Staff Instruction (SI) No. GEN-018

Technical Reference Centre Policies and Procedures

Internal documents and documents hyperlinked and stored on
Transport Canada's intranet mentioned in this document
are available upon request. See Contact Office below.

Issuing Office: Standards
PAA Sub Activity Area: Internal Services Document No.: SI GEN-018
Classification File No.: Z 5000-32 Issue No: 01
RDIMS No.: 3638833-v15 Effective Date: 2011-04-27

1.0  INTRODUCTION

1.1  Purpose

The purpose of this Staff Instruction (SI) is to document the national and regional policies and procedures governing operation of the Technical Reference Centres (TRC) and their affiliated Transport Canada Centres (TCC).

1.2  Applicability

This document is applicable to all Transport Canada Civil Aviation (TCCA) TRC employees and clients. This information is also available to the aviation industry for information purposes.

1.3  Description of Changes

Not Applicable.

2.0  REFERENCES AND REQUIREMENTS

2.1  Reference Documents

It is intended that the following reference materials be used in conjunction with this document:

  1. Aeronautics Act  (R.S., 1985, c. A-2).

  2. Canadian Copyright Act (R.S., 1985, c. C-42);

  3. Part V Subpart 21 of the Canadian Aviation Regulations (CARs)—Approval of the Type Design or a change to the Type Design of an Aeronautical Product;

  4. Staff Instruction SI GEN-003, Issue 02, dated 2011-04-13—Technical Reference Centre Holdings and Operations;

  5. Staff Instruction SI QUA-003, Issue 02, dated 2009-02-10—Civil Aviation Document Development Procedures;

  6. Transport Canada Records Documents and Information Management System (RDIMS) 176093, Edition 02, Revision 01, dated 2003-03-13—Technical Reference Centre Cataloguing System Coding and Authorities Manual;

  7. RDIMS 175818, Revision 6, dated 2004-12-06—Technical Reference Centre Cataloguing System, Description Manual;

  8. RDIMS 361193, Revision 4, dated 2005-01-03—Technical Reference Centre DB/TextWorks Supplemental User’s Manual, Revision 4;

  9. RDIMS 175843, Revision 1, dated 1999-08-11—Technical Reference Centre Reference and Regulatory Documents Manual;

  10. RDIMS 307406, Edition 02, dated 2007-08-29—Technical Reference Centres Amendment Manual;

  11. RDIMS 2352846, Original dated 2007-05-01—Technical Reference Centre Inter-Library Loan Request Form;

  12. RDIMS 110226, dated 2007-09-17—RDIMS Guidelines for the Technical Reference Centre;

  13. Federal Aviation Administration (FAA) Advisory Circular (AC) 21-2L 2010-01-21 (or subsequent issue) Complying with the Requirements of Importing Countries or Jurisdictions When Exporting U.S. Products, Articles, or Parts;

  14. Inmagic DB/TextWorks User’s Manual (located on drive where DB/TextWorks is installed);

  15. Transport Canada Publication (TP) 117, RDIMS 4072189, dated 2009-02-29, Financial Policy and Procedures Manual, Chapter 400; and

  16. Design Approval Document holder Technical Manuals Union Catalogue (Man1).

2.2  Cancelled Documents

As of the effective date of this document, the following documents are cancelled:

  1. Transport Canada RDIMS 175686, Revision 3, dated 2005-12-14—Aircraft Certification Technical Reference Centre Policies and Procedures Manual [NCR];

  2. Transport Canada RDIMS 561862, Revision 6, dated 2006-08-29—Manuel de procédures Centre de référence technique – Région du Québec;

  3. Transport Canada RDIMS 258681 and 258682, Reissue 1, dated October 1999—The Civil Aviation Technical Reference Centre (Atlantic Region) – Policy and Procedure Manual;

  4. Transport Canada Civil Aviation Technical Reference Centre Procedures Manual [Pacific Region], Original Issue dated May 1998;

  5. Transport Canada Prairie and Northern Region Technical Reference Centre Policy and Procedures Manual dated 2000-02-18; and

  6. Transport Canada RDIMS 204464, Reissue dated 2007-04-20—Aircraft Maintenance and Manufacturing Technical Reference Centre Policy and Procedures Manual [Ontario Region].

2.3  Definitions and Abbreviations

The following definitions and abbreviations are used in this document:

  1. ATP: Aircraft Technical Publishers

  2. CAWIS: Continuing Airworthiness Web Information System

  3. LIB:  The catalogue of the Headquarters (HQ) Technical Reference Centre reference and regulatory document holdings

  4. Man1:  The union catalogue of the HQ and Regional Technical Reference Centres Design Approval Document holder technical manual holdings

  5. NAPA: National Aeronautical Product Approval System

  6. TCC: Transport Canada Centre

  7. TCCA: Transport Canada Civil Aviation

  8. TRC: Technical Reference Centre

3.0 BACKGROUND

  1. This SI is based on and supersedes the procedures previously identified in the individual Policy and Procedures manuals used in each TRC identified in paragraph 2.2 above.

  2. This SI combines existing practices and, wherever possible, harmonizes the tasks common to the TRCs such as the acquisition, custody, maintenance and disposition of regulatory documents, aeronautical product manuals, design data and other informative or advisory documents normally held in the TRCs.

4.0  ACQUISITIONS

Acquisitions are of 2 types: purchased and non-purchased. Either type of acquisition may be prompted by client requests for information. All requests must be tracked, ideally in a DB/TextWorks textbase. When a client makes a request for an item the TRC staff consider to be expensive, approval for the purchase will be requested from the Chief or equivalent supervisor to whom the client reports.

4.1  Purchased Acquisitions

  1. Purchased acquisitions are those that require expenditure of funds previously identified in the budget estimates. These may include such items as manuals, government documents, standards, reference works and supplies.

  2. Purchases are made in accordance with the appropriate regional purchasing procedures. In accordance with TP117, Financial Policy and Procedures Manual, Chapter 400 - Acquisition Cards, the preferred method of payment for all purchases under $5,000 (excluding applicable taxes) is the acquisition card. Acquisition cards must only be used for authorized official government purchases within the limitations established for low dollar value procurement authority. The per transaction limit for each individual acquisition card is restricted to the low dollar value procurement authority delegated to each Responsibility Centre Manager. All acquisition card purchases must be made by the person whose name appears on the acquisition card.

  3. All purchases not made using an acquisition card must be made using the Purchase Order procedure and must be approved by the Head/Manager of the TRC and by the manager who has signing authority, as required.

  4. Each TRC is responsible for arranging its own subscriptions to Aircraft Technical Publishers (ATP) microfiche or CD-ROM libraries, whether for itself or for its TCCs. Catalogue records for a document will indicate the ATP library to which it belongs and therefore which libraries are subscribed to by which TRC.

  5. Each TRC is responsible for arranging its own subscriptions to periodicals. Vendors such as Canebsco can be used to coordinate and facilitate such subscriptions. Advantages to using a vendor include:

    1. all subscriptions are gathered together by the vendor into one coordinated subscription that is renewed annually;

    2. claims are centralised through the vendor; and

    3. vendors can be identified in Transport Canada’s financial accounting system as standing order suppliers.

  6. Procedures for making purchases may vary from region to region depending on the level of responsibility entrusted to each TRC and the reporting structure of which it is a part. Individual procedures for regional purchasing are to be found in the regional supplementary staff instructions (SSIs) associated with this SI.

4.2  Non-purchased Acquisitions

Non-purchased acquisitions are those that do not involve the expenditure of funds. These may include such items as: Design Approval Document holder technical manuals, TCCA documents, free periodicals and documents collected electronically.

4.2.1  Design Approval Document holder Technical Manuals
  1. The HQ TRC provides centralised acquisition of Design Approval Document holder produced technical manuals on behalf of themselves and the regions as explained in SI GEN-003, Technical Reference Centre Holdings and Operations. These technical manuals must be provided by the Design Approval Document holder, at no charge, as part of the Type Certification agreement as per section 521.367 of the CAR and FAA AC 21-2(x).

  2. Responsibility for acquisition of non-purchased items is shared by the three Acquisitions and Cataloguing Officers and by the Head, HQ TRC. In general:

    1. one Acquisitions and Cataloguing Officer is responsible for all requests for Fixed Wing manuals;

    2. one Acquisitions and Cataloguing Officer is responsible for all requests for Rotor Wing, Component, Propeller, Engine, Glider and Balloon manuals; and

    3. one Acquisitions and Cataloguing Officer is responsible for all requests for CD-ROMs.

  3. In practice, this requires coordination between all the Acquisitions and Cataloguing Officers. The Head, Technical Reference Centre may perform acquisitions work in any area, and may be required to deal with any difficulties that may arise in dealing with Design Approval Document holders.
4.2.2  Upon Granting of Canadian Type Certification
  1. When an aeronautical product is Type Certified in Canada and receives a Canadian Type Certificate Data Sheet (TCDS), the Design Approval Document holder of that product is obligated by subpart 521 of the CAR to provide, at no cost, the technical manuals listed in section 521.367 of the CAR. This requirement is also identified in AC 21-2[x] for United States (U.S.) Design Approval Document holders.

  2. In accordance with SI-GEN-003 Technical Reference Centre Holdings and Operations, paragraph 4.3, the Project Manager in charge of the certification of an aeronautical product should:

    1. ensure that manuals are provided to the TRCs upon completion of the certification process;

    2. ensure the provision of 6 copies of all applicable manuals for products that may be expected to be in use throughout the country, for example, General Aviation aircraft and the engines and propellers installed on them;

    3. ensure the provision of only the number of manuals required to supply the TRC at HQ and the TRC of the region where the aeronautical product will be based for aeronautical products that may have a limited distribution within the country, for example, Large Category Transport aircraft and their engines;

    4. instruct the Design Approval Document holder to provide the appropriate number of manuals to the HQ TRC; and

    5. inform the Design Approval Document holder that all further correspondence concerning manuals should be addressed to the HQ TRC.

  3. The Projects Management branch is responsible for the specific procedures used for initial acquisition of manuals from Design Approval Document holders.

  4. The HQ TRC should:

    1. maintain a Type Certificate Data Sheet textbase that is made available to regional TRCs via the TRC Community Page;

    2. create a record in this textbase and forward the e-mail to the HQ TRC staff with the new record number included when an e-mail from Project Management announcing the certification of a new product is received. In this way HQ TRC staff are made aware that a product has been newly certified and that manuals should be expected.

  5. The record in the textbase is amended when the TRC receives a copy of the Project Management letter to the Design Approval Document holder requesting manuals in support of the product.

  6. Entries in the textbase are made according to the procedures and rules defined in the Technical Reference Centre DB/TextWorks Supplemental User’s Manual.
4.2.3  Post Type Certification
  1. The HQ TRC is responsible for:

    1. the ongoing acquisition of aircraft manuals, amendments, replacements;

    2. increases or decreases in quantities required for both HQ and the regions subsequent to the initial acquisition of manuals; and

    3. as the disposition of aeronautical products changes from that in place at the initial Type Certification.

  2. When an aeronautical product with a Canadian TCDS is going to be imported to a new region for the first time, it is the responsibility of the regional TRC staff to inform the appropriate HQ TRR Acquisitions and Cataloguing Officer and/or the Head of the TRC, by memo, fax or e-mail, of the new requirement for manuals to support that product. The following information should be included in the request:

    1. name of the importing company;

    2. Design Approval Document holder and model of aircraft, engine, and/or propeller being imported;

    3. serial number of aircraft, engine, and/or propeller being imported;

    4. anticipated date of importation;

    5. titles of manuals required, including document numbers if available;

    6. document format preferred.

  3. When requesting the required manuals, the responsible HQ Acquisitions and Cataloguing Officer must:

    1. perform a Collection Evaluation to determine the total number of titles and copies of the manual required by any other region;

    2. contact the Design Approval Document holder by fax, letter or e-mail and formally request any additional manuals. This request must include the standard text block which states:

      “The requested titles should be supplied free of charge as part of the Type Approval documents agreed to at the time of certification. If you have any questions please contact me by telephone, fax or e-mail as indicated below. Thank you for your attention to our account.”; and

    3. note in the “Action” fields of the Man1 textbase what actions have been taken to acquire manuals and on behalf of which regions those actions have been taken at the time the request is made. 

  4. In most cases, the Design Approval Document holder will comply with the request and supply the manual.

  5. If a Design Approval Document holder:

    1. does not respond to a request within a week, contact the Design Approval Document holder by telephone, e-mail or fax to determine if the request was received and is being acted upon. Include any new information in the “Action” fields of the record;

    2. refuses to comply with the request, bring the matter to the attention of the Head, TRC for action. The Head will contact the Design Approval Document holder by telephone, fax, letter or e-mail and bring to the Design Approval Document holder’s attention the Design Approval Document holder’s obligation under subpart 521 of the CAR and, where applicable, AC 21-2[x] to provide the requested documents; or

    3. still refuses or fails to provide the requested documents, the Head, TRC will contact the Project Manager responsible for that Design Approval Document holder for support in obtaining them. The Project Manager will contact the Design Approval Document holder by telephone, fax, letter or e-mail and bring to the Design Approval Document holder’s attention the Design Approval Document holder’s obligation under subpart 521 of the CAR and, where applicable, AC 21-2[x] to provide the requested documents.
4.2.4  United States Built Aircraft on Eligibility List
  1. A number of U.S.-built aircraft that operate in Canada are eligible for Canadian Registration based on their U.S. Type Certificate. These aircraft are listed in Airworthiness Notice B038 and in the Eligible Aircraft List on the Internet. Design Approval Document holders of these U.S-built aircraft may be reluctant to supply manuals for these aircraft to TCCA at no charge. A Design Approval Document holder may argue that their aircraft have not gone through a certification procedure and that, as there is no Canadian Type Certificate, the provisions of subpart 521 of the CAR, which address the responsibilities of a type certificate holder, do not apply. Subpart 101 of the CAR clarifies that the definition of Type Certificate includes those issued by a foreign authority and accepted in Canada.

  2. To acquire a manual at no cost, follow the procedures in section 4.2.2 of this document. Use the following block of text in letters requesting manuals:

    “These documents should be supplied at no charge as Transport Canada is the certifying authority for all aircraft operating in Canada. If you have any questions please contact me by telephone, fax or e-mail as indicated below. Thank you for your attention to our account.”

  3. If, ultimately, it becomes necessary to buy the required manuals, identify the required document to the Design Approval Document holder, and then follow the procedures for paid acquisitions.
4.2.5  Contact Information
  1. Contact information for suppliers is maintained in a separate textbase available to the personnel at the HQ TRC responsible for acquisitions. Entries are made according to the procedures and rules defined in the Technical Reference Centre DB/TextWorks Supplemental User’s Manual.

  2. The Transport Canada Library subscribes to the World Aviation Database online. It is a part of the Aviation Week Intelligence Network (AWIN) subscription. The World Aviation Database is an up-to-date source of initial contact information for companies. Specific contact information for the publications department must usually be acquired from the company.  A link to the online access can be found on the TRC Intranet site.

4.3  Transport Canada Civil Aviation Documents

  1. Some TCCA documents are automatically distributed to the TRCs as per SI QUA-003 Civil Aviation Document Development Procedures so that TCCA personnel and other clients will have access to signed hardcopies of documentation they require for their work. These documents are identified in SI-GEN-003 Technical Reference Centre Holdings and Operations Appendix A.

  2. Every issue of each listed document should be retained so that clients can consult superseded documents that may have been in effect when a past decision or action was taken. Filing instructions for these documents are included in the Technical Reference Centres Amendment Manual.

4.4  Free Periodicals

Each TRC is responsible for making its own acquisitions arrangements with publishers of free periodicals.

4.5  Electronic Acquisitions

  1. The TRCs may acquire electronic documents on behalf of clients or to enhance their collections.

  2. At HQ TRC, extracts from the Federal Register are downloaded daily from the Internet by the Acquisitions and Cataloguing Officer in charge of Government documents or by the Head of the HQ TRC. The downloaded extracts are stored in a separate textbase that is made available to users on the HQ TRC Intranet site. The extracts are catalogued according to rules defined in the Technical Reference Centre DB/TextWorks Supplemental User’s Manual. Copyright does not apply to the Federal Register. Distribution of downloaded extracts via e-mail is done according to a distribution list maintained by the HQ TRC.

