Archives
of Ontario
Customer Service Guide 106
This guide outlines the procedures for requesting reproductions
of archival and/or library materials. To request reproductions
of sound and moving image material, please consult the Sound
and Moving Images Reference Archivist. See the section "Flagging
Special Collections Material" below for instructions
pertaining to special collections material.
Flagging Material for Copying: "GREEN for GO, PINK
for STOP"
Placing coloured flags around the material to be copied
is the best way to let the reprographic technician know
exactly what you wish to have copied while also preserving
the original order of the records. It is your responsibility
to indicate clearly what is to be copied.
Identify the material to be copied by placing a green
flag where you wish the copying to begin, and a pink
flag where you wish the copying to end. Please do
not use post-it notes to flag documents.
If you have more than one item to copy per box, don't worry;
flagging can occur many times within a box, volume, file,
or publication
- Example: You wish to have pages 5-6 of a book copied.
Put a green flag before page 5 and a pink one after page
6. Writing clearly, indicate on the top of the green flag,
"pp.5-6 only".
- Example: You wish to have certain files within a
box copied. Put a green flag where you want the copying
to begin and a pink flag where you want copying to end.
Do the same for papers within a file.
Always place the flags vertically within a file, so they
can be easily seen by the person who will be filling your
order.
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Like this:
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Not like this:
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Put the files/envelopes back in the proper order in their
containers. Fill out a Request for Reproduction Services
form (available in the Reading Rooms) and submit it with
the records. See below for assistance in filling out and
submitting this form.
Flagging Special Collections material
This includes all materials accessed through the Reading Room.
Fold a flag (either green or pink) over the item in the container. Should you request a reproduction of more than one item in the same folder or envelope, please flag each item individually.
Filling Out a “Request for Reproduction Services” Order Form
Complete a separate form for each type of reproduction (i.e., one for photocopies, one for whiteprints, one for photographic reproductions).
- Fill out your name, address, contact telephone number, etc. at the top of the form.
- Indicate what type of reproduction you require: photocopies, photographic processes, etc.
- Complete the "Reference Code" and “Description” columns, using the following information (the same information you used to order the material):
- Reference Code: which may consist of an RG, F or C number, an A, B or C number for maps, or an S,L, or ST number for photographs, plus a box and/or file or item number, including the barcode.
- Description: The files or documents/items titles. The documents must be identified at least to the file level.
- Mark 1 in the "Quantity" column (we can provide
only one copy of each document).
Example:
| Reference Code |
Description |
Quantity |
F 1217, MU 4055
B286470 |
Presidents' correspondence,
1955 |
1 |
RG 1-42-1, Box 7
B396554 |
Department of Highways Signs
Committee |
1 |
RG 22-5802
file D 99999/99, B422211 |
York County divorce
file |
1 |
| A 66, F 123456 |
Map of Smith Township, 1866 |
1 |
- Specify in the shaded area on the top right the delivery type you prefer: pickup, mail, etc.
- Explain any special instructions in the shaded box on the left bottom side. If certification is required, check off the appropriate box in the same area.
- Submit your completed order form, with the records, to a Reference Archivist. He or she will ensure that the records are flagged properly, that your form is filled out correctly and that the records can be reproduced.
- Once a Reference Archivist has approved your request, sign the form at the bottom, and provide your registration number and the date. You will be given the yellow copy for your records.
In the evening or on Saturdays, leave the form on one of the reference desks and ask the security guard to store the records. Archives staff will process your request the following working day or will call you with any questions they might have about your order.
Please see our
Customer
Service Guide 105: Reproduction Services and Fees
for current fees for services.
If you have any questions
about these procedures, please
send an enquiry to reference@ontario.ca
