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The Canadian Encyclopedia illustrative material is found in this series. The photographic material retained consists primarily of items that were rejected for use in the Encyclopedia. Most of the photographic material actually used in the encyclopedia was returned to the photographer. The photographs in the collection are largely copies of original photographs and vary in image quality. A limited number of the original artwork commissioned for the Encyclopedia remains in the collection. While the donors prepared an original list of artwork for donation to the Archives, only a portion of those listed items was received at the Archives. It is hoped that more of the original artwork will be donated at a later date.

There are approximately 860 photographic items in this series, including black and white and color prints, transparencies, and negatives. Many of the photographs were removed from textual records and the number of the original file they were removed from is noted in the inventory. Another set of photographs was organized separately according to the book and run number they were given for placement in the Encyclopedia. These have been listed in the original order they were received. The illustrations, as indicated above, were numbered and listed by the donors of The Canadian Encyclopedia fonds. The artwork consists of original paintings and line drawings. Many of the paintings are by an artist named C. Tremblay, and depict trees and plants.
The series title is based on the content of the records.

Four senior editors were hired to organize the writing of The Canadian Encyclopedia, one for each of the main topic areas: Arts, Humanities, Science and Technology, and Social Sciences. Editors were assigned an editor-researcher to assist with their section. The Senior Editors, in consultation with the Managing Director, Editor-in-Chief, and consultants, derived subject areas and article lists. The articles then had to be contracted out to contributors for writing, and received articles edited and reviewed by expert readers. The process involved many tasks and involved a great deal of correspondence and memoranda. The series is largely textual, and includes collected imprint and published material used as reference sources by the editors.

This series has been organized into four sub-series representing the broad topic areas headed by each senior editor. Series 4.1 is the Arts Editor's files (Diana Selsor/Palting; Rosemary Shipton); Series 4.2 is the Humanities Editor's files (James Ogilvy); Series 4.3 is the Science and Technology Editor's files (Adriana Davies) and Series 4.4 is the Social Sciences Editor's files (Patricia Finlay; Michel Boyer). While each editor had unique filing systems, the type of material collected by each editor is very similar although extent does vary. Each senior editor appeared to maintain binders of tabbed files of correspondence, meeting minutes, reports, and policies and procedures. Files maintained by the editor-researchers are also found in this series. Files related more specifically to the editors' relationships with their contributors and consultants is found in Series 7.
The series title is based on the contents of the records.

The Editor-in-Chief's records comprise the largest series in the six series described in this inventory. James Marsh was hired for this position, and he assumed responsibility for the encyclopedia editorial staff, as well as for editorial policies, stylistic uniformity, cartography, illustrations, indexing and related editorial concerns. The series is primarily textual in format, and provides an in-depth view of the editorial policy practiced by the staff of the Canadian Encyclopedia. The Editor-in-Chief was the overseer of daily operations, and the communicating link between the President and Vice-President of the Company and the editorial staff. Mr. Marsh was often the individual assigned to deal with media and public relation events, and corresponded with the public, as well as the consultants and expert readers. The records are in good physical shape.

The Editor-in-Chief's files have been arranged into the following four sub-series: Editor-in-Chief's files; Editing files; Cartography files; and Illustrations and Photographs administrative files. Mr. Marsh assumed responsibility for final editing decisions, as well as for the administration of cartographic and illustrative inserts for the Canadian Encyclopedia. The largest of these sub-series is 3.1: Editor-in-Chief's files. Included here are general correspondence and memoranda files, editorial staff meetings and reports, Marsh's free-lance editorial and personal publishing files, and his assistant's (Micaela Gates) files. The editing files also contain information related to design and printing, promotion, style and format, and reference material for editors.
The series title is based on the contents of the records.

The Production Files Series is the largest series in the Canadian Encyclopedia fonds. It encompasses the records of the Encyclopedia contributors and consultants, as well as subject and article information files, and the article lists and outlines. The material is textual in format and in very good physical shape. The contributor and consultant files are both arranged in their original order, which is alphabetical by sir-name. A separate listing is maintained of those individuals who refused participation in the Encyclopedia.