  3. FAA documents, including Federal Aviation Regulations (FARs), and other government reports and standards are downloaded from the Internet, if available, on an as requested basis. Copyright regulations do not usually apply to such documents, but this should be confirmed at the time of downloading. If copyright does not apply, such documents may be redistributed to clients electronically.

  4. The index of Canadian TCDS and Supplemental TCDS is no longer published in printed form. If desired, each TRC can print these indexes from the National Aeronautical Product Approval (NAPA) system on a quarterly basis or when needed for a Quality Assurance Review.

  5. Documents that reside on the Internet or the Transport Canada Intranet may be catalogued as electronic documents using a URL imbedded in the record to connect to the document itself.

  6. Electronic documents that are covered by Copyright must be treated in accordance with Copyright legislation. Such documents may not be redistributed electronically, either by e-mail or by saving the document to a server and providing a link to it. As libraries, each TRC is entitled under the specific exemptions to the Copyright Act applicable to libraries, museums, etc. to print a single paper copy of such a document to add to its collection. Specific provisions of any purchasing or downloading agreement with the document provider may or may not allow a TRC to retain an electronic copy as well. Regulations and licensing agreements pertaining to electronic documents must be checked for each downloaded document on a case-by-case basis.

5.0  AMENDING AND FILING

  1. A large part of the collection in the TRC is made up of manuals and government documents in a variety of formats including: binders of loose-leaf pages, microfiche, microfilm and CD-ROM. Most of these documents are subject to revision.

  2. All amendments are to be filed as soon as they arrive and all documents are to be maintained in complete, correct and up to date order in accordance with SI GEN-003 Technical Reference Centre Holdings and Operations.

  3. Document format does not affect priority. However, temporary priorities in filing may arise as the result of a client or TRC need for a specific document. Priority order when dealing with a large amount of pending amendments is identified below and should be followed:

    1. Regulatory documents;

    2. Flight Manuals;

    3. Maintenance Planning Documents;

    4. Maintenance Manuals, Structural Repair manuals, etc.;

    5. Temporary Revisions;

    6. Service Bulletins.

  4. Filing for many documents is straightforward and effectively the same despite there being different document providers. However, there are numerous documents that require special attention and special procedures for filing. In addition, these procedures frequently change as the producers of the documents change the format and layout of their documents. For this reason, guidelines to be followed when amending documents have been prepared. They are found in the Technical Reference Centres Amendment Manual, RDIMS 307406, to which all TRCs contribute as required.

  5. HQ TRC staff filing amendments must update the Latest Revision Filed field of the manual record in Man1 in accordance with the rules in the Technical Reference Centre Cataloguing System, Description Manual.

  6. Any region that tracks filed revisions in its stand-alone copy of Man1, or a region-only catalogue must update the appropriate manual record.

  7. Responsibility for filing amendments is shared by all TRC staff.

5.1  RDIMS File Numbers

RDIMS 110226 – is a list of file numbers used when filing TRC related documents in either RDIMS or the Records Office.

6.0  CATALOGUING

6.1  Cataloguing Software

  1. All holdings in the TRCs are catalogued before they are shelved. Cataloguing is performed using Inmagic DB/TextWorks. DB/TextWorks is a software program that focuses on the special needs of tracking and managing text based information. This software has allowed the building of customized textbases for the Civil Aviation TRCs to use for cataloguing manuals and other holdings.

  2. DB/TextWorks has a number of advantages over other database systems. The software allows 256 different fields. Each field can have an unlimited number of separate entries, which makes the product suitable for listing multiple model numbers, titles and part numbers, multiple location and distribution information, a variety of notes, etc. Moreover, each entry can be of unlimited length. This means that complete text can be included in a record, as is done for the Federal Register textbase. Relational like linking of textbases allows information in one textbase to be viewed, and even edited, in a different textbase limiting the need to repeat any data entry.

  3. The WebPublisher software that complements DB/TextWorks allows easy publishing of textbases on the Internet or the Intranet, including the ability to launch documents and sites from within a posted record. The Interactive module of the WebPublisher software allows regional cataloguers to submit cataloguing changes and additions via the Intranet. The software is very user friendly and easy to learn and use. Reports are easily designed and can even be made on the fly. But the software is also very powerful, with a host of features that facilitate data and text control. It is also very robust. DB/TextWorks has proven to be especially well suited to dealing with the materials to be catalogued and distributed in the TRCs.

  4. WebPublisher is used to make the HQ TRC catalogues available for viewing to all Transport Canada employees via the HQ TRC main page on the Transport Canada Intranet. The following catalogues are available: Aircraft and Aeronautical Product Manual (Man1), Reference and Regulatory Documents (LIB), Federal Register, Aeronautical Product Design Approval Document holders.

6.2  Cataloguing Procedures

  1. Cataloguing in the TRCs is performed following the rules identified in the following documents:

    1. Technical Reference Centre Cataloguing System Coding and Authorities Manual, RDIMS 176093;

    2. Technical Reference Centre Cataloguing System Description Manual, RDIMS 175818;

    3. Technical Reference Centre Cataloguing System Reference and Government Documents Manual, RDIMS 175843;

    4. Technical Reference Centre Cataloguing System DB/TextWorks Supplemental User’s Manual, RDIMS 361193

6.3  Design Approval Document holder Technical Manuals Union Catalogue (Man1)

  1. The union catalogue of the TRCs’ combined holdings is called Man1. It is a shared catalogue which represents the holdings of Design Approval Document holder manuals for all the TRCs, at HQ and the regions. All items included in the Man1 textbase are catalogued using the Technical Reference Centre Cataloguing System Coding and Authorities Manual and the Technical Reference Centre Cataloguing System Description Manual. In addition, HQ staff only uses the Technical Reference Centre Cataloguing System Description Manual, Appendix A. Appendix A describes how to enter data in those fields included only in the HQ copy of Man1. These fields are used for distribution, ordering and claiming.

  2. Cataloguing in HQ is performed using a 7 node networked version of Inmagic DB/TextWorks software. Cataloguing in the regional TRCs is on either stand-alone or multi-node DB/TextWorks installations. In addition, regional cataloguers can perform cataloguing online using the WebPublisher interface.

  3. Responsibility for cataloguing in Man1 is shared by all HQ and Regional TRC staff.

  4. Original cataloguing of all new acquisitions of Design Approval Document holder manuals is done at the HQ TRC before distribution of the manuals to the regions. Primary responsibility is held by the Acquisitions and Cataloguing Officers and the Head, TRC. Additional cataloguing may be done by the HQ TRC clerks.

  5. The HQ TRC Acquisitions and Cataloguing Officers and the Head, TRC share responsibility for checking and verifying all cataloguing that is contributed to the union catalogue by the regional cataloguers before it is added to Man1.

  6. All HQ staff share responsibility for data entry in the distribution, ordering and claiming fields described in Technical Reference Centre Cataloguing System Description Manual, Appendix A.

  7. Responsibility for deleting records from Man1 is shared by all HQ TRC staff. Regions may request HQ TRC staff to delete a record from Man1 on their behalf if the region making the request is the only region on the record. The requesting region must provide a reason for the deletion.

  8. Some regions hold manuals not held at HQ. Such manuals include documents obtained from ATP on microfiche or CD-ROM. Regional staff are responsible for:

    1. cataloguing these manuals and submitting the catalogue records to HQ TRC;

    2. amending existing records to indicate holding and format information or to add notes about regional holdings; and

    3. submitting these records to HQ TRC.

  9. New or amended regional cataloguing records are submitted to the HQ TRC at the end of each month where they are reviewed before being included in Man1.

  10. At the end of each month, except June and December, after all regional submissions have been verified and added to Man1, all records in Man1 that were amended that month are retrieved and distributed to the regions.

  11. Twice a year, at the end of June and the end of December, a complete replacement copy of Man1 is distributed to each region to ensure that all regions have a complete and up to date copy of the textbase.

  12. Instructions on how to perform the regional updates are contained in the Technical Reference Centre DB/TextWorks Supplemental User’s Manual.

6.4  Stand Alone copies of Man1

  1. Each region is required to maintain a stand-alone copy of Man1 in which to perform the regional cataloguing that is to be submitted to HQ TRC. In addition, regions may elect to have a separate textbase containing a subset of Man1 records showing only their own regional holdings.

  2. Responsibility for cataloguing in regional catalogues is shared by the local TRC staff.

6.5  List of Affected Records (Man1)

  1. Records deleted from Man1 are tracked in the List of Affected Record Numbers in Man1 Textbase document, RDIMS #680377. The purpose of the List of Affected Record Numbers document is to identify the records that have been deleted from Man1 and the reason for the deletion. Some reasons for deleting records may include:

    1. the old records having been replaced by a new record;

    2. the transfer of manuals in a new format such as CD-ROM and cancellation of previously existing documents;

    3. the identification and merging of duplicate records;

    4. the disposal of out of date, no longer valid manuals; and

    5. a request for deletion made by a region.

  2. All HQ TRC staff are responsible for making entries to the List of Affected Record Numbers document whenever a record is deleted from Man1. The entries shall include the following information:

    1. the record number deleted;

    2. the reason for deletion; and

    3. the regions affected by the deletion.

  3. At the end of every month, the List of Affected Record Numbers is forwarded by HQ TRC to each regional TRC as an RDIMS reference. Regional TRC staff are responsible for:

    1. checking the List of Affected Record Numbers to see what records have been deleted, why, and what effect such deletions have on the regional collection. The deletions list may include instructions to discard out of date manuals.

    2. renumbering binders or applying new barcodes where these are in use; and

    3. deleting the affected records from the locally held copy of Man1 and any other local catalogues that may be affected.

6.6  Thesaurus Textbases

  1. HQ TRC maintains two thesaurus textbases. These are catalogues of the correct data entry formats for certain fields in Man1.

  2. The thesman thesaurus contains the:

    1. Authority Form of Design Approval Document holder names;

    2. alpha-numeric Call Number codes associated with the Authority Form of Design Approval Document holder names to be used when cataloguing Design Approval Document holder manuals in the Man1; and

    3. cross reference notes concerning the entries in the textbase.

  3. The thestitle thesaurus contains the:

    1. Authority Form of Design Approval Document holder manual titles;

    2. alpha-numeric Call Number codes associated with the Authority Form of Design Approval Document holder manual titles used when cataloguing Design Approval Document holder manuals in the Man1;

    3. cross reference notes concerning the entries in the textbase.

  4. In HQ TRC, the thesaurus textbases:

    1. are attached to the fields to which they apply;

    2. can display the contents of a thesaurus by using the F3 key; and

    3. can be pasted into records being catalogued.

  5. The thesaurus textbases are made available to regional TRCs via the TRC Community Page on the Transport Canada Intranet. Forms are built into the thesaurus textbases that permit the user to print sections 2a, 2b and 2c of the Technical Reference Centre Cataloguing System Coding and Authorities Manual, if desired.

  6. The Head, National Aircraft Certification TRC and the Acquisitions and Cataloguing Officers are responsible for data entry in these textbases. See the Technical Reference Centre Cataloguing System Description Manual for more details on the procedures described above.

6.7  Reference and Regulatory Documents

  1. All the TRCs, both at HQ and in the regions, maintain separate collections of reference and regulatory documents. The HQ TRC catalogues its reference and regulatory documents in the LIB textbase, using the Technical Reference Centre Cataloguing System: Reference and Regulatory Documents Manual.

  2. Responsibility for cataloguing and amending records in LIB is primarily held by the Acquisitions and Cataloguing Officer responsible for government documents and by the Head, TRC, but may be shared with other TRC staff.

  3. Regional TRCs are not restricted to using the Technical Reference Centre Cataloguing System Reference and Government Documents Manual and may use other systems that better suit their needs. For example, the Montreal TRC uses the CODOC system, copying Call Numbers for documents held in common with the Transport Canada Library and utilizing the CODOC codes available through the Transport Canada Library for original cataloguing.

  4. Regional records may be sent to HQ TRC for incorporation into the shared LIB catalogue as required. Modification of submitted records is performed by HQ TRC staff to ensure that the records are in the correct LIB format. Modification instructions are contained in the Technical Reference Centre Cataloguing System Reference and Government Documents Manual.

6.8  Federal Register

  1. The text of Federal Register items retrieved each morning from the Internet is saved electronically to a DB/TextWorks textbase and catalogued according to rules defined in the Technical Reference Centre DB/TextWorks Supplemental User’s Manual.

  2. The Acquisitions and Cataloguing Officers and the Head, TRC are responsible for cataloguing items in this textbase.

6.9  Directory of Aeronautical Product Design Approval Document holders Websites

  1. HQ TRC maintains a catalogue of the websites of aeronautical product Design Approval Document holders. Design Approval Document holder websites are catalogued using the rules contained in the Technical Reference Centre DB/TextWorks Supplemental User’s Manual.

  2. All HQ TRC staff are responsible for cataloguing items in this textbase.

6.10  Periodicals

  1. The HQ TRC and some regional TRCs maintain a separate collection of periodicals. Except at HQ, there is no requirement that these holdings be catalogued. HQ TRC catalogues its periodicals, using the Technical Reference Centre DB/TextWorks Supplemental User’s Manual.

  2. The Acquisitions and Cataloguing Officers are responsible for initial cataloguing of items in this catalogue.

  3. Responsibility for data entry in the fields in this catalogue is held by the Acquisitions and Cataloguing Officers and the Technical Reference Centre Assistants.

  4. There is no distribution of the records in this textbase.

  5. Client access to a list of the periodicals catalogued in this textbase is provided through the Transport Canada Intranet.

6.11  Additional Catalogues

  1. DB/TextWorks provides the TRC staff with a tool that allows them to create additional catalogues on demand to suit local needs. In addition to local copies of Man1, subsets of Man1 that contain only one region’s records and variants of LIB, the following textbases are recommended for use in all regions:

    1. Passwords. Create a catalogue of all passwords required for access to password controlled Internet sites. This will allow you to control and easily update the large number of passwords required in dealing with secure websites. Make sure to protect this catalogue by creating a password for it. It may be worthwhile and even necessary for each individual TRC staff member to have his/her own password catalogue.

    2. Contacts. Create a catalogue of useful local contacts regularly consulted for acquisitions, information, reference etc.

7.0  CLAIMS AND CLAIMING

7.1  General

Claims are made for the following reasons:

  1. to acquire revisions found to be missing from manuals;

  2. to rectify short shipments of manuals, revisions etc.;

  3. to get missing issues of periodicals; and

  4. to remind companies to send requested documents.

7.2  Missing Revisions – Design Approval Document holder Technical Manuals

7.2.1  HQ TRC Claims

The HQ TRC staff will:

  1. provide a centralised distribution of technical manuals supplied by Design Approval Document holders;

  2. provide centralised claiming of revisions that are missing from those manuals;

  3. contact the Design Approval Document holders who produce technical manuals to claim any required revisions;

  4. make claims directly to the supplier of the missing document by locating the supplier information, including contact name, address, fax and telephone number in the Contact textbase;

  5. make the claim using fax, letter, or e-mail. This allows you to document the claim by retaining a copy of the claim. In some cases, where an appropriate relationship exists between the TRC and the supplier, claims can be made by telephone;

  6. provide the following information when making a claim:

    1. model name and number;

    2. title of document;

    3. part number of document;

    4. format of document;

    5. current revision status of document held by the TRCs;

    6. details of what is missing such as revision number/date, page numbers, sections etc.;

    7. number of copies required.

  7. make entries regarding the claiming action in the Man1 record in the “Missing Revision” and “Action” fields in accordance with the rules in the Technical Reference Centre Cataloguing System, Description Manual;

  8. retain a copy of the claim for tracking and future reference; and

  9. monitor the progress of the claim. Unfilled orders are to be claimed on an ongoing basis as often as necessary until they are received.
7.2.2  Regional TRC Claims
  1. Regional TRC staff must:

    1. contact HQ TRC staff via e-mail, telephone or fax as appropriate to claim any revisions missing from Design Approval Document holder technical manuals distributed by the HQ TRC. HQ TRC staff will then claim missing revisions from Design Approval Document holders as needed;

    2. provide the following information when making a claim:

      1. model Name and Number;

      2. title of document;

      3. part number of document;

      4. format of document;

      5. current revision status of document held by the TRCs;

      6. details of what is missing such as revision number/date, page numbers, sections etc.;

      7. record Number.

