Research Policies

Archival records are irreplaceable and therefore great care must be taken when handling them. The OJA has a number of policies in place to ensure that researchers are able to access the records in our care while still protecting them. The archivist is here to help orient you and provide advice on how best to handle different types of records. 

Copyright and Use Restrictions

The OJA is subject to the Copyright Act. Permission must be granted by the OJA if a record is to be published in any format.  If the OJA does not own the copyright, the researcher will need to secure permission from the legal copyright owner prior to publishing. In addition to copyright law, the OJA's donors may have placed additional use restricitons on their material upon deposit, such as additional credit requirements. The archivist will advise you on how best to proceed with these issues. Therefore, please contact us for all publication requests.


The OJA respects the privacy of an individual’s personal information that might be contained within our records. There are often restrictions on the use of private information, which the archivist will be able to inform you about prior to or during your visit. The privacy of information found in organizational records is also strictly enforced, especially that of third-parties who didn't have a say in the disposition of the records.

Personal Cameras

With permission from an archivist, the OJA allows researchers to use personal cameras to copy textual records only. The OJA does not permit the use of digital cameras to copy photographs or confidential records. The OJA does not permit the use of personal scanning equipment under any circumstances.

Code of Ethics

  1. The OJA adheres to a Code of Ethics and Professional Conduct as laid out by the Association of Canadian Archivists. You can access the code here. (pdf will open)