Office of the Saskatchewan Information and Privacy Commissioner. Guide to FOIP, Chapter 1, Purposes and Scope of FOIP. Updated 7 March 2023 22 Subsection 3(1)(c) Application 3(1) This Act does not apply to: … (c) material that is placed in the custody of the Provincial Archives of Saskatchewan by or on behalf of persons or organizations other than government institutions. Although the Provincial Archives of Saskatchewan (formerly the Saskatchewan Archives Board) is a government institution, FOIP does not apply to material that is placed in the custody of the Provincial Archives by or on behalf of persons or organizations other than government institutions. The acquisition of private records from individuals and organizations is a core object and function of the mandate of the Provincial Archives of Saskatchewan under The Archives and Public Records Management Act (APRMA) (See subsection 4(a) and section 8). Under the APRMA, the general powers include the ability to “enter into agreements with any person, body or organization within or outside Saskatchewan that the Provincial Archives of Saskatchewan considers necessary to fulfill its objects and to carry out its functions.” (See subsection 6(1)) This includes the transfer of private records. Records are not ‘on deposit’ with the Archives but involve a formal transfer of ownership. Approximately 40% of the Permanent Collection is from the records of individuals and organizations. The records of individuals can include the political and personal records of MLAs and Ministers of the Crown. The latter are required to follow the APRMA for the transfer of the public portfolio record. There are many reasons why individuals and organizations turn over their records to the Provincial Archives of Saskatchewan. For example, it is a means of sharing records with the broader community or for leaving a legacy. Records of individuals can come over time, as careers develop, or through the executors of estates. The records of organizations include businesses, associations, church groups, architectural firms, political associations etc. and cover every aspect of the history of the province. The Provincial Archives of Saskatchewan have produced a guide for organizations, both in terms of managing records and what to keep over the long term. (See A Guide to Maintaining Records and Identifying Archival Material for Societies and Organizations) Records offered to the Provincial Archives of Saskatchewan from individuals and organizations are appraised by archivists to determine whether they hold long-term historical
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