CSE on ARCHVIES
May 8 email
Like other government departments, CSE has been granted Records Disposition Authorities
(RDAs) by Library and Archives Canada (LAC), in accordance with sections 12 and 13 of the
Library and Archives Canada Act. These RDAs identify records that CSE is permitted to
destroy, and records that are of enduring value to the Government of Canada (i.e. having
continuing archival or historical significance), which must be transferred to LAC. The RDAs
authorize CSE, in consultation with LAC, to set records retention periods for different series
of records; once these retention periods have ended, the relevant records are transferred to
LAC for permanent retention.
Q1) What volume of holdings does your department retain - older than 30 years - that has
not been transferred to Library Archives Canada?
Q2) What are the reasons those materials have not been transferred? (Classified info,
cabinet confidence, neglect, no requirement to do so)
CSE retains records older than 30 years for two reasons.
First, CSE has scheduled a number of its records series for 30 year retention. However,
depending on the records series, the 30 year period may be calculated based on a variety of
different dates, such as the date a project ended or the date a record was superseded (i.e. a
record’s retention period commences once it is no longer of business value). For this
reason, CSE holds many records that are older than 30 years and which are not yet eligible
for transfer to LAC.
Second, CSE holds a collection of legacy records that are eligible for transfer to LAC, but
have not yet been transferred. The transfer of these records has been postponed owing to a
number of logistical constraints. There is a need to segregate highly classified records so
that unclassified records can be made available to the public sooner, and a need to ensure
that highly classified records are appropriately secured. Since these records predate CSE’s
electronic records management system, they must also be manually reviewed and input into
the electronic records management system prior to transfer.
CSE has been working with LAC to facilitate the transfer of these records, and in January
2017 transferred 22.5 linear meters. Approximately 128 more linear meters of records have
been identified as currently suitable for transfer, and work has begun on the processing of
these records.
Q3) What is being done to ensure these historical records are preserved?
CSE takes active measure to ensure records of enduring value are preserved and protected
from damage, deterioration or loss, prior to their transfer to the care and control of LAC.
CSE’s paper records are stored in a secure, climate-controlled vault managed by records
management professionals trained in archival preservation practices. Prior to transferring
records to LAC, CSE re-houses them in acid-free files and boxes in accordance with LAC’s
instructions.

 Q4) What is being done to ensure these historical records are accessible to the Canadian
public in future?
CSE holds highly classified information of national importance related to security and
defence of the country. We take active measures to protect and preserve our information
holdings in accordance with the LAC Act and our RDAs, recognizing their enduring value.
We know there is great interest in our information holdings. The declassification and release
of information is performed on a case-by-case basis in accordance with LAC provisions and
the sensitivities associated with the information.

Ryan Foreman
CSE Media Relations
Relations avec les medias, CST

From: Dave Seglins [mailto:dave.seglins@cbc.ca]
Sent: May-11-17 10:25 AM
To: Media CSEC-CSTC
Subject: Re: CBC calling - CSE - historical records
Ryan (and team),
I have two follow up questions to my inquiry related to CSE retention of records.
You indicate that the transfer to LAC of some materials older than 30 years has been
'postponed owing to a number of logistical constraints.'
1) Can you elaborate? What kinds of logisitcal factors? (I expect its time, resources, etc ....
but I'm hoping you can provide a bit of a sense of what the struggle is).
2) By 'postpone' do you mean ...on hold indefinitely? Or simply, delayed ...as you work on
it?
3) Any chance you could provide some general description of the kinds of records that are
part of that large cache of 'yet to be transfer materials' ? Could you desribe them in any way
- Operational case files? Policy documents? Management briefs? I'm looking for some
simply generic language that would help a reader understand what kinds of things we
generally mean by CSE records.
Hoping you can help.
Let me know.
Thanks,

 DS

EMAIL FRIDAY MAY 19 1 pm ish
Good Afternoon Dave,
Thanks again for your follow up questions re: CSE records. Here’s some additional
information that should help.
As we previously noted, CSE currently holds a collection of legacy records that are eligible
for transfer to the LAC, but have not yet been transferred due to logistical constraints. By
postponed, we simply mean that the transfer has been delayed as we actively work on the
complexities of managing these records. For example, the need to segregate highly
classified records from unclassified records, so that unclassified material can be made public
sooner while ensuring classified records are appropriately secured. Many of these records
also pre-date CSE’s electronic records management system and must be manually reviewed
and then put into the electronic records management system before they can be transferred.
This is a very time consuming process. CSE has been actively working with LAC to facilitate
the transfer of these records as soon as possible.
Generally speaking, the records in question are highly classified information of national
importance related to the security and defence of Canada. CSE takes actives measures to
ensure that records of enduring value are preserved and protected in accordance with LAC
Act. CSE paper records are stored in a secure, climate-controlled vault managed by records
management professionals trained in archival preservation practices.
Regards,
Ryan Foreman
CSE Media Relations
Relations avec les medias, CST