Handling and copying materials

The archival and published collections include items that are hundreds of years old and unique. To help us continue to preserve and protect these documents, we have some handling guidelines for proper care.

Guidelines for all materials

• Your hands must be clean and freshly washed before handling our collection materials.
  • Make sure your hands are free of hand lotion or sanitizer.
• The entire item (for example, textual document, photo, map, book) should rest on the surface of the table and no part of it should hang over the edge.
  • This prevents any bending.
• If you notice that an item is damaged or if you suspect that there is mould, please inform staff.
• Only use pencils near collection materials. Pens are not permitted in our public rooms.
• Use the blue paper flags provided in the research rooms to bookmark pages or document locations.
  • Do not use paper clips or sticky notes as they can damage documents.
• Do not lick your finger to turn a page. This can easily break brittle paper. Take your time and turn pages with care.

Handling archival boxes

• Hold the box with two hands, using one hand to support the bottom of the box.
  • This prevents the handles from ripping or the box from dropping.
• Keep the box close to your body when transferring it from one surface to another.
• Keep the box on the cart or table.
• Take one file at a time out of the box.
  • This helps keep the files in order.
  • Use the blue paper flags provided in the research rooms to mark the file’s location in the box.
• Close the lid once you have retrieved your file.
• Use the carts provided to move a box from the table to the return cart, to the lockers or back to consultation staff.

Handling published materials

• Use two hands to handle large volumes.
• Use a cart to transport them from shelves to consultation tables.
• Close volumes when you are not consulting them.
• If you open a volume but the pages don’t open flat, please ask staff for book supports.
• Please keep serials, like newspapers and magazines, in the same order in which they were delivered (for example, by date).

Self-serve photography and scanning

If you have a camera, smartphone, or personal overhead scanner, you may be able to take digital images of the collection if copyright and access restrictions allow.

Before taking photos of collection material, check with staff. They will give you a form on which you will need to provide the following:

• name
• user card number
• full reference for the item

If you know what you would like to photograph or scan ahead of time, download a copy of the Self-serve photography application form and complete it before you arrive onsite.

Staff will check any restrictions on the documents and provide you with a copy of the approved form.

Camera, smartphone and overhead scanner guidelines

• You must use a wrist strap, neck strap, or tripod with all cameras and smartphones.
  • Straps and tripods are available to borrow on a first-come, first-served basis. See staff to ask for one.
• Scanners must not touch the documents or books (no flatbed scanners).
  • Check with staff before using your scanner to make sure it is an approved model.
• Flash or scanner lights are not allowed.
• You may not take images until we give you permission.
• Your permission form must always be visible.
• Ask for a weight or book wedge if you need help taking photos of large items.
  • Do not force items open.

If you arrive onsite after service hours

If you will arrive onsite after our service points have closed, you will still need a permission form.

You can download a PDF copy of the form from our website and email it to our Consultation staff ahead of your visit. Include the date of your visit and the locker we have assigned to you.

Microfilm and microfiche

Many documents in the collection are available in microfilm and microfiche. You can find their location at our Ottawa service point, in the Aurora library catalogue, or in Collection Search. Here are some tips to make your visit easier:

• If you’re ordering from Aurora, it is better to order material in advance.
  • You can pick up your microfilm from the consultation reading room shelves on the third floor at 395 Wellington Street, Ottawa. You will find it under the first letter of your last name.
• Self-service microfilm does not require ordering in advance. They are available onsite in the consultation reading room (the majority are here), reference room and genealogy room.
• If you need access to a microform reader, talk to staff in those rooms.
• Ask staff for help if you need assistance loading the microform onto a microform reader.
• Bring your own flash drive to save digital copies of the material.
• You can make digital copies from microform readers. Please complete a permission form before doing so.
• When you are done, if you are in the consultation reading room, please put self-serve microfilm reels on the return shelf. If you are in other rooms, ask staff where to return reels.