Copying Archives Material

You can copy archival records for research or private study. If you intend to use copies for any other purpose (eg. print or electronic publication, exhibition, commercial purposes, etc.) you must get written permission from the Public Archives and Records Office.

Reproducing archival material is subject to Canadian copyright law, Freedom of Information and Protection of Privacy (FOIPP) law, and donor agreements. You are responsible for establishing copyright status and clearance for any material you want to copy.

Restrictions may also apply if the material you want to copy is in fragile condition or an unmanageable size.

How can I get archival material copied?

You can make copies yourself using your personal camera or cell phone (some restrictions apply) or the on-site microfilm scanners. Personal scanners and tripods are not permitted. 

You can request photocopies, microfilm prints, electronic copies (PDF), digital images, and audio-visual recordings for a fee.

Using a personal camera or cell phone

If you use your camera or cell phone to copy archival material, you must:

• read and sign a Personal Camera Use Agreement and display a marker indicating you have done so at your workplace;
• make sure copying does not pose a risk to the material;
• confirm copying is not prohibited by donor agreement or institutional policy;
• ensure you do not disturb other researchers or staff; and
• understand that your reproduction may be subject to copyright law

Using the on-site microfilm scanners

The self-serve ScanPro machines are available in the Reading Room on a first-come, first-serve basis. You must save your scans to a USB memory stick and respect all copyright law and donor agreements.

Requesting copies of archival material

You will find forms to request photocopies, microfilm prints, electronic copies (PDF), and digital images in the Reading Room.

Copies of baptismal records can be requested through the online form.  

If you order copies by mail or phone, ensure accuracy by including as much detail as possible in your order:

• name/title and type of document
• accession number, if applicable
• date
• name of the individuals involved, type of event
• any relevant volume, page, column numbers

Fees for copying Archives material

• Payments can be made by cash, debit, credit card, or cheque (please make cheques payable to Minister of Finance and Affordability). Payment is required before copies are provided. 
• All copying fees are subject to applicable taxes. 
• Mailing fees will be applied to orders for physical copies.
• A $5.00 handling fee applies to large-format material requiring off-site copying.

Physical or electronic (PDF) copies

• Cost: $1.00 per page/capture
• Large order surcharge (50+ pages/copies): $10.00

High-resolution digital images 

High-resolution images are available as TIFF or JPEG files. You must sign an Acceptable Image Use and Conditions agreement when placing a high-resolution image order.

• Cost: $5.00 per image if the item has already been digitized, $10.00 per image if scanning is required. 
• Large order surcharge (30+ images): $45.00

Certified documents

If a document is required for legal purposes a certification can be provided in accordance with section 12 of the Archives and Records Act, R.S.P.E.I. 1988, Cap, A-19.1. This verifies the document as a true copy. 

Archival Vital Statistic Certified Records 

• Cost: $50 per record (Baptism, Marriage or Death) this provides a pdf and paper copy of the record certified. 

General Certified Records 

• Cost: $45 certification charge + cost of copies.

Audio-visual materials

• Cost: $5.00 per file (e.g. mp3; mp4) if the item has already been digitized, $10.00 per file if digitization is required.

Questions?

Please contact us by email archives@gov.pe.ca or phone (902-368-4290) if you have questions or need more information about ordering copies of Archives material.