Arts Disciplines Division – General File
Description: Correspondence and other information not unique to a specific discipline or section, including grant processing policies and procedures.
Document Types: Policies and procedures; reports; program guidelines and catalogues; and studies.
Access: The information is classified by subject in a database.
Record Number: CC ART 015

Audience and Market Development –Program Files
Description: Arts issues monitoring; arts community consultations; special projects; advisory committee; program development, evolution and review; Peer Assessment Committees; active grant files.
Document Types: Programs include: Grants to Agents, Managers and Artists' Representatives in the Performing Arts; Audience and Market Development Travel Grants; and the Flying Squad: Audience and Market Development.
Access: The information is arranged by applicant, program and year in a database.
Record Number: CC OUT 007

Dance – Program Files
Description: Arts issues monitoring; arts community consultations; special projects; advisory committee; program development, evolution and review; Peer Assessment Committees; active grant files.
Document Types: Programs include: Grants to Dance Professionals; Grants to Aboriginal Dance Professionals; Production Project Grants for Dance; Aboriginal Peoples Production Project Grants in Dance; Travel Grants to Dance Professionals; Creation / Production in Dance; Support for Creation-based Collaborations – Local, National and International (pilot program); Support Services to the Dance Milieu; Dance Touring Grants (National and International); Annual Support to Aboriginal Peoples Dance Organizations and Collectives; International Co-Production Program for Dance (pilot program); The Dance Flying Squad I: An Organizational Development Program in Dance; Dance on Screen Production Fund (pilot program); and Dance Presenter Support: Festivals and Foreign Artist Tours.
Access: The information is arranged by applicant, program and year in a database.
Record Number: CC DAS 060

Enquiries and Correspondence – Files
Description: General enquiries on eligibility for grants under programs administered by the Canada Council for the Arts; correspondence from organizations; requests for program information, calendar of deadlines and application forms.
Document Types: Routine correspondence, requests for information, requests for application forms.
Access: The information is arranged alphabetically, by year and is retained for two years.
Record Number: CC AAS 025

Inter-Arts Office – Program Files
Description: Arts issues monitoring; arts community consultations; special projects; advisory committee; program development, evolution and review; Peer Assessment Committees; active grant files.
Document Types: Integrated Arts Program for Professional Artists; Integrated Arts Program for Organizations; Coordinated Grants for Multidisciplinary Structure Organizations; and the Flying Squad: An Organizational Development Program in Inter-Arts.
Access: The information is arranged by applicant, program and year in a database.
Record Number: CC INT 006

Media Arts – Program Files
Description: Arts issues monitoring; arts community consultations; special projects; advisory committee; program development, evolution and review; Peer Assessment Committees; active grant files.
Document Types: Programs include: Grants to Film and Video Artists; Grants to New Media and Audio Artists; Canada Council for the Arts/Natural Sciences and Engineering Research Council New Media Initiative; Aboriginal Media Arts Program; Travel Grants to Media Arts Professionals; Annual Assistance for Programming; Annual Assistance to Media Arts Festivals; Media Arts Project Grants (including Artists and Community Collaboration Program); Media Arts Commissioning Program; Organizational Development in Media Arts: Grants for New Initiatives, New Models, and Emerging Organizations; Assistance to Media Arts Production Organizations (Equipment Acquisition Assistance);and The Flying Squad: An Organizational development Program in Media Arts.
Access: The information is arranged by applicant, program and year in a database.
Record Number: CC MAS 175

Music – Program Files
Description: Arts issues monitoring; arts community consultations; special projects; advisory committee; program development, evolution and review; Peer Assessment Committees; active grant files.
Document Types: Programs include: Grants to Professional Musicians (individuals) for Classical and Non-Classical Music; Aboriginal Peoples Music Program; Career Development Program; Travel Grants to Professional Musicians; Residencies for Composers and Conductors; Commissioning of Canadian Compositions; Professional Choir Program; Concert Production and Rehearsal Program for Non-Classical Music and Chamber Classical Music; Grants for Specialized Music Sound Recording; Grants for Specialized Music Distribution; New Music Program; Professional Orchestra Program; Opera/Music Theatre Program; Music Touring Grants; International Touring Assistance in Music; Music Festivals Programming Project Grants; Music Festival Travel Grants; Artists and Community Collaboration – Music Project Grants; The Flying Squad: An Organizational Development Program in Music.
Access: The information is arranged by applicant, program and year in a database.
Record Number: CC MUS 100

