SASKATCHEWAN ARCHIVES BOARD 2012-2013 ANNUAL … · 2018. 5. 8. · (FOSA), a volunteer...

ARCHIVES

" N O B O DY C A N D O E V E RY T H I N G B U T E V E RYO N E C A N D O S O M E T H I N G "

S A S K A T C H E W A N A R C H I V E S B O A R D 2 0 1 2 - 2 0 1 3 A N N U A L R E P O R T

- U N K N OW N .

The 2011-2016 strategicplan presents the vision,mission and values of theSaskatchewan Archives: itsmandate is prescribed inlegislation.

VisionA trusted, respected,accessible and progressiveguardian of Saskatchewan’sdocumentary heritage.

Mission• To acquire, manage,preserve and makeaccessible records ofsignificance that reflectthe rights and activities ofSaskatchewan’s people --those of public andprivate organizations andthose of individuals

• To foster governmentaccountability and transparency by advancing and facilitating responsible records management in the public sector

• To promote and assist themany uses of thedocumentary records ofSaskatchewan

• To engage the people ofSaskatchewan with theirdocumentary heritage,and to foster anunderstanding of ourcollective identity

• To provide leadership andsupport for the on-goingdevelopment of archivalwork.

ValuesThe rights andresponsibilities of ademocratic society are thefoundation of our work.Core values ofSaskatchewan Archivesinclude:• Accountability to thepeople of Saskatchewanand our patrons, past,present and future

• Innovation, leadership and collaboration

• Equitable access to publicinformation and respectfor individual privacy

• Integrity, transparencyand ethical behaviour

• Professionalism anddedication to serviceexcellence.

MandateThe objects and functions ofthe Saskatchewan ArchivesBoard are:• To acquire and preservepublic and private recordsof significance toSaskatchewan and tofacilitate access to thoserecords

• To be the permanentrepository of public andcourt records

• To facilitate themanagement of publicand court records

• To encourage andsupport archival activitiesand the archivalcommunity.

The Archives Act, 2004

V I S I O N , M I S S I O N , V A L U E S A N D M A N D A T E

Role, Messages & Organization 2

Appraisal and Acquisition Unit 12

Information Management & Legislative Compliance and Access Unit 18

Preservation Management and Digital Records Unit 24

Records Processing Unit 30

Reference Services Unit 34

Corporate Services and Information Technology Unit 38

Outreach Initiatives 40

Saskatchewan History Journal 41

Report of Management 44

Provincial Auditor’s Report 45

Audited Financial Statements 46

Cover image: S-SP-B1388-1 – Boy Scouts loading toysinto a fire truck at the Victory Theatre,December 10, 1951. The scouts workedwith city firemen to repair broken toysand give them to less fortunate families.Star Phoenix.

T A B L E O F C O N T E N T S

SASKATCHEWAN ARCH IVES BOARD 2012 - 2013 ANNUAL R EPORT

From historically-minded individuals who

donate personal papers, to scholars with

expertise in Saskatchewan’s history, to

associations and organizations at work

throughout our communities, to the many

individuals who volunteer and work under the

guidance of our professional archivists to assist

with projects: the 2012 – 2013 Saskatchewan

Archives Board Annual Report is dedicated to

the many volunteers, past and present, who

have helped us build one of the most

comprehensive collections of documentary

heritage in Canada.

BU I L T O N A H I S T O RY O F V O L U N T E E R I SM

S A S K A T C H E W A N ARCHIVES BOARD

A N N U A L R E P O R T2

The Saskatchewan Archives plays an important role in preserving and providing accessto the cultural resources of the province. The institution acquires and preserves recordsessential not just for self-knowledge, but also for the protection of our rights, individuallyand collectively. To optimize accountability and efficiency, the Saskatchewan Archivesalso provides information and records management for the Government ofSaskatchewan. By acquiring, preserving and providing access to official records, theArchives enables the Government of Saskatchewan to fulfill its public trust.

To learn more about the Saskatchewan Archives, its permanent collection and its publicservices:

Visit the websitewww.saskarchives.com

Visit in person3303 Hillsdale Street Regina, Saskatchewan 306.787.4068

Room 91, Murray Building University of Saskatchewan Saskatoon, Saskatchewan 306.933.5832

Write to usMailing AddressP.O. Box 1665, Regina S4P 3C6

RO L E O F T H E S A S K AT C H EWAN A R C H I V E S

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Her Honour, The Honourable Vaughn Solomon Schofield, S.O.M., S.V.M.Lieutenant Governor of Saskatchewan

May it please Your Honour:

I respectfully submit the annual report of the Saskatchewan Archives Board for theperiod of April 1, 2012 to March 31, 2013.

Respectfully submitted,

Nancy HeppnerMinister Responsible for theSaskatchewan Archives Board

Honourable Nancy HeppnerMinister Responsible for theSaskatchewan Archives Board

Dear Minister:

I have the honour of submitting the annual report of the Saskatchewan ArchivesBoard for the period of April 1, 2012 to March 31, 2013.


Trevor J.D. PowellChairSaskatchewan Archives Board

L E T T E R S O F T R A N SM I T T A L



As I read about the work andaccomplishments of the SaskatchewanArchives Board during 2012-13, I amreminded of the old adage: “necessity isthe mother of invention.” When peoplereally need to accomplish something, theywill find a way to do it. Coming up withnew ideas and new approaches happensall the time. Some changes are planned;others are not.

To carry out our legislated mandate withinavailable resources, the Board,management and staff have had to becreative and innovative. As much aspossible, we are undertaking the renewalof the Archives through our five-yearstrategic plan. The key functions of ourmandate have undergone, and willcontinue to undergo, close examinationresulting in substantial changes in areas ofservice delivery. New ways to provideinformation and records management,preservation management and referenceservices are being developed andintroduced in a controlled and effectivemanner.

As much as we may plan, changesometimes comes with little notice. Onceagain, the proverb above comes into play.Of necessity, we make decisions wewould not previously have contemplatedto ensure we can continue to deliver ourprograms to the best of our ability with theresources we have at our disposal. Asmuch as possible, we are creative andinnovative in implementation. It is achallenging task, but through varied andbalanced approaches, partnerships andnew technology, we are embracing ourrenewed mandate.


Trevor J.D. PowellChairSaskatchewan Archives Board

ME S S A G E F R OM T H E B O A R D C H A I R

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I am pleased to present the SaskatchewanArchives Board’s 2012–13 AnnualReport, which highlights ouraccomplishments in all areas of servicedelivery, and our continued excellence inpreserving the rich documentary memorythat reflects our province’s history.

In 2012 –13, we entered the second yearof a five-year strategic plan: Rooted inOur Past, Renewal for Our Future. Keyactions included:• completing a LEAN review of referenceservice delivery

• reducing our appraisal backlog atGemini Warehouse

• adding more on-line images from ourhistorical photographs collection

• transitioning from microfilming to digitalimaging of our newspaper holdings

• completing a risk assessment of ourRegina offices and a feasibility study ofour Saskatoon office.

Another significant undertaking was aCorporate-wide, one-time amnesty on thedisposal of pre-1996 public records,issued via Order in Council, which wascentral to the Archives’ services togovernment and to the ongoing movementtowards a digital-based recordsmanagement system. Staff conductedcompliance reviews, appraised recordsand identified material of long-termhistorical significance for transfer toArchives’ custody. The Public RecordsCommittee also declared old schedulesobsolete, and promoted the developmentof ministry-wide modern schedules toreflect a function-based approach.

While Reference Services operated atreduced public hours, staff addressed thebacklog in research enquiries, simplifiedthe fee schedule, streamlined statisticalreporting, and continued to deliver toursand seminars to university and schoolgroups.

Partnerships with the GenealogicalSociety of Utah; the SaskatchewanConference, United Church of Canada;and the University of Saskatchewanresulted in increased digitization foreventual web-deployment and theavailability of additional archivalmaterials for research use.

