2014 Queen’s Printers Association of Canada Conference Change and Technology Canada Gazette Directorate

Last Year’s Achievements and Recent Innovations

Elimination of the Printed Copy On April 1, 2014, the Canada Gazette Directorate (CGD) ceased the printing and distribution of the Canada Gazette following decisions that were made: — as part of the Deficit Reduction Action Plan; — in line with the Government of Canada’s Greening Initiatives; and — in compliance with electronic publishing as the Government of Canada’s new standard to publish all documents in order to reduce costs and modernize operations.

Elimination of the Printed Copy (cont.) Legislative and Regulatory Amendments During the last two years, in order to eliminate the printed copy, the Statutory Instruments Act, the Statutory Instruments Regulations and the Canada Gazette Publication Order had to be amended and the amendments came into force on April 1, 2014.

Elimination of the Printed Copy (cont.) Special presentation of the last issues of Part I and Part II Last printed copy : Part I, on March 29, 2014 Part II, on March 26, 2014 Part III, on February 13, 2014

Consequences of the Elimination of the Printed Copy Since April 1, 2014, the Canada Gazette is solely published online in an official PDF version and a user-friendly HTML version. Ceasing the printing of the Canada Gazette and the distribution of the printed copy will provide savings to the Government of Canada of $300,000 a year. And no position was abolished. The format of the Canada Gazette was modified to adapt to the format of electronic publications. For example, the header of Part I, which was unilingual English on the even pages and unilingual French on the uneven pages, is now bilingual on each page.

Consequences of the Elimination of the Printed Copy (cont.) Publication dates remain the same. Part I, every Saturday, and published online as of 2:00 p.m. on Friday Part II, every second Wednesday, and published online at 9:00 a.m. Insertion rates are not affected. Since insertion rates did not include the printing costs, they were only increased as planned, on April 1, 2014, based on the consumer price index.

Consequences of the Elimination of the Printed Copy (cont.) Production process has been slightly modified. As the printing of the Canada Gazette was being done by a private company, the internal process remains the same but for the last step which consisted in producing a PDF for the printer. Extracts are no longer available in paper format. The CGD now offers its clients extracts of their notice in a PDF format.

Implementation of Adobe InDesign Layout Tool The three Parts of the Canada Gazette are now completely formatted with Adobe InDesign. PART II, since January 30, 2013 Part III, since August 30, 2013 Part I, since January 25, 2014 InDesign automatically generates files into PDF and facilitates their conversion into HTML in compliance with the government’ standards. The CGD is now working on the production of the Part I quarterly index.

Electronic Transmission of Notices The CGD continues to implement the electronic transmission of notices. The CGD has been accepting electronically-transmitted notices from — the Canadian Radio-television and Telecommunications Commission (CRTC), — the Canadian International Trade Tribunal (CITT), — the Public Service Commission (PSC), and — the Office of the Prime Minister (notices of vacancies). Since December 2013, the CGD has extended this service to all its clients from the private sector (provincial, territorial and municipal governments, law firms on behalf of their clients, companies, non-profit organizations and individuals) whose texts are unclassified.

Electronic Transmission of Notices (cont.) Last fall, in order to extend the service to clients who publish protected and secret texts, the CGD hired a consultant expert to examine the security level of all texts published in the Canada Gazette in order to determine the means of electronic transmission to implement. It was determined that 5% of the notices were secret, 27%, protected and 68%, unclassified.

Electronic Transmission of Notices (cont.) Unclassified Notices The CGD wants to offer electronic transmission of unclassified notices to as many organizations as possible and for as many styles of notices as possible. To increase both, the CGD will, within the next year, work at developing templates which will be pre-formatted to match the clients’ notices and into which they will be able to insert their notice. Protected and Secret Notices Since the electronic transmission of protected and secret documents is not currently available across the federal government, the CGD will only be able to implement electronic transmission for those documents when the government will have the technology in place.

RSS Feeds Last summer, the CGD launched six additional RSS feeds for other content published in the Canada Gazette, Part I and Part II. PART I — Weekly index — Quarterly index — Extra edition PART II — Bi-weekly index — Consolidated index of statutory instruments

Future initiatives

On-screen Editing Process The CGD hired a consultant to examine the current editing process for the Canada Gazette, Part I and Part II, and to propose an electronic editing mapping. As a result, Adobe InCopy has been chosen as the electronic editing tool. Software licenses and equipment, such as large screens, will be bought and training of editors will start. The testing phase of on-screen editing will start this fall in view of being implemented in spring of 2015.

Electronic Transmission of Notices InDesign Layout Tool The automation of as many functions as possible, such as generating RSS feeds for the entire content of Part I and Part II, will continue. Electronic Transmission of Notices More electronically-transmitted notices from federal and non-federal clients will be accepted.

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