Terms and Conditions
- User cards are valid for two years and allow you to consult published and archival materials. Library and Archives Canada (LAC) reserves the right to cancel the user privileges of any person who contravenes the terms and conditions of this agreement. Please report the loss or theft of your user card immediately to LAC.
- Users must wear their user card and it must be visible at all times while using the research facilities of LAC.
Use of LAC Facilities
- If an alarm bell rings, users must evacuate the building immediately, using the stairs, not the elevator. Once outside, users are required to gather at one of the assembly points to the east or west side of the building. At all times during the evacuation, users must follow the instructions of personnel or the Building Emergency Organization staff. Users who require assistance in the event of an emergency evacuation are responsible for alerting the commissionaires on the main floor to this fact each time they enter the building.
- Users are required to sign in and out at the security desk each time they enter and exit the building. Any keys that are charged to the users are not to be taken from the facility.
- The public spaces and research facilities are under video surveillance.
- For health and safety reasons, users must keep their footwear on at all times and not create the potential for hazardous situations such as tripping.
- Users must leave all personal belongings in the ground-floor cloakroom or lockers, such as briefcases, Dictaphones, food, beverages, umbrellas, outerwear and any other items that LAC alone deems harmful to the collection material or the facilities, or could inconvenience others.
- Users are allowed to bring one bag no larger than 25 cm x 25 cm x 30 cm, a laptop computer, a camera, and research material into the research facilities. Plastic bags for carrying these items can be obtained at the commissionaires' desk. The contents of all bags and other material brought into the research facilities will be checked by the commissionaires. LAC will not be held responsible for the loss, damage or theft of personal effects belonging to users.
- Ringers on cellular phones must be turned off in the research facilities. Phone conversations must not take place in these areas.
- Users are not allowed access to the stack areas or to staff offices unless they have made special arrangements and are accompanied by a staff member.
- Users must conduct themselves in an appropriate manner and refrain from any behaviour likely to cause inconvenience or annoyance to others. Loud, threatening, disrespectful or abusive language or behaviour will not be tolerated.
- LAC encourages and supports a scent-free environment.
- LAC provides Internet access on computers located in the research facilities and complimentary wireless access to users who have their own computers. Users are not permitted to play computer games or download software, or to send, receive, or display text or graphics that are illegal or perceived as obscene or offensive. Should the demand for computer terminals exceed the number available, a time limit on computer use may be imposed.
Care of LAC Collections
The holdings of LAC are unique and often fragile and must be preserved for future generations.
- Users are responsible for all collection material loaned to them. Reference material consulted in the Reference Rooms and collection material consulted in the Consultation Rooms must not be removed from those rooms unless authorized by a staff member. Some collection material may be stored in lockers on the third floor. Do not leave collection material unattended. It must be returned to the Consultation Desk or to your assigned locker when leaving the Consultation Room. Unauthorized removal of material from the premises or damage to material may result in sanctions under Canada's
Criminal Code. LAC reserves the right to impose limits on the amount of material that can be signed out by a user at any one time.
- Documents must be handled as little as possible and with extreme care. Some documents might be in poor condition and, on rare occasions, contaminated with mould. Please notify staff immediately of any suspected problems. Hands must be clean and free of hand lotion or cream before collection material is handled.
- Do not rearrange the order of archival material. Work with one file at a time. Mark the page/file place by using paper flags provided by staff. Also use paper flags to indicate pages for copying. Realign documents in the file folders before returning the material to its container. Do not tap folders down on the table; realign documents manually. Do not remove documents from protective sleeves. Keep the lids of boxes closed to avoid light damage to the documents contained inside.
- Do not stack or overlap documents and do not lean on them; do not press down on documents and bound materials. Staff will provide special mounts to consult and photograph documents.
- Pencils must be used when working in the textual and restricted consultation rooms and in the special collections consultation room. Pens, felt-tip markers and adhesive labels are not permitted. Do not annotate, mark, tear, fold or damage collection material. Do not remove paper clips, staples, pins, string or any other fasteners.
- Special care is required when handling specialized collection material such as photographs, maps and fragile items. Staff will inform users of other procedures specific to the collection.
Reproduction of LAC Collections
- Three types of access and copying restrictions may apply to the holdings of LAC: legislative, contractual and institutional. Users must respect all three.
- Users warrant that they will not use LAC collections in a manner that would infringe the rights of others. Liability that may arise in the use of a copy is assumed in full by the user. LAC accepts no responsibility for unauthorized use of collection material by users.
- Reproductions made by the user 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 LAC.
- LAC provides self-serve photocopiers. Use of the photocopiers is governed by terms posted at the copiers, including a licence from Access Copyright. The copiers may be used only to make copies of published material (e.g., books, magazines, newspapers). For preservation reasons, researchers are forbidden to copy archival documents (those contained in cardboard boxes) at the self-serve photocopier station.
- LAC provides self-serve microform printers and microform scanners for use by researchers. These machines may be used only to make copies of unrestricted collection material.
- Cameras may be used in the research facilities to obtain copies of the collection material. Users must complete a Self-Serve Photography Application and obtain authorization from staff. The application form must be visible on the table where the copying is to take place. This will allow staff and commissionaires to identify users who have received the proper authorization. This service is available during service and opening hours; however, authorization from a staff member can only be obtained during service hours.
- To ensure proper citation and to facilitate relocation of an item, the source of the material and its reference number should always accompany the copy. A template will be provided so that the source of the material and its reference number can be captured in the reproduction.
- Cameras must be attached to a neck or wrist strap, which must be worn while photographing images. Users must not stand on tables or chairs or place collection material on the floor to capture an image. Users must not place tripods directly on documents, or obstruct aisles in the research facilities with photographic equipment, especially tripods. Any camera or other recording device that is unsuitable for use because of its potential negative effect on preservation is not permitted. This includes but is not limited to flash photography and scanners. LAC reserves the right to refuse the use of any device. Staff will inspect photographic equipment for its suitability.
It is forbidden to photograph anyone without their express permission in order to protect their privacy, or to photograph LAC research and exhibition facilities without express permission from LAC.