Friends of the Saskatchewan Archives(FOSA), a volunteer organization formedin 2011, was active in both Regina andSaskatoon in areas of advocacy,communications development, promotionsand in assistance with projects resulting inincreased awareness of our archivalcollection. Friends also took part inArchives Week activities in February2013.

As 2013-14 begins, we chart progress inthe development of on-line paymentservices; a commercial fees’ schedule;additional “new model” records’schedules; participation in shaping theframework for a government-wideelectronic document records managementsystem; completion of our collectionsinventory; further examination of cost-recovery options for services and sourcesfor revenue generation; and thedevelopment of additional partnerships toenable optimum web-availability to ourholdings. We continue to examine newmeans to strengthen and endorse ouressential role as keeper of the Province’shistorical memory.


Linda B. McIntyreProvincial ArchivistSaskatchewan Archives Board

L E T T E R F R OM T H E P R O V I N C I A L A R C H I V I S T

All facets of Saskatchewan life

From the personal to the public: theSaskatchewan Archives collects, preservesand provides access to a rich and diversecollection of primary source documents.These documents are examined byresearchers from all walks of life toexplore and tell the historical stories of theprovince and its people.

Letters, diaries, photographs: personalpapers shed light on everyday life, oftenone of the most overlooked, yet sociallyand culturally significant, areas of history.Personal papers were the first documentscollected in our province by historically-minded citizens, led by heritage pioneerslike the Saskatchewan Archives’ founder,Arthur Silver Morton.

For decades, governments were alsoencouraged to preserve and provideaccess to inactive government papers likememoranda, correspondence andmeeting minutes. In fact, as far back as1897, an ordinance for the Department ofTerritorial Secretary to keep governmentarchives was passed, although an actualarchival repository did not materialize.Later, during the Great War, an archivesbranch of the Legislative Library wasfunded; however, it did not acquire publicrecords.

Eventually, through the Preservation ofDocuments Act, 1920, the retention anddisposal of inactive public records waslegislated, allowing for legal disposal ofrecords through Order in Council.However, in the following years, despitedozens of orders issued, only two recordswere transferred to the Archives. It wasclear to Morton that an official archivalrepository was needed to ensure valuablerecords were preserved for futuregenerations, so he continued to lobby for one.

Pioneer records keeper

Since his 1914 arrival in Saskatchewan,historian Morton had extolled the needfor government and citizens to collect andpreserve documents. Supported by theCanadian Historical Association and theUniversity of Saskatchewan, Mortonproposed in 1937 that the provincialgovernment establish an official repositoryand appoint an archivist. Later that year,the Historical Public Record Office wasestablished with Morton appointed asKeeper of the Public Record.

In the mid-1940s, Morton called forlegislation and secure financial support forthe Archives, which was approved by thenewly elected Co-operativeCommonwealth Federation (CCF)government. Sadly, Morton did not live towitness the original Archives Act, 1945,come into law, dying mere weeks beforeits passage. The Act that he had longchampioned created an arms-lengthboard that represented stakeholdersalready engaged in documentingSaskatchewan’s heritage.

Archives Act, 1945: An expandedmandate

While the Historical Public Record Officewas limited to acquiring public records,the new Saskatchewan Archives Boardhad a much broader mandate: • to include all forms of records from bothpublic and private sources

• to allow provincial archivists to examineall public and private records

• to appraise and select those records ofhistorical value for preservation in thearchives



K E E P E R O F S A S K AT C H EWAN ’ S S T O R I E S : A B R I E F H I S T O RY

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• to establish a system of accountabilityfor information created and maintainedby government that mandated allpublic records be scheduled, with allrecords schedules approved bycommittees comprised ofacknowledged officials and electedrepresentatives.

In the decades following The ArchivesAct, 1945, the Saskatchewan Archivescontinued to grow its collection. In 1948,it began acquiring, preserving, andmaking accessible hundreds of thousandsof photographs pertaining to theprovince’s history, some from as far backas the 1870s. The same year, theArchives established an award-winninghistorical journal, Saskatchewan History,still published today, with renownededucator Hilda Neatby as its first editor.

Multi-year initiatives to photographSaskatchewan homestead files andnewspapers onto microfilm made theserecords more accessible than ever before,while preserving the original documentsfor future generations.

The Archives’ collection expanded intomultimedia, building impressive soundand moving image collections. Initiativesto collect oral histories of First Nationsand Métis people, in addition to farmers,soldiers, trappers, activists, politicians andothers, were undertaken and resulted inmaking available valuable resources togenerations of researchers. In addition,the Archives’ large moving imagecollection includes the proceedings of theSaskatchewan Legislature since 1982,along with thousands of television newsitems produced by several localSaskatoon and Regina stations between1956 and 1979.

Throughout the decades, the Archivescontinued to grow its reputation forreaching out to the community it serves:the people of the province, who havecome to rely on the Archives for expertassistance to celebrate major milestones.History was on everyone’s mind duringthe province’s 1955 Golden Jubilee and75th anniversary celebrations in 1980,just as it was in 2005 during theSaskatchewan Centennial: researchersconverged on the Archives to exploreand understand the diverse history of ourprovince, our peoples and our stories.

Constant modernization to betterserve the public

By the 1990s, transformative changeswere taking place: • usage of new technologies exploded inthe workplace, creating far morerecords than in the past

• access and privacy legislation waspassed requiring detailed knowledgeof the location and content of therecords in archival custody

• the Archives’ client base expandedreflecting increased awareness of thecollection

• new approaches to information andrecords management were under wayin both public and private sectors.

The Saskatchewan Archives alsotransformed to keep pace with the newworkplace. In 2004, a revised ArchivesAct was passed, updating the legislativeframework and ensuring Saskatchewan’slegislation is in line with that of otherCanadian provinces.

The Saskatchewan Archives continues toprovide access to millions of primarysource records from offices in bothRegina and Saskatoon. In addition to itsvital documents, including maps, landrecords, and homestead indices, thecollection includes fascinating oral historyaccounts from indigenous people, soundrecordings and moving images reflectingthe social, cultural and economicexpanses of the many communities of ourprovince.

Digitizing archival records has been amassive long-term project: initiated in2007, it continues as resources allow. In2012, the Saskatchewan Archiveslaunched an expanded website with apowerful database, Threshold, capable ofproviding access to literally tens ofthousands of the collection’s archivaldescriptions and images to researchersaround the world.

As Saskatchewan moves forward toembrace the economic, social andenvironmental diversity of the province,the Saskatchewan Archives strivesthrough its professional staff to meet theneeds of modern government and thepeople it serves.



Unlike most other provincial archivesacross Canada, Saskatchewan’sprovincial archive is positioned at arms-length from government, allowing it toexercise independent initiative, judgment,and service to meet its mandate. TheArchives Act, 2004 requires a board ofdirectors to oversee the activities of theSaskatchewan Archives.

The Board is responsible for:• appointing, reviewing and workingwith the Provincial Archivist

• ratifying specific management andfiscal decisions

• preserving the autonomy and integrityof the institution and its permanentcollection

• representing the institution togovernment and the wider community.

The legislation provides for a boardcomposition that includes: • two representatives from theSaskatchewan public service

• one representative from the Universityof Saskatchewan

• one representative from the Universityof Regina

• up to five members of the community-at-large

• the Provincial Archivist serves asSecretary to the Board.

Beginning May 25, 2012, the Boardreported to a new Minister Responsible,the Honourable Nancy Heppner, whilemaintaining its structure as a corporateentity. To conduct its operations, theSaskatchewan Archives receives anannual grant from the Government ofSaskatchewan and receives fundingthrough external partnership agreements.

Office space and storage facilities for theSaskatchewan Archives in Regina areleased through the Ministry of Central

Services. The University of Saskatchewanprovides office and storage space, atminimal cost, for the Saskatoonoperations. The Saskatchewan Archives isresponsible for its own financialmanagement. The University ofSaskatchewan provides support infinancial functions, including paymentservices and banking on a fee-for-servicebasis. The Ministry of Finance serves asthe Saskatchewan Archives’ agent,providing payroll services for all staff.

