Western Archives - Frequently asked questions General Information about Western Archives

The ARCC Facility Where is the ARCC facility located? Where can I park? How do I arrange a tour of the ARCC facility? Do I need an appointment to use archival materials stored in the ARCC facility? Can I borrow materials from the ARCC facility?

The ARCC Facility

Where is the ARCC facility located?
Where can I park?
How do I arrange a tour of the ARCC facility?
Do I need an appointment to use archival materials stored in the ARCC facility?
Can I borrow materials from the ARCC facility?

Access and Services

What should I expect during my visit to the Reading Room?
Why does Western Archives have so many rules?
How does provincial legislation affect research?

What do the location loan codes in the Shared Library Catalogue mean?
How do I cite the material that I use?
What do I need to know about copyright?
Can I photocopy materials?
Is microform copying available?
Can I make copies of photographs, maps etc?

What is included with records management?
What is included with archives services?

Donations and Transfers

Donation of Personal Papers of Individual Faculty Members
University Records
Archival Material


Where is the ARCC facility located?

Western Archives is located in the Archives and Research Collections Centre (ARCC) which is adjacent to The D. B. Weldon Library. Although much of the facility is accessible only to staff, Western Archives has a public Reading Room that is accessible from the reference hall of The D. B Weldon Library.

The public reading room is used to consult material from the Talman Regional Collection, The Benson Special Collection and Western Archives. Low and medium use library materials are requested through the Shared Library Catalogue and sent to a pick up location specified by the requestor. In addition to its extensive collection resources, the Reading Room includes wireless capability, two micro scanners, a printer, a photocopier and access to the Shared Library Catalogue using our two guest computers.
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Where can I park?

Visitor parking is available nearby. Click here for more information.

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How do I arrange a tour of the ARCC facility?

Individual or group tours can be arranged by telephoning 519-661-4046 or emailing Western Archives.

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Do I need an appointment to use the archival materials stored in the ARCC facility?

An appointment is not required however the majority of items will need to be retrieved from the high density module (closed stacks). Click here to read about our Reading Room retrieval schedule. You may either call ahead 519-661-4046, or email Western Archives to request items in advance of your visit.

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Can I borrow materials from the ARCC facility?

The ARCC facility holds many types of materials including regional historical material, archival material and low and medium use books transferred from the 6 Western Libraries. The low and medium use material is composed of serials and monographs which circulate out of the ARCC on request. All other material is used within the ARCC facility. For more detail, please read on.

  • Archival material is non-circulating and therefore may not be borrowed but may be used in the Reading Room. Click for more information
  • Low and medium use books in storage  are requested through the Shared Library Catalogue and delivered to a pick up locations in Western Libraries. To make a request from the catalogue, you must have a valid University ID. Click for more information.

    Articles from serials, in storage, may be requested via Digital Delivery. A PDF version of the article is delivered to your computer desktop. The service is accessed from the serial record in the Shared Library Catalogue. Click for more information.

    Access to low and medium use materials for non - Western visitors -Storage materials, which have the catalogue locations codes listed below, can be requested by any non-Western person for use within the library, through the assistance of staff at the circulation desks of the 6 Western Libraries.
    • STORAGE- Use "Request Item"
    • STORAGE-Library Use Only

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What should I expect during my visit to the Reading Room?

  • Upon entry, you will be given instruction in the use and handling of collection material.
  • No food or drinks (including bottled water) permitted in the Western Archives.
  • Coats are to be hung in the closet.
  • Patrons are required to register at the reading room desk.
  • Only personal books and papers needed for research may be taken to the study tables; place briefcases, backpacks etc. in the lockers provided.
  • Set cell phones and pagers to vibrate mode; calls made or received must be conducted outside Western Archives.
  • Archival and manuscript holdings are held in closed stacks and are retrieved by staff three times daily.
  • Material is non circulating and cannot leave the room.
  • Selected materials are available via inter-library loan.
  • Book and Periodical holdings are available in the Shared Library Catalogue.
  • Research by staff for family history and genealogy is not available.
  • Self-serve materials can be found in the Reading Room and include books and periodicals, atlases, and London City Directories.
  • Notify staff when finished using materials and leave materials on the desks for staff to re-shelve. If returning to use the materials, inform the reference desk staff to ensure that it is left out for you.
  • Only pencils or a laptop computer/PDA may be used when taking notes.
  • No marks of any kinds may be added to or erased from research materials. Do not rest on, write over or trace any materials. Careless patrons may have materials withdrawn or withheld.
  • For books, turn the pages with care - try to touch only in the margins.
  • Restrictions may apply to copying materials, ie., photocopying, use of digital cameras and scanners (consult staff for details).
  • The exact order and arrangement of materials must be maintained. If any mistake is discovered, report it to a staff member. Do not re-arrange materials yourself.

