Archives Policies and Procedures

The Archives has put together policies and procedures to ensure users have good experiences conducting their research and that the records remain safe. It is important that users familiarize themselves with these policies prior to visiting the Archives.

Archives Code of Conduct

The Archives is open to the public and provides equal access to researchers in accordance with best practices, established policies and required legislation.

The Archives provides a comfortable and welcoming environment to researchers and asks that visitors conduct themselves with the following principles in mind:

All researches will:

  • Store their personal belongings in lockers provided
  • Refrain from using pens or markers around records
  • Refrain from bringing food/drink into the Archives
  • Treat records with great care
  • Complete forms in full and follow procedures for requesting access and copies
  • The Archives is open to the public free of charge, however, the Archives has the right to implement fees for additional services beyond providing access to information.

Cell phones are permitted in the reading room, but should be placed on silence. Out of respect for other researchers and staff, calls should be taken outside the reading room.

Disruptive, disrespectful, harassing or violent behaviour of any kind is not tolerated.

Policy on Reproduction

The United Church of Canada Archives can provide reprographic services to users for a fee. Users will be asked to fill in required forms for reproduction requests. These forms are available at the Reference Desk. Users are also asked to flag pages or images for reproduction in addition to filling out the request form.

The Archives reserves the right to approve or refuse all reproduction requests in accordance with our policies. Reproduction orders are not a priority service for staff and orders are filled in the order they were received. Reproduction requests may take up to 10 business days to fulfill.

The digital, photographic, or physical reproduction of archival material is for genealogical or historical study, or personal reference. Receipt of reproduced archival material does not grant one permission to publish or distribute said material. Permission must be requested if copies of archival records are to be published. Please contact the Archives for permission to publish.

Archives staff are unable to conduct research on behalf of users. Reproduction requests must specify the document, file, or photograph that is needed. Requests that are not specific or require a large volume of scanning will not be considered. If a user is unable to travel to the Archives to conduct their own research, the Archives can supply them with a list of local researchers they can contract to carry out the research.

Fees for requests are as follows:

  • Photocopies – $1/page (pick up). An additional $5 will be applied for mailed orders.
  • Digital reference scans – $1/page. Maximum 300 dpi resolution. Maximum 100 pages.
  • Digital camera use (personal)– $5/box
  • Microfilm – Digital copies of frames can be saved by users to a USB stick. No charge.
  • Photgraphs and publication quality scans – $25/image. Please contact the Archives to discuss this service.
  • Certificate requests – $30 (includes HST). For more information go to the Certificate request page.

Fees can be paid online via credit card, in person with cash (exact change please), or by money order or cheque payable to The United Church of Canada.

This policy does not apply to staff of the General Council or Ontario regional councils, researchers working on behalf of a community of faith, and Indigenous communities or individuals impacted by day or residential institutions.

Digital Camera Policy

Researchers may take photographs of textual records, for study purposes only, and as allowed by the United Church of Canada Archives, based on the physical condition of the materials, copyright law, donor and privacy restrictions, and reading room rules.

The following terms and conditions apply to use of digital cameras for copying purposes at the United Church of Canada Archives:

  • Permission must be obtained from an Archivist before taking any photographs; all requests will include a list of all items to be photographed and no images will be photographed until approval is granted.
  • Users are not permitted to take photographs of anyone or anything in the Reading Room, except the approved records.
  • The United Church of Canada Archives reserves the right to refuse the use of any device. The following types of equipment are not permitted: flash units, tripods, video recording devices on cameras and cellular phones, camcorders, pen cameras, scanners, and extension cords.
  • Researchers must adhere to the Reading Room rules and respect other researchers in the Reading Room while photographing approved material. Researchers must handle the material with care and ensure that materials are not manipulated or rearranged. Researchers may not under any circumstances stand on reading room chairs, arrange reading room furniture, or place materials on the floor.

Archives staff will not be responsible for photographing any materials approved for digital photography.

Digital copies may only be used for research or private study purposes. Any use of the copy for a purpose other than research or private study will require the authorization the United Church of Canada Archives and/or the copyright owner. The reproduction will not be represented as an official version of the documents reproduced or as having been made in affiliation with, or with the endorsement of the United Church of Canada Archives.

The United Church of Canada Archives will not be responsible for the loss, damage, or theft of any digital camera equipment, for the quality of the copies made, or for the proper citation of material photographed.