Organization

The Saskatchewan Archives operates fivefunction-based units in three Reginaoffices and one Saskatoon office: • Appraisal & Acquisition• Information Management & LegislativeCompliance and Access

• Preservation Management & DigitalRecords

• Records Processing• Reference Services, provided in bothRegina and Saskatoon locations.

In addition, the Corporate Services unitand Information Technology unit are inplace to support the operations of theorganization.

Saskatchewan Archives’ Board of Directors

At the beginning of this fiscal year, April1, 2012, the Board had a fullcomplement of eight directors, as outlinedin The Archives Act, 2004, consisting ofthe following members:

Trevor J.D. Powell ChairFormer Provincial Archivist

Fredrick D. (Rick) Mantey Vice-Chair Cabinet Secretary and Clerk of theExecutive Council

*Dr. Michael Atkinson MemberExecutive Director, Johnson-Shoyama Graduate School ofPublic Policy

Dr. Thomas Bredohl MemberAssociate Professor, (History), AssociateDean (Research and Graduate Studies)University of Regina (On Sabbatical2012-13)

Ron Dedman Member Deputy Minister, Central Services

Laura Hanowski Member Certified Saskatchewan GenealogyResearcher and Instructor

Dr. Catherine Littlejohn MemberFreelance Historian, Researcher, Writerand Consultant

Maureen Miller MemberMasters’ Library and Information Science

Linda B. McIntyre Provincial Archivist Secretary to the Board

*Effective October 30, 2012, Dr. MichaelAtkinson resigned as a member of the Board. The position of University of Saskatchewanrepresentative to the Board remained vacant forthe balance of the fiscal year.

The Saskatchewan Archives Board and itsstaff wish to express their gratitude to Dr.Atkinson for his participation as a Boardmember from September 2010 throughOctober 2012. His vision and expertiseassisted the Board to reach manydecisions and determine direction for theinstitution. The Board conveys its bestwishes for success in Dr. Atkinson’s futureendeavours.

S T R U C T U R E & R E P O R T I N G R E L AT I O N S H I P

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PRESERVATION MANAGEMENT & DIGITAL RECORDS UNITCurt Campbell, Manager

RECORDS PROCESSING UNITJeremy Mohr, Manager

REFERENCE SERVICES UNITNadine Charabin, Manager, Production Coordinator,

Saskatchewan History magazine

LINDA B. MCINTYREProvincial Archivist

LENORA TOTHExecutive Director,Archival Programs &

Information Management

DARREN CRANFIELDDirector,

Corporate Services

INFORMATION TECHNOLOGYUNIT

Warren Weber, Manager

CORPORATE SERVICES UNIT

INFORMATION MANAGEMENT & LEGISLATIVE COMPLIANCE AND

ACCESS UNITAnna Stoszek, Manager

APPRAISAL & ACQUISITION UNITTrina Gillis, Manager

SASKATCHEWANARCHIVES BOARD

ORG A N I Z AT I O N C H A R T

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igourous, fascinating explorations

into the many facets of our province’s

history: the Archives publishes an

award-winning journal

Saskatchewan History that

showcases photos and

documentary materials from our

permanent collection. We are

indebted to the many scholars of

Saskatchewan and prairie history, political

science and other academic disciplines, who

share their expertise and guidance by

providing peer reviews for scholarly articles,

and by contributing to the growing body of

knowledge about Saskatchewan’s history

and heritage.



R-A7487 – Women’s Christian TemperanceUnion Meeting, 1963.

Documents originating from service clubs likeWomen’s Christian Temperance Union, ImperialOrder Daughters of the Empire, and YoungWomen’s Christian Association are unique,primary source documents studied to furtherhistorical research and understanding intowomen’s and social history in the province.

2012-13 STATISTICS

Number of Disposal Requests received 882

Volume of public

(government)records submitted for disposal 3,677 metres

Volume of public

(government)records authorized for disposal 3,207 metres

Volume of public

(government)records transferred for permanent preservation 576 metres

Volume of private records transferred 215 metres

Volume of microfilm created/acquired 261 reels

Number of contacts with private donors 207

Volume of digital records acquired to date 6,427 GB



APPRAISAL AND ACQUISITION UNIT Appraisal and Acquisition is responsiblefor appraising and acquiring all records,public and private, of ongoing historicalsignificance. Fulfilling this function involvesappraising records, coordinating thetransfer of records, and negotiating andmaintaining agreements with donors.

Appraisal archivists review disposalrequests and conduct appraisals on public(government) records that have met theirrequired retention period according to arecords schedule. Records of historicalsignificance are transferred to theSaskatchewan Archives and theremainder is authorized for physicaldestruction. This process, conducted in co-operation with the InformationManagement Unit, allows the Archives toacquire material vital to the history of theprovince and provides governmentinstitutions with the necessary writtenauthority to destroy records in compliancewith provincial legislation. Appraisalarchivists also appraise and acquire therecords of individuals, businesses,organizations, unions, community groups,municipalities, schools, and more toensure that a comprehensive picture of theProvince through the years is retained.

Key Accomplishments in 2012-13• Central Services Records Centre

Backlog ProjectTo manage the growing backlog ofrecords awaiting physical appraisal atthe Records Centre, the Ministry ofCentral Services provided funding fortwo archivists to conduct appraisals. Forsix months, these archivists worked full-time on appraisals, and addressed 64per cent of the backlog.

• Corporate-Wide Amnesty ProjectThe Archives’ required activities for theCorporate-wide Amnesty project werecompleted within the projectedtimelines. All boxes submitted under theproject were intellectually reviewed,and 40 per cent of those boxes werephysically appraised to determine long-term historical significance

• Finalization of Acquisition CriteriaThese guidelines complement theAcquisition Policy developed in 2010-11

• Digital Newspaper AcquisitionBeginning in 2013, weekly newspapersare no longer microfilmed, but ratherare digitized to meet increasingtechnological demands and to makethem more accessible. With the co-operation of the Saskatchewan WeeklyNewspaper Association, the Unit willalso now acquire weekly newspapers ina digital format.

Goals and Activities for 2013-14 • Continue to transfer all of the archivalmaterial identified in the Corporate-wide Amnesty project to our holdings

• Continue to work on the institutionalinventory of all archival holdings tofurther strengthen the management andpreservation of the Archives’ holdings

• Continue work on the historicalappraisal approach of current recordsincluded in Operational RecordsSystems: this approach enables recordsto be appraised in their original contextwith the full knowledge of the mandateor function that led to the creation of therecord, and ensures that the mostrelevant and historically valuablerecords are retained by the Archives

• Continue to develop, in collaborationwith Digital Records Program staff, anappraisal toolkit that will ensure allrelevant information regarding digitalrecords is properly gathered andrecorded.

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Corporate-Wide Amnesty Project(Records Disposal)One of the major recommendations fromthe 2011 Corporate-wide LEAN ReviewCommittee for Records ManagementFunctions was to establish a firm timelinefor ministries to be in total compliancewith The Archives Act, 2004.

As a first step in this process, in amemorandum from the CabinetSecretariat distributed to all governmentagencies in the late fall of 2011,government institutions were offered aone-time amnesty to expedite the disposalof unscheduled, inactive, legacy recordsthat were no longer required to supportany administrative or operationalfunctions. Staff from the InformationManagement and the Appraisal andAcquisition units coordinated this initiativeby:• establishing instructions and criteria forthe initiative

• conducting records managementcompliance reviews

• appraising records for historicalsignificance

• developing an Order in Council for thedisposal of the records submitted underthe Amnesty

• facilitating the submission of the Orderin Council to Cabinet.

Archives’ staff coordinated the processand successfully completed all the reviewsin accordance with the timelinesdetermined in the memorandum.

As part of the Amnesty initiative, theSaskatchewan Archives received 534disposal requests, including 14,000pages of inventories, and conductedrecords management compliance andhistorical appraisal reviews for 10,165boxes (3,253 metres of records).

Once the Order in Council was passed onMarch 12, 2013, the participatinggovernment institutions were notified of theArchives’ decisions. Staff in the Appraisaland Acquisition unit continue to transferthe archival material into our holdings.