These files are arranged in alphabetical order by sir-name, and a smaller number according to the subject area they were asked to contribute to. Consultant and contributor affiliation and verification forms are maintained separately in alphabetic name order. The subject and article information files are arranged by editorial area (Arts, Humanities, Science and Technology, and Social Sciences) while the article lists are arranged alphabetically by subject area. As much as possible, original file order was maintained.

Series 7 is comprised of a large proportion of the Canadian Encyclopedia records. It has been arranged in the following four sub-series:

• 7.1 Contributor Files
• 7.2 Consultant Files
• 7.3 Editors' Subject and Article Information Files
• 7.4 Article Lists and Topic Breakdowns.

The Contributor files form the bulk of this series, and have been further described in seven sub-series arrangements:

• 7.1.1 Contributor lists
• 7.1.2 Individual Contributor Contract files
• 7.1.3 Contributor Affiliation and Name Confirmation files
• 7.1.4 Contributors: Potential and by Subject Area
• 7.1.5 Contributor: Correspondence and General Information
• 7.1.6 Contributor Refusals
• 7.1.7 Contributor Refusals by Subject Area.

The Consultant files (7.2), while less extensive than the contributor files, have also been arranged in similar sub-series:

• 7.2.1 Consultant Lists
• 7.2.2. Individual Consultant files
• 7.2.3. Consultants by Topic
• 7.2.4. Consultant Affiliation Forms and Verification Queries.

The third sub-series of Editors' Subject and Article Information files is arranged by editorial area including Arts, Humanities, Science and Technology, Social Sciences and Biography. The final sub-series consists of the Article Lists and Topic Breakdown files. The scope of this series is both broad and encompassing; separate files were maintained for every Encyclopedia contributor and consultant, with some individuals having several files depending on whether they were contributing or consulting about more than one article or topic. Individual files were also maintained for every individual approached by the Encyclopedia staff to contribute to the project, but for various reasons refused to participate.

The names of all of these individuals, contributors, consultants, and those listed as 'refusals' reads like a "Who's Who" of Canadian writers and thinkers. The subject and article information files along with the final article lists and topic breakdowns provide a view of the process involved in narrowing the selection of subjects able to be covered in the Encyclopedia series.

The series title is based on the content of the records.

Mel Hurtig, President and owner of Hurtig Publishers, was the individual responsible for dreaming up the idea of producing a Canadian Encyclopedia, and the mover and shaker behind getting funding and support for the project. As a well-respected member of Canada's publishing industry, he was able to attract attention and draw support from across the country for his encyclopedia project. The files in this series are from Mel Hurtig's personal project binders, and provide a complete over-view of the encyclopedia project. The records, detailed and varied, suggest at the planning and organization required to move such a large project through the planning, implementing, and production stages. The files are in excellent physical condition.

Mel Hurtig's files were originally kept in binders, and organized and numbered by topic. Original order was restored in this series as almost all of the files were originally assigned a letter corresponding to a specific Canadian Encyclopedia subject area. There were 32 different topics assigned the files, ranging from the organization and development of the project to specific production concerns. There is information related to fundraising for the proposed encyclopedia, as well as correspondence files, financial records, publicity clippings, procedures and style manual, reports, and technical areas concerning design and specifications concerns, project insurance, and sales and distribution of the encyclopedia.

The series title is based on the contents of the records.

Mel Hurtig hired Frank O. McGuire for this position. As Managing Director of the Canadian Encyclopedia project, Mr. McGuire was responsible for overall administration of the encyclopedia project, as well as computer liaison, budgeting and related matters. The records in this series are primarily textual in format, and in excellent physical shape. Much of the series consists of correspondence, although there are also meeting minutes, reports and administrative forms. Mr. McGuire maintained his files in a primarily alphabetic subject or chronological order and this order is retained.

Mel Hurtig's files were originally kept in binders, and organized and numbered by topic. Original order was restored in this series as almost all of the files were originally assigned a letter corresponding to a specific Canadian Encyclopedia subject area. There were 32 different topics assigned the files, ranging from the organization and development of the project to specific production concerns. There is information related to fundraising for the proposed encyclopedia, as well as correspondence files, financial records, publicity clippings, procedures and style manual, reports, and technical areas concerning design and specifications concerns, project insurance, and sales and distribution of the encyclopedia.
The series title is based on the contents of the records.