Using the Archives

Researchers are reminded that access to University records is governed by Freedom of Information and Protection of Privacy (FOIPOP) legislation. Requests to access institutional records must be reviewed by Archives staff or by the University’s FOIPOP Coordinator. Researchers planning to travel to the University to use institutional materials are strongly advised to contact the Archives well in advance of their visit to ensure adequate time for review. Also, a Research Agreement will be required.

Students, faculty, visiting scholars, researchers, and members of the general public are welcome to consult material in the Rare Books and Special Collections / University Archives reading room (a.k.a. the Fort Fraser Reading Room, Irving K. Barber Learning Centre Room 110). Prospective patrons should be aware that this is a closed-stack area, and browsing our storage areas is not permitted. All materials are non-circulating — exceptions may be made for University offices or staff requiring the use of material which they have transferred to the Archives, provided they receive prior approval from Archives staff.

To browse and search for holdings, researchers use the UBC Library Catalogue, textual records inventories, and online databases for photographs, audio and video/film recordings, and publications.

We recommend that, after consulting finding aids and identifying relevant materials, researchers contact the University Archives before arriving in person.  This allows staff to retrieve those materials ahead of time and reduce waiting times for patrons. If they have not done so before they arrive, patrons must complete a retrieval slip whereupon the requested item(s) will be retrieved by staff.

Archival materials may be examined in the reading room. For security reasons, one box or item at a time will be released. Please leave briefcases, knapsacks, and bags at the front desk, or in the coin-operated lockers in the hall.

Materials must be handled with care. Please do not mark them or erase existing marks. When taking notes, use only pencil — accidental ink-marks can be caused by even the most careful patrons, and marks from pens cannot be removed from divisional materials without damaging them. Also, please do not use paper-clips, tape, “Post-It” notes, or rubber bands. As in most other areas of the Library, eating, drinking, and smoking are not allowed.

Permission from UBC Library must be obtained before any unpublished documents can be published. In giving permission to copy, quote from, or publish, the Library does not surrender its own right to publish such material or to grant permission to others to do so. The researcher assumes full responsibility for the use of material and for conformity to the laws of defamation, privacy, and copyright, and shall indemnify and hold harmless the University and the Library from claims arising as a result of use of the material so obtained. Literary rights to all unpublished materials remain in the possession of the authors, heirs, or assignees. The user assumes full responsibility for obtaining permission to publish such items in whole or in part.

The use of certain documents may be restricted by statute (in particular the provincial Freedom of Information and Protection of Privacy Act), or by the original donor. The researcher must assume full responsibility for fulfilling the terms connected with the use of restricted material. For the protection of its holdings, the University Archives also reserves the right to restrict the use of materials which are not arranged or are in the process of being arranged, materials of exceptional value, and fragile materials.

Copying Services and Fees

Textual Records

Requests for scanning text materials from the University Archives must be approved by one of our professional staff. Permission is dependent upon copyright provisions, restrictions that may have been placed on the material by the donors or under the Freedom of Information and Protection of Privacy Act, or the physical condition of the material. Scans ordered from the archives are to be used only for personal or research purposes unless permission for publication or other commercial use is applied-for and granted. Requests will be considered on a case-by-case basis.

Scanning of text material is done by divisional staff only. This is normally done as other staff duties allow. Output can be made in PDF, TIFF, JPG, and other file formats. This provides the timeliest delivery of output.

If necessary, output can be made to paper. A mailing charge may be applicable. Paper output will result in slower delivery.

Scanning is $0.25 per page, regardless of output format.

Pre-payment for scanning services is generally required. Payment may be made by cash, cheque, money order, debit card, credit card, or UBC departmental journal voucher.

Photographs

The University Archives will scan photographic materials in its collections under the conditions presented in our Agreement on Use for Photographic Reproduction. This form must be completed and signed at the time the order is placed; by doing so, the patron indicates that he/she understands and agrees with the conditions outlined in the form. Permission is subject to the same restrictions as for text material.

University Archives will provide digital copies of prints, negatives, and slides from its holdings. Images can be sent to patrons as e-mail attachments, or written to removable media.

When making a request, patrons should cite either the link or URL of the image, or the Identifier number from the item description (e.g. “UBC 1.1/1234”).

The usual cost is $10 per image, subject to special charges for difficult work. Publication fees may be applicable.

Audio and Video Reproduction

See our Agreement on Use for Audio and Video Recording Reproduction. Other formats are available.

Publication Fees

Reproductions of University Archives materials are subject to the use fees outlined below when approved for commercial use in publishing, broadcasting, video production, self copy, exhibits, product presentations, interior design, advertising, or similar commercial use, including for-profit work done by consultants or commercial design firms on behalf of government agencies or non-profit institutions. Fees are for one-time and non-exclusive use and are in addition to any reproduction costs. Information will be provided as to ownership of copyright if known. Responsibility for securing copyright clearance rests with the user.