Corporate-Wide Amnesty ProjectStatistics: • 534 disposal requests submitted• 10,165 boxes (3,253 metres) submittedfor review

• 1,329 boxes did not meet the criteria(425 metres)

• 3,987 boxes (1,276 metres) physicallyappraised, with 1,963 boxes (628metres) identified as archival to beacquired by the Archives

• 6,873 boxes authorized for disposal(2,199 metres).

The following government institutionsparticipated in the project: • Ministry of Advanced Education• Ministry of Agriculture• Ministry of Central Services• Ministry of Corrections and Policing• Crown Investments Corporation ofSaskatchewan

• Saskatchewan Opportunities Corporation

• Ministry of Education• Ministry of Government Relations• Ministry of Health• Ministry of Highways and Infrastructure• Ministry of Justice • Law Reform Commission• Ministry of Parks, Culture and Sport• Saskatchewan Municipal Board• Saskatchewan Research Council• SaskPower• Saskatchewan Watershed Authority• SaskWater• SaskEnergy• Ministry of Social Services

R-B935 – Group of Shriners (from Shaunavon?) sitting on adecorated car in front of the Hotel Saskatchewan, 192-?



s part of the Archives’ outreach efforts,

we invite visitors to our website to

spend time browsing through the

diverse online exhibits and galleries

we have developed. These

feature amazing photographs,

film and audio clips, maps, documentary art,

textual records and publications from the

Archives’ rich and compelling “treasure

trove” of documentary heritage resources.

The website includes the database Threshold

which provides archival descriptions of our

permanent collection, and is being added to

on an ongoing basis.

R-B3566 - No. 11 SFTS RCAF “Old Time”Orchestra in cowboy attire and someinstruments, Yorkton Rotary Club Carnival,1943.



INFORMATION MANAGEMENT &LEGISLATIVE COMPLIANCE ANDACCESS UNIT

Information Management

Information Management (IM) provides awide range of records managementservices that enable governmentinstitutions to manage their records in anefficient manner, and helps them to meettheir responsibilities as per The ArchivesAct, 2004 and other applicablelegislation.

IM develops and maintains government-wide policies, procedures and bestpractices that ensure accountability andcompliance with The Archives Act, 2004and the privacy frameworks for ExecutiveGovernment and Crown Corporations.

IM also: • assists in the development and reviewof records retention schedules

• facilitates the disposal of governmentrecords

• provides records management training• reviews and advises on institution-specific policy

• recommends records classification andretention schedules to the PublicRecords Committee (PRC) for reviewand approval.

IM provides records managementexpertise to government and non-government clients on a variety ofinformation management issues. IM is alsoresponsible for maintaining theAdministrative Records ManagementSystem 2006 (ARMS 2006), a standardclassification system and retentionschedule applicable to all governmentinstitutions.

Key Accomplishments 2012-13

• Continued implementing therecommendations of the Corporate-wide LEAN Review Committee forRecords Management Functions ingovernment, which included:

• Completed records managementreviews for the Corporate-wide AmnestyProject. IM also coordinateddevelopment of an Order in Councilauthorizing the disposal of records andits review by the Public RecordsCommittee (PRC)

• Established a new, more user-friendlyformat for record classification andretention systems and successfullycompleting two pilot projects that sawthe development of two institution-wideschedules for the Crown InvestmentsCorporation of Saskatchewan and theMinistry of Parks, Culture and Sport.These two schedules, along with aSpecial Events schedule developed bythe Archives, were approved in the newformat by the PRC

• Drafted Operational Records System(ORS) development procedures forschedules in the new format based onthe pilot projects for the CrownInvestments Corporation and theMinistry of Parks, Culture and Sport

• Continued ARMS 2006 revision,including redesigning the manual inaccordance with the new format

• Continued activities related to thedevelopment and approval ofschedules in the previous format. Intotal, three PRC meetings were held andeight schedules were approved,including an ORS for MinisterialOffices. The approved schedules arethe result of successful completion ofschedule development projects carriedover from the previous fiscal year(s)

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• The PRC passed a motion declaring allold schedules predating 1994 obsolete,since they are out-dated and are notcompliant with The Archives Act, 2004and current records managementstandards

• Established a partnership with thePublic Service Commission (PSC)concerning the development of an on-line module for the Basic RecordsManagement Orientation Training andbegan developing the module inconsultation with the PSC

• Received, in total, 882 disposalrequests (not including requestsprocessed under the Amnesty) andcompleted records managementcompliance reviews for 862 requests:the disposal of government records isfacilitated by reviews to ensure thatschedule requirements have been metand to provide a documentedaccountability framework

• Continued review of recordsmanagement policies and procedures,government-wide and agency specific,including the Crown Sector RecordsManagement Policy

• Continued a strong advisory role withgovernment and non-government clientsalike. IM archivists received and repliedto 217 inquiries submitted through theInquiry Line and the Record Help E-

mail. In addition, IM archivists repliedto 924 individual e-mail and phoneinquiries, participated in 116 meetingsand delivered three presentations.

Goals and Activities for 2013-14

• Complete and distribute to governmentinstitutions ORS developmentprocedures

• Complete the on-line RecordsManagement Training module

• Finalize revision of ARMS 2006 forPRC approval

• Develop and deliver training sessionsfor ORS development and recordsmanagement training for RecordsManagement Coordinators

• Continue reviewing and updatinggovernment-wide and agency-specificrecords management policies,procedures and guidelines

• Continue partnering with staff in otherministries to host training sessions andto participate in other activitiespromoting efficient recordsmanagement practices throughout thegovernment

• Continue processing disposal requests• Continue reviewing recordsmanagement processes to ensureefficient service delivery.

Left: R-A14602 – Members of SwiftCurrent Elks Lodge, 196-?

Right: R-B10312 - Members of theNipawin Loyal Orange Lodge No.2941 gathered at Tisdale,Saskatchewan, July 12, 1924.Photograph by James Studio,Prince Albert.



Legislative Compliance and Access

As a government institution, theSaskatchewan Archives Board is boundby The Freedom of Information andProtection of Privacy Act (FOIPP), TheHealth Information Protection Act (HIPA)and other relevant legislation pertaining toaccess and privacy. The Archives works tobalance the public’s right to accessagainst an individual’s right to privacyand Legislative Compliance and Accessstaff (LCA) assist the Archives in meetingthat challenge.

LCA staff work to facilitate researcher-access to the Saskatchewan Archives’permanent collection by reviewing andprocessing researchers’ requests to accessrestricted materials in the permanentcollection. Before researchers are grantedaccess, the material is reviewed forpersonal information and personal healthinformation as defined in FOIPP andHIPA. If personal information is found, itmust be severed prior to access or, incertain instances, a non-disclosureagreement may be negotiated.

LCA is responsible for institution-widecompliance with all applicable accessand privacy legislation and often providesadvice to other units at the Archives. Ifrecords with potential privacy and accessconcerns are identified, LCA staff iscontacted and asked to conduct an in-house review of the material.

Key Accomplishments in 2012-13

• Processed 105 researcher accessrequests and reviewed 25.5 metres ofarchival textual material as well as twoaudio cassette tapes with twoaccompanying slide carousels, three

audio reels, and one video • Completed a data entry project inpartnership with the University ofSaskatchewan for development of a de-personalized database for the patientregisters of the former SaskatchewanProvincial Hospitals in Weyburn andNorth Battleford

• In cooperation with InformationManagement staff, reviewed themajority of the Saskatchewan Archives’guides and finding aids, to ensurecompliance with access restrictions,which are identified in the applicablelegislation. 971 guides were reviewedout of a total of 1,322 guides

• Continued to provide advice to otherunits on issues concerning privacy andaccess restrictions


• Continue access reviews in a timelymanner to provide researchers withrequested materials. It is anticipatedthat the number of requests to accessrestricted material will continue to grow

• Continue providing advice on accessrestrictions and conducting in-housereviews at the request of other units inthe Archives

• Continue compliance reviews of theguides and finding aids in cooperationwith other units of the SaskatchewanArchives.

