Arts Organizations/Companies' Grant Files
Description: Arts organizations and companies' grant files containing correspondence relating to the application with supporting data, financial information, the adjudication result and details of payment if a grant is awarded. Files may also contain artistic assessments. The files are organized numerically according to the program and discipline.
Class of Individuals: Arts organizations and companies in the following disciplines: Audience and Market Development, Dance, Inter-Arts, Media Arts, Music, Theatre, Visual Arts, and Writing and Publishing Sections.
Purpose: Contains files of arts organizations and companies who have applied for a grant to the various programs at the Canada Council for the Arts.
Consistent Uses: The files are used in the adjudication process of grant requests.
Retention and Disposal Standards: Grant application files are retained at the Council for a period of four years. They are then transferred to the Library and Archives Canada and held for another four years. After an eight year period, all unsuccessful grant application files are destroyed and the successful files are kept indefinitely.
RDA Number: 83/038
Related Record Number: CC DAS 060, CC MUS 100, CC THS 110, CC VAS 150, CC MAS 175, CC WPS 165, CC INT 006, CC OUT 007 and CC ART 018
TBS Registration: 001648
Bank Number: CC PPU 130

Individuals' Arts Grant Files
Description: Contains correspondence relating to the application with supporting data which includes the name, address, phone, fax, email of each candidate applying for a grant, as well as the adjudication result and details of payment and social insurance number if a grant is awarded. The files are organized numerically according to the program and discipline.
Class of Individuals: Individual artists.
Purpose: Contains files of artists who have applied for a grant.
Consistent Uses: Used in the adjudication process of grant requests and to provide data for statistical analysis.
Retention and Disposal Standards: Grant application files are retained at the Council for a period of four years. They are then transferred to the Library and Archives Canada and held for another four years. After an eight year period, all unsuccessful grant application files are destroyed and the successful files are kept indefinitely.
RDA Number: 83/038
Related Record Number: CC DAS 060, CC MUS 100, CC THS 110, CC VAS 150, CC MAS 175, CC WPS 165, CC INT 006, CC OUT 007, CC ART 018 and CC ART 016
TBS Registration: 00313
Bank Number: CC PPU 115

Public Lending Right Commission Case Files
Description: This bank contains the name, address, phone number, social insurance number and citizenship of the applicant, plus supporting documentation for the book titles being registered.
Class of Individuals: Canadian authors, co-authors, editors, translators, illustrators, anthology contributors and photographers who have applied for the PLR Program.
Purpose: Contains all documentation, on all authors who have applied to the program, such as their application and correspondence.
Consistent Uses: The files are used to verify that authors and titles are eligible under the criteria established by the Commission.
Retention and Disposal Standards: All files are retained for eight years after an author's death, and then destroyed.
RDA Number: 2002/009
Related Record Number: CC ART 004
TBS Registration: 002207
Bank Number: CC PPU 150

Communications

Damaged/Lost Works – Files
Description: The purpose of these files is to document lost or damaged art bank works. They contain condition reports, correspondence with clients, conservators, insurance adjusters, etc., as well as invoices and copies of cheques.
Class of Individuals: Individual artists, conservators, insurance adjusters.
Purpose: It is used to keep track of damaged works, restoration procedures, costs and payment and the last location of works that were lost or stolen.
Consistent Uses: This bank is used to document all costs related to damaged, lost and stolen works of art.
Retention and Disposal Standards: Records are kept permanently.
RDA Number: Under development.
Related Record Number: CC ART 001
TBS Registration: 003281
Bank Number: CC PPU 065

Installation Instructions for Works of Art -Files
Description: The purpose of these files is to give detailed information about the art works to art bank staff. They contain diagrams and cataloguing forms, completed by artists or their dealers, giving details on art works and their installation.
Class of Individuals: Individual artists, dealers.
Purpose: The purpose of this bank is to collect descriptive data on works purchased, especially on how works should be installed.
Consistent Uses: The files are used to identify works and assist with their installation.
Retention and Disposal Standards: Records are kept permanently.
RDA Number: 98/007
Related Record Number: CC ART 001
TBS Registration: 003282
Bank Number: CC PPU 045

