DAOD 5040-5, Canadian Armed Forces Museums and Historical Collections

Table of Contents

1. Introduction
2. Definitions
3. Overview
4. Governance
5. Support
6. Canadian Armed Forces Museums – Establishment and Finance
7. Historical Collections – Establishment and Finance
8. Compliance and Consequences
9. Responsibilities
10. References

1. Introduction

Date of Issue: 2026-04-28

Application: This DAOD is a directive that applies to employees of the Department of National Defence (DND employees) and an order that applies to officers and non-commissioned members of the Canadian Armed Forces (CAF members).

Supersession: CFAO 27-5, Canadian Forces Museums

Approval Authority: Chief of Military Personnel (CMP)

Enquiries: Director History and Heritage (DHH) 

2. Definitions

heritage value (valeur patrimoniale)

A value assigned to an object of great significance for past, present and future generations, based on its aesthetic, cultural, historic, scientific, social or spiritual attributes. (Defence Terminology Bank record number to be assigned)

military artefact (artéfact militaire)

An object, physical or non-physical, that has a military historical or heritage value. (Defence Terminology Bank record number to be assigned)

3. Overview

Interpretation

3.1 In this DAOD:

• “weapon” consists of any device, instrument, materiel, or substance that can incapacitate, harm, kill individuals, or damage materiel. Weapons include blunt weapons, edged weapons, explosives and firearms.
• “firearm” is a barrelled weapon from which any shot, bullet or other projectile can be discharged and that is capable of causing serious bodily injury or death to a person, and includes any frame or receiver of such a barrelled weapon and anything that can be adapted for use as a firearm.
• “deaccessioning” is the formal process of permanently removing, but not disposing of, an object from the inventory of a CAF museum or historical collection. See paragraph 5.4 on Materiel. 

Context

3.2 CAF museums and historical collections must adhere to all Canadian acts and legislation, including those that support human rights, Indigenous peoples, multiculturalism, accessibility, official languages, and diversity. The Treasury Board (TB) Directive on the Management of Materiel states that federal departments must identify and protect heritage collections, assess the heritage value and keep records of their assets, including their nature and condition. CAF museums and historical collections help to fulfill these responsibilities.

3.3 CAF museums and historical collections are non-public property (NPP) entities that are established and administered in accordance with sections 38 to 41 of the National Defence Act. CAF museums and historical collections operate within the NPP accountability framework, under the authority and direction of their respective base, wing, or unit commanding officers (COs) or delegates.

3.4 A CAF museum has been accredited to have met the professional standards and requirements of the CAF as per A-AD-266-000/AG-001, Canadian Forces Museums – Operations and Administration. Museums research, collect, conserve, interpret and exhibit the physical or non-physical elements of Canadian military history and heritage. 

3.5 Historical collections are military memorabilia, artefacts, and archival material for which accredited museum status has not been granted. Historical collections may be established under the authority of a unit CO, as per A-AD-266-000/AG-001.

DND and CAF Commitment

3.6 The DND and the CAF are committed to providing a greater understanding and appreciation of Canada’s military history and heritage through the establishment, support, and maintenance of a national network of CAF museums. CAF museums and historical collections must strive to maintain an objective, balanced perspective and provide historically accurate and verifiable information. CAF museums and historical collections contribute to:

1. a collective memory and a sense of identity for all Canadians while acknowledging and providing appropriate context to contentious or difficult events from the past;
2. promoting inclusive perspectives and lived experiences which enhance understanding of the contributions from diverse communities to Canada’s military heritage;
3. the CAF’s recruitment and retention efforts;
4. the CAF’s esprit de corps;
5. operational effectiveness as centres of training and lessons learned;
6. educational and community outreach; and
7. connecting with Canadians as one of the public faces to the CAF.

