Collection search - [WebCIMS System] [textual record (electronic)]

Record information – Brief
1
[WebCIMS System] [textual record (electronic)]

Hierarchical level:

Sub-series

Date:

2006-2015.

Reference:

R16093-61675-4-E

Type of material:

Textual material

Found in:

Archives / Collections and Fonds

Item ID number:

5636270

Context of this record:

Show detail Hide detail

Stephen J. Harper fonds

Office of the Prime Minister - [Shared correspondence management systems]

[WebCIMS System]
Link to this record

Add to My Research

Link to this record

This link identifies the web page describing this particular record. Unlike the temporary link in your browser, this link will allow you to access, and reference, this page in the future. To link to this descriptive record, copy and paste the URL where ever needed (wiki, blog, document).

Sign in

Sign in to start saving records using My Research

Sign in
Record information – Details

Sub-series includes:

2 lower level description(s)
View lower level description(s)

Date(s):

2006-2015.

Place of creation:

Canada

Extent:

60,639 digital textual records.

Language of material:

English

Added language of material:

English, French

Scope and content:

Show detail Hide detail

This sub-series consists of Prime Minister Stephen J. Harper's WebCIMS database system. It comprises of born-digital and scanned correspondence that was tracked, assigned, and if needed, responded to, on behalf of the Prime Minister.

PCO routed and/or assigned correspondence to different areas based on the nature of the correspondence. For instance, Office of the Clerk of the Privy Council (PCO-CLR) received the letters from VIPs or discussing highly sensitive issues. PCO Executive Correspondence Unit (PCO-ECU) staff addressed general correspondence. The Prime Minister's Office Correspondence team (PMO-PMC) received correspondence that was personal and political (P&P) in nature or of special interest to the Prime Minister. PMO's Tours and Scheduling (TOUR) team received correspondence containing invitations or special events.

The Clerk's side of the WebCIMS database contains correspondence related to VIPs or highly-sensitive issues. The PMO side of WebCIMS has entries for PCO ECU records as well as for PMO, however, only PMO related records were included in the transfer.

Additional information:

Show detail Hide detail

Physical description note:

Digital records received in the following file format(s): TIF, PDF, DOC, XML, TXT, DOCX, JPG, XLS, PPT, LWP, and XSD (14.03 GB).

Custodial history:

Show detail Hide detail

WebCIMS is a Web Correspondence and Issues Management System used by the Office of the Privy Council (PCO) and the Office of the Prime Minister (PMO) to facilitate the handling of the Prime Minister's correspondence.

Prior to the transfer, the system was stored in a secure server accessible to both offices. At the time of transfer, the database was extracted and flattened in two parts PCO flattened and extracted the database in two parts. One part contains the PMO's side of the database, comprising of 118 XML files and related attachments. This means the inter-relational data was extracted into a one-dimensional format. LAC also received also an accompanying XSD file that provides a style sheet or schema to interpret the XML content (once database fields) associated with the PMO side of the database. The second part of the WebCIMS export consists of the Office of the Clerk of the Privy Council files only. PCO extracted the data and manually transferred the information into various Excel sheets. PCO removed government records some sensitive briefing notes, replacing them with a blank document.

While the database may list or reference other records that form part of the entirety of the WebCIMS system (ex. PCO's Executive Correspondence Unit or Clerk's as well as the Prime Minister's office Correspondence Unit) only records that formed part of the Prime Minister's correspondence and the Clerk's records were donated. The database lists all records that were part of the WebCIMS system, however only records related to the Prime Minister's correspondence were donated. As a result, the database may list or reference records that were not donated and therefore are not included in this sub-series.

Arrangement note:

Archivists have retained the original order of the WebCIMS database to ensure that records referenced in the XML or Excel files can be connected to their related "attachments".

The sub-series is further arranged into two sub-sub-series to reflect the two sides of the database content that was acquired: PMO's and the Clerk's.

Source:

Private
Ordering and viewing options

Conditions of access:

Show detail Hide detail

Textual records: electronic

[Consultation99 Closed pending processing]

Electronic container [R16093] R16093-61675-4

[Consultation 99 Closed pending processing]

You can order materials in advance to be ready for you when you visit. You will need a user card to do this.

Cannot visit us on site? You can purchase a copy to be sent to you. Some restrictions may apply.

Report a problem on this page

Date modified:: 2024-07-24