Copying Materials


UTM Library, Archives & Special Collections is committed to providing access to our holdings. This includes providing copies of material, within reason. However, the reproduction of material is subject to some restrictions including donor intentcopyright legislation, and physical condition.


Obtaining Copies


Researchers wishing for copies of material that has not already been digitized and made available online should complete a Reproduction of Archival Material Request formThis form will ask researchers to:


    • identify what is to be copied
    • identify the purpose or planned use
    • read and sign the form agreeing to the terms & conditions of use


Researchers can obtain copies free of charge using one of the below methods:




Researchers can use their own digital camera or camera-enabled device to take non-flash photograph copies of consulted materials after obtaining permission from the reading room staff using the above-mentioned form.


Reproduction service


Researchers can request digital scans using the above-mentioned form for up to ten (10) items or pages. Digital scans will be emailed or placed on a file-hosting site for download from a link we will provide. Same day reproductions are not guaranteed.


Copyright & Permissions


In compliance with Canada’s Copyright Actcopies may be made, provided, and used for the purpose of research and private study.


Providing copies or access to material does not include or imply permission to use the material in a publication, exhibition, website, broadcast, or performance. Responsibility regarding questions of copyright that arise in the use of copies is assumed by the recipient, including locating the copyright owner and obtaining any necessary authorizations for any use other than research or private study.


UTM Library, Archives & Special Collections is not the copyright holder of all material in its collection. It can only grant permission to publish material where UTM Library holds a license or copyright.


Citing Material


Researchers are responsible for tracking and maintaining accurate citation information for all material they consult and intend to cite, copy, or useResearchers should cite material according to applicable citation standards, including APA, MLA, and Chicago Manual of Style.


Regardless of the standard used, citations of archival material will usually contain the following elements:


Fonds or collection title


Fonds are usually given a title based on the name of the creator of the records (person, family, or corporate entity)Examples include:


    • Rafael Platero Paz fonds
    • UTM Blackwood Gallery fonds


Collections are made up of records from multiple creators and are generally given a title that reflects the name of the collector or the theme of the collection:


    • Syd Bolton Collection
    • UTM Campus Photography Collection


File or item title


Each file or item will have a title either assigned by an archivist or provided by the creator. Examples include:


    • Personal correspondence
    • UTM South Building photograph


Accession, box, and file/item number


This is a string of letters and numbers. It acts like a library call number used to identify and locate specific material. Our accession, box, and file numbers are formatted in the following way:




    • A2020.001 (accession number)
    • B003 (box number)
    • 12 (file or item number within the box)


Repository name and location


University of Toronto Mississauga Library, Archives & Special Collections, Mississauga, Ontario, Canada.