How to Make an Appointment
Before making an appointment, it is important to already have an idea of what you would like to research. Records need to be retrieved by staff before your visit. Check with the archivist first to make sure the Archives has what you are interested in researching. To make an appointment at the Archives, please call 705-688-3965 or email firstname.lastname@example.org.
Reading Room Rules
All researchers must provide a full name, mailing address and daytime telephone number. No reference request will be processed without this information. Visitors to the Archives must also sign the Guest Register.
- All records must be consulted on site. The City Archives will not loan out records to any individual or organization at any time.
- Researchers visiting the Archives must place belongings such as bags, backpacks, coats, pens etc. in the locker room for the duration of their visit. None of these items may be left overnight for any reason.
- No food or drink is allowed in the Archives, including water.
- Pens are not allowed in the reading room. Researchers may use pencils or laptop computers to take notes.
- Gloves must always be worn when handling fragile material or photographs. These will be provided by the Archives.
- Handle all materials carefully. Do not lean or press on materials, do not force books and do not write or mark on archival materials in any way.
- Do not lick or moisten fingers while handling records.
- Please cover materials and close file boxes when not in use.
- Only one box or folder may be viewed at a time.
- Photocopying of archival material to be done by staff only. Copies are provided solely for the purpose of research or private study. The use of copies for any other purposes may require the authorization of the copyright owner.
- Please report any damaged or misfiled documents to the staff.
- Records being consulted must be kept in their original order at all times.
All researchers are subject to the City of Greater Sudbury Archives Code of Conduct.
Code of Conduct
The City of Greater Sudbury Archives provides its users a wide range of archival services in a safe and pleasant environment that is conducive to reading, learning and the appropriate use of materials and services. To ensure that all persons enjoy the benefits of the archives, individuals using or visiting the archives must comply with the following guidelines for archives use.
Conduct of Researchers:
- Children under the age of 12 must be accompanied at all times by a parent, guardian or other responsible person.
- Archives are publicly funded and as such, soliciting, selling and fund raising activities, other than those activities which are in direct support of the archives, will not be permitted.
- Threatening, abusive or harassing language or behaviour is prohibited. Disruptive or intrusive behaviour is not allowed.
- Shirts and shoes or other footwear are required.
- Beverages or food of any kind are not permitted in the archives, including water.
- Animals other than service animals assisting persons with disabilities are not permitted inside the archives or within 3 metres of any door.
- People, animals or property must not block aisles, doorways, stairways, elevators or ramps. Large objects, such as bicycles, may not be brought into the archives.
- Archival records must remain in the reading room when used by researchers and may not be taken into any other parts of the building, including washrooms.
- Members of the public must open all bags, books and papers for inspection if requested by staff.
- Smoking is not permitted in the archives nor near building entranceways as defined by the City of Greater Sudbury by-laws.
- Use of sports equipment is not allowed on archives property.
- Archives entrance areas shall be used exclusively for entering and exiting the archives.
- Photographing, filming or video recording on archives property must not be conducted without prior permission of archives staff.
- Sleeping or lying on the floor or furniture is prohibited.
- Persons under the influence of alcohol or non-prescription drugs are not allowed on archives property.
Suspension or Permanent Removal of Archives Privileges:
- Archives users who breach archives rules and have been dealt with according to proper archives procedures may have their archives privileges suspended or permanently revoked. Individuals who participate in illegal behaviour will have their archives privileges suspended or revoked and the police will be contacted in all cases of illegal behaviour.
- The misuse, tampering, misrepresentation or misappropriation of archives membership, materials or equipment will, depending on severity, result in suspension or permanent removal from the archives and possible legal action.
- Archives users who have had their privileges suspended or revoked may not have access to the archives, property or services.
- The length of suspension:
- for abusing staff or other researchers, willfully damaging or destroying archives property, altering the arrangement of archival records, removing records from the premises or any illegal behaviour will be a permanent suspension.
- Notice of suspension where the archives researcher’s name and address are known will be issued by mail.