Research Services, Reproductions, and Use
This page outlines the University Archives’ research and reference services, options for hiring professional researchers, reproduction services and fees, conditions of use for archival materials, and guidance on self-service copying and citation.
Reference Inquiries
We strive to promptly address all inquiries. Nevertheless, please understand that we operate with limited resources as a small department, which may occasionally result in delays in our response time due to high demand. Please use our contact form to submit your query. You may find an answer to your question on our FAQ webpage.
Professional Researchers
If you are unable to attend our reading room and require more in-depth research that we cannot provide, the following link lists researchers in BC for hire. It is important to note that this list serves as a resource and does not imply endorsement or recommendation.
Reproduction Services and Fees
Textual Records
Fees: The University Archives offers one hour of complimentary scanning. Following this, a fee of $0.25 per page is charged, regardless format, digital or textual.
Requests for reproducing textual materials from the University Archives require approval from our staff and completion of both our Research Agreement and Reproduction/Permission Request Form. Approval is contingent upon:
- Compliance with copyright regulations
- Any restrictions imposed by the material’s donor
- Adherence to the Freedom of Information and Protection of Privacy Act
- Assessment of the material’s physical condition
- Availability of appropriate scanning equipment for oversize or bound materials
Scans obtained from the archives are strictly for personal or research purposes, unless explicit permission for publication or commercial use has been requested and approved. Users are responsible for obtaining copyright clearance.
Textual material scanning is performed as part of staff duties, subject to availability. Outputs are provided in various formats, including PDF, TIFF, JPG, and others.
Photographs, Audiotapes & Videotapes
Fees: Reproduction of photographs and audio incurs a cost of $10 per item, while videotapes are priced at $20, with additional charges for complex work.
The University Archives conducts digitization of photographic and audiovisual materials from its collections under the terms outlined in our Reproduction/Permission Request Form. Requests for reproducing textual materials from the University Archives require approval from our staff and completion of both our Research Agreement Form and Reproduction/Permission Request Form, indicating their understanding and agreement with the stated conditions. Permission follows the same restrictions as for textual material.
When making a request, please provide the link or URL of the image if available, along with the Identifier number from the item description (e.g., UBC 1.1/1234, AT 555/1, VT 1643 etc).
Commercial Fees
Commercial Fees: Prints, exhibits, advertising: $25 per image. For Broadcast: $75 per image.
Reproductions of University Archives materials may incur commercial fees if authorized for use in commercial endeavors such as publishing, broadcasting, video production, exhibitions, product presentations, interior design, advertising, or similar commercial purposes. This includes for-profit activities conducted by consultants or commercial design firms acting on behalf of government agencies or non-profit institutions. These fees are for one-time, non-exclusive use and are separate from any reproduction expenses. Information regarding copyright ownership, if available, will be supplied. Users are responsible for obtaining copyright clearance.
Self-Service Copies
UBC Archives permits the photographic copying of archival material subject to copyright, the physical condition of the materials, donor restrictions and reference room protocol. Photographs may be taken with the following guidance:
- Camera / cell phone sounds must be muted and flash disabled.
- Only use contactless scanners
- Ensure your camera or phone never touches the object.
- Taking photographs of staff, reference room or other researchers is prohibited.
- Standing on chairs, tables or other furniture is not permitted.
How do I cite archival material?
Textual Material
University of British Columbia Archives, [fonds or collection name, box and folder number]
Born Digital Material
University of British Columbia Archives, [fonds or collection name, series and folder number]
Photographic Material
University of British Columbia Archives, Nowell photo [UBC 1.1/1643] or
University of British Columbia Archives, Photo by Frank Nowell [UBC 1.1/1643]
Audiovisual Material
University of British Columbia Archives, CBC APEC Demo Tape #5 [UBC VT 998]