    3. retain a copy of the claim for tracking and future reference; and

    4. follow up on unfilled claims with HQ TRC as required.

7.3  ATP Libraries

  1. The staff of each individual TRC are responsible for:

    1. claiming any missing revisions to subscriptions from ATP, which may be made via e-mail, fax or the Internet using ATP’s online claim form; and

    2. keeping a record of all claims made so that receipt of claimed articles can be recorded.

  2. The staff at the HQ TRC is responsible for:

    1. making entries in the Man1 record in the “Missing Revision” field identifying what is missing; and

    2. recording the claiming action that has been taken in the “Action” field.

7.4  Short Shipments

  1. Materials missing from a shipment from a Design Approval Document holder are to be claimed as soon as they are noticed to be missing. These may include items missing from a single box or envelope or missing parts of shipments, such as a missing box from a shipment of a number of boxes.

  2. Any HQ TRC staff member may make a short shipment claim. Claims are made to the Design Approval Document holder where the shipment originated via telephone, e-mail or fax. The following information to the Design Approval Document holder is to be provided, as appropriate:

    1. model name and number;

    2. title of document;

    3. part number of document;

    4. format of document;

    5. current revision status of document held by the TRCs;

    6. details of what is missing such as revision number/date, quantities, etc.;

    7. packing slip number;

    8. invoice number; and

    9. customer number (where available).

7.5  Periodicals

TRC staff shall:

  1. make claims for missing issues directly to the vendor, if periodicals are subscribed to using a vendor such as Canebsco;

  2. make claims directly to the supplier, for those periodicals not provided through a vendor; and

  3. provide the following information when making a claim, as appropriate:

    1. title;

    2. issue Number;

    3. issue Date;

    4. customer number;

    5. invoice Number;

    6. shipping number; and

    7. cover label information.

7.6  When to Claim

  1. Missing revisions may be claimed immediately when they are found to be missing from manuals that are being reviewed. However, in some cases it may be necessary to first perform Collection Evaluation of all the manuals provided by a specific Design Approval Document holder if the missing revisions seem to indicate a more systemic problem with those manuals.

  2. Documents that are short-shipped are to be claimed as soon as they are noticed to be missing from the shipment.

  3. Claim periodicals as soon as they are noticed to be missing.

8.0  COLLECTION DEVELOPMENT

  1. Collection Development involves assessing ways to enhance the collection held in the TRC and may involve:

    1. adding new resources and tools to it that would be of benefit to our clients;

    2. reviewing catalogues and brochures;

    3. testing CD-ROM and Internet products;

    4. exploring electronic information delivery services;

    5. acquiring any resources that are deemed to be worthwhile;

    6. purchasing items for one TRC or for all of them; and

    7. making a change to the format in which Design Approval Document holder technical manuals are received.

  2. All HQ and Regional TRC staff can perform Collection Development. Regional staff should make suggestions for acquisitions to the head of the regional TRC. HQ staff should make suggestions to the Head of the HQ TRC.

  3. For suggested acquisitions to be made by the HQ TRC for all TRCs, regional TRC managers should make their suggestions to Head, HQ TRC.

  4. Clients may also make requests for additions to the collection. Client requests for documents and other materials are assessed to determine whether their acquisition would enhance the TRC collection.

  5. The Head, National Aircraft Certification TRC can authorize the acquisition of any new materials that fall within the budget and scope of acquisitions permitted to the HQ TRC. The managers of the regional TRCs can do the same for their individual TRCs.

  6. Acquisitions are made using the acquisitions procedures.

  7. Where possible, review books before buying them by:

    1. reading any catalogue entry on them;

    2. locating reviews of them on the Internet at bookseller sites such as Amazon or Random House or aeronautical information sites;

    3. for expensive items, by arranging for an interlibrary loan.

  8. Where possible, review periodicals by requesting that the publisher send a sample copy or by locating and reviewing a copy in another library.

  9. Where possible and practicable, request demonstration copies of CD-ROMs before acquiring them, especially if it is a purchased acquisition. Technical manuals on CD-ROM should be reviewed for usability before any decision is made to convert from existing formats, for example, from paper or microfiche to CD-ROM.

  10. Technical manuals on the Internet should be reviewed for usability before any decision is made to convert from existing formats such as paper or microfiche to Internet only access. Please see Internet Access below.

9.0  COLLECTION EVALUATION

9.1  General

  1. Collection Evaluation is a complex process undertaken by the HQ TRC staff. A more restricted version of the process may be undertaken by regional TRC staff. HQ TRC staff perform Collection Evaluation on both the HQ and the regional collections. Regional TRC staff do so only on the collection held in their region.

  2. Collection Evaluation is performed on a company-by-company basis. It may be undertaken:

    1. as part of a planned process to assure that the TRC collection is up to date; or

    2. in response to a discovered deficiency in the collection. For example, a particular manual may be identified as out of date or incomplete. This could prompt a review of all the manuals provided by that Design Approval Document holder.

  3. HQ Collection Evaluation projects are usually undertaken by one of the Acquisitions and Cataloguing Officers or by the Head, TRC. It is the responsibility of the person undertaking the project to bring it to completion.

  4. Activities in any HQ Collection Evaluation project is likely to be shared with:

    1. TRC assistants who may be involved in researching holdings and revision status and in distributing materials;

    2. the Head, HQ TRC; and

    3. the regional TRC librarians whose collections will be affected as a result of the project.

  5. Regional Collection Evaluation projects may be undertaken by a regional staff member. The staff member reviews the manuals in the regional collection that come from a particular Design Approval Document holder to determine the validity of that part of the collection. Other regional staff may help in this activity. Results are forwarded to either the appropriate HQ Acquisitions and Cataloguing Officer or the Head, HQ TRC for action.

  6. Regulatory documents and standards must also be checked periodically and always at time of use to ensure the latest version or specific amendment requested is being supplied.

  7. Actions that may result from Collection Evaluation include:

    1. requesting new manuals or document;

    2. requesting updates for manuals or documents;

    3. discarding manuals or documents that are:

      1. out of date;

      2. duplicate copies;

      3. no longer published;

      4. no longer needed because the product to which they apply is no longer operating in a particular region;

      5. replaced by other formats or documents;

    4. archiving manuals or documents that will not be updated but are retained for their historical value.

9.2  Detailed Procedures of a Collection Evaluation

Collection Evaluation may involve any and often all of the following activities:

9.2.1  Review Type Certificate
  1. Check the Canadian TCDS to determine:

    1. which aeronautical products produced by a specific Design Approval Document holder are certified in Canada;

    2. which Approved Publications, if any, are identified in the TCDS;

    3. what model serial numbers are identified in the TCDS.

  2. If an aircraft is not certified in Canada it will not appear on a TCDS. In this case, identify the model numbers of the aircraft Eligible for a Certificate of Airworthiness as listed on AN B038. AN B038 is also published on the Internet as the Eligible Aircraft List.
9.2.2  Review Continuing Airworthiness Web Information System
  1. CAWIS provides information on aircraft, engines and propellers and other products registered in Canada. It is a primary tool in technical document collection evaluation, and is used to determine both what manuals are required and what manuals can be weeded from the collection.

  2. Search in CAWIS to determine which regions have the aeronautical product whose manuals are being reviewed. The regions are identified by numeric code as follows:

    1 Pacific

    2 Prairie and Northern Region

    4 Ontario

    5 Quebec

    6 Atlantic

  3. Check both the “Aircraft Based Transport Canada Region” and the “Aircraft Transport Canada Region” fields as aircraft are not always based in the region that has responsibility for them. Two regions may need copies of manuals required to support the same aircraft.
9.2.3  Determine Current Holdings
  1. Search in Man1 to determine who currently holds the manuals being evaluated.

  2. Confirm the listed holdings by having each regional librarian confirm that she physically holds the manual. The best way to do this is to send the regional librarian a list of expected holdings to be confirmed.

  3. Physically confirm HQ holdings by checking the shelf.

  4. Confirm that the manuals being reviewed are those required under section 521.367 of the CAR and/or are usually supplied to HQ TRC by the Design Approval Document holder.

  5. Confirm that revisions are actually missing and needed by:

    1. checking unsorted mail, mail sorters and offices to see if the amendment has been received and is simply awaiting filing;

    2. checking to see if it is attached to another document (for example, some companies attach manual revisions to service documents);

    3. checking if a later revision has incorporated all changes from the missing revision making the missing revision no longer necessary;

    4. checking if the revision has actually been filed by consulting the List of Effective Pages (for example, sometimes a revision is filed and the letter of transmittal is not retained or the list of revision page is not updated);

    5. being aware of delivery delays from the Design Approval Document holder to HQ TRC and from HQ TRC to the regions;

    6. checking to see if the manual is held in another format that is current such as CD-ROM, the Internet or ATP microfiche;

    7. determining if an out of date manual that is not required under section 521.367 of the CAR and/or usually supplied to HQ TRC by the Design Approval Document holder is actually needed by confirming the need with clients and supervisors.
9.2.4  Determine Revision Status
  1. Check the revision status of the manuals being evaluated by consulting a valid revision status list.

  2. Some lists are held in paper or CD-ROM format in the TRCs.

  3. Some lists are available on websites identified in the Aeronautical Product Design Approval Document holders textbase available on the HQ TRC Intranet main page.

  4. In some cases, it will be necessary to contact a Design Approval Document holder to obtain a current revision status list or otherwise confirm revision status.

  5. To check the status of a manual, generate a list from Man1 showing each manual being checked along with its current revision status, then check the list against a revision status list, or, if necessary, send the list to a Design Approval Document holder for confirmation.

  6. When checking regional manuals, send a copy of the current revision status list generated from Man1 to the regional librarian and request confirmation that the region holds the manual at the listed revision.

  7. In addition to checking the revision status recorded in Man1, also check the physical manual itself to determine that the record is correct.

  8. Make a note in the appropriate records or on the revision status list to show when the manuals were checked against the list.

9.2.5  Page Check
  1. The action needed to correct the manual will depend on the state it is in. If necessary, page check the manuals to determine the physical status of a manual. Please see Page Checking in paragraph 18.0 of this document.

  2. Manuals may be:

    1. complete and up to date;

    2. complete as of their latest revision but out of date;

    3. at the correct revision but incomplete because missing pages; or

    4. incomplete and out of date.
9.2.6  Determine Action Required
  1. Collate the information gathered from the preceding steps to determine what manuals, revisions or pages are required and the quantities that are required to bring the collection up to date.

  2. Prepare a list detailing requirements.

  3. If appropriate and only if a limited number of pages of a manual are missing, borrow the manuals from another TRC and photocopy the missing pages.
9.2.7  Communicate with HQ TRC (Regions Only)
  1. Prepare a document to be mailed, e-mailed or faxed to HQ TRC explaining the nature of your request.

  2. Keep a copy of your list to be used when checking documents you receive against requirements.

  3. As required, follow up your letter with calls to HQ TRC to ensure that the required documents are received.

  4. Alert other regions that their copies of the same manual may be out of date.
9.2.8  Communicate With Design Approval Document holder (HQ Only)
  1. Prepare a letter to the Design Approval Document holder of the aeronautical product explaining the nature of your request. Forward the letter and the list of requirements to the Design Approval Document holder by e-mail, fax or letter.

  2. Keep a copy of your list to be used when checking documents you receive against requirements.

  3. As required, follow up your letter with calls to the Design Approval Document holder to ensure that the required documents are received.

  4. Record actions taken in the “Action” fields of the affected Man1 records following the rules in the Technical Reference Centre Cataloguing System, Description Manual.

  5. Tell the regions of your actions.
9.2.9  Receive and Distribute Documents (HQ Only)
  1. When documents are received in fulfillment of your request, check the documents you receive against your list of requirements to keep track of the status of your request.

  2. Catalogue or edit existing records for the received documents in Man1 and distribute them to the appropriate regions, including moving “Action” notes to “Action History”.

  3. When your request has been completely filled, mark the request as done and transfer the paperwork associated with it to the appropriate Design Approval Document holder file.

10.0  DISPOSAL OF DOCUMENTS

10.1  General

  1. Transport Canada’s Corporate Security Policy TP 789 (RDIMS 639501) points to the Treasury Board’s Government Security Policy document, which says: “Departments must treat information and other assets received from other governments (including foreign, provincial, territorial, and municipal), international (e.g., NATO), educational and private sector organizations, in accordance with agreements or arrangements between the parties concerned.”

  2. Technical manuals provided to the TRCs by Design Approval Document holders are considered by the Design Approval Document holders to be proprietary information and must therefore be treated as such. Neither the documents themselves nor parts of them may ever be discarded in regular recycling containers.

  3. HQ and Regional TRC and TCC personnel will follow the practices specified for the disposal of proprietary information such as superseded manuals, amendments to manuals and temporary revisions, in any format including paper, CD-ROMs, DVDs, microfiche and microfilm containing sensitive information.

  4. Current TP 789 Corporate Security Policy provides the policy for disposing of documents. Associated standards provide the procedure for dealing with such documents. As these are not yet published, TRCs and TCCs must abide by the procedures that were formally included in TP 789 Corporate Security Policy.

  5. Disposal of non-proprietary library holdings is governed by the Treasury Board’s Directive on Disposal of Surplus Materiel.

  6. Regions are required to notify the HQ TRC, in writing, of any discarded or donated manuals and to indicate the record numbers of the manuals to be amended or deleted from the database before their disposal or donation.

  7. Each TRC must ensure when disposing of manuals that the information in them is either no longer required or is available in another format.

    1. It is best to consult with regional managers, other supervisors and clients to ensure that the disposal of the manuals is acceptable to them, as well as with the HQ TRC, which needs to be kept aware of changes in distribution.

    2. It is a good idea to get formal acknowledgement and approval for any disposal action. This can be done by:

      1. seeking agreement through e-mail consultation; or

      2. preparing a list of the documents to be discarded or archived. This list should identify the manual, the suggested disposal action and the reason for the action, and should be circulated to appropriate managers for signing.

    3. Formal acknowledgements of disposal actions should be retained for future reference, ideally in RDIMS.

10.2  Design Approval Document holder Technical Manuals

10.2.1  Destruction of Design Approval Document holder Technical Manuals
  1. All Design Approval Document holder technical documents to be destroyed must be handled securely throughout the destruction process in one of two ways:

    1. If being disposed of by Transport Canada, they must be placed in a box marked “Sensitive Waste” and sent to Records Management (YH) for disposal according to processes approved in TP 789 Corporate Security Policy. Do not overfill the boxes. Boxes of documents to be destroyed should be limited to a weight of 15 to 20 kilos and the weight evenly distributed to prevent boxes toppling.

    2. If being disposed of by a contracted destruction service, documents must be placed in the secure container provided by the contractor for removal and destruction by the contractor. All contractors must be approved by Transport Canada Security.
10.2.2  Donation
  1. A TRC may donate old, superseded or redundant copies of manuals to museums or training schools. Prior to doing so, the following must be done:

    1. First, prepare a list of the manuals in question and forward it to the other TRCs offering the manuals to them to complete their collections.

    2. Second, if no other TRC wants the manuals, ask the Design Approval Document holder how he wants the manuals to be disposed of, either by destruction or donation or return to the Design Approval Document holder.

    3. Third, do whatever the Design Approval Document holder says. Destroy or return as required. Permission to donate manuals must include a discharge of responsibility and an authorization from the Design Approval Document holder to donate the aeronautical product manuals to other interested parties. This must be obtained in written format to demonstrate that Transport Canada has met its obligations in respect of the Access to Information Act.

    4. Fourth, after approval to donate the manuals has been obtained from the Design Approval Document holder, stamp the manuals "discarded" to discharge TCCA of its responsibility.

