Archival Procedures

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Users are required to fill out a registration form before consulting material. The form will allow Archives & Special Collections staff to verify your identity and provide information about other possible resources that may be beneficial to your research. 

The form also confirms that you have read and understood the procedures and regulations for the Archives. This form is used for internal statistical purposes only.


Requesting material

Archives & Special Collection staff are available to help researchers locate material related to their topic of research in finding aids and the archives.

Archives & Special Collection staff will advise researchers of any restrictions on material that is being requested. Researchers will be asked to fill out the request form indicating the fonds/collection title and number, series title and box and file number. The form will be given to staff so that they may retrieve the material.


Reading Room Rules

The Archives are dedicated to making the research experience as rewarding and productive as possible for all readers. We ask you to cooperate with us to preserve the Archives’ collections for posterity by observing the following protocols:

  1. Items permitted at research tables include laptops (without case), tablets, paper, and pencils (only). 
  2. Readers are required to register on their first visit to the Archives. 
  3. Food and beverages are not permitted anywhere in the Reading Room.
  4. Please consult the Reproduction of material page for rules on photographing and reproduction.


Consulting material

The following reading room regulations need to be observed to ensure the long-term preservation of material.

  • Users must register before accessing archival materials.
  • No food or drink is permitted in the reading room.
  • Cellphones must be on silent while in the reading room.
  • Please avoid or reduce the use of perfume, cologne, and other scented products. Scented products release chemicals which can trigger serious health reactions in people with asthma, migraines, allergies or chemical sensitivities.
  • Materials are non-circulating and can only be used in the Archives & Special Collections reading room.
  • Only a laptop (without case) or pencil and paper for note taking purposes are permitted at Reading Room tables.
  • No pens, markers or highlighters are allowed in the reading room.
  • Researchers will not rearrange material in boxes or in folders. If you suspect that something is out of order please advise staff.
  • Material should be placed flat on tables, accept in cases where bound objects require book cradles.
  • Avoid placing anything on the documents or folders.
  • When applicable, the archivist may request that researchers wear white cotton gloves to consult material. All photocopying and scanning will be done by Archives & Special Collections staff.
  • Same day copies are not guaranteed.
  • Do not remove photographs, negatives or slides from their protective sleeves.
  • Material must be returned to staff when a researcher leaves the building. Under no circumstances can material leave the building.
  • Researchers should be prepared to present bags and briefcases for inspection when leaving the archives.
  • All material must be returned 15 minutes before closing.


Reproduction of Archival & Special Collections Material

U of T Scarborough Library, Archives & Special Collections is committed to providing access to our holdings to users. This includes providing copies of material, within reason. 


Reproduction of archival material is contingent on the condition of the material. Material in poor condition or material that cannot be subjected to excessive light may not be acceptable candidates for reproduction. Decisions regarding the material’s condition and reproduction are made by the Archivist and will be communicated to the user.

Donor Intent

Donors may have, for various reasons, placed restrictions on the reproduction and use of the archival material they have donated. The Archivist will notify users when limitations on reproduction or use apply to the archival material requested.

Cost & payment

Users will be charged a fee for reproduction in order to recuperate costs associated with providing the service.

See the fee schedule below for costs associated with reproduction. Fees charged for photocopies and scans are charged for cost recovery reasons.

U of T Scarborough campus is a cashless campus. Paying for copies can be made by debit or credit card and is processed at the Information Desk.


Copies may be made/used in compliance with the Copyright Act (R.S.C., 1985, c. C-42). Any use of the copy for a purpose other than a permitted use may require the authorization of the copyright owner. Responsibility regarding questions of copyright that arise in the use of copy/copies is assumed by the recipient.

The Canadian Copyright Act

The following acts do not infringe upon copyright law:

Section 29: "Fair dealing for the purpose of research, private study, education, parody or satire does not infringe copyright."

Making copies

In-House options

Users requesting copies must complete a Reproduction of Archival Material Request form. The form must be returned to the Archives & Special Collections staff. All reproductions are completed by the Archives & Special Collections staff. Reproductions are not guaranteed for the same day. Reproductions will only be completed once payment is received.

Digital Camera

Researchers may use their personal digital camera/camera enabled device (tablet, smart phone, etc.) at the discretion of Archives staff and in accordance with the following guidelines:

  • Photographs must be for the purpose of research or private study only.
  • Researchers must complete a Request for Reproduction form.
  • The use of flash or personal scanners is prohibited.
  • Material must be handled properly and with care.
  • Photographing staff or other researchers is prohibited.
  • Researchers are responsible for keeping complete citations for all material photographed.
    Archives staff reserve the right to deny or revoke permission to use digital cameras at any time.

Researchers must communicate their intention to use a digital camera for reproduction to Archives & Special Collections staff when requesting material.

Digital photography of material is subject to the physical condition of the material and may be limited or prohibited by the Archivist.


Scans of archival material may be requested using the Reproduction of Archival Material Request form. All scans are subject to the U of T Scarborough Library’s Digital Scholarship Unit policies and fees and are conducted under the authority of the Archivist.

Scans of material is subject to the physical condition of the material and may be limited or prohibited by the Archivist.


Reproductions may be picked up by users at a mutually agreed time. Reproductions may also be mailed to the researcher, however an extra cost for shipping will apply.


Researchers are asked to use the following citation format for material:

Physical material

  • University of Toronto Scarborough Library, Archives & Special Collections, Fonds/Collection title, Series Name - Box # File # - Item # (if applicable).

Digital files

  • University of Toronto Scarborough Library, Fonds/Collection title, Series Name - Box # (File #). JPEG or Tif File Name.


All orders for copies must be prepaid.




8 1/2 x 11 (letter)

8 1/2 x 14 (legal)

11 x 17 (ledger)




Oversized, colour copies, maps, architectural drawings, etc. _____________ $1.00
Digital Scans - Photographs and Oversized* _____________ $12.50
Shipping _____________ Please contact

*Please consult with the Archivist prior to ordering digital reproductions. Some scans may not be available.