Adoption
Date : 21-12-2022
Instance of approval : University Secretary-General
Modification
Date: 16-09-2025
Originating/Responsible Department : University Archives
1. Purpose
1.1 This procedure ensures that the University of Ottawa鈥檚 institutional memory, as well as information identified as having archival and historical value, is preserved, protected and made available for generations to come.
2. Interpretation
2.1 The Senior Director, Information and Archives Management (IAM) is responsible for establishing and maintaining archival requirements in accordance with generally recognized standards.
2.2 The University of Ottawa Information and Archives Management (IAM) is the official repository for the University鈥檚 institutional information assets of archival and historical value and is responsible interpreting this procedure.
3. PRINCIPLES
3.1 All archival materials are managed in accordance with Policy 23 鈥 Information Management, the provincial Freedom of Information and Protection of Privacy Act, the federal Copyright Act, other University of Ottawa policies, procedures and archival standards.
3.2 All information assets in the custody of IAM are subject to archival selection and appraisal, in accordance with the criteria set out in section 5 of this document.
3.3 Archival materials acquired by IAM are in its custody and under its control. They are managed so as to ensure their integrity, authenticity, accessibility, reliability and long-term preservation, in alignment with recognized archival standards.
3.4 Information identified as having archival and historical value managed under this procedure is received in any format, including, but not limited to, hard-copy textual and electronic documents, structured data, graphic images, sound and video recordings, books, maps, drawings, photographs and any other information that is written, photographed, recorded or stored in any manner, including information in analogue, electronic and digital formats.
4. ROLES AND RESPONSIBILITIES: INFORMATION AND ARCHIVES MANAGEMENT
IAM is responsible for the following activities:
4.1 Acquisition, appraisal and disposition
Acquires, appraises and disposes of University information assets in accordance with Procedure 20-4 and the criteria set out in the Information Disposition Schedule.
Acquires, appraises and disposes of archival material donated by third parties, or that is not covered by the Information Disposition Schedule, in accordance with the criteria set out in section 5 of this document.
4.2 Arrangement and description
Processes, arranges and describes the archival material according to standardized rules to facilitate access for the University community and external researchers.
4.3 Preservation and conservation
Applies preservation measures and standardized conservation practices to ensure the long-term preservation of archival materials in all media and formats. This includes, but is not limited to, storage of digital archival material in a trusted digital repository, as well as storage of traditional media in temperature-controlled vaults.
4.4 Research support
Manages a reference service and enables access to and reproduction of archival materials.
4.5 Teaching support
Manages a teaching support service through various activities at the University of Ottawa or other educational institutions, to share IAM staff鈥檚 professional expertise and support the University鈥檚 teaching mission.
4.6 Dissemination
Shares the University鈥檚 history with the University community, the public and other interest groups, including through presentations, guided tours, exhibitions, publications, archival catalogues and web resources.
5. ACQUISITION CRITERIA
5.1 IAM will also acquire archival materials not covered by the Information Disposition Schedule relative to:
a) The mission, values and fundamental principles of the University;
b) The interpretation and maintenance of University traditions, directions and policies in terms of administrative, teaching, research and social activities;
c) The broader University of Ottawa community, including the personal archives of faculty, staff and organizations closely associated with the University, such as student or advocacy groups.
5.2 The criteria guiding archival acquisition, selection and processing are those generally recognized and include, but are not limited to, rarity, representativeness, relevance within the University context and accessibility.
6. ACQUISITION AND ACCRUAL METHODS
6.1 IAM will acquire archival materials by the following means:
a) Administrative transfer: Transfer of information assets will occur according to Procedure 20-4. For information assets not covered by the Information Disposition Schedule, units must contact IAM regarding the transfer and procedures to be followed.
b) Donation: All donations of private property not in the custody of the University must be acquired through a formal deed of gift.
c) Loans: Material temporarily in the University鈥檚 custody will be formalized through an agreement.
7. ACCESS TO ARCHIVAL MATERIALS
7.1 Access to archival materials is provided in accordance with University of Ottawa Policy 90 鈥 Access to Information and Protection of Privacy as well as other policies and procedures adopted by the University.
7.2 All published archival materials already in the public domain are available for consultation.
7.3 Access to any unprocessed archival materials can be restricted pending review to ensure that they contain no personal or confidential information.
7.4 Access to fragile and valuable archival materials can be restricted to protect them from damage or loss. In such cases, copies may be substituted for consultation purposes.
7.5 Consultation of archival materials must be carried out in the designated reading room, where supervision and assistance will be provided.
7.6 Consultation is by appointment only.
7.7 Individuals consulting archival materials must comply with all reading room regulations.
8. REPRODUCTION OF ARCHIVAL MATERIALS
8.1 Reproduction of archival documents is allowed under the terms and conditions outlined in the Request Form for Reproductions available from IAM.
8.2 Reproduction is contingent on the nature of the information content, including personal or confidential information, copyrights and wishes of private donors, and on the physical condition of the archival materials. Items that are fragile or in poor condition may not be eligible for reproduction. IAM staff reserve the right to refuse or limit reproduction requests.
8.3 Photocopying, digital scanning services carried out by Information and Archives Management staff and audiovisual medium transfers are subject to applicable reproduction fees. Details regarding reproduction procedures, terms and associated fees are available on the IAM website.
9. IMPLEMENTATION, REVIEW AND AMENDMENT
9.1 IAM is responsible for periodic review of this procedure.
9.2 The Secretary General may approve, amend, abrogate or make exceptions to this procedure provided that the exceptions are consistent with the provisions of Policy 23 鈥 Information Management.