10.3  Regulatory Documents

Prior to disposing of superseded amendments to regulatory documents, the TRC personnel should ensure that a historical copy of the regulatory documents is available to provide in-service support for existing aircraft that were certified to an earlier standard.

10.4  Other Library Materials

  1. All purchased TRC materials are considered crown assets and must be donated or disposed of accordingly.

  2. Books may be donated to another TRC or library interested in obtaining the item or they may be disposed of. When donating or disposing of books, record the donation/disposal in an RDIMS document.

  3. Other unwanted materials may be disposed of as follows:

    1. Transport Canada publications – recycle

    2. Other Canadian government publications – recycle

    3. Other Canadian or international publications - recycle

10.5  Periodicals

  1. Periodicals must be treated as are Other Library Materials in paragraph 10.4 above.

  2. The retention period for periodicals should be identified in the individual record for each periodical. When the retention period has expired, dispose of the old issues.  

  3. Alternatively, periodicals may be given away to clients.

10.6  Archiving

  1. TRCs may elect to hold old copies of regulations or out dated Design Approval Document holder technical documents for historical or reference purposes.

  2. Mark all archived documents as such and “For Reference Only”, explaining that the documents are not current.

  3. Include notes on archival holdings in Man1.

11.0  DISTRIBUTION AND RECEPTION OF MAIL, TECHNCIAL MANUALS AND DOCUMENTS

11.1  HQ TRC Distribution of Technical Manuals and Documents

  1. The HQ TRC provides centralised acquisition and distribution of Design Approval Document holder produced manuals, amendments, temporary revisions and service information for both themselves and the regional TRCs.

  2. HQ TRC also provides distribution of Service Information to Continuing Airworthiness Division (AARDG).

  3. Distribution information for each manual is included in its catalogue record.

  4. Responsibility for distribution of Design Approval Document holder provided materials rests primarily with the two TRC Assistants but is shared by all HQ TRC staff.

  5. In addition to the Man1 textbase, there is a printed list at each distribution station listing the distribution of Service Information. This list is used to facilitate Service Information distribution as receipt of Service Information is not recorded in Man1.

  6. Responsibility for ensuring the correctness of the distribution information rests with all staff, but is ultimately the responsibility of the Acquisitions and Cataloguing Officer under whose area of responsibility the manual falls. The TRC Assistant and the Acquisitions and Cataloguing Officer who share an area of responsibility should work as a team to ensure that distribution information is correct and up to date.

  7. Responsibility for informing HQ staff of changes in distribution requirements rests with the regional TRC affected by the change.
11.1.1  Receiving Mail
  1. When mail is delivered, verify all the labels on the packages and envelopes to make sure that they have been delivered to the correct address. Redirect any that have been delivered to the TRC by mistake.

  2. Divide the mail by company or type of product and distribute it to the appropriate clerk. Stamp all shipping bills, air waybills, invoices etc. with the date received and deliver them to the Acquisitions and Cataloguing Officer in charge of purchased acquisitions.

  3. Each clerk opens packages and determines whether the item inside is something that is to be entered into the Man1 textbase or whether it is service information.

  4. Each Design Approval Document holder-provided technical manual has its own record in Man1. TRCs receiving distribution are listed in the Distribution field of Man1. Notes concerning distribution are recorded in the Distribution Notes field. Other fields are used to record numbers and dates of copies received and filed. Locate the record for the manual/amendment and Log documents into Man1.
11.1.2  Recording Receipt of Amendments and Manuals
  1. For Amendments and Manuals with Existing Records, please do the following:

    1. If the package or envelope contains any item other than Service Information, in any format such as microcartridge, microfiche, paper, CD-ROM, it must be entered into the Man1 textbase.

    2. If you have received an amendment, verify that is the correct one, that is, the next in order, by checking against amendments previously received. Once it is verified that the proper amendment has been received, verify that the proper quantity of copies were received by checking against the distribution field of the record. If you have received the correct amendment and the correct number of copies, record their receipt in the appropriate fields of the record. The rules for entering data in Man1 can be found in the Technical Reference Centre Cataloguing System: Description Manual.

    3. Stamp one paper copy for HQ with black ink using the stamp that contains the current date, the words “Received”, and “Technical Reference Centre.” Write the record number from the database into the stamped area along with the number of copies received.

    4. Distribute copies to the regions listed in the Man1 record.

    5. Highlight any important information on the revision transmittal page or letter of the HQ copy to bring it to the attention of clients.

    6. Distribute the stamped HQ copy to the staff member responsible for filing it.

  2. Amendments and Manuals without Existing Records:

    1. If the item is not found on the database, stamp it with the stamp that contains the current date, the words “Received”, and “Technical Reference Centre” and give it to the proper Cataloguer to be dealt with.

    2. Catalogue complete new manuals and distribute them in accordance with CAWIS requirements.

    3. Perform the Collection Evaluation procedure on partial revisions for manuals not currently held to determine if they are required and if so by whom.

    4. Catalogue Service Information that has never been received before with a new record.
11.1.3  Distribution of Manuals and Revisions
  1. For Correct Distribution Numbers Received, please do the following:

    1. keep the copy that was stamped and that had the record number written on it to be filed in the HQ copy of the manual;

    2. take the remaining copies and file them in the mail distribution sorter before shipping them to the regions;

    3. fill a box with all of the items in the region’s slot, when a region’s Distribution Sorter slot is full, and tape the box closed using a tape gun;

    4. tape a piece of coloured paper over the closed top of the box. Affix the appropriate pre-glued, pre-printed labels to the piece of paper. The address label for the region receiving the package goes in the middle, the address label for HQ goes on the top left-hand corner. Tape the labels for extra security when shipping.

  2. For Incorrect Distribution Numbers Received, please do the following:

    1. make photocopies for the remaining amount, or claim the amount needed from the company/Design Approval Document holder;

      1. if making a claim, retain all copies of the short shipped item until the rest are received. If claiming a manual, print a copy of the record and affix it to the item that you have claimed and put it in a pile of items awaiting action;

    2. check the action pile frequently to identify manuals that have been claimed but not received; and

    3. locate the record for a manual that was claimed when it is received, amend the Action notes, and record the receipt of the item in accordance with the procedures in paragraph 11.1.3(1) above.
11.1.4  Distribution of Service Information
  1. When service information is received, stamp one copy with black ink using a stamp that contains the current date, the words “Received”, and “Technical Reference Centre.” Inside the area where the item was just stamped, write in the number of copies received.

  2. Do not enter Service Information into the Man1 textbase. Forward the HQ copy of all service information received in paper format, except for service information produced by U.S. companies, to Continuing Airworthiness Division (AARDG) for review.

  3. Service Information received from the U.S. and Service Information received on microcartridge, microfiche or CD-ROM is not forwarded for review.

  4. The Continuing Airworthiness Division (AARDG) does not review U.S. Service Information because if it relates to an Airworthiness Directive it has already been reviewed by the FAA.

  5. Service Information received on microcartridge, microfiche or CD-ROM usually consists of consolidation of previously issued Service Information already sent to Continuing Airworthiness Division (AARDG). It does not need to be sent again. Treat such items as amendments or manuals and log them in to the appropriate record.

  6. Once the Continuing Airworthiness Division (AARDG) has reviewed Service Information, it is returned to the TRC where it is sorted into the Filing Sorters before being filed on the shelves.

  7. Some Service Information is also distributed to the Continuing Airworthiness Division (AARDG) and the regional TRCs electronically. The HQ TRC signs up for e-mail alerts and delivery lists for electronic distribution of Service Information with those companies that offer this service. Service Information delivered to the TRC electronically is forwarded to interested parties based on the document Datalist - Service Bulletin Distribution from Technical Reference Centre AARDHA to Continuing Airworthiness Division (AARDG) RDIMS 1764996 and on distribution lists maintained in Microsoft Outlook by TRC staff.

11.2  HQ TRC Distribution of Other Electronic Resources and Information

11.2.1  Federal Register
  1. Each day, the Acquisitions and Cataloguing Officer searches the Daily Federal Register on the Internet and downloads any releases relevant to Code of Federal Regulations (CFR) 14, parts 21, 23, 25, 27, 29, 31, 33, 35, 36, 39, 91, 121, 135.

  2. Retrieved items are stored in the TRCs Federal Register textbase which is distributed to all TCCA personnel via the Intranet. Electronic copies of the retrieved records are forwarded to the secretary, Continuing Airworthiness Division (AARDG), for further distribution and printing, and to any other interested parties.
11.2.2  Electronic Journals
  1. AVwebFlash is an electronic newsletter published twice a week on Mondays and Thursdays by AVWeb. AVweb Biz is an electronic newsletter published once a week by AVWeb on Wednesdays. The TRC subscribes to these e-journals which are received by e-mail, and a designated staff member forwards the e-journals to interested employees according to a distribution list maintained in Microsoft Outlook.

  2. Aviation Week and Space Technology is an online electronic journal subscribed to by the Transport Canada Library. The Transport Canada Library sends out alerts when new issues are available online. These alerts are forwarded to interested employees according to a distribution list maintained in Microsoft Outlook.

  3. An alternate forwards the electronic journals when the designated staff member is absent.
11.2.3  Cataloguing

Distribution of cataloguing records is discussed in Paragraph 6.0 Cataloguing above.

11.2.4  CD-ROMs
  1. The HQ TRC uses the Integrated Document Management (IDM) CD-ROM Solution to make Design Approval Document holder technical manuals produced on CD-ROM or DVD available on the Transport Canada Intranet.

  2. No Design Approval Document holder-provided CD-ROM or DVD can be mounted on the IDM Solution without the express written consent of the Design Approval Document holder. Responsibility for obtaining this permission rests with the Head, TRC and the Acquisitions and Cataloguing Officers.

  3. Physical copies of the CD-ROMs and DVDs are distributed to the regional TRCs like any other manual.

  4. All copies of new CD-ROMs are given to the appropriate Acquisitions and Cataloguing Officer for cataloguing, distribution and, where permitted, installation.

  5. CD-ROMs for which records already exist are distributed like any other document, except that the HQ copy is given to the appropriate Acquisitions and Cataloguing Officer for processing and installation.

11.3  Distribution of TCCA Documents to TRCs

  1. All TRCs are on distribution for certain TCCA produced documents. Some documents are mandated to be distributed by SI GEN-003 Technical Reference Centre Holdings and Operations. Other documents are distributed according to Civil Aviation distribution lists.

  2. Most distribution of TCCA documents is either done by or arranged by Multimedia Products and Services (MPS).

  3. Airworthiness Directives (ADs) are distributed by Continuing Airworthiness Division (AARDG). Foreign ADs are distributed to the HQ TRC in paper. ADs are faxed to regions where the affected aircraft is operating.

  4. All paper copies of TCCA documents distributed to the TRCs must be retained.

  5. Type Certificate Dockets are distributed to the regions by the Project Management Division of National Aircraft Certification. Both new dockets and additions to existing dockets are distributed.

11.4  Mail Reception in TRCs

  1. Each TRC is equipped with one or more mail sorter workstations.

  2. When mail is received, sort and classify it, stamp it with the date stamp and place it in the sorting bins.

  3. Log in any revisions to the local copy of Man1 or any appropriate local catalogue, if revisions are tracked in the region.

  4. Highlight any important information on the revision transmittal page/letter to bring it to the attention of clients.

  5. Consult local distribution lists for onward distribution of any documents that are sent to the regional TCCs.

11.5  Distribution from Regional TRCs to TCCs and Other Clients

  1. Regional TRCs are responsible for providing services to TCCs and other regional clients. This may include distribution of either free or purchased documents.

  2. Regions may purchase ATP Libraries for their TCCs. It is the responsibility of the TRC to distribute revision to these libraries to the TCCs either by mailing revisions themselves or by arranging for direct mailing by ATP. The ATP Libraries and their locations should be recorded in both the local and union versions of Man1.

  3. MPS is responsible for the distribution of TCCA documents. The regional TRCs should not have to distribute any TCCA documents to TCCs or other clients. Distribution of the CARs may be an exception as they must be available in the TCCs to persons taking examinations. Where facilities do not exist to make the CARs available electronically either through the Internet or use of the CD-ROM version, paper copies will need to be distributed to the TCC. The regional TRC shall arrange for this distribution.

  4. Any changes to distribution of TCCA documents to the regions should be arranged with MPS. As distribution quantities are in some cases mandated by staff instructions such as SI GEN-003 Technical Reference Centre Holdings and Operations, some changes may not be possible. In addition, some distribution has been coordinated by HQ TRC on behalf of all regional TRCs. Regional TRCs should contact the Head, HQ TRC if they have any questions concerning distribution of TCCA documents to the TRCs.

  5. The Integrated Management System (IMS) Documentation framework provides access to TCCA documents on a common Internet site, provides a monthly e-mail announcement of recent postings to all TCCA clients, and allows TCCA personnel to apply for individual e-mail updating service for documents that interest them. TRCs do not need to duplicate these services and should instead point clients to the existing services.

  6. Each region is responsible for maintaining its own distribution lists. These can either be Microsoft Outlook distribution lists or documents saved in RDIMS.

11.6  Periodicals

  1. Each TRC is responsible for its own subscriptions to and distribution of journals.

  2. Each TRC maintains a system for tracking journals. The nature of the system can vary depending on the number of journals received. The preferred system to use is a DB/TextWorks catalogue. The particulars of such a catalogue are described in the Technical Reference Centre Cataloguing System Supplemental User’s Manual. Alternate methods include a Cardex system or a Word document that emulates such a system. See Appendix C below for an example. The elements tracked in any system should include:

    1. title;

    2. publisher;

    3. supplier;

    4. frequency;

    5. notes on distribution, routing, table of contents circulation services;

    6. number of copies;

    7. issues received;

    8. date received;

    9. missing issues;

    10. holdings;

    11. disposal schedule;

    12. customer number;

    13. claim actions taken.

  3. When periodicals and serials arrive, stamp them with the date and with “Property of the Technical Reference Centre”.

  4. Log each new issue of the periodical and serial into the tracking system and check the records to make sure no issues have been missed. If any issues are missing, they must be claimed. Please see section 7.0 of this SI.

  5. Circulate or provide Table of Contents (TOC) service as identified in the applicable record.

    1. Each region maintains its own distribution lists for circulating periodicals or TOCs. When a periodical is routed, attach the distribution list to the cover of the periodical.

    2. TRCs may provide TOC service at their own discretion, in which the TOC of a periodical is scanned and e-mailed to clients on a distribution list. Clients may then request that the TRC supply them articles from the periodical. Articles will then be photocopied and distributed to those who requested them, or, the periodical itself is routed out to those clients with a routing slip attached.

    3. TRCs may maintain a regularly scheduled alerting service in which an e-mail is sent to members of a distribution list maintained in Microsoft Outlook listing the periodicals received in the TRC over a specified period. For example, HQ TRC sends out such a list once a week.

    4. Details of distribution lists and of TOC services should be maintained in a Word document stored in RDIMS.

    5. Once a year, the TRC should remind all its clients of the periodicals it distributes and ask if there are any changes desired to the distribution list. This gives new employees the opportunity to be added to the distribution lists.

  6. Occasionally a periodical may be received for which there is no record, either by being misdirected or because it was sent as a sample or promotional item.

    1. Send mail that is not for the TRC on to the persons for whom it is meant.

    2. Give new or promotional periodicals to the library supervisor or the staff member responsible for periodicals who will determine whether or not to keep it and whether or not to subscribe to further issues (Collection Development).

  7. Once processed, place the periodicals on the periodical racks or display shelving.

11.7  Customs Brokers and Delivery Services

  1. Mail shipments originating from outside Canada must be cleared through customs. TCCA relies on customs brokers to perform this task.

  2. TRC staff may receive telephone calls from customs brokers seeking assistance with shipments.

    1. provide any contact information required;

    2. explain the nature of the shipment – i.e., it is usually Design Approval Document holder manuals in paper, CD-ROM/DVD or microfilm or fiche;

    3. provide information on the value of the shipment. The shipments sent to the TRC from Design Approval Document holders have no commercial value and should be so noted on any customs forms. If a value is required, tell the customs broker to calculate it based on the weight of the package at the lowest per pound charge possible.

