Access to Records at the University of Alberta Archives

The University of Alberta Archives contains two types of archival records - records the university creates in the usual completion of its responsible affairs (i.e. University records) sent to the Archives under the direction of records schedules, and records of individuals, organizations and institutions holding a discrete relationship to the university (i.e. non-university records) who chose to donate to the University of Alberta under arrangement of donation agreements. University records transferred to the Archives are under the custody and control of the University Archives. In consultation with the researcher the Archives shall supply access to these records through indexes, finding aids, guides to holdings and other archival resources. The University Archives staff shall grant permission to consult its archival records within the applicable legal framework of privacy, access, intellectual property and individual donor requirements.

Like records of other departments of the University, the records of the University of Alberta Archives are subject to the Alberta Freedom of Information and Protection of Privacy Act. Access to the donated private material of individuals, institutions, and organizations is subject to specific donor agreements.

While most of the archival records of individuals, institutions and organizations in the Archives are open for research, access to some privately donated material is restricted. These restrictions vary according to each donation. Access to certain series of records are restricted for specified periods of time. For restrictions concerning specific record groups, researchers are encouraged to contact the University Records Archivist.

Use of records for purposes of publication are subject to the rules of copyright. Questions concerning use of archival material for publication, or for any other purpose, should be directed to the attention of the University Records Archivist.

The UAA reserves the right to deny the reproduction of any of its holdings due to preservation concerns for a particular item. Copyright legislation and individual donor restrictions may also restrict reproduction of certain items.

Each original format holds unique preservation and reproduction requirements; because information technology continually evolves, formats, policies and procedures are numerous. Researchers are encouraged to read through the policies and procedures for each medium before requesting a reproduction.