Using This Archives
Review the Website
Initial Contact
Protocol in the Archives
Copying Records
Access to Records
Citing Records
Supporting the Archives
Disclaimer
Review the Website
Please review the material on the website first. The following pages may provide you with background information to inform your next steps: Baptism, Marriage and Burial Records; Congregational Resources; Submitting Church Records, Finding Aids
Initial Contact
Whether you are a researcher or you want to submit church records your first contact should be by phone or email. Erin Acland, the Keeper of the Archives, will help you to determine a plan of action. Should you set up an appointment to conduct your own research? Can the staff find the information for you and send it? Should you hire a professional researcher? Are your records Archives ready? How and when should they be sent?
There is no cost to use the records in the Archives, nor for submitting/depositing records.
An appointment is required to visit the Archives.
Note taking is done with pencil or laptop computer.
Protocol when in the Archives
Before research is begun a Researcher Registration Form must be completed.
The staff will bring the boxes of records to you at a table in the reading room. When you are finished with them, please let the staff know and they will put them away.
Care is required when handling records and some basic rules help to ensure that materials are not damaged. (Printer friendly version.)
- Wash and dry your hands thoroughly before beginning your research.
- Pencils are used for note taking and are provided, no pens are allowed. Insure records are not directly underneath where you are writing. Do not write on the documents. Handle the records with care and avoid propping volumes or applying pressure in any way. Do not fold documents.
- Laptops are another option for notetaking. There are outlets nearby the reading room tables, but having a charged battery is recommended. Taking pictures of records is allowed as well with the permission of the Archivist. Photocopying and scanning are other options. (See more below)
- Eating and drinking are not allowed in the Archives. Not only can documents be stained or damaged, but food residue can attract insects which harm the records.
- Mixing files or documents can undermine their research value. Use only one box of material at a time and only one file from the box; take care to keep the documents in the file in the order in which you find them. If you wish to mark your place use the paper marking flags which can be provided.
- White cotton gloves are available for handling fragile materials.
- If you observe any irregularities in the files or have suggestions for correcting or improving the collection description please let the Archivist know.
The Archives cannot guarantee the safety of your personal belongings. Keep valuables with you or ask the staff to secure them for you if you are leaving the research room. [Back to index]
Copying Records
Records may be photocopied or scanned, but only within the limits of the Copyright Act and only if the condition of the material warrants exposure to the handling and light necessitated by the process.
All photocopying/scanning is done by staff at cost.
Please contact the Archives to inquire about using an image, including images of documents, found on this website or to order a publication quality copy of an image. It is our intention to make the photographs accessible for use and any fee for the image will be negotiated depending on the nature of the request. Reproductions are supplied for the specified purpose only and are not to be published or sold without the explicit permission of The United Church of Canada.
Although the Archives may own the copyright for some materials, the Archives can neither grant or deny permission to use items for which it does not hold the copyright. Users are solely responsible for determining the copyright status of any materials they may wish to use, investigating the owner of the copyright, and obtaining any necessary permissions for their intended use. In all cases, you must cite the Archives as the source with the appropriate credit line provided below.
Access to Records
The Archives is committed to making records accessible to the public, however, due to privacy legislation access to some records is restricted to certain people and for certain periods of time. Before access is granted, the Keeper of the Archives will assess if it is appropriate and arrange for documentation to be signed. In some cases, the materials can be shared with a researcher but may be redacted. Researchers are required to agree to the terms of a disclosure agreement if viewing sensitive or confidential materials. [Back to index]
Drawing by Stephen Big Stone, student at Brandon IRS, c.1938
Citing Records
It is expected that you will credit the source of your research in academic papers, on websites and in other documents or publications.
Citing records is straightforward if you take careful notes during your research and when making copies. Click here for some Tips on Taking Notes in the Archives.
A good citation will allow another person to easily find the source that you have used. The complexity of the citation reflects the complexity of the fonds. These are a few examples of footnote citations. These should be adapted to fit the overall style guide you are using. [Back to index]
Example 1
To cite a document that you accessed in the archives:
To cite the Stephen Big Stone drawing (on the left) as if you had seen it in the archives:
Stephen Big Stone, “I want to be a man”. Rev. John Doyle Personal Papers, Correspondence and Sundry Reports, Folder PP15-16, 3130; UCA-MNWO/ANCC [Back to index]
Example 2
To cite the photo below, if your only access to it is online: (Click on photo for more information.)
Lay Minister Nathaniel Queskekapow, standing beside landing barge used to haul gravel. Poplar River. 1964. campbell_156 UCA-MNWO/ANCC
Supporting the Archives
There is no cost to use our records, but we do invite researchers to consider making a tax deductible donation to help us ensure that the records continue to be accessible for others into the future. Follow the link to learn more about making a donation, and about how your gift can make a difference.
Disclaimer
While The United Church of Canada Archives MNWO/ANCC endeavours to ensure that the material on this site is accurate and up-to-date when published, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy or reliability with respect to the website or the information, products, services, or related graphics. Users should exercise independent skill and judgment before relying on information from this site. Any reliance placed on the information is therefore strictly at the users own risk.
The listing of a person or organization in any part of this website does not imply any form of endorsement by the United Church of Canada of the products or services provided by that person or organization. Similarly, links to other websites have been inserted for the convenience of users and do not constitute endorsement of material at those sites, or any associated organization, product or service.
Please note that some material on this site may include views or recommendations of third parties, which may not necessarily reflect the views of The United Church of Canada, or indicate its commitment to a particular course of action. The United Church of Canada cannot verify the accuracy of information that has been provided by third parties.
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