Conducting Research

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About Finding Aids

Archival records are described in finding aids, where they are organized into 5 categories:

  • Administrative bodies
  • Student/alumni organizations
  • Administrators/faculty personal papers
  • Students/alumni personal papers
  • Affiliates

Searching: The search engine will search all the records using a basic keyword search.

Browsing: Descriptions of specific corporate and personal records can be accessed by clicking on the appropriate name, reading the fonds-level description, and opening series and subseries descriptions (where applicable) via their links. Fonds that include series and subseries include box/file lists, which provide a high level of detail.

Keep track of the records you wish to consult when you visit the Archives. If there is a box/file list, write down the accession number, box and file(s) you wish to consult. If there is no box/file list, cite the accession number provided in the ‘scope and content’ note of the finding aid.

Records will be retrieved prior to your arrival.

Conducting Research in Person

Records can be viewed in the Emmanuel College Reading Room by appointment only, on Mondays and Wednesdays, 9am to 4:45pm (9am to 4pm in the summer). Contact us to arrange an appointment. Advance notice of at least 48 hours (2 business days) is required.

Researchers will be required to complete an application form at which point they will be asked to provide a valid photo identification such as a student card or driver's license. Researchers will also be asked to sign-in each day they visit.

  • Due to storage/retrieval limitations, a maximum of two archival boxes can be requested for one session.
  • Only pencils may be used by those consulting archival material. Library staff will provide a pencil if one is needed.
  • The use of laptop computers is encouraged. Power sources are provided at the tables in the reading room (Emmanuel College Library). Wireless access is also available.
  • For the protection and preservation of the material, gloves may be required for photographic material and will be provided by the Library.

Obtaining Copies

Users will generally be allowed to do their own copying. A photocopier is available on the main level of the Emmanuel College Library. Users without a TCard can purchase a guest card for $5 at the circulation desk. Records can also be copied using a personal digital camera or handheld scanner, if permission is obtained from an archivist.

The Archives reserves the right to do the copying for the user in special cases. Records may not be copied if, in the opinion of the Archives, the originals are too fragile or sensitive to be copied.

Records may not be copied if this involves an infringement of copyright. Copyright matters are subject to the provisions of Canada’s Copyright Act. Copies are provided solely for the purpose of research or private study; use for any other purpose may require the authorization of the copyright owner. Through receipt of copies, the researcher assumes full responsibility for locating the copyright owner and obtaining any necessary authorizations for publication or any use other than research or private study.

Requests to scan textual and photographic records will be considered on an individual basis.

Providing access to collections or photo duplication of archival materials does not include or imply permission to use the materials in a publication, broadcast or performance. For permission to use materials in a publication, broadcast or performance, written application must be made to the Library using the Permission to Publish and Associated Fees form.

Citing archival material

Researchers should make every effort to cite archival material according to applicable standards.

Footnote

Format:
Name of Archives, Name of Fonds (i.e., Creator of the record), Name of Record Series (if relevant), Name of Subseries (if relevant), Fonds Number/Series Number/Subseries Number, Location Number-Box Number-File Number, Page Number (as relevant), Document Description.

Example:
Victoria University Archives, Victoria University (Toronto, Ont.) Board of Regents fonds, Records of building committees, Financial records of the Building and Endowment Committee, fonds 2000/2/4, 92.070V-box 1-file 1, Subscription book, 1887-1891.

Bibliographic citation

Format:
Name of Archives, Name of Fonds (i.e., Creator of record), Name of Series, Name of Subseries (if relevant), Fonds Number/Series Number/Subseries Number.

Example:
Victoria University Archives, Victoria University (Toronto, Ont.) Board of Regents fonds, Records of building committees, Financial records of the Building and Endowment Committee, fonds 2000/2/4.

Last updated: September 13, 2016

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