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Series S01 - VANOC central records

Title and statement of responsibility area

Title proper

VANOC central records

General material designation

  • Multiple media

Parallel title

Other title information

Title statements of responsibility

Title notes

Level of description

Series

Reference code

AM1550-S01

Edition area

Edition statement

Edition statement of responsibility

Class of material specific details area

Statement of scale (cartographic)

Statement of projection (cartographic)

Statement of coordinates (cartographic)

Statement of scale (architectural)

Issuing jurisdiction and denomination (philatelic)

Dates of creation area

Date(s)

  • 1995 - 2010; predominant 2003 - 2010 (Creation)

Physical description area

Physical description

17.5 m of textual and other records

Publisher's series area

Title proper of publisher's series

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Statement of responsibility relating to publisher's series

Numbering within publisher's series

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Archival description area

Name of creator

(2003-2011)

Custodial history

Records were transferred from the individual business units responsible for their creation to the Project and Information Management Resource Centre, to be filed centrally. Some records were retrieved from individual offices post-games as VANOC was winding down its operations.

Scope and content

This series is one of the two main accumulations of VANOC’s core business records (the other being the digital records managed using Microsoft SharePoint 2007). The records document operational activities VANOC engaged in to prepare for and execute the 2010 Winter Olympic and Paralympic Games, and administrative activities required to sustain VANOC as an organization. Records in this series relate to:

Communicating and managing relationships with the general public (including promotion and marketing of the Games), members of the Olympic Family (International Olympic/Paralympic Committees, National Olympic/Paralympic Committees, International Sporting Federations), Federal, Provincial, Municipal and First Nations governments, sponsors, broadcasters and media, and community groups and organizations;

Organizing sporting competitions (including related supporting services and logistics such as transportation, medical services and drug testing), ceremonies (opening, closing and medal presentations), and cultural events;

Preparing venues for competition and non-competition events, and athlete accommodations, including the design and construction of new venues where required;

Governance of VANOC and the management of its financial and legal affairs, employees and volunteers, and office space.

Records in this series are primarily unpublished analogue textual documents, publications, photographs, artistic drawings, and renderings of technical drawings, architectural designs and maps. Some digital records stored on optical media (CDs and DVDs) are present; these were interfiled among the received files. They have been physically separated from the records, but remain intellectually associated with the records through the relevant file descriptions. This series does not include the core accumulation of digital business records. These were managed using Microsoft SharePoint 2007, and did not use the same organization as the records in this series.

Records have been organized into the following subseries based on VANOC’s records classification system (RCS). The RCS was organized into 50 sections, each related to a major functional area. See individual subseries descriptions for detailed scope and content notes.

Administrative Records


  • 01 General administrative records
  • 02 Office facilities and property management records
  • 03 Equipment and supplies records [no records received]*
  • 04 Financial administration records
  • 05 Workforce [human resources] records
  • 06 Legal matters records
  • 07 [section does not exist]**
  • 08 [section does not exist]
  • 09 [section does not exist]

Operational Records


  • 10 Accommodations records
  • 11 Accreditation records [no records received]
  • 12 Culture and ceremonies records
  • 13 Broadcasting media services records
  • 14 Communications records
  • 15 Games project management records
  • 16 Games services records [no records received]
  • 17 [section does not exist]
  • 18 Look and creative services records
  • 19 Marketing and sales records
  • 20 General external relations records
  • 21 VANOC partner relations records
  • 22 Procurement and logistics records
  • 23 Security services records
  • 24 Sport competition records
  • 25 Paralympic Games planning records
  • 26 Sustainability, inclusivity and aboriginal participation records
  • 27 Games technology and systems records
  • 28 Ticketing records [no records received]
  • 29 Games transportation records
  • 30 Venue management records
  • 31 Olympic Village venues records
  • 32 Vancouver competition venues records
  • 33 Non-competition venues records
  • 34 Whistler competition venues records
  • 35 Accessibility records
  • 36 Post-Games legacies records
  • 37 Torch relay records
  • 38 Government services integration records [no records received]
  • 39 Event services records [no records received]
  • 40 Medical services and anti-doping services records
  • 41 Venue development records
  • 42 Venue overlay records
  • 43 National Olympic Committee/National Paralympic Committee (NOC/NPC) services records
  • 44 Food and beverage services records [no records received]

/* no records received - indicates that the section existed in the RCS, but that no records from that section have been transferred to the Archives.

/** section does not exist - indicates that the RCS did not have a section with that number.

Notes area

Physical condition

Immediate source of acquisition

Arrangement

The arrangement of this series is based in on the RCS established for VANOC's business records. The RCS went through several revisions during VANOC's existence. The arrangement of the records is based on the final version of the classification system.

The series has been further arranged into subseries based on the sections identified within the RCS. Individual subseries have been numbered to correspond with the RCS section number. The RCS was divided into six administrative records sections (numbered by VANOC as sections 1-6), and 29 operational records sections (numbered 10 through 44). These series have been assigned numbers within the VANOC fonds based on the section number in the original classification system. Note that there are gaps in the numbering system; sections 7-9 and 17 do not exist in the final version of the RCS. Furthermore, VANOC did not transfer records from every section to the Archives. Consequently, there are corresponding gaps in the Archives-assigned subseries numbers.

Some records included within this series were not physically interfiled with the main central files managed by the Resource Centre. Records that were in still in the direct custody of an individual business unit during the post-games wrap up were often not returned to the central filing system, but boxed <i>in situ</i> and subsequently transferred. Some records remain in the custody of the Canadian Olympic Committee in order to manage various ongoing business and legal obligations on behalf of VANOC, and will be transferred to the Archives when those obligations have been fulfilled. It is assumed that any files or documents bearing a RCS number were intended to form part of the central filing system, regardless of whether or not they were physically interfiled at the Resource Centre.

Subseries and file titles within this series are based on the headings in the VANOC classification scheme as represented in the transfer inventories provided by VANOC to the Archives. In some cases, this title information has been edited to improve clarity about the file content.

Most documents in this series have a file classification code that VANOC printed on the front of the document. Some documents bear classification codes that are inconsistent with the files they are found in. The Archives performed no physical re-ordering of the file or their contents, apart from removing oversize or special media. Appropriate notes are included in descriptions of files where this has occurred.

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Associated materials

Related materials

Accruals

Further accruals are expected. Some records from this series were transferred to the Canadian Olympic Committee in order to manage the long-term legal and financial obligations of VANOC after its wind-up. Transfers of records related to these obligations are anticipated after the respective obligations have been fulfilled.

Alternative identifier(s)

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Standard number

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