4. Governance

4.1 The CAF Museums Committee advises and reports to CMP on matters related to CAF museums and historical collections. Chaired by the DHH, the committee includes command representatives (e.g., Heritage Officers) and the DHH Museum Section Head. The DHH has the authority to approve the accreditation and de-accreditation of CAF museums. The committee is established to:

1. assist in the development and implementation of policy for CAF museums and historical collections;
2. analyze and validate Museum Development Fund (MDF) project requests received from CAF museums;
3. recommend to the Chair CAF museum accreditation and de-accreditation; and
4. provide national-level oversight.

4.2 CAF museums and historical collections fall under the authority of the command to which they are allocated. Commands oversee their operation to ensure compliance and may issue supplementary orders or guidance in support of this DAOD.

4.3 COs retain decision-making authority and are responsible to their chain of command (CoC) for the operation of CAF museums accredited to their unit or historical collections within their unit. The A-AD-266-000/AG-001 provides additional job specific administrative and technical processes and procedures for CAF museums and historical collections.

4.4 CAF museums and historical collections may form a supporting association (i.e. a local “friends of the museum” organization) to maintain a local roster of volunteers, assist with projects and generally carry out its mandate. These associations may include ex-service personnel, civilians, corresponding branch, regimental, squadron associations, or customized associations formed to meet a specific purpose. COs shall ensure the legal identity of CAF museums and historical collections as Non-Public Funds (NPF) activities, and that of any cooperating associations or societies, remains distinct and separate. Any questions pertaining to these matters should be directed to National Defence Headquarters, Judge Advocate General, or Director Law Military Personnel.

5. Support

Human Resources

5.1 A CO may allocate human resources using local public funds to support an accredited CAF museum or historical collection including:

1. DND employees;
2. Staff of the Non-Public Funds, Canadian Forces (SNPF, CF); and
3. CAF members, subject to military requirements.

5.2 A CO may permit volunteers and supporting associations to assist in the operations.

Facilities

5.3 Assistant Deputy Minister (Infrastructure & Environment) (ADM(IE)) is the sole authority for allocating federal real property to CAF museums and historical collections. Local Real Property Operations (RP Ops) detachments or sections are empowered as the lowest level of authority within ADM(IE). COs and stakeholders may request space through the RP Ops work request process. Public Support for federal real property allocated is defined in A-PS-110-001/AG-002, Morale and Welfare Programs in the Canadian Forces.

Materiel

5.4 Artefacts are classified as Crown property or as loaned artefacts. There are two distinct types of Crown property: public property and NPP. CFMWS Managing Director NPP is responsible for managing CAF museums and historical collections NPP artefacts. Assistant Deputy Minister (Materiel) (ADM(Mat)) Director Supply Chain Operations (DSCO) is responsible for managing CAF museums and historical collections public property artefacts.

5.5 Loaned artefacts (including firearms) consist of acquisitions from an outside agency (e.g. individual, association, museum). Ownership and title of loaned artefacts remain with the lender, but custody is transferred to the CAF, as per procedures outlined in A-AD-266-000/AG-001.

5.6 The Chief of Defence Staff (CDS) has delegated authority to the Managing Director NPP for deaccessioning Crown-owned NPP artefacts. 

5.7 As the Technical Authority, ADM(Mat) is responsible for declaring all other centrally managed, crown-owned artefacts surplus for divestment in accordance with DAOD 3013-0, Disposal of Materiel and A-LM-007-100/AG-001, Supply Administration Manual.

Risk Management

5.8 All CAF museums and units with historical collections must develop and implement the required occupational health and safety (OHS) programs stated in DAOD 1000-8, Policy Framework for Safety and Security Management, for hazards related to their collections. Further instructions and procedures are contained within A-AD-266-000/AG-001.

5.9 CAF museums and historical collections must follow and participate in required environmental protection programs stated in DAOD 4003-0, Environmental Protection and Stewardship for hazards related to their collections (e.g., spill response and hazardous material management, polychlorinated biphenyls (PCBs) and friable asbestos). Further instructions and procedures are contained within A-AD-266-000/AG-001.