Peer Assessors and Disciplinary Advisors – Data Bank
Description: Separate peer assessment committees are set up to evaluate applications to the majority of Canada Council programs. There are generally from three to seven members on each committee. Selection is made from the arts community most relevant to the applications to be evaluated, taking into consideration the members' specialization, experience and expertise, and analytical abilities. Selection is also based on providing balanced representation of gender, regional and cultural diversity, the two official languages and Aboriginal peoples. The Disciplinary Advisory Committees provides advice and or recommendations to the Council on the needs of their respective community and arts disciplines on issues relating to Aboriginal peoples and cultural diversity.
Document Types: The information included on assessors and advisory members include: address, social insurance number, gender, language (French or English, bilingual if applicable), self-identification, home and/or business telephone number(s), status, art discipline and specialization(s), affiliation, conflict of interest declarations and historical records of services rendered.
Access: Information is arranged by individual's name, program and subject in a database.
Record Number: CC ART 003

Public Lending Right – Data Bank
Description: In addition to hard copy files on all PLR registrants, a data bank of information is maintained on each registrant. Information is taken from these data files to produce the cheques sent annually to eligible PLR registrants and to produce statistics for the annual report.
Document Types: The information includes the registrant's name, address, telephone number, citizenship, language (English or French) and Social Insurance Number. Individual payment history summaries and lists of declared book titles are also maintained. In addition, a record is kept on each registered title. Recorded here are the title's category (fiction, non-fiction, etc.), its language (English, French, bilingual, other), eligibility, library search results, the amount paid in the current year and the status of the registrants (author, translator, etc.).
Access: Information is arranged by individual's name and title.
Format: Computerized database.
Record Number: CC ART 004

Theatre – Program Files
Description: Arts issues monitoring; arts community consultations; special projects; advisory committee; program development, evolution and review; Peer Assessment Committees; active grant files.
Document Types: Programs include: Grants to Theatre Artists; Travel Grants to Theatre Artists; Travel Assistance to Theatre Artistic Directors: Administrators and Presenters; Grants for the Translation of Canadian Theatre Works; Theatre Production Project Grants (Development/Production, including Artists and Community Collaboration Program); Theatre Production Project Grants: Extended Project Support (Pilot Program); Developmental Support to Aboriginal Theatre Organizations; Annual Operating Grants to Professional Theatre Organizations; Theatre Touring and Special Initiatives Program; Theatre Presenting Program; Theatre International Program; Support to Theatre Service Organizations; and The Flying Squad: An Organizational Development Program in Theatre.
Access: The information is arranged by applicant, program and year in a database.
Record Number: CC THS 110

Visual Arts – Program Files
Description: Arts issues monitoring; arts community consultations; special projects; advisory committee; program development, evolution and review; Peer Assessment Committees; active grant files.
Document Types: Programs include: Assistance to Visual Artists; Assistance to Contemporary Fine Arts Craft Artists and Curators; Grants to Professional Independent Critics and Curators; International Residencies Program in Visual Arts; Assistance to Aboriginal Curators for Residencies in Visual Arts; Aboriginal Curatorial Residency: A Collaborative Project of the Canada Council for the Arts and the National Gallery of Canada; Assistance to Culturally Diverse Curators for Residencies in Visual Arts; Assistance to Aboriginal Traditional Visual Art Forms; Assistance to Practitioners, Critics, and Curators of Architecture; Project Grants for Organizations in the Visual Arts; Artists and Community Collaboration Program (ACCP); Acquisition Assistance for Art Museums and Public Galleries; Assistance to Professional Canadian Contemporary Art Dealers (Pilot Program); Assistance for the Promotion of Architecture; The Flying Squad: An Organizational Development Program in Visual Arts; Assistance to Art Museums and Public Galleries; Assistance to Artist Run Centers; and A Performance Art Supplement for Artist Run Centers that Receive Operating Funds.
Access: The information is arranged by applicant, program and year in a database.
Record Number: CC VAS 150

Writing and Publishing – Program Files
Description: Arts issues monitoring; arts community consultations; special projects; advisory committee; program development, evolution and review; Peer Assessment Committees; active grant files.
Document Types: Programs include: Grants for Professional Writers – Creative Writing; Travel Grants to Professional Writers; Grants to Aboriginal Writers, Storytellers and Publishers; Spoken Word and Storytelling Program; Book Publishing Support; International Translation Grants; Grants to Literary and Art Magazines; Co-operative Projects in Writing and Publishing; Literary Readings, Literary Festivals and Author Residencies Programs; Governor General's Literary Awards; and The Flying Squad: An Assistance Program for Literary and Art Magazines.
Access: The information is arranged by applicant, program and year in a database.
Record Number: CC WPS 165