  3. All invoices and records of shipments received from brokers or delivery companies must be forwarded to the finance personnel for payment. In HQ, all such documents are given to the Acquisitions and Cataloguing officer responsible for purchasing who processes them and delivers them to the finance personnel.

12.0  EQUIPMENT AND MAINTENANCE

12.1  Equipment

  1. Each TRC is equipped with or has ready access to certain standard equipment, that includes:

    1. computers;

    2. printers;

    3. photocopier;

    4. Fax machine;

    5. microfiche and microfilm readers and reader/printers;

    6. compact shelving;

    7. telephones;

    8. scanner;

    9. hole punches – manual or electronic;

    10. mail sorting stations;

    11. book carts.

  2. Additional equipment found in some TRCs includes:

    1. label maker (HQ);

    2. laminator (HQ);

    3. typewriter (Montreal and Vancouver);

    4. video equipment including television and VHS player (HQ, Montreal, Winnipeg and Vancouver);

    5. DVD player (HQ);

    6. miscellaneous equipment such as electronic staplers and pencil sharpeners, tape guns and heavy duty staplers.

12.2  Maintenance

  1. Minor equipment maintenance involves fixing paper jams in printers and the fax machine, replenishing toner, cleaning glass surfaces and lenses, correcting minor errors, and arranging for service calls. TRC staff must be aware of how to perform these functions.

  2. All TRC staff share the responsibility for performing minor equipment maintenance on an as needed basis.

  3. Instruction manuals are available for much of the equipment in the TRCs. In addition, some machines generate instructions on their displays. When performing minor equipment maintenance, read the instructions provided by the Design Approval Document holder.

  4. Problems that are not minor and that cannot be fixed by TRC staff will require a service call.

  5. Service calls are usually arranged through the administrative personnel in the branch. Procedures for arranging such calls may vary from region to region, but usually involve contacting the responsible administrative person and asking to have a service call arranged.

  6. Service calls are usually covered by a service contract. Such contracts are also usually arranged by the branch administrative staff. Service contracts usually involve regularly scheduled maintenance visits that solve or prevent problems.

  7. Unscheduled maintenance calls may be required from time to time. Each TRC must keep track of the equipment that is under service contract and the process for arranging for service calls.

  8. Some equipment, such as a photocopier, may have a key operator assigned to it. This could be a branch staff member designated with this responsibility or a member of the TRC staff for a photocopier located in the TRC. Repairs and supplies for photocopiers must be arranged through the key operator. TRC staff may be required to supply photocopier meter readings to TCCA personnel responsible for the photocopier contacts and must be familiar with how to obtain such readings.

  9. Staff computer equipment is maintained by branch LAN Support and by Technology and Information Management Services Directorate (TIMSD). While TRC staff may be able to assist in correcting some computer problems, in general, requests for help with computer equipment should be sent to LAN Support and TIMSD.

  10. Each TRC is responsible for ordering supplies needed for their equipment. Contact information for servicing and supplies should be recorded in a contacts textbase.

13.0  FINANCES

13.1  Budgeting

  1. The Civil Aviation TRCs are neither cost centres nor responsibility centres per se. However, they do contribute information to the annual budgets of their respective divisions and do, in most cases, administer and track an annual budget used for purchasing items on behalf of specific client groups, clients in general, and for the TRC. TRC budget estimates are prepared no later than March, prior to the start of each fiscal year, and submitted to the appropriate responsibility centre manager for approval.

  2. Any TRC that spends money or arranges for purchases on behalf of clients should track such purchases. Projected expenses should be identified in a spreadsheet prepared using Microsoft Excel and saved in RDIMS. Expenses should be tracked as they occur. This can be done in the same or a different Excel spreadsheet. In addition, for larger budgets, it may be desirable to use an Inmagic DB/TextWorks purchasing textbase to create individual records for each item. See the Technical Reference Centre DB/TextWorks Supplemental User’s Manual for details.

  3. Reports for calculating budget expenditures can be created in a DB/TextWorks purchasing textbase should such a textbase be in use. See the Technical Reference Centre DB/TextWorks Supplemental User’s Manual for details.

  4. A report should be prepared early in every new calendar year detailing remaining committed expenditures to determine any potential shortfalls or surpluses. Shortfalls are generally dealt with by curtailing discretionary expenditures. Surpluses are generally dealt with by returning the surplus to the responsibility centre manager.

13.2  Credit Cards

  1. Corporate American Express credit cards are issued to and in the name of library staff involved in travel. Travel may be for conferences, workshops, regional training or audits. The terms and conditions governing the use of these cards are delivered to and are the responsibility of the cardholder.

  2. A TRC may hold a credit card for purchasing purposes. Use of these cards is to be made in accordance with established regional procedures. Procedures for making purchases may vary from region to region depending on the level of responsibility entrusted to each TRC and the reporting structure of which it is a part. Individual procedures for regional purchasing are to be found in the regional SSIs associated with this SI.

14.0  INTRANET SITES (TECHNICAL REFERENCE CENTRES)

  1. The HQ and Quebec Region TRCs maintain Intranet sites in both English and French versions. These sites provide TRC clients with desktop access to the information they require in their daily activities. The information included in the Intranet site is subject to frequent change to respond to evolving information needs and to keep pace with new and changing information resources. The Intranet sites are always likely to provide links to the following items.

    1. TRC catalogues including Man1, the Union Catalogue of all HQ and Regional Design Approval Document holder manual holdings; LIB, the catalogue of all government document and reference document holdings; Federal Register since November 1997 - containing the full text extracts downloaded from the U.S. Federal Register every morning by HQ TRC;

    2. TRC policies and procedures;

    3. Canadian and foreign regulatory documents;

    4. Design Approval Document holder sites;

    5. documents available on the Transport Canada Intranet on CD-ROM;

    6. technical aviation information;

    7. standards;

    8. foreign government sites;

    9. international organizations;

    10. resources available on the Transport Canada Virtual Library site including e-journals, dictionaries, databases, directories etc.;

    11. reference tools;

    12. transportation related libraries; and

    13. What’s New.

  2. Responsibility for maintaining and developing the TRC Intranet sites is shared between the Head, TRC and the Acquisitions and Cataloguing Officers in HQ and between the TRC staff in Quebec region.

  3. Check the sites regularly to ensure that there are no dead links and that the information on them is current and complete.

  4. Use Microsoft Front Page to create and amend pages. Use Internet Explorer to view pages. Save backup copies of pages before submitting them for posting. All pages must be made in accordance with the Civil Aviation web publishing guidelines.

  5. All pages must be created in both English and French versions. If translation is required, send translation requests to DL OTT AARCD using the request for translation form provided by that office.

  6. Final approval of pages and responsibility for posting pages to the TCCA Intranet is held by the Web Masters of the Civil Aviation Branch. Send requests for changes to the branch personnel responsible for coordinating and forwarding such requests to the Civil Aviation Web Team.

15.0  INTERNET ACCESS TO SECURE WEBSITES

  1. Many Design Approval Document holders make their technical documents available on the Internet, either through secure websites and Extranets or on free sites.

  2. HQ TRC maintains a catalogue of Design Approval Document holders who make documents freely available on their websites. This catalogue, Directory of Aeronautical Product Design Approval Document holders Websites, is available on the main page of the HQ TRC Intranet site.

  3. Many Design Approval Document holders make access to their documents available through secure websites and Extranets. A list of the Design Approval Document holders with which TRC has accounts, and links to the sites, is accessible through the main page of the HQ TRC Intranet site. Clients need to contact their local TRC for access information to the listed sites.

  4. Wherever possible, HQ TRC staff will arrange no cost access to Design Approval Document holder secure websites and Extranets for all TRCs and clients. Ideally, this takes the form of a single account with a User ID and Password that can be shared with all TCCA employees. Access to the Cessna Cesview site is an example of such an arrangement. In practice, such arrangements are not always possible. Sometimes an HQ TRC staff may be established as the website administrator responsible for creating or approving new accounts. In other instances, each TRC, and sometimes each individual TCCA employee who wants access, will be required to establish their own accounts. Details of what type of account the TRC has are included in the Directory of Aeronautical Product Manufactures Websites textbase.

  5. TRC account administrators who have the right to add or delete users must check the user lists regularly and remove the access rights of any employee who leaves TCCA to ensure that only approved TCCA employees have access.

  6. The access arranged by HQ TRC is usually in addition to any manual provision provided by the company in accordance with section 521.367 of the CAR. Cessna and some component companies are exceptions to this. Their manuals are only provided to TCCA via the Internet or, occasionally, by paid subscription.

  7. Note that in rare instances, it may be necessary to have unapproved software installed on a computer so that the site can be accessed. Such an installation must be approved by the TIMSD.

  8. When establishing an account, be sure to read the licensing and access agreements that govern the use of the site.

  9. Under no circumstances must HQ TRC staff or clients sign printed copies of access agreements without first having such agreements reviewed by TCCA’s legal counsel.

  10. The Head, HQ TRC is responsible for negotiating online access agreements with manufactures using the Transport Canada generic access license agreement. 

  11. Passwords to secure sites must not be shared unless the company expressly allows it. Each TRC should maintain a list of passwords that can be used by TRC staff and clients. Each TRC staff member may need to maintain a separate list of passwords for any individual access he has. Passwords can be kept in a DB/TextWorks passwords textbase or in an RDIMS document with restricted access rights.

  12. When staff leave, inform HQ TRC so that their names may be removed from any Internet accounts for which HQ TRC personnel are the administrators.

16.0  LOANS

16.1  General

  1. The documents in the TRC are available for loan to clients. Each TRC is responsible for determining the loan procedures for its loans.

  2. Loans of the following items can be made to clients:

    1. Design Approval Document holder manuals;

    2. government documents;

    3. general interest works;

    4. periodicals;

    5. small equipment such as hole punches, tape guns, portable microfiche readers.

  3. Loaned items may be in any format including paper, microfiche, microcartridge and CD-ROM.

  4. Some items may not be available for loan for technical or licensing reasons. Some items may be restricted to the clients based where the TRC is located due to local needs.

  5. CD-ROMs installed on client access computers in the TRC cannot be loaned where doing so would disrupt service to clients. CD-ROMs with licensing restrictions such as the Air Transport Association (ATA) and American Society for Testing of Materials (ASTM) Specifications collections may not be available because the license under which they are made available restricts installation to a single computer.

  6. Not all TRCs hold the same items in their collections. A client who needs to borrow an item from another TRC must arrange that loan through his/her local TRC. The TRC that makes the loan request then remains responsible for the return of the loaned items. Exceptions are made for Civil Aviation personnel in the Ontario region who may borrow material directly from HQ TRC, and for personnel who are working outside their base region who may borrow from the TRC in the region in which they are working.

  7. TRCs will also arrange loans from other libraries and lending institutions on behalf of TCCA clients.

  8. Equipment such as carts, book trucks, portable microfiche readers, tape guns etc. are occasionally loaned to TCCA clients. All such loans must be registered in the same way other loans are recorded. Such loans are usually very short term, often only a few hours, at most a day. Loans of equipment must be arranged with the TRC staff.

  9. Wherever possible, make sure to check the revision status of the manual before sending it out on loan. Include a page check sheet confirming the accuracy of the manual and a proprietary notice as appropriate.

  10. Loaned items being sent by mail should be protected against possible damage by:

    1. sending binders and microfilm in boxes or in padded envelopes;

    2. putting microfiche from a larger collection in protective sleeves or binders; and

    3. putting CD-ROMs in jewel cases and CD-ROM shipping boxes or envelopes.

  11. All TRC staff are responsible for recording and tracking loans and for approving borrowers.

16.2  Recording and Tracking Loans

  1. Each TRC must have a system for recording and tracking loans so that items do not become lost and can be retrieved when needed.

  2. The loan system can be designed to suit the needs of the TRC and can be either computer or paper based.

  3. The preferred method of recording and tracking loans is to use a computer based system that captures loan information in a DB/TextWorks catalogue.

    1. HQ TRC records loans in a circulation textbase that is linked to the Man1 catalogue. Clients and other TRCs can retrieve the record for an item from Man1 on the Transport Canada Intranet and see whether that item is on loan or is available.

    2. Some regional TRCs record loans in their local copy of Man1, in the sub-set Man1 catalogue that contains only those records applicable to their holdings, or in a separate textbase whose records can be exported to the local catalogue.

  4. A paper-based system is acceptable as long as it records the information required when making loans and records the return of the loaned articles.

  5. The following information must be recorded when making loans:

    1. item borrowed - including title, author/Design Approval Document holder, record number, call number;

    2. borrower - including name, telephone number and designator;

    3. date borrowed;

    4. due date.

  6. Each TRC must have a system in place to identify borrowers.

    1. HQ TRC maintains a textbase of approved borrowers. It is linked to the Circulation textbase so that information from it can be retrieved.

      1. Borrowers: sign out documents on loan cards found in the front of each binder and leave the card at the front desk.

      2. TRC staff: create loan records in the Circulation textbase using the rules found in the Technical Reference Centre Cataloguing System: Supplemental User’s Manual. Use the information on the loan card to retrieve information from the Borrower textbase to paste into loan records. File the loan card in the loan card box in the Loans clerk’s desk drawer. Record extensions to loans in accordance with the procedures detailed in the Technical Reference Centre Cataloguing System Supplemental User’s Manual.

      3. Loans of periodicals are not recorded in the Circulation textbase. Instead, a binder is provided at the front desk in which clients can both sign out and sign in individual issues. Such borrowing is on the honour system.

    2. In PNR, the TRC uses an automated loans system.

      1. Most items that can be borrowed have a bar code attached to them. Approved Civil Aviation staff members are issued a staff identification bar-code by the TRC staff. Staff members in Winnipeg are physically given their staff bar-code strip. The TRC staff keeps a report of the staff identification bar-codes for each client at the remote TCCs. All regional TRC and HQ staff members are assigned a staff identification bar-code.

      2. Items with an affixed bar-code are checked out by the borrower using his/her staff identification bar-code. Upon selection of the required manual the client scans his/her identification bar-code into the computer. The bar-codes of the manuals selected are then scanned in one at a time. The “Finished” button is then depressed ending the check out process. At the end of the day the library staff updates the history and loans database to ensure that all items borrowed during the day have been properly recorded.

      3. Library materials without an affixed bar-code, are signed out in the “sign-out” book, located on the “sign-out” counter. The borrower is required to print the date, title of manual, call number or record number, and borrower’s name, designator and telephone number. This process is used for all regulatory documents, periodicals, or other items without a bar-code affixed to the cover.

    3. Atlantic TRC records borrower information in the client section fields of the borrowed item, either in person when the item is borrowed, or from a sign-out book that is used by clients on the honour system.

    4. In Ontario TRC, a yellow binder is provided in which clients sign out material.

    5. Quebec TRC uses the following procedures:

      1. Most items have a loan card included in a pocket at the end of the manual. Borrowers must complete this card and drop it in the loans box.

      2. For items without a card, the TRC provides copies of a blank card entitled “Circulation de documents” which must be completed in block letters and left in the loans box.

      3. Periodicals are loaned out using these same procedures.

      4. The loan period is 20 working days.

      5. Once a week, loaned records are checked to determine if any items are overdue. Holders of overdue items are contacted by telephone or e-mail and asked to return the overdue items or to confirm that they would like the loan renewed.

    6. Pacific Region TRC maintains a textbase to identify borrowers. It is linked to the Circulation textbase.

      1. Borrowers sign out documents using a 3-carbon copy loan form. The top copy is fixed to the inside cover of the item as the borrower's record of the loan as cards and pockets are not used in the Pacific region.

      2. The second and third copies of the loan form are left in the Loans Box on the Circulation Desk.

      3. If the item being borrowed is a book or a manual, the second and third copies of the form are filed in the "Items on Loan” box on the Circulation desk after being recorded on the Circulation textbase.

      4. If the item being borrowed is in a non-book format, the third copy of the loan form is filed in the item's spot on the shelves to alert other potential borrowers.

      5. When an item is returned, the loan form is removed from the item's cover, the "Items on Loan" box and from the shelf, if applicable. The item's status is changed on the Circulation textbase record to "Returned".