5.10 Firearms in CAF museums or historical collections must be stored and handled in accordance with the National Defence Security Orders and Directives, Chapter 15, Security of Sensitive Inventories. 

5.11 Firearms held by CAF museums or historical collections remain in-service and are not normally irreversibly modified, deactivated, or rendered permanently inoperable. In addition to complying with all relevant legal authorities for storage of firearms, firearms on display must be rendered temporarily inoperable by the removal of an essential component such as a bolt, breech block, or firing pin.

5.12 Ammunition and explosives or their component parts when displayed must be certified inert to Level 3 Verification – Safe to Handle, in accordance with C-09-005-004/TS-000, Ammunition and Explosives Safety Orders and Directives – Volume 4 Demilitarization and Disposal. All ammunition and explosives certified inert must be discreetly marked with the registration number of the unit’s Display Ammunition and Explosives Register.

5.13 CAF museums seeking authorization to possess and to maintain artefacts containing radioactive material for display must be and remain in compliance with the DHH Nuclear Substances and Ionizing Radiation Devices (NSIRD) authorization, issued by Director Nuclear Safety (D N Safe), and in accordance with the DHH Radiation Safety Program, as per A-AD-266-000/AG-001.

5.14 For historical collections, the material must be accounted for within a unit radiation safety program. In the case where a unit does not have a radiation safety program, then the unit must contact D N Safe.

5.15 CAF museums and historical collections are, or may be, insured under the NPP Consolidated Insurance Program. 

5.16 For CAF museums, an inventory of the NPP artefacts and their estimated values must be recorded for insurance purposes in a CAF Museums Committee approved artefact management system. Historical collections may be insured once the NPP asset has been listed on the unit’s NPP fixed asset list.

5.17 CAF museums and historical collections must form part of a unit’s business continuity plan and disaster plan, a component of which is to identify artefacts and archives that hold a high monetary or heritage value that are to be safeguarded as per A-AD-266-000/AG-001.

6. Canadian Armed Forces Museums – Establishment and Finance

Accreditation

6.1 The DHH Museums Section Head conducts accreditation inspection visits to verify that accreditation standards are met.  The inspection results are presented by the CAF Museums Committee for the Chair’s endorsement for a change of accreditation status. Should a CAF Museum be de-accredited, it reverts to a historical collection.

Finance

6.2 CMP provides discretionary funding from the MDF, when available. A CO may use public funds, in addition to MDF, to support a CAF museum. In cases where public funding is unavailable, or to supplement public funds, the museum may sustain its operations through non-public fund activities such as:

1. conducting NPP fundraising including sponsorship, as per the NPP Fundraising Policy;
2. admission fees;
3. facility and artefact rental fees; and
4. gift shop profits. 

6.3 CAF Museums submit their annual MDF requests through the CoC to DHH. Museum MDF requests are examined and reviewed by DHH and the CAF Museums Committee. DHH submits MDF recommendations to CMP for approval. If approved, MDF allocations are disbursed by CFMWS per the NPP accountability framework.

7. Historical Collections – Establishment and Finance

Establishment

7.1 Historical collections are established under the authority of the CO in accordance with the NDA, sections 38 to 41. Historical collections may develop into CAF museums by meeting the accreditation standards and seeking accreditation. Applications for accreditation as a CAF museum are sent through the CoC before forwarding to DHH for review and accreditation inspection. 

7.2 DHH’s role is limited to providing policy and advice regarding historical collections.

Finance

7.3 Historical collections are not eligible for MDF. 

8. Compliance and Consequences

Compliance

8.1 DND employees and CAF members must comply with this DAOD. Should clarification of the policies or instructions set out in this DAOD be required, DND employees and CAF members may seek direction through their channel of communication or CoC, as appropriate. Managers and military supervisors have the primary responsibility and the means to ensure that their DND employees and CAF members comply with this DAOD.