Strategic Initiatives

Aboriginal Arts Office – Program Files
Description: Information concerning the activities of the Aboriginal Arts Programs, including strategic initiatives; arts community consultations; special projects; program development, evolution and review; Peer Assessment Committees; active grant files.
Document Types: Programs Include: Aboriginal Peoples Collaborative Exchange (National and International); Elder/Youth Legacy Program: Support for Aboriginal Artistic Practices (Pilot Program); and Capacity Building Initiative: Annual Support for Aboriginal Administrative Artistic Practices.
Access: The information is arranged by applicant, program and year in a database.
Record Number: CC ART 018

Equity Office – Program Files
Description: Information concerning the activities of the Equity Programs, including strategic initiatives; arts issues monitoring; arts community consultations; special projects; advisory committee; program development, evolution and review; Peer Assessment Committees; active grant files.
Document Types: Programs include: Travel Grants to Stand Firm Participants (Culturally Diverse Arts Organizations) and Professional Development Travel Grants for Culturally Diverse Artists (Pilot Program); Capacity Building Program for Culturally Diverse Arts Organizations.
Access: The information is arranged by applicant, program and year in a database.
Record Number: CC ART 016

Communications

Art Bank – Artwork Rental and Client Activity (ARCA) Databank
Description: The Artwork Rental/Client Activity (ARCA) has replaced the Art Bank Data Bank and the Art Bank Digital Image Bank. ARCA is a client/server application which manages all aspects of art work rental plus client activity that also includes an image database and tracks artwork location and status.
Document Types: ARCA has four integrated modules: Collection Management for acquisition, cataloguing, tracking of art work location and deaccession of assets; Contact Management for clients, artists, and dealers; Rental Activity for service documents, contracts and invoices for rentals, loans and exhibitions; Marketing for selection of art works, creation of web galleries, viewing and browsing the image database.
Access: Contract files are arranged by client name and contract number. Client name, artists and dealers, including images of art works are maintained as accounts in a database.
Record Number: CC ART 001

Art Bank Loan/Non-Rental – Program Files
Description: Information concerning non-rental art works.
Document Types: Insurance; loans to art galleries for exhibitions; long-term loans to galleries; special purchase assistance (no longer available); divestment program.
Access: Organized by client number and name in a database.
Record Number: CC ARB 155

Endowments and Prizes – Program Files
Description: Information concerning the activities of the Endowments and Prizes programs, including policies, programs, budgets, donations or bequests.
Document Types: Canada Council Molson Prizes; Killam Prizes. Awards by discipline: Dance: Jacqueline Lemieux Prize. Dance and Theatre: Peter Dwyer Scholarships. Writing and Publishing: Governor General's Literary Awards, CBC/SRC Literary Awards, Canada-Japan Literary Awards. Media Arts: Bell Canada Award in Visual and Media Arts. Music: CBC Amateur Choirs Competition, Canada Council Musical Instrument Bank, Eckardt-Gramatté Music Competition, Bernard Diamant Prize, Virginia Parker Prize, Sylva Gelber Foundation Award, Jules Léger Prize for New Chamber Music, Healey Willan Prize, CBC Young Composers Competition, Robert Fleming Prize for Young Composers and the Jean-Marie Beaudet Award in Orchestra Conducting. Theatre: John Hirsch Prize and Theatre for Young Audiences. Visual Arts: Governor General's Awards in Visual and Media Arts (including the Saidye Bronfman Award), Governor General's Medals in Architecture, Jean A. Chalmers Fund for the Crafts, Prix de Rome in Architecture, Ronald J. Thom Award for Early Design Achievement, Duke and Duchess of York Prize in Photography, York Wilson Endowment Award. Multiple Arts Disciplines: J.B.C. Watkins Award, Joseph S. Stauffer Prizes, Vida Peene Awards, Victor Martyn Lynch-Staunton Awards and Walter Carsen Prize for Excellence in the Performing Arts. Fine Arts or Humanities, Social Sciences, Health Sciences, Natural Sciences and Engineering: Killam Research Fellowships and the John Diefenbaker Research Award.
Access: The information is arranged by applicant, program and year in a database.
Record Number: CC ART 005

Human Resources

Competition and Employment Opportunities – Files
Description: Information concerning positions within the Canada Council for the Arts.
Document Types: Includes job postings, solicited and unsolicited job applications, résumés, correspondence and personal information.
Access: Unsolicited applications are retained for 6 months and solicited applications are filed by job competition in a database.
Record Number: CC AAS 009