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Archives of Ontario
Customer Service Guide 102
Our Mandate and Holdings
The Sound and Moving Images (SMI) Portfolio
identifies, acquires, preserves and makes available audio,
video, and motion picture film recordings that convey the
history of Ontario. Holdings are acquired from both government
and private sources. Examples of government productions
include video broadcasts of debates and hearings of the
Legislative Assembly, promotional films, public service
announcements, and recordings of royal commissions. Examples
of recordings from private sources include home movies,
oral history interviews, and corporate productions, including
collections from creators of mass media.
Using the SMI Reading Room
Location: 2nd Floor, 77 Grenville Street,
Toronto, ON, M5S 1B3
Hours of operation: Use of facilities
and equipment in the Sound and Moving Images Reading Room
is by appointment only. Hours of operation are 8:15 a.m.
to 5 p.m., Monday to Friday, closed for statutory holidays.
Procedures for using the Reading Room:
- Call the reference archivist at 416-327-1551 to make
an appointment. The toll-free number within Ontario is
1-800-668-9933. We would appreciate notification if you
must cancel an appointment.
- All new researchers must register at the Registration
Desk at the entrance to the Archives' Main Reading Room.
- On arrival, sign the Main Reading Room Log at the Registration
Desk and the SMI Researcher Log.
- Coats and bags must be left in the Main Reading Room
Registration area; lockers are available there.
- You will be given basic instructions for operation
of audio and video equipment. Archivists operate all film
equipment.
Accessing the Records
Finding Aids: The Archives
Descriptive Database (ADD) provides descriptions
of our holdings, and, for SMI material, searches may be
limited to sound recordings or moving images. Descriptions
are available at the item level (choose the “Files
and Items” option) and at the series, fonds or collection
level (choose the “Archival Descriptions” option).
The ADD can be accessed off-site or on the public computer
terminal monitors in the Main Reading Room. Until the ADD
is completely populated with all of our holdings, paper
inventories are another tool for accessing the
records you seek. Inventories are available in both the
Main Reading Room and the Sound
and Moving Images Reading Room.
Legal Restrictions: Access to some records
may be restricted because the Archives must comply with
provincial and federal legislation; however, most legal
restrictions are time limited. For terms regarding specific
records, see access and copyright terms in the finding aid
descriptions or talk to the Sound and Moving Images reference
archivist for details. Access to some government records
is restricted under the Freedom
of Information and Protection of Privacy Act.
Access is restricted to some private records by third parties,
i.e. donor restrictions.
Restrictions on Reproduction: The Archives
must abide by Copyright laws, as follows.
Please consult Customer
Service Guide 105: Reproduction Services and Fees
and Customer Service
Guide 108: Copyright and Your Research for
details.
- Researchers may order copies for personal research or
study.
- The Sound and Moving Images Reading Room can produce
copies for researchers in a limited number of formats
only. If other formats are required, SMI staff may be
able to arrange for a copy to be produced at an off-site
lab. Please speak to the SMI reference archivist for details.
- Before obtaining copies for inclusion in new productions,
researchers must comply with copyright requirements.
Restrictions Due to Preservation: Access
is also occasionally restricted for preservation purposes.
- We provide public access to reference copies of original
material.
- Where reference copies of original audio and video recordings
have not already been made, the Archives will require
extra time to prepare these reference copies. Unfortunately,
we cannot guarantee that reference copies can be made
in every circumstance.
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