Opposite page:58-120-03 - Majorettes in theRegina Lions Junior Bandperforming in front of theLegislative Building, Regina,June 1958.



ersonal papers that shed light on

everyday life: these were the first

donations of historical documents to what

is now known as the Saskatchewan Archives

Board. Letters, diaries, photographs and

more, have been donated by historically-

minded citizens. The Saskatchewan Archives

has amassed an impressive permanent

collection over many decades: in 2012–13,

the total holdings of public records in the

Archives occupied approximately 22,000

linear metres (72,178 linear feet) of shelving.

R-A24244-2 - Fanfare Band from CollègeMathieu, Gravelbourg, at Storthoaks,Saskatchewan, June 1947.



PRESERVATION MANAGEMENT ANDDIGITAL RECORDS UNIT

Preservation Management

The mandate of PreservationManagement (PM) is to safeguard therecords entrusted to the care of theSaskatchewan Archives. This involves butis not limited to: monitoring and reactingto environmental conditions such as ultra-violet light, temperature, and humidity;and improving less-than-ideal storageenvironments. Also, as resources permit,PM continues to focus its efforts topreserve those parts of the collection thatare most at risk; and coordinates andmanages the organization’s disasterresponse and recovery plans.


• Assisted the Canadian ConservationInstitute (CCI) in its analysis of theSaskatchewan Archives’ Reginafacilities and conservation capacity

• Completed the fifth cycle of utilizingmolecular sieves to slow thedegradation of our film collection

• Continued a large-scale digitizationproject that will see the entire Reginareference room photo collectiondigitized to enhance both itspreservation and access. This is a multi-year project (approximately 25,000 of100,000 images have beencompleted) with a completion datelargely dependent on resources

• Began, in partnership with theAppraisal and Acquisition unit, theprocess of formally decommissioningthe Archives’ microfilm program infavour of digital imaging.


• Publish the Saskatchewan Archives’Preservation/Conservation StrategicPlan

• Continue to focus on the effectivecontrol and efficient access to thephotographic resources held at theRegina reference area. This will involveboth physical re-housing of records andcontinued large-scale digitization of thecollection

• Continue to establish the infrastructurerequired to use high-quality digitalreproductions as a strategic approachfor the preservation, conservation andaccess to the Archives’ collection.

Left: S-SP-B363-1 – The Hon. W.J.Patterson, Lieutenant Governor ofSaskatchewan, is shown talking tothree Queen’s Scouts from PrinceAlbert and their Scoutmaster,May 14, 1956. StarPhoenix.

Right: R-A11551-3 – Boy Scoutsand Cubs – 4th Provincial ScoutJamboree - Saskatchewan. PhotoServices image, July 1960.

25

Digital Records Program

As society grows more comfortable andeager to use technologies that create andread digital records, it is vital for theArchives to adapt and preserve andprovide access to the digital “memory” ofour province’s people and institutions.While the intellectual mandate andformulated strategy of the Digital RecordsProgram is widely supported, it has not yetsecured the resources required toeffectively engage this challenge: someprogress has been made; however theProgram struggles continually to meet thechallenges of its growing mandate.


• Participated with Library and ArchivesCanada, and with other provincialpartners, to create a capacity check ofpreservation expertise and equipmentacross Canada

• Continued to work conceptualizing anddesigning the required technologicaland intellectual infrastructure to supportlarge-scale ingest of digital records incollaboration with the InformationTechnology unit (IT)

• Oversaw the digitization ofapproximately 500,000 pages fromour court and homestead collections.


• Secure funding from Young CanadaWorks to hire an archival studiesstudent to pilot medium-scale ingestionof digital records using various open-source tools

• Continue to establish the long-termstorage and access infrastructurenecessary to support the large scaleingest, management and access ofarchival digital records, in collaborationwith IT

• Provide advice and assistance for thedevelopment of an acquisition anddeployment policy for ElectronicDocument and Records ManagementSystems for executive government

• Oversee digitizationprojects/partnerships currently beingdeveloped with outside agencies.

Left: S-B7520 – Community ProgressCompetition judges Dr. Walter Murray(seated left) and Violet McNaughton(seated right) with a group of youngwomen dressed in various nationalcostumes, ca. 1930.

Right: S-SP-B14366-1 – Members of theImperial Order Daughters of the Empire(IODE) presenting an all-purposetranscription player and public addresssystem to the Christopher Robin Room ofthe Saskatoon Public Library, November 21,1960. StarPhoenix.

R-B14407 – St. Anthony’s Polish Roman Catholic Church Choir,Regina, Canadian Polish Congress, 1948.



olunteer service clubs and other non-

government organizations: the

Saskatchewan Archives houses the records

of a large variety of associations and

organizations that served as pillars of

Saskatchewan communities. Studying their

records provides vital historical knowledge

about their membership, goals and activities,

and about the era in which each organization

was most active. Service club records often

include materials such as minutes of

meetings, bylaws, proposals, reports,

newsletters, membership lists, financial

statements, and promotional material.

R-A1718 – Freemasons standing in front ofCity Hall. Prince Albert, 192-?

RECORDS PROCESSING UNIT

Records Processing manages thearrangement, physical processing, anddescription of public and private recordsin all formats in the permanent collectionof Saskatchewan Archives. This workincludes researching the historicalsignificance and use of records andwriting histories about their creators andsummaries of their scope and context. Thisinformation is stored in the archivalmanagement system, Threshold.

The unit also creates SaskatchewanArchives Finding Aids (SAFA) forprocessed records to assist researchers inunderstanding and accessing records inthe Archives’ holdings. These descriptionsare made available to the public on theArchives’ website, at our ReferenceServices reading rooms, and on theSaskatchewan Archival InformationNetwork (SAIN) provincial onlinecatalogue.

The unit is also responsible forcoordinating the monetary appraisal ofrecords in order to issue tax receipts todonors. This includes preparing therecords for assessment by independentappraisers, the National ArchivalAppraisal Board, and the CanadianCultural Property Export Review Board. In2012-13, four fonds were appraised formonetary value: their combined value wasapproximately $47,000.


• Produced a total of 13 new finding aidsand 35 new records-creator authoritydescriptions and added them to theSAIN catalogue

• Completed the digitization of 132finding aids from older SaskatchewanArchives’ fonds and series

• Established a Threshold trainingprogram and succession planninginitiative

• Completed review of processing andmonetary appraisal procedures withrecommendations submitted for review

• Completed the re-housing anddescription of 5,373 negatives andscanned 1,128 to add to the Archives’website from the Government ofSaskatchewan’s Photographic ServicesAgency series.


• Expand Threshold training program• Implement new processing andmonetary appraisal procedures andcontinue to identify efficiencies

• Process 12 new fonds and add theirdescriptions to SAIN

• Establish a records-backlog target anda five-year backlog reduction plan

• Conduct a LEAN review of the findingaid production process

• Continue entering descriptions from theRegina Main Card Catalogue intoThreshold.

Paper/Tape/Film-based Digital-based

Textual Records 52.4 metres

Photographs 31,456 items 1,128 items

Cartographic Materials (maps) 4 items

Architectural and Technical Drawings 505 items

Moving Images 11 items

Sound Recordings 55 items

Artifacts 3 items



Opposite page:S-SP-B17062-1 - Members of theImperial Order Daughters of theEmpire (IODE) packing hampers forfamilies in need during the Christmasseason, December 6, 1961.StarPhoenix.

Records Arranged and Described in 2012-13



ince 1945, the Saskatchewan Archives

has strived to establish and implement

strong records management and

archival practices to ensure

Government of Saskatchewan

information, a critical public asset, is

managed in an accountable manner, and that

significant historical records are preserved

and accessible for future generations. These

practices are also undertaken for the various

service clubs whose records are housed at the

Archives.

R-A20948-2 – Imperial Order Daughters of theEmpire members standing in front of buildingwearing white dresses with patriotic sashes andUnion Jack flags, 1927.



