TABLE OF CONTENTS CHAPTER 1 GOVERNANCE AND STAFFING ....................................................................... 1-1 AUTHORITY AND GOVERNING DOCUMENTS ............................................................... 1-1 STATEMENT OF PURPOSE AND MISSION STATEMENT .............................................. 1-2 Statement of Purpose ............................................................................................................ 1-2 Mission Statement ................................................................................................................ 1-2 COMMITMENT TO EXCELLENCE ..................................................................................... 1-2 OBJECTIVES .......................................................................................................................... 1-3 ORGANIZATION OF THE MUSEUM .................................................................................. 1-3 Organizational Structure ....................................................................................................... 1-3 Authority – Museum Committee .......................................................................................... 1-4 Standing Sub-Committees .................................................................................................... 1-4 THE MILITARY MUSEUMS (TMM) OF CALGARY.......................................................... 1-4 RESPONSIBILITIES ............................................................................................................... 1-5 Museum Director .................................................................................................................. 1-5 Museum Manager ................................................................................................................. 1-6 Collections Manager ............................................................................................................. 1-7 Registrar ............................................................................................................................... 1-8 Archivist ............................................................................................................................... 1-8 Director of Outreach ............................................................................................................. 1-9 Volunteers........................................................................................................................... 1-10 INSTITUTIONAL PLANNING ............................................................................................ 1-10 Strategic Plan ...................................................................................................................... 1-10 Museum Programs .............................................................................................................. 1-10 Funding ............................................................................................................................... 1-11 Insurance............................................................................................................................. 1-11 THE PUBLIC TRUST ........................................................................................................... 1-12 MUSEUM HISTORY ............................................................................................................ 1-12 GIFTS AND TAX RECEIPTS ............................................................................................... 1-12 Documentation ................................................................................................................... 1-13 Types of Gifts and Donations ............................................................................................. 1-13 i OFFICIAL TAX RECEIPTS ................................................................................................. 1-14 Definitions .......................................................................................................................... 1-14 Legal Requirements ............................................................................................................ 1-14 Signing Authority ............................................................................................................... 1-14 Control of Receipts ............................................................................................................. 1-15 Date of Issue ....................................................................................................................... 1-15 Annex A To Chapter 1 PPCLI Museum Manual ......................................................................... 1A-1 TAX RECEIPTS ................................................................................................................... 1A-1 CHAPTER 2 REGIMENTAL ARCHIVES POLICY .................................................................. 2-1 INTRODUCTION .................................................................................................................... 2-1 History of the Archives ........................................................................................................ 2-1 Mandate ................................................................................................................................ 2-1 ARCHIVAL PRINCIPLES ...................................................................................................... 2-2 ACQUISITIONS ...................................................................................................................... 2-3 Accessioning Procedures ...................................................................................................... 2-3 Restrictions ........................................................................................................................... 2-4 Accessioning Criteria ........................................................................................................... 2-4 Institutional transfers from the Battalions and RHQ ............................................................ 2-4 Additional Considerations .................................................................................................... 2-5 Coordination and Acquisition of Declassified Records ........................................................ 2-5 ARRANGEMENT AND DESCRIPTION ............................................................................... 2-5 Principle of Arrangement ..................................................................................................... 2-5 Levels of Arrangement ......................................................................................................... 2-5 Arrangement Procedures ...................................................................................................... 2-7 Sorting .................................................................................................................................. 2-8 Description ........................................................................................................................... 2-8 Finding Aids ......................................................................................................................... 2-9 PREVENTIVE CONSERVATION OF DOCUMENTS ......................................................... 2-9 DIGITIZATION AND ONLINE STORAGE, AND ACCESS TO MEMORY (AtoM) ....... 2-10 RECORDS MANAGEMENT ................................................................................................ 2-10 Definition ............................................................................................................................ 2-10 Policy .................................................................................................................................. 2-10 Purpose ............................................................................................................................... 2-10 Appraisal of Records .......................................................................................................... 2-11 Types of Records ................................................................................................................ 2-11 ii Scheduling .......................................................................................................................... 2-11 PRESERVATION POLICY ................................................................................................... 2-12 Principles ............................................................................................................................ 2-12 Physical Condition .............................................................................................................. 2-12 Preventive Preservation ...................................................................................................... 2-12 Conservation Treatment ..................................................................................................... 2-12 Research ............................................................................................................................. 2-13 Training and Information ................................................................................................... 2-13 Emergencies ....................................................................................................................... 2-13 BORN-DIGITAL