      6. Loans of periodicals are recorded in the Circulation textbase. Borrowers complete the 3-carbon copy loan form with the periodical's title and issue information and attach the top copy to the periodical's cover. Because the Periodicals textbase is not linked to the Circulation textbase, the item's copy information is entered manually onto the Circulation record in the Notes field.

  7. The HQ and Quebec TRCs’ loans policies can be found on their respective Intranet sites.

  8. When loaning out fiche from a larger collection, use a card or sheet to mark where the fiche is missing and indicate on it that the item is on loan.

16.3  Loan Periods

  1. Loan periods may vary. In general, loans are for one month.

  2. Loans can usually be extended upon request, unless the borrowed item is required by someone else, as warranted.

  3. Extended loans lasting for a number of months can be arranged where circumstances warrant.

  4. The TRCs may purchase documents on behalf of a TCCA client and provide them to the client on Permanent Loan. These are usually items purchased for the client involved, including standards, dictionaries etc., and remain with the client as long as they are employed by TCCA. They are to be returned when the client leaves TCCA’s employ.

  5. In HQ TRC, regulatory documents and those marked “Reference” are available for same day return loan. These items are identified by having a blue loan card and a label on the pocket saying “One Day Loan Only”. Loans of these items are available to HQ personnel only.

  6. Loan periods for items borrowed by the TRCs from other institutions on behalf of clients are determined by the lending institution.

  7. Borrowers may be requested to return borrowed items if they are urgently needed by someone else or if a revision has been received that should be filed in the loaned item. They are also encouraged to return items as soon as they are done with them so that they are available for the use of others.

  8. TRC staff will review outstanding loans on a regular basis. When an item is overdue:

    1. Check the return bin and the shelf to confirm that the item has not been returned without the return being properly processed.

    2. Issue an overdue notice and send it to the borrower asking that the item be returned. This can be a report form in a textbase or a word document. Alternatively, contact the borrower by telephone or e-mail.

    3. Record the date the return request was made.

    4. If no response is received from the borrower, visit him in person to try to retrieve the item. If the borrower is not available due to extended absence for travel or leave, and if the item they have is urgently required, contact his supervisor to try to retrieve the item or obtain permission to retrieve it from his office if it is there.

  9. The TRCs do not collect fines for overdue items.

16.4  Borrower Obligations

  1. Technical manuals and documents, including the contents of the Type Certificate Dockets, are proprietary information. Borrowers must not release proprietary information, in whole or in part, to persons or agencies outside TCCA, unless authorization is obtained from the Design Approval Document holders concerned. “Persons or agencies outside TCCA” includes other government departments, delegates, former TCCA employees, and the general public. When loaning items, TRCs may wish to attach a sheet or slip which reminds borrowers of this obligation, such as :

    For the borrower

    The document you have borrowed is proprietary data. It is the sole property of the stated Design Approval Document holder and it is therefore exempt under the Access to Information Act. This document is to be used by Transport Canada personnel in the performance of their professional duties. This document is not to be released, in whole or in part, to persons or agencies outside Transport Canada, unless authorization is obtained from the Design Approval Document holders concerned. Persons or agencies outside Transport Canada includes other government departments, delegates, former Transport Canada employees, and the general public. Your anticipated cooperation is greatly appreciated. Thank you.

  2. All documents are covered by the Canadian Copyright Act.

    1. Government documents may be freely copied in part or in whole for non-profit purposes.

    2. Technical documents provided by Type Certificate holders may be copied as needed by TCCA staff for regulatory oversight purposes.

    3. Standards, books, periodicals and other such purchased documents may not be copied in whole or in part except as allowed for under the Fair Dealing provision of the act. Copyright is stated in the borrowed items themselves but TRC staff may wish to remind clients, either verbally or by inclusion of a written notice of their obligations under the Canadian Copyright Act.

  3. TRC staff should remind borrowers not to lend items they have borrowed to others. If a borrower wishes to pass an item on to another employee, the transfer should be arranged through the TRC so that the TRC can maintain an accurate record of who has a particular item on loan.

  4. The borrower is responsible and accountable for borrowed items.

  5. To arrange a loan extension, borrowers may contact any TRC staff member.

  6. Borrowers are expected to return all borrowed items to the TRC from which they borrowed the item within the allotted loan period. They may be returned by internal mail. If returned in person, they are not to be reshelved but are to be returned to the book return area or to TRC staff.

  7. If an item has been lost and needs to be replaced, any costs associated with that replacement may be charged to the borrower’s department.

16.5  Returns

  1. Each TRC must have a system of recording when items are returned. The system may involve any or all of the following steps:

    1. Amend the loan record to show that the item has been returned, either by making a notation on the page in a paper-based system or by editing or deleting a record in a textbase system.

    2. For HQ TRC, procedures for amending circulation records can be found in the Technical Reference Centre Cataloguing System Supplemental User’s Manual.

    3. For PNR TRC, the borrower is required to leave the returned document or manual on the return counter. The library staff is responsible for scanning in the returned manual on the check-out computer as required. (The Bar-code Manual contains instructions on returning a manual and updating the Loans and History databases).

    4. Retrieve the loan card from the loan card box and stamp or otherwise mark the loan card with the word “Returned” and replace the card binder.

    5. Replace the loan card in the manual and return the manual to the shelf.

16.6  Interlibrary loans

16.6.1  Between TRCs

  1. To reduce costs and share resources, TRCs make loans to each other.

  2. Requests for loans or for extensions of loans should be made in writing via e-mail, fax or internal mail from the borrowing TRC to the lending TRC. Loan requests should include the following information as applicable:

    1. record number and catalogue name;

    2. product Design Approval Document holder/author;

    3. model;

    4. title;

    5. series;

    6. call number;

    7. publication number.

  3. The inter-library loan form, RDIMS 2352846, can be used if agreed to by both parties.

  4. Both the lending and the borrowing TRC must make provisions to track borrowed materials and ensure prompt return.

  5. The loaning TRC must fill out any loan cards associated with the item before sending the item to the borrowing TRC and create loan records in the Circulation textbase or catalogue or other tracking system as appropriate. File any loan cards with the loan cards for local loans.

  6. Loans to TCCs are controlled by the Regional TRCs. Should a TCC require a manual not available from the region, the Regional TRC will make necessary loan arrangements with another TRC, including the tracking of borrowed materials.

  7. Regional staff must make requests for extensions of inter-library loans to the TRC who arranged the loan for them.

16.6.2  From Other Lending Institutions to TRCs

  1. Each TRC is responsible for making its own arrangements for loans with other lending institutions, either for themselves or, more often, for their clients.

  2. Any costs involved in arranging such loans are the responsibility of the TRC requesting the loan.

  3. The Inter-Library Loan codes for the TRCs are:

    1. Headquarters – OOTA,

    2. Atlantic – NBMOTA,

    3. Quebec – QMTCA,

    4. Ontario – OTORT,

    5. Prairie and Northern – MWTA,

    6. Pacific – BVATAM.

  4. While TRC clients, no matter where they are located, are able to make their own inter-library loan arrangements with the Transport Canada Library in Ottawa, many prefer to have their local TRC arrange such loans on their behalf.

16.6.3  From TRCs to Other Lending Institutions

  1. Each TRC is responsible for any loans made to the public or to other lending institutions.

  2. Items should only be loaned to the public via the agency of another lending institution that is making the loan request on behalf of a client.

  3. Technical documents and manuals must not be loaned. These are proprietary and confidential and their use is restricted to TCCA personnel.

  4. General interest and regulatory books and documents may be loaned at each TRC’s discretion.

16.7  Departure of Staff

  1. When staff leave the employment of TCCA or Transport Canada, TRC staff must check to make sure they have no outstanding loans against them and sign off on the Employee Pre-Severance or Transfer Form.

  2. There are three different forms that may be encountered, all of which require that the records of the departing employee be checked to see if he has any outstanding loans:

    1. 10-0354 (0507-03) is the Transport Canada version;

    2. 62-0003 (0508-04) is the version used in PNR; and

    3. Employee Pre-Severance Form: In-House Check-List Administrative Services (AARDA) – HQ Only.

  3. When an employee departs:

    1. Check your circulation records for any loans outstanding in the person’s name. Note that because all TRCs must maintain a system that tracks all items on loan, whether from their own collection or acquired for the borrower on inter-library loan, this check will account for loans traceable to the TRC.

      1. Exception: because Ontario region TCCA employees based in Ottawa enjoy borrowing privileges with HQ TRC, Ontario TRC must contact HQ TRC to confirm that there are no outstanding loans for these employees at their time of departure.

      2. Exception: personnel who are working outside their base region are permitted to borrow from the TRC in the region in which they are working. When they leave, the TRC in the base region must contact the region where the employee was working to confirm that there are no outstanding loans for these employees at time of departure.

    2. If there are no outstanding loans traceable to the TRCs, there may still be outstanding loans the borrower received directly from the Transport Canada Library. Check with the Transport Canada Library for outstanding loans by one of two methods:

      1. telephone the Transport Canada Library and ask if there are any outstanding loans;

      2. go to the Transport Canada Catalogue, select “My Account” enter the borrowers LAN ID and his photo card ID number. This will show his account status and whether there any outstanding loans.

    3. If there are outstanding loans to the borrower, have the borrower return the borrowed items before signing off her pre-severance form.

    4. Once it is determined that there are no outstanding loans, sign off the pre-severance form of the employee.

      1. Form 10-0354 has a section entitled “Library Services” where one checks off boxes labelled “Uncoded material” and “Library material” if there are no outstanding loans. When you sign here you sign not only for the TRCs but on behalf of the Transport Canada Library as well.

      2. Form 62-0003 has a section entitled “Technical Reference Centre (TRC Centre de référence technique (RAWT)” where TRC staff check off boxes labelled “Books/Manuals Livres/manuels”, Periodicals Périodiques” and “Other Autres”. This section clearly applies to the TRCs, but as no other section applies to the Transport Canada Library, and as PNR TRC is affiliated to a certain extent with the Transport Canada Library, this section should be taken as applying to the Transport Canada Library as well.

      3. Employee Pre-Severance Form: In-House Check-List Administrative Services (AARDA) has a section entitled AARDH 4th FL. TWR C where one checks off boxes labelled “Books Livres”, “Periodicals Périodiques”, “Documents or Reports Documentation” and “Verify with Central Library Vérifier auprès de la librairie centrale”. This section clearly states the obligation of the TRC to confirm with the Transport Canada Library that the borrower has no outstanding loans.

17.0  MANUALS BINDERS MAINTENANCE

  1. Processing manuals involves labelling, repairing and replacing binders to ensure that binders remain in a usable condition.

  2. All manuals should be stamped to indicate they are the property of the TRC.

  3. TRC staff is responsible for repairing, replacing and relabeling manuals.

  4. Replace broken or damaged binders as required with new or re-used binders in good condition. Where possible keep technical documents in the Design Approval Document holder-supplied binders. Where that is not possible, use blank binders purchased by the TRC.

  5. Label binders with Call Number label sets generated using the label form in the Man1 and LIB catalogues in accordance with procedures detailed in Technical Reference Centre Cataloguing System Supplemental User’s Manual, or with alternate procedures included there.

  6. As required, label binders with descriptive spine and/or front cover labels generated using Microsoft Word. Labels should include the following information:

    1. Design Approval Document holder or author/corporate author;

    2. model name and number;

    3. manual/document title;

    4. document number;

    5. volume or copy number;

    6. Service Bulletin number series contained in the volume; for example, 1-50, 200;

    7. for some regulatory documents such as ADs, years covered such as 1998-2000, 2007.

  7. Cover call number spine labels with call number protectors. Cover other spine labels with protective book tape.

  8. Make repairs to pages, book bindings etc. using tape, glue, hole reinforcements etc. as required.

  9. For safety reasons, do not fill binders beyond their capacity. If a binder becomes too full, move the contents to a larger binder or divide the contents among additional binders as warranted.

    1. Where possible, divide binders at logical points such as breaks between chapters or at a round number for service bulletins; for example, 72-100, 72-400 etc.

    2. Change catalogue records as required to note the added volumes.

    3. Label new binders as above.

18.0  PAGE CHECKING

  1. Page checking is the verification process that determines the contents of a Design Approval Document holder’s manual or that regulatory document match the current List of Effective Pages (LEP or LOEP). As required, TRCs should page check documents in their collections to determine that they are complete and up to date.

  2. Appendix 1 shows the Page Checking form to be used whenever performing this activity. Print it on coloured paper to distinguish it from the contents of the manuals to be checked.

  3. Check each page found in the binder against the appropriate LEP or LOEP to determine that:

    1. the required pages are present and accurately amended within the document;

    2. these pages are in agreement with the dates listed in the LEP or LOEP;

    3. there are no pages in the document that should not be there – i.e. that should have been removed when the manuals were revised earlier;

    4. effective Temporary Revisions are filed in the manual and that superseded ones have been removed;

    5. appendices or supplements applicable to the document are also correctly filed.

  4. Remove any pages not listed on the LEP.

  5. Make a list of any missing or damaged pages. If a manual is otherwise up to date and does not require replacement, either try to get photocopies of the missing pages from a region that has the manual, or ask the Design Approval Document holder to supply the missing pages.

  6. If one or more revisions are missing, claim them from the Design Approval Document holder.

  7. Regional TRCs should coordinate requests made to Design Approval Document holders for missing pages or revisions through HQ TRC.

  8. ATP Microfiche must also be page checked. Print the Fiche Inventory Checklist appropriate to the ATP Library being checked from the orange revision status fiche at the beginning of the ATP library and examine each microfiche to determine that:

    1. the required microfiche are present and accurately filed within the library;

    2. the date of each microfiche is in agreement with the date shown on the checklist; and

    3. there are no microfiche in the library that should not be there – i.e. that should have been removed when the library was revised earlier.

  9. Claim any missing microfiche from ATP.

  10. Whenever you perform page checking, record the results of that activity on the Page Checking form and file the form at the front of the document.

  11. Page checking is the responsibility of all TRC staff.

19.0  QUALITY ASSURANCE REVIEWS AND AUDITS

19.1  Quality Assurance Reviews of Regional TRCs

  1. Quality Assurance Reviews (QARs) are performed in the Regional Offices according to a rotating schedule. The Head, HQ TRC participates in this process by auditing the regional TRCs.

  2. The purpose of the audit is to ensure that the regional TRCs are performing activities and providing service consistently and in accordance with IMS guidelines in general, and with regard to the procedures and principles detailed in this SI specifically.

  3. The audit is performed under the supervision of a team leader using a Checklist approved in accordance with IMS guidelines.

  4. In accordance with direction received from the team leader, the Head, HQ TRC is responsible for:

    1. performing all QARs;

    2. preparing, modifying and amending the checklist submitted to the QAR Team;

    3. writing any findings and reports required by the team leader;

    4. reviewing, assessing and commenting on any regional responses to findings, reports, summaries etc. forwarded by the team leader; and

    5. making travel arrangements, paying costs for travel and charging expenses as directed by the team leader.

  5. Travel and accommodation arrangements can be made within the general parameters concerning the QAR plan, timing and requirement provided by the team leader. There is leeway in this area to choose accommodation and travel times that fit in with both QAR duties and TRC responsibilities as it is not usually necessary for the TRC representative to attend the entire QAR.

  6. It is the responsibility of the librarians in the regional libraries to make themselves and/or their staff available at the time of the QAR so as to be able to help in the audit process by answering questions.

19.2  Quality Assurance in the Regional TCCs

  1. It is the responsibility of the supervisor of each regional TRC to ensure that the regional TCCs are performing activities and providing service consistently and in accordance with IMS guidelines and that any documentation held in the TCC is complete and current. This will usually require that visits be made regularly to each TCC.

  2. Services supplied by the TRCs to their TCCs may include:

    1. distribution of reference documents, periodicals, technical manuals, ATP microfiche libraries;

    2. cataloguing to identify what is held in each TCC;

    3. reference service, including reproduction and transmittal of data by mail, e-mail or fax;

    4. loans and inter-library loans;

    5. amending, page checking, collection evaluation of TCC held documents;

    6. installing or supplying installation instructions for CD-ROMs/DVD;

    7. acting as liaison between the TCC and other TRCs and libraries.

