Collection search - [Appointments database]

Record information – Brief
1
[Appointments database]

Hierarchical level:

File

Date:

2004-2010, predominantly 2006-2010

Reference:

R16093-61703-5-E

Type of material:

Textual material

Found in:

Archives / Collections and Fonds

Item ID number:

5748003

Context of this record:

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Stephen J. Harper fonds

Office of the Prime Minister - Appointments unit

Candidates and appointments management

[Appointments database]
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Record information – Details

Date(s):

2004-2010, predominantly 2006-2010

Place of creation:

Canada

Extent:

2 digital textual records.

Language of material:

English

Added language of material:

English, French

Scope and content:

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The Appointments database was designed to track candidate and appointment data. It is a Microsoft Access file (.mdb), which consists of 21 tables and 7,503 records created from 10 March 2006 to 26 July 2010. Appointments staff at the PMO used the database to add and update candidates for consideration, to create and update appointments, and to update system data (such as Members of Parliament, ridings, positions, agencies, expertise and other data). The main tables, Appointment table (tblAppointment) and Candidate table (tblCandidate), consist of 1125 and 2367 records respectively. The vast majority of appointments were Governor-in-Council appointments, but there are a few ministerial appointments recorded. The Applications Summary for Appointments System document gives an idea of the number of forms, what they looked like, and how queries and reports were generated. Reports were exportable to Microsoft Word. Most of the other database tables contain data that is used to support the creation of records in the Appointment and Candidate tables. There are three report tables, which concern the creation of predefined reports by staff. Two system tables were designed to allow users to modify data via the font end of the database. One dictionary table was created to allow the application to run in either French or English.

Finding aid no.:

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MSS2703

Additional information:

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Source of title:

Assigned by archivist based on digital records' contents.

Physical description note:

Digital records received in the following file format(s): 1 MDB (3.56 MB) and 1 DOC (657.50 KB).

Custodial history:

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The Appointments database was designed specifically to track candidate and appointment data for Appointments staff in the Office of the Prime Minister (PMO). It was created by the Privy Council Office for use by PMO staff. The application was built with MS Access 97 on a two-tier architecture: a Graphic User Interface (GUI) and a database back end. It consists of 21 tables, created from 2004 to 2006; records within the tables were created from 2006 to 2010. The database came with a user guide, the Applications Summary for Appointments System, written in December 2004. The dates of creation for the tables and user guide (prior to Mr. Harper taking office on Feb. 6, 2006), in contrast with the dates of creation of the records themselves, suggest that this database was originally built for the previous government. In addition, the 2004 user guide uses the title "Parliamentary Affairs and Appointments", which was the name of the unit under Paul Martin's government; under Mr. Harper, it was simply the Appointments unit. The database consisted of a back end, containing the interrelated tables, and a front end that would have held the forms, queries and reports that appointments staff were using. Library and Archives Canada (LAC) received only the back end of the database. The Application Summary for Appointments System document can be used to understand the PMO's view of the database, as it provides screenshots of forms and general instructions.

Dates of creation note:

Dates reflect those found in available metadata date fields and in database table properties.

Source:

Private
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Textual records: electronic

[Consultation99 Closed pending processing]

Electronic container [R16093] R16093-61703-5

[Consultation 99 Closed pending processing]

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