Using Archival Records

• McGill University Archives provide archival materials to researchers in support of teaching, learning and research, consistent with sound archival practice, and in compliance with the Canadian Copyright Act. 

• While McGill University Archives may own copyright of many of its archival holdings, there are also material for which copyright is owned by a third party:  
  • McGill University Archives may provide a copy of third-party copyrighted material as permitted under the fair dealing provision of the Canadian Copyright Act, Section 29
  • Any use of material for purposes other than those permitted under fair dealing may require the authorization of the copyright owner. 
  • It is your responsibility to obtain permissions for access to restricted material and to make use of unpublished documents. 
• McGill University Archives will not be held responsible for any matter that may arise as a result of a violation of copyright. 
• Crediting McGill University Archives as the source of the archival material in your publications is required. Please refer to "Citing Archival Material" section below . 
• Please note that all researchers requesting copies of McGill photographs will need to complete a Copyright waiver form for all materials where copyright is not in the public domain.  

• It is very important to correctly cite the archival sources used in any work that will be made available to others. You and future researchers need a complete and accurate citation to access or obtain copies of the same material. 

• Archival sources have unique characteristics that make their citation different to that of published library material. Citations can vary depending upon the type of record consulted, whether it be a photograph, letter, video, etc. 

• In general, an archival citation progresses from the general to the specific and includes the repository name, name of the fonds or collection, title and date (if known), and reference code/identifier. 

• Basic credit should include: the element’s full title, McGill University Archives, fonds or collection number and, (accession number, including folder number and item number where applicable). 

Here are two ways to create a useful citation: 

Archival fonds:  

McGill University Archives, Madeleine Parent fonds, MG469. 

Hockey programme, McGill vs. Yale, 1932. McGill University Archives, MG4319 (4319-02-261). 

Photographs: 

Redpath Museum, 1882. McGill University Archives, PS034689. 

For research purposes: 

• In the reading room, and with the prior authorization of Archives staff, researchers may photograph documents themselves for research purposes at no cost. The Archives will not digitize any textual records. 
• Researchers are not permitted to take photographs of any photographic material held by McGill University Archives. If researchers would like a copy then the photographs can be flagged and digitized copies can be provided at no charge. A Copyright waiver form will need to be signed before the Archives will release any photographs, not in the public domain. 

For Publication Purposes:  

• Low-resolution files available through our archival catalogue or other online resources may be used free of charge for non-commercial publication purposes. 

• For any reproductions intended for commercial use, please contact the Archives for further information. Please note that the Archives cannot authorize the re-use of photographs for which it does not hold copyright, or where the copyright owner is unknown.