19.3  Company Audits

19.3.1  Participation
  1. Company audits are performed on operators, Design Approval Document holders and maintenance organizations. The audit ensures that the company in question is in conformance with regulations that govern it and, where a Safety Management System (SMS) is required, that the company has an effective SMS.

  2. The audit is performed under the supervision of a team leader using a Checklist approved in accordance with IMS guidelines.

  3. TRC staff, especially in the regions, may be requested to participate in such audits. They do so under the supervision of a team leader using a Checklist approved in accordance with IMS/SMS guidelines.

  4. TRC participants may be required to:

    1. prepare, modify and amend the checklist submitted to the QAR Team;

    2. write any findings and reports required by the team leader;

    3. review, assess and comment on any responses to findings, reports, summaries etc. forwarded by the team leader;

    4. make travel arrangements, pay costs for travel and charge expenses as directed by the team leader.

  5. The initial audit procedures course is a prerequisite for the individual participating on an audit as a member and not an observer.
19.3.2  Assistance
  1. Even when TRC staff do not actively participate in audits of companies, they may be called upon to provide information to auditors.

  2. The Team Member is responsible for determining any shortfalls in a company’s technical and regulatory collections. TRC staff provide information concerning the current revision status of these documents.

    1. Inspectors are invited to submit, in advance of their audit of a company, a request for revision status confirmation for documents held by the company. The company’s Maintenance Policy Manual and Maintenance Control Manuals are referenced to determine the company’s holdings. This includes both the master collection, (generally located within the business offices of a company), and floor or shop copies, which are located with the technicians. With this data, the TRC staff will research the request and provide the requested data to the inspectors.

    2. Because it is not always possible to know what manual may be encountered ahead of time, inspectors are also likely to contact the TRC during an audit seeking revision status for specific Design Approval Document holders and/or regulatory publications.

  3. Primary responsibility for providing this service rests with the TRC staff in the region where the audit is being carried out.

  4. Regional TRCs are always welcome to contact the HQ TRC for any additional assistance required.

20.0  REFERENCE

20.1  General

  1. The TRCs provide reference service to TCCA clients, other TRC staff, the aviation industry, other Civil Aviation Authorities worldwide, and to members of the general public. Providing courteous and accurate reference service to clients is a priority with the TRCs.

  2. Responsibility for providing reference service rests with all TRC staff. Varying levels of expertise will determine which staff member is best suited to provide answers to specific requests.

  3. All TRC staff should be able to:

    1. search the TRC catalogues;

    2. locate and direct clients to information contained in the collection;

    3. direct clients to electronic sources of information including any electronic resources such as the Internet, the Transport Canada Intranet or the TRC pages on the Intranet that are specifically designed to help clients find information;

    4. help clients use equipment; or

    5. recommend the appropriate subject matter expert when more in depth information is needed.

  4. TRC staff assigned to or who regularly deal with specific parts of the collection should be able to explain:

    1. how information is organized;

    2. how documents are organized;

    3. how documents relate to other documents;

    4. how to use the resources specific to their particular areas of responsibility, including any electronic resources such as the Internet or Transport Canada Intranet; and

    5. know the functions and responsibilities of the various branches of Civil Aviation and the subject matter expertise of their clients so as to be able to direct clients to or to consult with appropriate personnel when pursuing reference inquiries.

  5. Regional TRCs are responsible for:

    1. providing reference service to their own regional clientele,

    2. consulting with the HQ TRC if such consultation is required, and

    3. knowing which Headquarters personnel to consult.

  6. The areas of responsibility of the HQ personnel are listed on the TRC Intranet site.

  7. Questions may be received - either in person, or by telephone, e-mail, fax or letter. When answering a reference request, no matter what the circumstances, always be polite. The TRC is there to serve its clients in a timely and polite manner.

    1. PNR has a group e-mail account called TRC-PNR@tc.gc.ca that is monitored by all PNR TRC staff. It is preferred that clients make their request to this account, providing as much information as possible.

    2. Quebec TRC has a group e-mail account called TRC-QBC@tc.gc.ca. It is preferred that clients make their request to this account, providing as much information as possible.

  8. Some questions cannot be answered immediately. Always be sure to acknowledge questions received via e-mail, telephone, mail, fax or letter and keep the client informed as to the progress of their inquiry. Requests made in person may also take time to resolve. You may not be able to answer a question immediately or even soon, but your client is likely to be less anxious for immediate results if he knows you are actively working on his request.

  9. Much of the collection in the TRC is proprietary information, so service to client groups outside of TCCA is limited.

    1. Restrictions on services available to the Transportation Safety Board (TSB) are outlined in SI-GEN-003 Technical Reference Centre Holdings and Operations and the Transport Canada TSB Memorandum of Understanding.

    2. Delegates, other members of the general public and the aviation industry can be assisted with information concerning regulatory documents and services provided by TCCA, either directly by TRC staff or by being directed to the Transport Canada Internet, the Civil Aviation Communications Centre or the Transport Canada Library. They may not be provided any proprietary information and must be directed to contact the owner of the information if they wish to obtain it.

20.2  Negotiating Questions

  1. Some questions are straight forward such as “Where are the DHC-8 Flight Manuals?” This type of question can be answered by directing the client to the requested material.

  2. Other questions are not so straight forward and will need to be negotiated.

    1. “Where are the De Havilland manuals?” For this type of question, staff must determine what is really being asked and what part of the collection will generate the correct answer by asking the following questions: 

      1. What is the client really looking for: all De Havilland manuals or specific manuals for a specific aircraft model?

      2. What type of information is the client trying to find in these manuals: Airworthiness Limitations; Flight Characteristics; Maintenance Tasks?

      3. What does the client know about the manuals? A Flight Test pilot is likely to know a lot about how to find information in the Flight Manuals. An aircraft engine engineer may know very little about how to find information in a Flight Manual.

      4. Where is the requested information to be found in the TRC? Flight Manuals are in paper on the shelves. So are some other De Havilland manuals such as the Task Cards manual. Other manuals, such as the Maintenance Manual and the Illustrated Parts Catalogue are in microfiche. For other Design Approval Document holders, some materials may be in microfilm, on CD-ROM or even on the Internet.

      5. Finally, what is the correct answer and what form does it take.

    2.  “I need information on aerodynamics.” For this type of question, staff must determine what is really being asked and what part of the collection will generate the correct answer by asking the following questions:

      1. Does the client want a definition of the term aerodynamics?

      2. Does he want a search done for engineering studies about aerodynamics?

      3. Does he want to know aerodynamic information about specific aircraft?

  3. Note that even the question “Where are the DHC-8 Flight Manuals?” involves a certain amount of question negotiation.

  4. When answering a question received by fax, e-mail or letter, it is possible to begin the question negotiating using the same format in which the question was received such as negotiating an e-mail question by e-mail. However, if there is still confusion after this initial step, it is better to change format. In this case, switch from e-mail to either telephone or in person consultation to achieve clarity.

  5. The degree of question negotiation required to answer a query will indicate whether a question falls within a staff member’s area of expertise or whether it needs to be transferred to someone else.

20.3  Referring Questions

  1. When in doubt or when you do not know the answer to a question, do not be afraid to consult with or refer a question to another member of the staff in your TRC, or to staff in another TRC. The network which the HQ and regional TRC librarians have established with each other offers the combined knowledge of 5 regional and 6 HQ librarians to try to answer questions.

  2. Direct clients seeking information about transportation and Transport Canada to the Transport Canada Library at 275 Slater Street, 6th floor.

  3. Direct TCCA clients interested in obtaining, borrowing or viewing International Civil Aviation Organization (ICAO) documents not held in a regional TRC to the ICAO-Net website and provide them the free access code, or to the HQ TRC, which holds hardcopy versions of all ICAO documents.

  4. If the TRC does not hold the answer to a question having to do with Civil Aviation, direct the client to the Civil Aviation Communications Centre whose mandate it is to answer questions concerning Civil Aviation. They are located on the 5th floor of Place de Ville, Tower C, Ottawa at telephone 1-800-305-2059, 613-993-7284 in the NCR, and on the Internet.

20.4  Preparing Responses

  1. Be consistent when preparing responses. Try to use the same general format so that clients can recognize that they have received an answer.

  2. If answering a request that was received by fax, e-mail or letter, include the original request with the answer to remind the client of the original question.

20.5  Proactive Reference

  1. Through the use of e-mail and the TRC Intranet sites, TRC staff transmit information of general or specific use to TCCA clients. This could entail anything from a new TRC policy for clients to a new acquisition to What’s New in the TRC.

  2. This service keeps staff aware of developments in the TRC, and maintains the focus on the TRC as a point where knowledge and useful information is shared throughout TCCA.

  3. TRCs also prepare training brochures and pamphlets concerning the services they offer for distribution to clients.

  4. When a new employee joins TCCA, the TRC supervisor or a delegated staff member should make the opportunity to meet the new employee and introduce him to the services of the TRC by providing an orientation session.

20.6  Reference Collections

  1. Each TRC maintains a small general reference collection of documents that may include dictionaries and terminology glossaries, atlases, thesauri, training videos, Jane’s Aerospace Dictionary, Jane’s All the World’s Aircraft, Jane’s Aircraft Recognition Handbook, encyclopaedias, writing style guides, training brochures and pamphlets from companies providing such services.

  2. Such documents are often available on a ready-reference basis – that is, for use in the TRC only, although they may be loaned at the discretion of the TRC that owns them.

  3. Links to various reference documents are also found on the TRC Intranet sites.

21.0  SHELF READING

  1. Shelf reading refers to the process in which the documents filed on the shelves are checked to ensure that they are filed correctly. This process is carried out according to a predetermined schedule, when the collection is being shifted, or when errors are encountered that indicate shelf reading is needed.

  2. All staff are responsible for performing shelf reading.

  3. Staff should not perform extensive shelf reading as it is tiring for the eyes. In general, staff should:

    1. pick a single Design Approval Document holder and shelf read that part of the collection;

    2. start at the beginning of the manuals for the selected Design Approval Document holder and read the call numbers on the spines of the manuals;

    3. re-arrange any manuals as required so that they end up in call number order.

  4. Clients are requested not to reshelve documents themselves but instead to leave them on work surfaces or return them to TRC staff to be reshelved so as to limit instances of misfiling.

22.0  TECHNICAL MANUALS ON CD-ROM AND DVD

  1. Technical Manuals provided by Design Approval Document holders on CD-ROM and DVD receive special handling.

  2. In general, 6 copies of all CD-ROMs/DVDs are requested by HQ TRC and distributed to all regions, whether the product is currently operating in the region or not. There are still exceptions for various Transport Category aircraft such as Boeing, Airbus and Dassault.

  3. When replacing documents in other formats with CD-ROMs or DVDs, staff should:

    1. check to confirm that the CD-ROM/DVD does actually replace all parts of the documents being discarded. CD-ROM/DVDs may not contain all the publications relevant to a particular product, especially service information; and

    2. retain any active documents in other formats needed to supplement the CD-ROM/DVD.

22.1  Installation on the IDM CD-ROM Solution

  1. The Transport Canada Library received funding to purchase a system that allows CD-ROMs and DVDs to be made available to all Transport Canada employees via the Transport Canada Intranet. HQ TRC makes use of this system to make Design Approval Document holder supplied CD-ROMs/DVDs available to TCCA employees across Canada.

  2. The following procedures apply to the installation of CD-ROMs/DVDs on the IDM CD-ROM Solution.

    1. All installations are done by either the Acquisitions and Cataloguing Officers trained in the process or by the Head, TRC.

    2. Installation on the IDM solution may only be done if permission has been received in writing from the Design Approval Document holder to perform the installation.

      1. The Acquisitions and Cataloguing Officers or the Head, TRC should contact the Design Approval Document holder to obtain permission.

      2. When the Design Approval Document holder responds, the letter, whether it grants or denies permission to make the installation, must be saved into RDIMS.

      3. There are two project folders on the RDIMS desktop of the Acquisitions and Cataloguing Officers and the Head, TRC, one for CD-ROM Denials and one for CD-ROM Permissions. Letters saved into RDIMS must be added to these folders as appropriate.

    3. Installation of any CD-ROM/DVD to the IDM Solution requires that the correct security restrictions be applied to the installation so that only TCCA personnel can have access to the installed documents. When staff leave, HQ TRC should be informed so that their names may be removed from the permissions group that allows access to these resources.

    4. HQ TRC also provides installation of some Design Approval Document holder manuals on behalf of Aircraft Services Directorate (ASD). ASD installations require that ASD has received permission to have the installation performed and also require that specific ASD security restrictions be applied to the installation, limiting access to ASD personnel.

    5. Installation procedures and problems are identified, tracked and documented by the person doing the installation.

22.2  CD-ROM/DVD Installation in the Regions

  1. Technical documents provided on CD-ROM/DVD by Design Approval Document holders contain essential information that must be accessible to inspectors and engineers who require it in the course of their daily activities on behalf of TCCA.

  2. The IDM CD-ROM solution is used to make some material available to all TCCA employees.

  3. CD-ROMs/DVDs not available on the CD-ROM solution are distributed to the regions where they are needed. They may be borrowed by clients who need them for their work. Discussions have been held with TIMSD, the result of which is that blanket approval has been granted for installations of CD-ROMs/DVDs to be made to client computers on an as needed basis. There is no requirement to submit a Justification of Non-Standard Software request. Because the information is essential to the clients, there would never be any denial of such a request. IT personnel in the regions must be aware of this blanket approval.

  4. A list of the Design Approval Document holders who provide CD-ROMs/DVDs is available on the HQ TRC Intranet site. RDIMS 521925, Civil Aviation Technical Reference Centre CD-ROM Installations provides further information on this topic.

22.3  Loans of CD-ROMs and DVDs

  1. CD-ROMs and DVDs are available for loan both from regional and HQ TRCs using the same procedures applicable to all loans.

  2. Some borrowed CD-ROMs/DVDs may require installation on the borrower’s computer to function.

  3. The lending TRC is responsible for informing borrowers if the CD-ROM/DVD will require installation.

  4. The borrower is responsible for arranging for the installation.

  5. Local IT support personnel are responsible for installing CD-ROMs/DVDs to the borrower’s computer.

22.4  ATP CD-ROMs and Cataloguing

  1. ATP produces microfiche and CD-ROMs which contain technical manuals that are part of the TRCs maintenance libraries. Because of the storage capacity of CD-ROMs, a number of manuals may be placed on one CD-ROM.

  2. Some TRCs subscribe to a library that mixes CD-ROMs and microfiche. All ATP microfiche is catalogued but it is unlikely that the contents of an ATP CD-ROM will match the records for the ATP fiche. Therefore, unless the contents of the CD-ROM match an existing record:

    1. catalogue each ATP CD-ROM separately, creating a base record for the CD-ROM and individual records for each manual on the CD-ROM derived from that base record following the rules detailed in the Technical Reference Centre Cataloguing System Coding and Authorities Manual and the Technical Reference Centre Cataloguing System Description Manual.

    2. edit the corresponding microfiche records to remove your location and any relevant format notes from them in favour of the CD-ROM record.

23.0  TEXTBASE MANAGEMENT

23.1  Textbase Maintenance

  1. Textbase management involves performing maintenance functions on the various textbases maintained by the TRC.

  2. The menu screen pull down menus within the DB/TextWorks program have the following functions:

    1. “Manage Textbase”;

    2. “Recover Textbase”;

    3. “Dump Textbase”;

    4. “Load New Textbase”;

    5. “Check Textbase and View Check Textbase Report File”;

    6. “Copy Textbase”;

    7. “Rename Textbase”;

    8. “Delete Textbase”;

    9. “Enable or Upgrade Network”.

  3. The pull down menus within a particular textbase have the following functions:

    1. “Change Indexing Mode”;

    2. “Deferred Updates”;

    3. “Rebuild a Field Index”;

    4. “Edit Textbase Structure”;

    5. “Change Textbase Defaults”;

    6. “Edit Substitution Lists”;

    7. “Edit Validation Lists”;

    8. “Manage Textbase Elements”;

    9. “Maintain Thesaurus”;

    10. “Set Up Thesaurus”;

    11. “View Log File”;

    12. “Delete Log File”;

    13. “Spell Check”;

    14. “Spell Check Setup”;

    15. “Options”;

    16. “Customize Toolbars”.

