Technical Introduction

 

The English language translation of Recueil des règles de conservation des documents des établissements universitaires québécois (2002) is entitled Records Retention Schedules for Quebec Academic Institutions, or its shorter form for the purposes of the text, The Quebec Schedules.  It is important to note that this translation is not an adaptation of the records retention schedules for English Canada, or any specific jurisdiction therein.  Our purpose as Editors of the English translation was to ensure that the translation produced by an independent firm was not only technically accurate but a true reflection of the spirit and intent of the original French language version.  For this reason all references to Quebec-specific legislation and context affecting academic institutions have remained intact as reference points in the schedules and text.  

Analysis of the completed translation did however present a number of questions around the different uses and meanings of records management terminology in the English and French languages.  In these instances we came to agreement on the selection of English terminology best suited to the original meaning of the French language term, aiming always for terms both suitable and meaningful to an English speaking audience. Our editorial decisions were based on ensuring readability, accuracy of content, and consistency of language and terminology. 

While the title of the original French document refers specifically to universities in the province of Quebec, the English title suggests a broader view (inclusive of all academic institutions) but should not be assumed to be applicable to colleges. The document applies to universities (and other advanced-degree type bodies) but does not apply specifically to colleges. While all (academic/post-secondary) institutions may find relevance in the schedules, the specific needs of colleges in English-Canada have not been taken into account in their preparation.  Finally, on the subject of the title, the shortened version, The Quebec Schedules, was a compromise offering some economy throughout the textual parts of the translation, and more importantly, carrying what we consider to be the significant symbol of its origins within Canada. Only minor additions were necessary in the navigation and introduction sections in the form of “Editor’s Notes”. These comments were included where English-language readers unfamiliar with Quebec records-related publications and legislation would benefit from more information. These notes were also used where issues of terminology and the application of retention recommendations were unclear or the subject of discussion amongst the reviewers.

Note that where there was no official English-language translation available for publication titles or names of official bodies, we noted only the French-language version. However the Editors' Notes offer explanation in plain English on the nature and subject of the cited publications as they appear in the main body of the Introduction. Unofficial translations of the names of official government bodies are noted below along with those instances in which a decision around records management terminology was applied throughout the document:

• “Règles” (referring to individual records retention schedules or rules) – translated as “schedules”

• “Recueil” where used as the shortened form of the French title – translated as The Quebec Schedules

•  “Informatique” in the media form legend within each schedule – translated as “electronic” (rather than “computer” or “computer-generated”)

•  “Fichier informatique” referring to specific rules for electronic records – translated as “electronic records” (rather than “computer files” or “electronic files”)

•  “Élimination”  - translated as “destruction”

• “Conservation” – translated as “retention”

• “Calendrier de conservation” - translate as “records retention schedule”

• “Resources documentaries et muséologiques” in Chapter 9, was translated as “Archives, Library and Museum Holdings” (rather than Documentary and museological holdings)

• “Commission d'accès à l'information du Québec” (Quebec's access commission)

• “Commission des biens culturels du Québec” (Quebec's commission on cultural property issues)

• “Archives nationales du Québec” (Quebec's national archives)

• “Calendrier-type de conservation des documents” (model retention schedules)

• “Établissement du calendrier de conservation des documents informatiques d'un organisme public” (establishment of a retention schedule for electronic records held by public organizations)

The index is an edited translation of the original French-language index, including as in the original, title, key word, and subject entries.  The only changes occur where our choice of terms (as in the above listing) was different from the literal translation provided by the translation firm.  The Introduction for both languages clearly states that the Recueil or Schedules represent a general model and are not intended to be prescriptive for all institutions concerned.  Indeed the purpose of the project was to provide a common guide or baseline approach, on which institutions can build, adapt and further elaborate schedules (and index) according to their institutional context.

This project would not have been possible without the collaboration and contribution of a range of institutions and individuals. We would first like to extend our thanks to the Conférence des recteurs et des principaux des universities du Québec (CREPUQ) and the Association of Universities and Colleges of Canada (AUCC) for their initiative and support of this collaborative project.  The CREPUQ and AUCC representatives to this project, Yvon-Albert Laurendeau (CREPUQ), Claude Minotto (Chair, Archivists Sub-Committee of CREPUQ), and Rosemary Cavan (AUCC) in particular provided invaluable assistance, guidance and encouragement. 

Our thanks also go to the Association of Canadian Archivists and the Canadian Council of Archives (in particular Bryan Corbett and Cheryl Avery respectively) for their support, and to Roger Charland (CREPUQ’s Web Master) for his work on the on-line version. 

Two colleagues from the university archives community were invited to participate as our external English and French language readers.  André Gareau, the Project Archivist on the compilation of the original French language Recueil (and currently Archivist with the Service des archives et de gestion des documents, Université du Québec à Montréal) and Robin Keirstead (University Archivist for the University of Western Ontario) provided important and much appreciated comments, insights, and keen editorial skills.  Their contributions have been key in ensuring the final version is both accurate and readable.  Finally we are indebted to our sponsoring institutions, McGill University and the University of Toronto for allowing time for this important project.

 

Johanne Pelletier University Archivist and Director McGill University Archives Service des archives de l’Université McGill August 2003

Garron Wells University Archivist University of Toronto Archives and Records Management Services