the draft documents now posted online, we would like to encourage everyone to read through the contents and send any additional comments, suggestions or feedback to the working group via Sean Smith (sean.smith2@ontario.ca). We would also be interested to hear of any other tools you think would be helpful.

    We feel the development and implementation of the PAS offers an exciting opportunity for the Ontario archival community – a catalyst to help re-energize and strengthen our collective mission to document Ontario’s regions and people in all of their diversity. We look forward to hearing your thoughts.

    If your institution is eager to get started (and why shouldn’t it be?), you might consider completing or updating your institutional profile in Archeion to include information about your acquisitions policy (mandate, geographic and/or thematic scope etc.)

    Finally, if you are unable to attend the AAO AGM this year, but are a voting member in good standing, I would urge you to consider the possibility of voting by proxy as outlined in Marissa Paron’s email to the listserv on April 14.

    Thanks,

    Aaron Hope

    Member of the IDC Provincial Acquisition Strategy working group



  • 18 Dec 2015 12:03 PM | Danielle Robichaud

    The Provincial Acquisition Strategy working group will soon be seeking feedback from our colleagues across the Province, so we thought it would be a good time to provide an update on our work so far.

    Since the Institutional Development Committee’s Institutional Issues Forum held on October 22nd, 2015, the working group has been busy drafting a proposed Provincial Acquisition Strategy for Ontario, learning from the experiences of our colleagues in Nova Scotia who have been pioneers in this area, and considering the components of an associated toolkit that will ensure a successful implementation of the Strategy.

    At this stage, we feel it is important to share as widely as possible the background, vision and next steps we foresee as we seek to gather ideas and feedback from the archival community in Ontario.

    The Background

    The drive to create a Provincial Acquisition Strategy for Ontario in part flows out of the 2014 Canadian Archives Summit, with its calls for increased collaboration between archival institutions and the sharing of information to strengthen partnerships in the archival community.  Long before the Summit, however, the Canadian Council of Archives promoted the development of acquisition strategies at both the national and the provincial levels as “an important tool in planning for the systematic identification and preservation of our national archival heritage” (“Guidelines for Developing an Acquisition Policy”,1990). To date, Nova Scotia is the only province to implement such a strategy.

    In a presentation at the AAO’s 2015 Annual Conference, the benefits of a Provincial Acquisition Strategy were discussed among community members. Positive feedback led the Institutional Development Committee to organize the Institutional Issues Forum in October 2015, at which a working group was tasked with developing the Strategy for adoption at the AAO’s 2016 Annual Conference. 

    The Vision

    The purpose of the Provincial Acquisition Strategy will be both to clarify institutional collecting mandates relating to archives’ legal obligations and to lay down principles to help guide Ontario archives’ wider acquisition activities. It was generally agreed upon by all members of the working group, however, that the Strategy should be tied to a broader vision for Ontario’s archives. The value of Ontario’s Provincial Strategy will be enhanced through tools to assist with its implementation and dissemination. Once adopted, the Strategy will not only foster a collaborative approach that best enables the Ontario archives community to preserve significant records in the most appropriate repository, it will also provide the basis for an ongoing discussion among Ontario archives interested in the documentary heritage of the province as a whole. The Strategy will strengthen the archival profession by providing it with a common purpose and move it towards adopting a documentation strategy to fill in gaps in the province’s collective holdings, resulting in a collaborative archival network that reflects Ontario’s regions and people in all of their diversity.

    Looking Forward

    The working group sees widespread consultation as vital to the project’s success. The group has identified key stakeholders to be consulted while the Strategy is in development, including the Council of Nova Scotia Archives (whose strategy serves as a model), AAO Chapters and Special Interest Groups, institutional members and individual members of the Ontario archival community at large. In addition, the working group will be reporting regularly on its progress to the IDC and to the AAO Board of Directors.   The collective feedback of the community will provide the Strategy with strength and vitality.

    Suggestions, ideas and comments are welcome anytime, but more active solicitation of feedback will begin early in the New Year. A final draft of the Provincial Acquisition Strategy will be distributed to all AAO institutional members and made available on the AAO website for final comment several weeks in advance of the Annual General Meeting in May 2016, where a motion for its approval will be put forward.

    Meanwhile, if you have any questions or comments for the working group please feel free to direct them to Sean Smith offline at sean.smith2@ontario.ca

    Here are some questions you might consider to get started:

    • Does your institution have an acquisitions policy and/or legislation that defines what it collects?
    • How would a Provincial Acquisition Strategy benefit your institution?
    • What would help your institution to implement it?

     

    Thanks,

    Aaron Hope

    Member of the IDC Provincial Acquisition Strategy working group


  • 23 Sep 2015 12:09 PM | Danielle Robichaud

    On the heels of the Archives Association of Ontario's (AAO’s) successful conference in London, the Institutional Development Committee would like to invite all AAO members to attend the Institutional Issues Forum on October 22, 2015 (right before the AAO Leadership Meeting).

    The focus of the Forum will be a discussion of two items, for which your input is required to ensure the success of the community: (1) the creation of a provincial acquisitions strategy, which is becoming a necessary reality as we look to the future, and (2) exploring how we can take the world by storm during Archives Awareness Week 2016!

    Please find the agenda here: AAO IDC Forum Agenda

    If you are interested in joining us for the day, the event details are as follows:

    October 22, 2015 from 10:00 to 4:00; coffee at 9:30.

    Archives of Ontario, 134 Ian Macdonald Blvd., Toronto

    Coffee and light refreshments will be provided. A variety of restaurants are available on the York University Campus for lunch.

    There is no cost to attend the forum but we do ask that you register. Maximum number of participants is 45.

    To register: http://aao-archivists.ca/event-2052446


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Phone: 647-343-3334 | Email: aao@aao-archivists.ca

     

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