Purchase of Art Works from Artists – Files
Description: The purpose of these files is to maintain a record of applications to the art bank for the purchase of artworks from individual artists. It contains letters of application from individual artists, correspondence to and from artists, invoices, biographical data, and information relating to artists' copyrights and artists' representatives and peer decisions.
Class of Individuals: Individual artists and their dealers.
Purpose: Contains all documentation, on all artists who have applied to the program, such as their application, social insurance number and amount of payment.
Consistent Uses: It is used to keep records on applications by artists for purchases of their work, to ensure payment is made for each work purchased, and to accumulate information on all works purchased from one artist.
Retention and Disposal Standards: Files are kept permanently for successful applications and unsuccessful applications of artists who have works in the collection. Unsuccessful files are retained at the Council for three years, then destroyed.
RDA Number: 98/007
Related Record Number: CC ART 001
TBS Registration: 003284
Bank Number: CC PPU 035

Repurchase – Program Files
Description: This program was cancelled in 1996 and reinstated in 2001 for a period of six months. The purpose of these files is to maintain a record of artists' requests to repurchase works of art originally sold to the art bank. Financial transactions are also recorded in these files. It contains letters of application from artists or their dealers, details of repurchase costs, invoices, correspondence to artists informing them of the art bank decision and copies of cheques.
Class of Individuals: Individual artists.
Purpose: The bank contains records on the repurchase program and the number of works each artist has requested for repurchase.
Consistent Uses: Contains files of artists who have requested to repurchase their works of art originally sold to the art bank.
Retention and Disposal Standards: Records are kept permanently.
RDA Number: Under development.
Related Record Number: CC ART 001
TBS Registration: 003285
Bank Number: CC PPU 070

Director's Office

Canadian Commission for UNESCO's Data Bank
Description: The purpose of this bank is to maintain a record of members of the Commission to whom publications, including reports, press releases, and the minutes of meetings, may be sent. It contains addresses which normally include the individual's name, address, and telephone number as well as codes identifying disciplines of interest such as education, natural sciences, social sciences, culture, communications, etc.
Class of Individuals: Individuals, federal departments and agencies, intergovernmental bodies which represent the provinces and territories, non-governmental organizations and institutions.
Purpose: This record is used to identify individuals to whom are sent UNESCO-related material.
Consistent Uses: Facilitates the sending of UNESCO publications to interested parties.
Retention and Disposal Standards: The information is held permanently.
RDA Number: Under development.
Related Record Number: CC AAS 025
TBS Registration: 003287
Bank Number: CC PPU 095

Strategic Initiatives

Arts Tracking System
Description: The ATS is a corporate database system used for the Canada Council's operations and activities. It provides a single repository for all information on contacts and programs, tracks grant applications and grant processing and generates corporate mailings. There are electronic links to the Financial Management System and the Information Management System.
Class of Individuals: Individuals, artists, peer assessors, members of arts organizations and associations, Members of Parliament, government staff, media contacts, university personnel and the Canada Council's clients. Each computer record has a unique reference number which identifies the contact.
Purpose: The Arts Tracking System replaces any databases of systems previously used to register, store, modify or manage contact data, grant processing and corporate mailing lists.
Consistent Uses: The ATS tracks grant applications and facilitates the sending of Council's publications to interested parties. The Canada Council for the Arts' mailing list of organizations may be sold to other organizations and or institutions.
Retention and Disposal Standards: The information is kept permanently.
RDA Number: Under development.
Related Record Number: CC DAS 060, CC MUS 100, CC THS 110, CC VAS 150, CC MAS 175, CC WPS 165, CC INT 006, CC OUT 007, CC ART 018, CC ART 016 and CC ART 003
TBS Registration: 004244
Bank Number: CC PPU 020