Consequences of Non-Compliance

8.2 DND employees and CAF members are accountable to their respective managers and military supervisors for any failure to comply with the direction set out in this DAOD. Non-compliance with this DAOD may have consequences for both the DND and the CAF as institutions, and for DND employees and CAF members as individuals. Suspected non-compliance may be investigated. Managers and military supervisors must take or direct appropriate corrective measures if non-compliance with this DAOD has consequences for the DND or the CAF. The decision of an L1 advisor or other senior official to take action or to intervene in a case of non-compliance, other than in respect of a decision under the Code of Service Discipline regarding a CAF member, will depend on the degree of risk based on the impact and likelihood of an adverse outcome resulting from the non-compliance and other circumstances of the case.

8.3 The nature and severity of the consequences resulting from non-compliance should be commensurate with the circumstances of the non-compliance and other relevant circumstances. Consequences of non-compliance may include one or more of the following:

1. the ordering of the completion of appropriate learning, training or professional development;
2. the entering of observations in individual performance evaluations;
3. increased reporting and performance monitoring;
4. the withdrawal of any authority provided under this DAOD to a DND employee or CAF member;
5. the reporting of suspected offences to responsible law enforcement agencies;
6. the application of specific consequences as set out in applicable laws, codes of conduct, and DND and CAF policies and instructions;
7. other administrative action, including the imposition of disciplinary measures, for a DND employee;
8. other administrative or disciplinary action, or both, for a CAF member; and
9. the imposition of liability on the part of His Majesty in right of Canada, DND employees and CAF members;
10. the de-accreditation of a CAF museum.

Note – In respect of the compliance of DND employees, see the TB Framework for the Management of Compliance for additional information.

9. Responsibilities

Responsibility Table 

9.1 The following table identifies the responsibilities associated with this DAOD:

10. References

Acts, Regulations, Central Agency Policies and Policy DAOD

• Accessible Canada Act
• Canada Labour Code
• Canadian Environmental Protection Act,1999
• Canadian Human Rights Act
• Canadian Multiculturalism Act
• Criminal Code
• Firearms Act
• Library and Archives of Canada Act
• Museums Act
• National Defence Act
• Official Languages Act
• United Nations Declaration on the Rights of Indigenous Peoples Act
• Framework for the Management of Compliance, Treasury Board
• Policy on the Planning and Management of Investments, Treasury Board
• Directive on the Management of Materiel, Treasury Board
• DAOD 5040-0, Military History and Heritage

Other References

• DAOD 1000-7, Policy Framework for Military Personnel Management
• DAOD 1000-8, Policy Framework for Safety and Security Management
• DAOD 1000-11, Policy Framework for Infrastructure and Environment Management
• DAOD 3002-0, Ammunition and Explosives
• DAOD 3013-0, Disposal of Materiel
• DAOD 4002-0, Nuclear and Ionizing Radiation Safety Management
• DAOD 4003-0, Environmental Protection and Stewardship
• DAOD 5045-0, Canadian Forces Personnel Support Programs
• DAOD 9003-1, Non-Public Property
• National Defence Security Orders and Directives, Chapter 15, Security of Sensitive Inventories
• A-AD-266-000/AG-001, Canadian Forces Museums – Operations and Administration
• A-FN-105-001/AG-001, Policy and Procedures for Non-Public Property Accounting, Chapter 28: Fixed Assets and Museum Collections
• A-LM-007-100/AG-001, Supply Administration Manual
• A-PS-110-001/AG-002, Morale and Welfare Programs in the Canadian Forces
• C-09-005-001/TS-000, Ammunition and Explosives Safety Orders and Directives – Volume 1 Program Management and Life Cycle Safety
• C-09-005-004/TS-000, Ammunition and Explosives Safety Orders and Directives – Volume 4 Demilitarization and Disposal
• CJOC Directives for International Operations (CDIO), 4000 Series Logistics, Section 14: Importation of Foreign Weapons, Ordnance and Artefacts into Canada (available in English only)
• Museum Reference Guide – NPP Standard Operating Procedures, CFMWS
• NPP Fundraising Policy, CFMWS
• Policy Manual – Personnel Support Programs, CFMWS