REFERENCE SERVICES UNIT

Reference Services is actively involved inpromoting awareness of Saskatchewan’sheritage through the rich archivalresources of the Saskatchewan Archives.The unit assists people to explore theProvince’s history by advising in-personvisitors of the availability and extent ofarchival records. It also responds to thosecorresponding from a distance through e-mail, conventional mail, fax andtelephone. The unit gives tours andpresentations, prepares interpretiveexhibits, and participates in special publicevents. These activities foster awareness ofthe value of archives to the widercommunity.


• Assisted 2,038 in-person visitors andanswered 2,870 written or phoneenquiries

• Assisted Information ServicesCorporation to verify homesteadinformation for 529 families whoapplied for the Century Family FarmAward

• Made available 29,055 archivaldocuments for research in the Archives’reading rooms and prepared 44,092digital and analog reproductions ofarchival documents for research clients

• Answered numerous enquiries relatedto significant anniversaries: the 2012centennial of the Regina cyclone, andthe 2013 Diamond Jubilee of QueenElizabeth II

• Held a successful LEAN review event toassess and re-engineer processesrelating to reference enquiries andreproductions:- reduced total enquiry backlogvolume from 130 enquiries to anaverage of 56 enquiries

- reduced wait times from 80 workingdays to an average of 26 workingdays

- maintained a reproduction wait timeof no more than 15 working days forstandard orders

- simplified the reproduction feestructure for both staff and clients

• Developed best practices related toproviding reference services, including: - retrieval and collection management- privacy measures related toresearcher registration

- reading room procedures to enhancecollection security and staff/clientsafety

- standardized protocols for use of theinstitution’s image bank, and forproviding review copies of images toclients

- streamlined financial procedures, incollaboration with the CorporateServices unit

• Standardized and streamlined statisticsgathering and reporting


• Complete development and deploy anew electronic enquiry managementsystem, as well as an online paymentgateway for clients, both directoutcomes from the unit’s LEAN review in2012-13

• Hold a LEAN review of the unit’s tourand presentation services

• Research and develop further additionsto the fee schedule for reference-relatedservices, including commercial-use fees;and finalize policies, reproductionorder forms, and client notificationsrelated to use of reproductions

Opposite page:R-A15650 – Young man wearing athleticgarb (shorts and singlet) carrying baton,waiting in front of YMCA on 12th Ave,likely in a relay race, 193-?

Reference Statistics for 2012-13

Types of archives users Number

Personal Visits 2,038

Written Enquiries: 1,354

Conventional Mail: 72

E-mail & Website Enquiries 1,282

Phone Enquiries 1,516

Interlibrary Loans 44

Inter-Office Loans 81

Century Family Farms 529

Total Number of Users 5,562



ur outreach programs and special

events are greatly enhanced

through the support of a special

group of volunteers, Friends of the

Saskatchewan Archives (FOSA).

These active volunteers participate with

Archives’ staff, to help Saskatchewan

communities and individuals understand how

vital the Saskatchewan Archives and its work

are to understanding and celebrating our

history and heritage.

R-A26623 - Kiwanis Club Community BathingBeach - group of children with adult supervisorsin front of change rooms. Swift Current, 192-?



CORPORATE SERVICES

Corporate Services is responsible for thefinances, human resources, informationtechnology, facility and securitymanagement, internal recordsmanagement and other administrativefunctions of the Saskatchewan Archives.

Key Accomplishments for 2012-13

• Completed renovations and upgradesfor an additional 233 m2 of recordsstorage space acquired in 2012–13

• Launched a human resources toolkit formanagers

• Continued streamlining financialprocesses, while maintaining internalcontrols and ensuring accountability

• Completed a risk assessment study ofour permanent collection

• Initiated a study to review the feasibilityof the Saskatoon office.


• Evaluate options to effectively meetongoing requirements for additionalrecords storage space

• Continue enhancement of theorganization’s financial processes

• Continue to seek cost-effectiveopportunities to achieve greaterefficiencies through the consolidation ofRegina locations.

INFORMATION TECHNOLOGY UNIT

Information Technology (IT) is responsiblefor managing all hardware and softwareused by the Saskatchewan Archives. Thisincludes maintaining systems andequipment, upgrading to appropriatestandards, and handling IT inventorycontrol. The unit works with all other unitsof the Archives to develop and assist withtechnology solutions.


• Expanded storage continuallythroughout 2012-13 to ensure somespace for digital records

• Assisted the Reference Services unit toimplement the new enquirymanagement and online paymentaddition to the Archives’ website

Left: S-SP-B145-1 – The unveiling of a signfor an Imperial Order Daughters of theEmpire (IODE) project at Victoria School,September 19, 1952. The signcommemorates the original move of theVictoria School from its original site to theUniversity campus, which was organizedby the Saskatoon Chapters of the IODE in1911. StarPhoenix.

Right: S-SP-B3836-3 – The World ChiefGuide of the Girl Guides, Lady Baden-Powell, presenting the Badge of Thanks toMrs. G.H. Morgan of Saskatoon for herservice to the Girl Guide Movement,September 23, 1955. StarPhoenix.

39

• Continued developing andimplementing a long-term strategy forweb implementation using the archivalmanagement system, Threshold, toprovide digital collections online, incollaboration with Digital RecordsProgram and Records Processing unit

• Continued developing long-termstorage and access procedures fordigital records, in collaboration withDigital Records Program

• Ingested weekly newspapers withpartnership from Saskatchewan WeeklyNewspaper Alliance

• Continued work, in collaboration withDigital Records Program, to reach thegoal of establishing the SaskatchewanArchives as an accredited TrustedDigital Repository (TDR), using theglobally recognized Open ArchivalInformation System reference model(OAIS, ISO 14721:2002). This work,led by Information Technology unit andDigital Records Program, has achievedincremental progress and isolatedsuccesses but the establishment of afully realized TDR has been inhibited byinadequate resource funding.


• Expand storage to ensure space fordigital records

• Continue to work closely with DigitalRecords Program to develop long-termstrategy for web implementation of thearchival management system,Threshold, and to provide digitalcollections online

• Work with Digital Records Program todetermine long-term storage and accessprocedures

• Upgrade server core with additionalstorage in tape library and storageexpansion

• Continue with website implementationof accessing digital files online.

Left: R-A3790 - The Canora-Sturgis Bandparading on a street in Canora during theCoronation celebrations for QueenElizabeth II in 1953.

Right: S-SP-B2709-2 – The Masonic Ball,held at The Bessborough, October 25,1954. StarPhoenix.



Tours and presentations: Archivists inSaskatoon and Regina gave 15 tours andpresentations to school groups, universityclasses, genealogical groups andgovernment departments throughout theyear.

Photo features: Interesting photo essaysprepared by Archives' staff featuringphotographs from the collection areregularly published in Saskatoon Express,a community newspaper in Saskatoon.

Archives Week 2013: SaskatchewanArchives' staff members were keyparticipants in the planning of successfulArchives Week events in Regina andSaskatoon, in partnership with othermember organizations of theSaskatchewan Council for Archives andArchivists. In Saskatoon, a “celebrityreader” event was held, featuringreadings from the Archives' collection. InRegina, the event The Rise and Fall ofProhibition was held at BushwakkerBrewpub, which included commentary bya number of presenters, many of whomare regular researchers at theSaskatchewan Archives, and who spokeabout their research experiences with ourcollection.

Saskatoon Heritage Festival: TheSaskatchewan Archives' staff inSaskatoon participated in the 25thannual Saskatoon Heritage Festival,featuring an exhibit on the Festival'stheme: “Our City: From Prairie toMetropolis.” About 2,350 visitorsattended the Festival this year.

Youth Heritage Fairs: Staff participatedas judges at the Youth Heritage Fairs inSaskatoon, Moose Jaw and Regina in thespring of 2012.

Remembrance Day: Exhibits in bothRegina and Saskatoon reading roomscommemorated Remembrance Day.