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Why does Western Archives have so many rules?

Materials in Western Archives are available for persons doing serious research. Many of the materials are unique and valuable. If lost or damaged, they could not be easily replaced. The rules are designed to ensure the preservation of the materials.

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What do the location/ loan period codes in the Shared Library Catalogue mean?

8 location codes are associated with the ARCC and Storage  in the Shared Library Catalogue.

STORAGE "USE REQUEST"

Location codes for low and medium use library materials located in at the ARCC, RDL or off-campus storage facility. These items are retrieved through the Shared Library Catalogue for delivery to pick up locations throughout Western Libraries. Materials with these descriptions may not be requested through the Reading Room. To access these items, press the "Request Item" button in the catalogue and enter name, University ID and pick up location. Get more information.
STORAGE- LIB USE ONLY
 
 
ARCC specol NO Loan Location codes for material found in closed stacks. To access these items either telephone: 519-661-4046 , send an email to Western Archives, or come to the Reading Room in person and request that the item be retrieved. Plan ahead as these items take at least 2 hours to retrieve. Get more information.
ARCC specol ovr NO LOAN
ARCC archives NO LOAN
ARCC rdg rm ref NO LOAN

Location codes for material found in the ARCC Reading Room. These materials can be used only in the Reading Room during the hours of opening.

 

  
ARCC rdg rm NO LOAN
 ARCC rdg rm ovr NO Loan
 ARCC Delivery 3Day Loan   These are compact discs stored in the ARCC high density facility, which were donated by Sony BMG Canada. Due to the nature of the materials, these items can be requested through the Shared Library Catalogue but only to the Music Library.
 ARCC Music-Lib Use Only   These materials are part of the Music Library's special collection that is currently housed in the ARCC. They include rare scores, archival material and photographs. Due to the nature of this material, these material can only be requests by contacting a member of the Music Library Staff.  Get more information.
   
   

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How do I cite the material that I use?

In citing archival and photographic material, credit the name of the department and the collection to which the materials belong.

The name of the department or repository is: The University of Western Ontario Archives.

The name of the collection may be (if applicable): The J. J. Talman Regional Collection or the James Alexander and Ellen Rea Benson Special Collections.

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What do I need to know about copyright?

All manuscript/ archival records and photographs are subject to copyright. Patrons are advised that it is their responsibility to secure permission from the copyright owner to publish from unpublished manuscripts in which literary property rights are retained or to publish from a work subject to copyright.

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Can I photocopy the materials?

Photocopying is allowed only upon review and approval by the staff. Photocopying may be refused if

  • material is fragile
  • conservation is required
  • material is available in another format (eg. microform) Staff assisted photocopying may be available for some fragile items.

Cost:
(note: photocopier is not coin operated. Charge is paid at the desk)

  • self-serve $0.10 per page.
  • staff assisted $1.00 per page.

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Is microform copying available?

There are two micro scanners available in the ARCC Reading Room. There are additional machines in the main floor copy centre in The D. B. Weldon Library.

Cost:
(note: photocopier is not coin operated. Charge is paid at the desk)

  • $0.10 per copy.

Note: Three micro copiers in The D. B. Weldon Library accept copy/ debit cards.

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Can I make copies of photographs, maps etc.?

For information please see the Reproduction Services Policy.

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What is included with records management?

Records Management Services
Classification system design
Filing supply and equipment planning
Secure on-campus semi-active records storage and retrieval
Vital records identification and protection
Media conservation and storage
Electronic records management planning
Records retention and disposal schedules
Confidential records destruction

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What is included with archives services?

Identifying and acquiring permanently valuable records and personal papers
Preserving and protecting archival materials
Supporting teaching and research using archival collections
Providing reference services to the University and broader communities
Records management and Archives Services are available free of charge to academic and administrative units on campus.

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