Hamilton Public Library Archives Policy Statement

The Hamilton Public Library Archives exists to:


  1. collect and preserve archival materials created by the Hamilton Public Library which illustrate the growth and development of the Hamilton Public Library, both before and after incorporation, or which pertain in whole or in part to activities within the Hamilton Public Library;
  2. arrange and describe these materials according to archival principles and make them accessible to the general public on a regular basis, unless access is restricted by legal requirements or Board mandate;
  3. provide adequate and appropriate conditions for the storage, protection, and preservation of archival material;
  4. provide regular reference services to Administration, staff, or other individuals interested in the activities and holdings of the Archives;
  5. provide educational and outreach programming whenever possible to increase public awareness and appreciation of the Hamilton Public Library's history and development.


Material acquired by, or transferred to, the Hamilton Public Library Archives shall become the permanent property of the Archives and, therefore, the Library Board, until such time as the Archivist deems it no longer relevant to the Archives, in which case the material may be deaccessioned. Deaccessioning will not take place without the approval of the Archivist responsible for the Archives and will follow the guidelines for retention laid down in Hamilton Public Library Board By-Law XI - Records Retention Policy and Schedule. All information pertaining to the deaccessioning and disposition of material will be retained in the Archives' records.


The Archives may reproduce materials by mechanical, electronic, or photographic means for security, conservation, or research purposes.


The Archives retains the right to charge for any reproduction or other research service. A schedule of fees will be made available to the general public on a regular basis.


Materials from the Archives may be loaned to other institutions or organizations only under the following circumstances:


  1. written authorization is obtained from the Chief Executive Officer;
  2. the Archivist provides written documentation for the loan;
  3. the borrower ensures adequate care and handling of the material on loan.


If at any time the Archives determines that the material on loan is not being cared for adequately, the Archivist may cancel the loan and request the immediate return of the material.


No person shall be prevented from using archival material unless it is determined that the materials will be physically abused or used in a libelous or illegal manner.


Chief Executive Officer

Hamilton Public Library

55 York Blvd.

Hamilton, Ontario, Canada

L8N 4E4

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