Friends of the Saskatchewan ArchivesThe Saskatchewan Archives isappreciative of the efforts of Friends ofthe Saskatchewan Archives (FOSA): anorganization of historically-mindedindividuals from across Canada whosupport the Archives through volunteerwork, advocacy, promotional activitiesand social events. Launched in 2011,FOSA holds meetings in Regina andSaskatoon, which are announced inadvance to all members and posted onthe FOSA web page of the Archives’website at:http://www.saskarchives.com/about-archives/friends-archives

Current FOSA projects include:• The Regina Photo Project helpsupgrade the textual informationdocumented in the SaskatchewanArchives’ photographic collection

• The School Registers Inventory Projectfocuses on identifying the location ofall school registers within the Reginacollection, where most of the registersare located

• The Saskatoon Outreach Photographand Documents Project locatesinteresting photographs and documentsfor use in various outreach projects.This includes photos that areunidentified or under-identified in theArchives’ collection.

New friends are always welcomed to thisvolunteer organization. To join Friends ofthe Saskatchewan Archives, pleasecontact:• FOSA-Regina area liaison [email protected]

• FOSA-Saskatoon area liaison [email protected]

Mailing address (Regina):Friends of the Saskatchewan Archivesc/o Saskatchewan Archives BoardP.O. Box 1665, Regina SK S4P 3C6

Mailing address (Saskatoon):Friends of the Saskatchewan Archivesc/o Saskatchewan Archives BoardRoom 91, Murray Building, 3 Campus DriveSaskatoon SK S7N 5A4

R E T I R EM E N T S

Bill WagnerretirementArchivist Bill Wagnercelebrated hisretirement in January2013 after serving

nearly 33 years with SaskatchewanArchives Board. A specialist in theArchives’ sound and moving imagecollection, Bill’s career saw him adaptfrom a time when archives were rooted inthe analogue world of paper, film,drawings and maps, to fundamentalchanges in technology with the arrival ofthe desktop computer and the rise of theinformation culture. Always pleasant andeasy to work with, Bill is missed bycolleagues and researchers alike.

OU T R E A C H I N I T I AT I V E S

41

Published twice annually by theSaskatchewan Archives since 1948,Saskatchewan History magazine hasbecome a colourful and provocativesource of information and narration aboutSaskatchewan's unique heritage and avital part of our outreach efforts. Themagazine publishes both scholarly andpopular articles, and showcasesphotographs and illustrations, often fromthe Archives’ own collection, thatdocument the history of the province andits citizens.

Saskatchewan History published twointeresting, attractive issues during thisperiod, thanks to the hard work andcreativity of the editor, Myrna Williams,and the art director, Andrew Kaytor ofKaleidoscope Productions.

Spring/Summer 2012 IssueNotable feature articles published in theeclectic Spring/Summer 2012 issueincluded: • Surviving tough times: Saskatchewanwomen teachers in the GreatDepression by June Corman andChristine Ensslen

• A biographical sketch of pioneernaturalist Charles F. Holmes by C.Stuart Houston

• Leading the pack: Reflections onSaskatchewan innovations inneuroscience by Glen Baker, ErikaDyck, and Darrell Mousseau

• By artists, for artists? Creating theSaskatchewan Arts Board and CanadaCouncil by Gregory Klages

Fall/Winter 2012 IssueThe articles in this issue focused on amilitary theme. Notable feature articlespublished in the Fall/Winter 2012 issueincluded:• The Church on the Home Front: TheChurch of England in the Diocese ofQu’Appelle and the Great War byTrevor Powell

• Ready, aye, ready – or not?Diefenbaker’s response to the Cubanmissile crisis by Lenora Toth

S A S K AT C H EWAN H I S T O RY

S-B1029 – Saskatoon Rotary Club at CPR Station, Saskatoon on their way to the First District Conference at Edmonton, August 1917.

2 0 1 2 – 2 0 1 3 F I N A N C I A L S TAT E M E N T S



The accompanying financial statements are the responsibility of management andhave been approved in principle by the Saskatchewan Archives’ Board of Directors.The financial statements have been prepared in accordance with Canadiangenerally accepted accounting principles.

Management maintains a system of internal controls to ensure the integrity ofinformation that forms the basis of the Financial Statements. The internal controlsprovide reasonable assurance that transactions are executed in accordance withproper authorization, that assets are properly guarded against unauthorized use andthat reliable records are maintained.

The Board of Directors carries out its responsibility for the financial statements and foroverseeing management’s financial reporting responsibilities by meeting withmanagement to discuss and review financial matters. The Provincial Auditor ofSaskatchewan has full and open access to the Board of Directors.

The Provincial Auditor of Saskatchewan has audited the Financial Statements. Herreport to the Members of the Legislative Assembly, stating the scope of herexamination and opinion on the Financial Statements, appears on the followingpage.

On behalf of management,

Linda B. McIntyre Darren CranfieldProvincial Archivist Director, Corporate Services

R E P O R T O F M A N A G EM E N T

45



As at March 312013 2012

Financial assets:Due from University of Saskatchewan (note 3) $ 768,058 $ 691,417Due from General Revenue Fund (note 4) 83,724 76,830Investments (note 2 and 5) 68,280 66,010Accounts receivable 12,333 57,736

932,395 891,993Liabilities:Accounts payable 92,677 95,578Deferred revenue 2,767 49,395Accrued vacation pay 37,358 42,663Accrued salaries & benefits 186,428 171,177

319,230 358,813Net financial assets (Statement 3) 613,165 533,180

Non-financial assetsTangible capital assets (note 6) 284,811 280,791Prepaid expenses 20,341 30,508

305,152 311,299Accumulated Surplus (Statement 2) $ 918,317 $ 844,479

(See accompanying notes to the financial statements)

Statement 1S T AT EM E N T O F F I N A N C I A L P O S I T I O N

47

For the year Ended March 31Budget Actual Actual2013 2013 2012

(Note 10)

Revenue:Grants - General Revenue Fund $ 4,341,000 $ 4,341,000 $ 4,313,000Government of Canada 12,000 - 10,453

4,353,000 4,341,000 4,323,453

Service revenue 38,000 44,376 46,324Training revenue 10,000 - 830Saskatchewan History magazine sales 7,000 7,574 7,086Investment income 3,100 4,673 5,198Contract Revenue - 130,159 -Records Amnesty Revenue - 51,500 -Miscellaneous 10,000 15,662 975

4,421,100 4,594,944 4,383,866

Expense:Salaries and benefits 3,264,574 3,144,997 3,116,109Administrative services 1,310,326 1,299,569 1,273,313Amortization of tangible capital assets 101,200 76,540 98,831

4,676,100 4,521,106 4,488,253

Surplus (Deficit) for the year $ (255,000) 73,838 (104,387)

Accumulated surplus - beginning of year 844,479 948,866

Accumulated surplus, end of year (Statement 1) $ 918,317 $ 844,479


Statement 2S T AT EM E N T O F O P E R AT I O N S



For the Year Ended March 312013 2012

Surplus (Deficit) for the year 73,838 (104,387)

Acquisition of tangible capital assets (80,560) (92,412)Amortization of tangible capital assets 76,540 98,831

(4,020) 6,419

Changes in prepaid expense 10,167 (9,784)

Increase (decrease) in net financial assets 79,985 (107,752)

Net financial assets, beginning of year 533,180 640,932

Net financial assets, end of year $ 613,165 $ 533,180


Statement 3S T AT EM E N T O F C H A N G E I N N E T F I N A N C I A L A S S E T S

49

For the year ended March 312013 2012

Operating transactions

Surplus (Deficit) for the year $ 73,838 $ (104,387)

Items not affecting cash:Amortization of tangible capital assets 76,540 98,831Unrealized (gain) loss on investments (2,270) (2,143)

Change in non-cash balances relating to operations:Accounts receivable 45,403 (50,865)Grant receivable - General Revenue Fund - 2,000Prepaid expenses 10,167 (9,784)Accounts payable and accrued liabilities (2,901) (16,851)Accrued vacation pay (5,305) 5,457Accrued salary and benefits 15,251 36,410Deferred Revenue (46,628) 47,888

Cash provided by operating transactions 164,095 6,556

Capital transactionsAcquisition of tangible capital assets (80,560) (92,412)

Cash used in capital transactions (80,560) (92,412)

Net increase (decrease) in cash 83,535 (85,856)

Cash, beginning of year 768,247 854,103

Cash, end of year $ 851,782 $ 768,247

Cash includes the following:Due from the University of Saskatchewan $ 768,058 $ 691,417Due from General Revenue Fund 83,724 76,830

$ 851,782 $ 768,247


Statement 4S T AT EM E N T O F C A S H F L OW



1. AuthorityThe Saskatchewan Archives Board (Board) was establishedunder the authority of The Archives Act, 2004 for the purposeof acquiring and preserving historical documents relating tothe history of Saskatchewan and providing these documentsto the public for research purposes.

