Reproduction of Archival & Special Collections Material


UTSC 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 however, is done in accordance with the following principles and procedures:


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 for costs associated with reproduction. Fees charged for photocopies and scans are charged for cost recovery reasons.

UTSC 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 UTSC 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.



Digital Scans - Photographs and Oversized*

_____________ $12.50


_____________ Please contact

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