23.2  Data Quality Assurance

  1. The following functions are performed to provide quality control of data entered in the textbases:

    1. audits of indexes, validation lists, substitution lists, authority files;

    2. creation and checking of forms, QBE screens and record skeletons;

    3. customization of toolbars and user preferences;

    4. updating and removal of sets;

    5. automatic checking of the Man1 textbase using DB/Text Checker.

23.3  Responsibility

  1. Responsibility for Textbase Maintenance functions rests with each TRC supervisor and with any staff delegated the authority.

  2. All TRC staff are responsible for Data Quality Assurance.

  3. Each individual user is responsible for:

    1. creating and checking forms,

    2. QBE screens and record skeletons;

    3. customizing toolbars and user preferences, and

    4. updating and removing sets.

  4. Perform textbase management in accordance with the procedures detailed in the Technical Reference Centre Cataloguing System Supplemental User’s Manual.

24.0  TRAINING AND TRAVEL

24.1  Training

  1. All staff are entitled to training appropriate to their position. This may include free in-house courses offered by Transport Canada or paid for courses offered by outside agencies.

  2. Staff should ask their supervisor for permission to attend training before proceeding to creation of a Learning Activity Request (LAR) form and registration.

  3. A LAR form must be completed for all training, free or paid, and submitted according to procedures determined by the Administration group.

    1. Print 3 copies, and submit the form online. It will be forwarded automatically to whoever needs to approve it.

    2. Print 3 copies of the confirmation message when the request has been submitted.

    3. Keep 1 copy each of the LAR and the confirmation message for your records and provide the other 2 copies of each to Administration group.

    4. When you receive confirmation of your approval, print out a copy of the confirmation message for your records.

    5. Record the time and date of your training on your scheduler so you will not forget it.

  4. Responsibility for approving training will depend on the nature of the training and will be determined by the administrative personnel who process the LAR.

  5. As part of the yearly Performance Review, each employee and supervisor must identify and agree on training to be taken in the coming year using the Individual Learning Plan. The supervisor must transmit this information to the responsible administrative personnel along with the proposed budget for the training.

  6. In conjunction with the administrative personnel who assist in these tasks, the person receiving the training and/or performing the travelling is responsible for making arrangements for the training.

  7. For training that requires travel, each employee is responsible for preparing the Enhanced Travel Authority, Advance And Claim form 08-0166 both before and after the travel.

24.2  Continuous Education and Staff Training

  1. The following minimum training should be provided to staff, either through formal courses, Transport Canada provided training, or TRC provided training, as appropriate.

    Training Course Supervisors SIs CRs
    Access to Information X X X
    Aircraft Certification Orientation X X  
    Annual Transport Canada Workshop X X  
    Audit Procedures X X  
    Canadian Library Association (CLA) Seminars X    
    Conflict Resolution X X  
    Council of Federal Libraries (CFL) Seminars X    
    Effective Report Writing X X  
    First Aid X X X
    Fundamentals of Management X    
    How to Communicate Effectively X X X
    How to Give Effective Presentations X X  
    Inmagic DB/TextWorks Training X X X
    Internet Searching X X  
    Microsoft Word, Access, Excel, PowerPoint X X X
    Pre-Retirement X X X
    Projects Management X X  
    Special Library Association (SLA) Annual Conference Supervisors only, except in Quebec TRC where the 2 staff attend in alternate years.
    Stress Management X X X
    Time Management X X  
    TRC Coding and Cataloguing Procedures   X X

24.3  Workshops

  1. The TRC Workshop is held annually, on a rotating basis at HQ or at a regional office. This workshop allows the TRC librarians in the regions and HQ to gather together to discuss issues of concern to them.

  2. Workshops are an essential part of the ongoing training of the TRC managers.

  3. Workshops are scheduled to be held at a time and in the region close to the time and location of the annual SLA Annual Conference whenever possible. The intent of this scheduling is to make it possible for the workshop attendees to combine workshop attendance with SLA Conference attendance, thus reducing overall travel and training costs for TCCA.

  4. Responsibility for arranging facilities and activities at the workshop rests with the host of the workshop and the Head, HQ TRC.

  5. Responsibility for the agenda of the workshop rests with all participants and is coordinated by the host or the Head, HQ TRC.

  6. Each attendee is responsible for arranging permission and making travel and accommodation arrangements to attend the workshop.

  7. Responsibility for issuing invitations to guest speakers at the workshop rests with the Head, TRC and his Chief.

24.4  Travel

  1. Work related travel may be undertaken for the following reasons:

    1. QARs of TRCs and TCCs and company audits;

    2. providing training to other TRCs;

    3. familiarization trips to other TRCs;

    4. attendance at conferences, workshops and retreats;

    5. attendance at training courses.

  2. Participation in QARs and audits is undertaken at the request of the team leader of the QAR/audit.

  3. Travel to a region is undertaken when requested by the region.

  4. Visits to TCCs to review the holdings may be regularly scheduled or done on an ad hoc basis.

  5. Travel to conferences, workshops, retreats and training is instigated by the staff member participating in the event or the organizer of the event.

  6. Responsibility for costs incurred while travelling rest with the traveller.

  7. All travel must be pre-approved in accordance with TCCA administrative procedures.

  8. All travel requires the completion of the Travel Authority, Advance And Claim form, both before and after the travel.

25.0  WORK TRACKING

25.1  ARASS and SCRAM

  1. The work done in the HQ TRC is defined by a single entry in the Civil Aviation Activity Reporting and Standards System (ARASS), 49Y007 OFF/FTE – Library, which generally applies to the regional TRCs as well. The entry reads as follows:

    “DESCRIPTION:

    Library functions are recognized in ARASS as being those activities which are conducted to ensure that the library continues to deliver required services. These activities would include, but are not limited to: centralized cataloguing to established standards for headquarters and regional Technical Reference Centres; centralized updating and maintenance of the union and other catalogues including making them available on the Intranet; centralized acquisition and distribution of aircraft manuals for headquarters and the regions; centralized acquisition and distribution of documents for headquarters clientele, in both hardcopy and electronically; reference service to departmental personnel and the aviation public; amending manuals, service bulletins, microfilm, microfiche; ensuring clients have access to specific sets of Regulatory and Policy documents through various media including Paper, CD-ROM and Intranet; centralized acquisition of periodicals for headquarters clientele including tracking and claiming; managing loans and inter-library loans; bibliographic instruction to clients in both Headquarters and the regions including instruction on using cataloguing software, and electronic and web resources.”

  2. The TRCs are not required to make entries in ARASS.

  3. The TRCs provide support to TCCA personnel involved in a variety of work. The support they provide cannot usually be classified as applying to one specific cost recoverable project. Therefore, the TRCs do not make entries in any cost recovery systems such as Standardizing Cost Recovery and Activity Monitoring (SCRAM).

25.2  In-House Work Tracking System

  1. The TRCs may perform work tracking using an in-house designed system, either on an on-going basis or as an occasional special project.

  2. One such work tracking system was developed in the Quebec TRC and subsequently amended in the HQ TRC. The procedures and the forms used to perform work tracking in this system are contained in Appendix B, Work Tracking Procedures.

  3. TRCs may use this system or any other system they like to track work.

  4. All tasks that are defined in this SI, plus some activities that do not require definition here, may be tracked using an in-house work tracking system, including:

    1. acquisitions/claiming;

    2. amending;

    3. budgeting;

    4. cataloguing;

    5. collection development;

    6. collection evaluation;

    7. distribution;

    8. equipment maintenance;

    9. internet, when arranging access;

    10. intranet maintenance, including mounting CD-ROMs/DVDs;

    11. loans;

    12. manual binder maintenance;

    13. photocopying/faxing;

    14. problem solving;

    15. processing manuals;

    16. policies, procedures and reports – writing;

    17. quality assurance reviews and audits;

    18. reference/training of clients;

    19. shelf reading;

    20. textbase maintenance;

    21. training and travel/professional development/staffing/human resources.

  5. The TRC supervisor is responsible for initiating work tracking projects and for collating and analyzing data.

  6. Responsibility for tracking tasks rests with each TRC employee.

26.0  CONTACT OFFICE

For more information, please contact the:
Manager, Policies and Procedure, Regulatory Standards (AARTC)

Phone: 613-990-3923
Fax: 613-996-9178
E-mail: CAIRS_NCR@tc.gc.ca

Suggestions for amendment to this document are invited and should be submitted via the Transport Canada Civil Aviation Issues Reporting System (CAIRS) at the following Internet address:

http://www.tc.gc.ca/CAIRS

or by e-mail at: CAIRS_NCR@tc.gc.ca

[original signed by]

Jacqueline Booth
A/Director, Standards Branch
Civil Aviation
Transport Canada

APPENDIX A – PAGE CHECKING FORM

PAGE-CHECKING FORM

ACTIVE: [ ]
INACTIVE: [ ]

TITLE OF MANUAL: _________________________   RECORD NUMBER: _______

DATE MANUAL WAS CHECKED FOR ACCURACY AND COMPLETENESS:____________

REVISION STATUS MISSING REVISIONS MISSING PAGES ACTION
       
       
       
       
       
       
       
       
       
       
       
       
       
       

APPENDIX B – WORK TRACKING PROCEDURES

Daily Work Identification - Technical Reference Center

Name:________________________         Date:_________________________

Record the start and end times of each task, the total time it took to complete the task, and the nature of the task. Time is recorded in 5 minute increments.

From To Total Task
  :   :    
  :   :    
  :   :    
  :   :    
  :   :    
  :   :    
  :   :    
  :   :    
  :   :    
  :   :    
  :   :    
  :   :    
  :   :    
  :   :    
  :   :    

For each task category, note of the number of units completed and the total time spent.

Task Number Time Task Number Time
Acquisitions/ Claiming     Periodicals    
Amendments     Photocopying/ Faxing    
Budgeting     Problem Solving    
Cataloguing     Processing Manuals    
Collection Development     Policies, Procedures and Reports    
Collection evaluation     Quality Assurance Reviews    
Distribution     Reference/ Training    
Equipment Maintenance     Shelf Reading    
Internet access     Textbase Maintenance    
Intranet Maintenance     Training/Professional Development/Staffing/HR    
Loans          
Acquisitions/ Claiming          
Amendments          

How to record each category

Taskp Procedure
Acquisitions/ Claiming Record each acquisition session as one item.
Record the total time taken to do the order: preparing forms, letters, faxes etc.
Amendments Record each amendment filed as one item.
Record the total time it takes to file the amendment.
Some amendments are hundreds of pages long, some are only one page. Each amendment is one item no matter how long it is.
Budgeting Record each session spent working on the budget as one item.
Record the total time spent working on the budget.
Cataloguing Record each cataloguing session as one item.
Record the total time spent cataloguing.
Collection Development Count each session of Collection Development as one item and record the time spent at the task per session.
Collection evaluation Count each session of Collection Evaluation as one item and record the total time spent at the task per session.
Distribution Count each session of Distribution work as one item and record the total time spent at the task per session.
Equipment Maintenance Count each time you perform equipment maintenance as one item and record the total time spent at the task per occurrence.
Intranet Maintenance Count each session spent working on the Intranet site as one item and record the total time spent at the task per session.
Loans Count each manual logged out on or back from loan as one item.
Record the total time spent maintaining the loans textbase.
Periodicals Count each session spent working on periodicals (receiving, logging in, filing) as one item and record the total time spent at the task per session.
Photocopying/ Faxing Count each individual fax or photocopying job as one item.
Record the total time spent photocopying. Do not record the time spent faxing.
Processing Manuals Count each individual manual processed as an item and record the total time spent on processing.
Policies, Procedures and Reports Count each session spent working on policies, procedures or reports as one item and record the total time spent at the task per session.
Quality Assurance Reviews Count each session spent on QARs as one item and record the total time spent at the task per session.
Reference/Training Count each reference request or training period provided to a client or to the public as one item and record the total time spent dealing with the client.
Shelf Reading Count each session spent shelf reading as one item and record the total time spent at the task per session.
Textbase Maintenance Count each session spent performing textbase maintenance as one item and record the total time spent at the task per session.
Professional Development Count each session spent on professional development as one item and record the total time spent at the task per session.

APPENDIX C – EXAMPLE PERIODICALS TRACKING FORM

Year:
Title:
Publisher:
Supplier:
Number of Copies:
Frequency:
Customer number:
Disposal schedule:

Issues Received
January February March
                       
April May June
                       
July August September
                       
October November December
                       
Mark receipts with the date received: ex. 19/11/07
Claim missing issues and mark with a “C” for claimed

Notes:
(ex Distribution, routing, TOC service, disposal to clients etc.)

APPENDIX D – ONTARIO TRC MANUAL VERIFICATION PROCESS

  1. As part of the manual verification process in the Ontario Region Technical Reference Centre (TRC) a variety of coloured stickers is used. When documents are page checked and found to be up-to-date a coloured sticker is placed on the spine.

  2. The colour of the sticker affixed to the spine changes depending on when the manual was checked and verified.

  3. A notice posted in the TRC explains the colour coding system. For example:

    1.      Yellow   Manual was verified between March 2008 and present;

    2.      Blue      Manual was verified between May 2006 and February 2008;

    3.      Orange  Manual was verified between May 2005 and May 2006;

    4.      Red      Manual has not been verified because it is inactive or archival.

  4. As the cycle of verification progresses the dates in the above list change. The notice posted in the TRC is updated to reflect the change in dates.

APPENDIX E – ONTARIO REGION MANUAL NOTICES

(1)  Ontario Region inserts two notices at the front of each manual.

(2) Notice one is printed on green paper and reads:

Quote

ATTENTION LIBRARY USERS

THIS DOCUMENT IS PROPRIETARY DATA AND IS EXEMPT UNDER THE ACCESS TO INFORMATION ACT.

THIS DOCUMENT IS TO BE USED BY TRANSPORT CANADA PERSONNEL IN THE PERFORMANCE OF THEIR PROFESSIONAL DUTIES.

THIS DOCUMENT IS NOT TO BE RELEASED, IN WHOLE OR IN PART, TO PERSONS OR AGENCIES OUTSIDE TRANSPORT CANADA, UNLESS AUTORIZATION IS OBTAINED FROM THE DESIGN APPROVAL DOCUMENT HOLDERS CONCERNED.

“PERSONS OR AGENCIES OUTSIDE TRANSPORT CANADA” INCLUDES OTHER GOVERNMENT DEPARTMENTS, DELEGATES, FORMER TRANSPORT CANADA EMPLOYEES, AND THE GENERAL PUBLIC.

YOUR COOPERATION IS GREATLY APPRECIATED

THANK YOU

Unquote

(3) Notice two is printed on pink paper and reads:

Quote

ATTENTION LIBRARY USERS

IT IS RECOMMENDED THAT YOU CHECK WITH THE TECHNICAL REFERENCE CENTRE LIBRARIAN FOR ANY ADDITIONAL REVISIONS, TEMPORARY REVISIONS OR SUPPLEMENTS, AND THAT YOU ALWAYS USE THE LIST OF EFFECTIVE PAGES.

IF REQUIRED, PLEASE ALSO ASK THE LIBRARIAN TO VERIFY THE AMENDMENT STATUS OF THIS MANUAL.

THANK YOU

Unquote

APPENDIX F – TRANSPORT CANADA CENTRES AFFILIATED WITH THE TRCS

Transport Canada Region TRC Location TCC Locations
National Capital Region Ottawa None
Pacific Region Vancouver Abbotsford
Kelowna
Milieu du littoral
Prince George
Richmond
Victoria
Prairie and Northern Region Winnipeg Calgary
Edmonton
Saskatoon
Whitehorse
Yellowknife
Ontario Region Toronto Buttonville
Greater Toronto Area - Pearson
Hamilton
London
Ottawa
Sudbury
Thunder Bay
Quebec Region Dorval Alma
Longueuil
Quebec City
Atlantic Region Moncton Goose Bay
Halifax
St. John’s
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