University of British Columbia Archives

The University of British Columbia Archives' mission is to serve as the institution's corporate memory by identifying, preserving and making accessible the University's permanently valuable records. In pursuing this mission, the Archives acquires corporate records (regardless of physical form or characteristics) created or received by University officers and employees in their duties on behalf of the institution. The Archives also acquires the private fonds of selected faculty members, administrators, former students, alumni, and employee organizations' records. In addition to its archival functions, the University Archives also coordinates and implements its records management program.

The UBC archives website provides information about the functions and activities of the UBC Archives, new features, hours of operation, staff, policies regarding use and access, information on UBC records management program, general description of holdings, publications, thesis preparation information, and links to other websites.
Of special interest to researchers are the virtual displays , textual records finding aids and inventories , which provide online access to full, multi-level finding aids, the UBC Library Digital Collections and Services , a searchable database consisting of images and bibliographic descriptions of historical photographs from the University Archives and Rare Books and Special Collections, a database for the UBC Archives Audio Visual Collection, a database of UBC Historical Photographs , and a database of digitized University Publications and Serials, which provides online access to more than 60,000 scanned pages of The Ubyssey (1918-1998), UBC Reports (1955-2002), the Alumni Chronicle (1931-2000), as well as its successor Trek, and other university publications.

Closed: The University Archives reading room will be temporarily closed from August 1 2022 to January 2023, for upgrades.

Students, faculty, visiting scholars, researchers, and members of the general public are welcome to consult University Archives material. However, it is recommended that once you identify relevant materials that you contact us ahead of time so that we can ensure the materials are available for your visit.

Archival materials may be examined in the reading room (Rm 110). Please leave bags and coats in the lockers provided. You can retrieve a key for a locker from the Circulation Desk. Please use your laptop or a pencil when note-taking.

If you are not affiliated with UBC, a User Card Application can be filled out before your arrival.

We share our reading room with UBC Rare Books and Special Collections. The reading room is located on Level 1 (Room 110) of the Irving K. Barber Learning Centre, at 1961 East Mall Vancouver, BC Canada V6T 1Z1. In the reading room, you will find the University Archives (Room 118) adjacent to the Circulation Desk.

The Irving K. Barber Learning Centre (IKBLC) is generally accessible and wheelchair-friendly. A general overview of IKBLC's features is available, but if more information on the University's entire suite of access services is required, please contact UBC's Centre for Accessibility. If there are any questions we can answer for you at the University Archives, please contact us.

At the East Mall entrance to IKBLC, an elevator is located to the left of the entrance, which will take you to Level 1, the University Archives level.

Textual Records
Requests for scanning text materials from the University Archives must be approved by staff. Permission depends on copyright provisions, restrictions that may have been placed on the material by the donors or under the Freedom of Information and Protection of Privacy Act, or the physical condition of the material. Scans ordered from the archives are to be used only for personal or research purposes unless permission for publication or other commercial use is applied for and granted. Requests will be considered on a case-by-case basis. Scanning of text material is done by divisional staff only. This is typically done as other staff duties allow. Copies can be made in PDF, TIFF, JPG, and other file formats. If necessary, the copying can be made on paper. A mailing charge may be applicable. The scanning/photocopy fee is $0.25 per page, regardless of format. Pre-payment for scanning services is generally required. Payment may be made by cash, cheque, money order, debit card, credit card, or UBC departmental journal voucher.

Photographs
The University Archives will scan photographic materials in its collections under the conditions presented in our agreement on use for photographic reproduction. This form must be completed and signed when the order is placed; by doing so, the patron indicates that he/she understands and agrees with the conditions outlined in the form. Permission is subject to the same restrictions as for text material. University Archives will provide digital copies of prints, negatives, and slides from its holdings. Images can be sent to patrons as e-mail or through UBC's OneDrive. When making a request, patrons should cite either the link or URL of the image or the Identifier number from the item description (e.g. UBC 1.1/1234). The typical cost is $10 per image, subject to special charges for challenging work. In addition, publication fees may be applicable.

Publication Fees
Reproductions of University Archives materials are subject to the user fees outlined below when approved for commercial use in the publishing, broadcasting, video production, self copy, exhibits, product presentations, interior design, advertising, or similar commercial use, including for-profit work done by consultants or commercial design firms on behalf of government agencies or non-profit institutions. Fees are for one-time and non-exclusive use and are in addition to any reproduction costs. Information will be provided as to ownership of copyright if known. Responsibility for securing copyright clearance rests with the user.

Prints, exhibits, advertising: $25 per image. For Broadcast: $75 per image.

Please contact us if you have any questions.