General regulations

 

The present regulations apply on the premises within the Archive that are open to members of the public. The Reading and Research room is reserved for them; they are not allowed in the Archives vault or in the Library.

Useful information

  1. The Archive deals only with individuals, not with associations, corporations, government agencies or institutions. The latter should act only through designated persons duly identified by them.
  2. Any request for information about a living Jesuit will be referred to the Socius (executive assistant to the Provincial Superior) of the Province concerned.
  3. The staff of the Archive will answer requests made by e-mail, fax, mail or telephone about specific facts. In instances of requests considered by the Archivist to be too general or vague, the enquirer will be invited to be more precise or to visit the Archive to consult the documents directly.
  4. Borrowing a document may only be agreed to extraordinary and unusual circumstances, and after the entering into and signing of a written agreement.
  5. In critical circumstances which the staff of the Archive considers dangerous for the collections or for persons then on the premises, emergency measures will be taken leading to the closing of the Reading and Research room.
  6. The Archive will not be held responsible for any loss or theft on the premises.

To be avoided:

  1. Use of cell phones.
  2. Eating, drinking and smoking.
  3. Being noisy, violent, or improper in dealing with other scholars or with the staff of the Archive.
  4. Using the furniture and equipment in a manner inconsistent with their original purpose.
  5. Drawing graffiti, putting up notices; touching works of art, exhibits, or even the decor.
  6. Engaging in commerce, propaganda, proselytism, or publicity; distributing leaflets, petitions, subscriptions, and tracts.
  7. Taking pictures and recording audiovisual records of documents or of the Archive premises without previous authorisation from the Director of the Archive.

 

RULES OF THE RESEARCH AND READING ROOM

The Archive of the Jesuits in Canada is charged with protecting all the documents in its custody. All Readers and Researchers who wish to consult them are kindly requested to follow the rules which have been set up accordingly.

Access to the Research and Reading Room

  1. Before going into the Reading Room, Readers and Researchers must place all personal belongings such as boots, briefcases, coats, handbags, packsacks, purses, umbrellas in the assigned cloakroom.
  2. Without the approval of the Archivist all appliances and devices such as cameras and video cameras, cellular telephones and scanners are also forbidden.
  3. The staff at the Archive reserves the right to assign a specific place for the Researcher, depending on the amount, size and type of documents to be consulted.
  4. Before beginning research, all Readers and Researchers must sign a Research agreement to abide by all the rules set up by the Archive of the Jesuits in Canada.
  5. The staff at the Archive also reserves the right to inspect the effects of researchers before they leave the premises.

 

Consulting the Documents

  1. The staff at the Archive are there to help and guide the readers and researchers.
  2. Before touching books and documents all users should have washed and dried their hands.
  3. No one except the staff is allowed to leave the Reading Room with any document.
  4. Researchers are each personally responsible for the documents that have been placed at their disposal. Their responsibility lasts until their return has been recorded. If there has been any harm done to the document, there may be a penalty.
  5. During the consultation, the classification and order of the documents must be respected within the file, and they must be replaced exactly as they were found originally. Members of the staff are available to help.
  6. When documents are copies (such as fac-similies, photocopies, scanned images) special permission is required to consult the originals.
  7. All notes must be taken in pencil or with a personal lap-top computer. The use of ball-point, felt, or fountain pens is strictly forbidden as are nib pens or quills. It is, of course, also forbidden to annotate, dampen, dogear, harm, highlight, underline or make any other kind of mark on any document.
  8. Documents will be brought to the researcher in a limited batch at any one time. Once they have been examined they ought to be brought back to the staff member present in the room, who will bring out another limited batch as requested.
  9. If other equipment instruments or materials are needed to help the consultation of certain documents, the Archivist or Librarian will make them available if possible.
  10. Loose sheets of paper should be laid out flat on the table for consultation, and tightly bound documents, old and rare books should be supported by a bookstand, a lecturn or weights.
  11. Audio-visual equipment must be used very carefully. Any misfunction or technical problem should be brought to the attention of the staff member immediately.
  12. Readers and Researchers may use freely the documents and reference works on the shelves in the Reading Room whenever needed.

 

RESTRICTION ON THE USE OF DOCUMENTS 

  • Any information relating to a particular person or making it possible to identify an individual is considered personal.
  • According to canon 220 of the Code of Canon Law no one may unlawfully harm the good reputation which a person enjoys, or violate the right of every person to protect his or her privacy.
  • According to articles 35 and 37 of the Civil Code of the Province of Quebec everyone has the right to have his or her reputation and private life respected. No harm may be done to anyone’s private life in any way whatsoever without that person’s consent or that of legal authority (1991,c64, a.35; 2002, c19, a.2)
  • No Researcher may use the results of his or her research to cast a slur on anyone’s reputation or private life.
  • Without special permission of the director of the Archive, the personal archives of any Jesuit may not be opened to the public within thirty years of his death, nor within the same time limit the archives of Jesuit institutions.

REPRODUCING DOCUMENTS

  • Anyone wishing to have copies made of any of the documents kept in the Canadian Jesuits Archive must fill out the appropriate form.
  • The reproduction of documents by researchers using any kind of personal device such as a recording machine, a laser pointer ,a camera or any other method may be done only as an exception and with the previous approval of the Director of the Archive.