2. Accounting PoliciesThe financial statements are prepared in accordance withCanadian generally accepted accounting principles asrecommended by the Public Sector Accounting Board of theCanadian Institute of Chartered Accountants. The followingaccounting policies are significant.

a) Tangible Capital AssetsPurchased tangible capital assets are recorded at cost.Amortization is provided on a straight-line basis over theassets’ estimated useful lives as follows:Computer hardware 3-10 yearsComputer software 3 yearsEquipment 5-10 yearsFurniture 5-20 yearsLeasehold improvements Lease term

The Board has placed a nil value on the permanent collectionof archival materials for financial statement purposes.

The cost of materials used to preserve the archival collectionis expensed.

b) InvestmentsInvestments are comprised of units in a pooled fund heldby the University of Saskatchewan. Units in the pooledfund are valued at market and any increase/decrease inthe value of the fund is accounted for in the statement ofoperations as investment income or loss.

c) RevenueRevenues are recognized as they are earned andmeasurable.

Government transfers are recognized in the financialstatements in the period in which the events giving rise tothe transfer occur, eligibility criteria are met, andreasonable estimates of the amount can be made.

Deferred revenue represents user charges and other feeswhich have been collected, for which the related serviceshave yet to be provided. These amounts will berecognized as revenue in the fiscal year the services areprovided.

d) Use of estimatesThe preparation of financial statements in conformity withCanadian generally accepted accounting principlesrequires management to make estimates and assumptionsthat affect reported amounts of assets and liabilities at thedate of the financial statements and the reported amountsof revenues and expenses during the year. Actual resultscould differ from those estimates.

e) Changes in accounting policiesThe Board adopted Canadian public sector accountingstandards PS 1201 Financial Statement Presentation,PS 2601 Foreign Currency Translation, PS 3410Government Transfers and PS 3450 Financial Instrumentsduring the year. The adoption of these standards had nosignificant impact on the Board’s financial results.

3. Due from University of SaskatchewanThe University of Saskatchewan administers cash on behalf ofthe Board. The Board does not receive interest on its cash ondeposit with the University and it is not charged for interest onan overdraft.

4. Due from General Revenue FundThe Board’s bank account is included in the ConsolidatedOffset Bank Concentration arrangement for the Governmentof Saskatchewan. During the year, the General Revenue Funddid not pay interest on the Board’s bank account. Monieswere transferred monthly from the GRF to the Board’s bankaccount held at the University of Saskatchewan.Saskatchewan Archives Board is designated a public agencyby Treasury Board and is subject to its directives pursuant toThe Financial Administration Act, 1993.

5. Evelyn Eager EstateIn July 1992, the Board received a bequest of $40,000. Itreceived an additional $7,371 in September 1994. TheBoard has restricted $47,371 indefinitely with the incomeearned on the related investment applied to the costs ofpublishing the Saskatchewan History magazine.

March 31, 2013NO T E S T O T H E F I N A N C I A L S T AT EM E N T S

51

7. Related Party TransactionsThese financial statements include transactions with relatedparties. The Board is related to all Saskatchewan Crownagencies such as ministries, corporations, boards andcommissions under the common control of the Government ofSaskatchewan. Also, the Board is related to non-Crownenterprises that the Government jointly controls orsignificantly influences. The Board is charged a fee foradministrative services by the University of Saskatchewan.

Routine operating transactions with related parties arerecorded at the rates charged by those organizations andare settled on normal trade terms. Included in revenue isrelated party transactions of $164,658 (2012 - $2,319) ofwhich $45 (2012 – $0) was outstanding at March 31, 2013.Included in expense is related party transactions of$1,574,125 (2012 - $1,494,011) of which $163,600(2012 - $139,712) was payable at March 31, 2013.

In addition, the Board pays Provincial Sales Tax to theSaskatchewan Ministry of Finance on all its taxablepurchases and customer sales on items that are deemedtaxable. Taxes paid are recorded as part of the cost of thosepurchases. Other transactions with related parties andamounts due to/from them are described separately in thefinancial statements and the notes thereto.

8. Pension PlanSubstantially all of the Board's employees participate in thePublic Employees Pension Plan (a related party) which is adefined contribution plan. The Board's financial obligation tothe plan is limited to making required payments to matchamounts contributed by employees for current services.Included in salaries and benefits is pension expense for theyear of $190,136 (2012 - $190,889).

9. Financial InstrumentsThe Board's financial instruments include due from Universityof Saskatchewan, due from General Revenue Fund,investments, receivables, accounts payable, accruedliabilities, deferred revenue, and accrued salaries andbenefits. The carrying amount of these instrumentsapproximate fair value due to their immediate or short-termmaturity. These instruments do not have significant interest rateor credit risk.

10. BudgetThese amounts are included in the annual budget approvedby the Saskatchewan Archives Board.

6. Tangible Capital Assets for fiscal year 2012-13

Total Total

Opening cost $569,399 $588,609 $57,266 $1,215,274 $1,122,862Additions during the year $49,670 $30,890 $0 $80,560 $92,412Disposals during the year $0 $0 $0 $0 $0Closing cost $619,069 $619,499 $57,266 $1,295,834 $1,215,274

Opening accumulated amortization $440,410 $474,724 $19,349 $934,483 $835,652Annual amortization cost $20,587 $45,209 $10,744 $76,540 $98,831Amortization related to disposals $0 $0 $0 $0 $0Closing accumulated amortization $460,997 $519,933 $30,093 $1,011,023 $934,483Net book value of tangible capital assets $158,072 $99,566 $27,173 $284,811 $280,791

OfficeFurniture and

Equipment

ComputerHardware and

SoftwareLease Hold

Improvements

2012-13 2011-12

The Saskatchewan Archives extends sincerethanks to the many donors who contributedto the growth of our Permanent Collectionduring 2012–13. Whether individuals,organizations, government institutions orlocal authorities, the impact of donors issignificant and widespread. Donations ofhistorical documents ensure that the storiessurrounding events, public policy andservices, personal achievements, familyhistories and local development arepreserved for current and future generationsof users. Saskatchewan has an extensiveand fascinating history: each record we holdadds to and expands this history in new andexciting ways. Thank you for donating yourstories and supporting the Archives’ ongoingefforts to build a remarkable and extensiveprovincial collection.

Thanks to our Funders and Partners

In addition to the annual Government ofSaskatchewan grant, the SaskatchewanArchives gratefully acknowledges thesupport provided by the following fundingand partner organizations:Bradbury Branding & Design, CanadianCouncil of Archives, Council of Provincialand Territorial Archivists, Friends of theSaskatchewan Archives, GenealogicalSociety of Utah, Heritage Saskatchewan,Idéeclic, Kaleidoscope Productions, Libraryand Archives Canada, Minisis Inc., Ministryof Central Services, Myrna WilliamsCommunications Consultant, Office of theProvincial Capital Commission, PublicService Commission, Saskatchewan Councilof Archives and Archivists, SaskatchewanGenealogical Society, SaskatchewanHistory Online, Saskatchewan YouthHeritage Fairs and University ofSaskatchewan.

T H A N K S T O O U R D O N O R S

S A S K A T C H E W A N ARCHIVES BOARDA N N U A L R E P O R T52

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