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Auditor General releases performance audit on the Archives of Manitoba and annual follow-up report

WINNIPEG – Auditor General Tyson Shtykalo today released 2 reports: Archives of Manitoba: Preservation and Access to Records and Follow Up of Previously Issued Recommendations.

 

In the first report, Shtykalo found the Archives of Manitoba was not fulfilling all its legislated responsibilities to protect and preserve archival records. The audit also found the Archives is facilitating access to physical archival records, but not digital records. The report contains 10 recommendations.

 

The second report followed up on the status of 59 previously issued recommendations. The report notes 32 of these 59 recommendations (54%) had been implemented. The Auditor General typically follows up on the status of recommendations 2 years after a report is released. Subsequent follow ups, and the timing of these follow ups, are determined based on progress implementing the recommendations.

 

To view the 2 reports, visit oag.mb.ca/audit-reports

 

To watch brief overview videos, visit youtube.com/@AuditorGenMB


BACKGROUNDER


Archives of Manitoba: Preservation and Access to Records

 

This audit found the Archives of Manitoba (the Archives) is not fulfilling all its legislated responsibilities to protect and preserve archival records.

 

“Records held by the Archives trace the history of this province,” said Auditor General Tyson Shtykalo. “It’s important that these records are protected and preserved for future generations, and accessible to Manitobans.”

 

The audit found:

  • Aging and deficient building infrastructure, including a lack of fire suppression systems in some areas and water leaking into storage spaces, increased the risk that archival materials could be damaged.

  • The Archives did not have the capability to acquire, protect, preserve, and provide access to digital records. These records were retained by government departments and agencies.

  • The Archives did not have a formal recordkeeping policy, which would help ensure all government departments, agencies, and the Legislative Assembly have a clear understanding of objectives, roles, and responsibilities related to archiving materials.

  • Record keeping training had low uptake.

  • The Archives did not verify the contents of records transferred into its care.

  • The Archives could improve access to physical records by obtaining feedback from users and expanding hours of operations.

 

The report contains 10 recommendations to protect and preserve records and enhance public access to these records.

 

Follow Up of Previously Issued Recommendations

 

This report followed up on the implementation status of 59 recommendations made between January 2020 and August 2021. These recommendations were made in 7 reports, including performance audits and investigations.

 

Of the 59 recommendations, 32 (54%) had been implemented, 23 (39%) were in progress, and management did not intend to implement 4 (7%), as at September 2023. Auditor General Tyson Shtykalo said he is generally satisfied with the progress made by the entities implementing the recommendations.

 

The Auditor General typically follows up on the status of previously issued audit recommendations 2 years after an audit report is released. Subsequent follow ups are determined based on progress implementing the recommendations.

 

Highlights:

  • All the recommendations in the Main Street Project Investigation (June 2021) and Management of Provincial Tourism audit (January 2020) were implemented.

  • None of the recommendations in the Shellmouth Dam Compensation Program investigation (August 2021) were implemented.

  • One recommendation in the Municipal Development Corporations investigation (August 2021) has been implemented.

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