How To Place A Request

UTARMS has moved to an online registration and request system, called Special Collections Access. Requests to consult archival collections or other materials, such as theses, books, and other, publications must be requested using the online form.

On this page: ARCHIVAL COLLECTIONS | BOOKS, PUBLICATIONS, & THESES | REQUESTING THE SAME MATERIAL AGAIN FOR A RETURN VISIT

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ARCHIVAL COLLECTIONS

1. Find the materials/boxes you want to see.

• Search Discover Archives to locate the collections and specific materials/boxes you wish to view in the Reading Room. When an accession, box, or file is selected, the Retrieval Code will display in a white box along the right-hand side of the page. 

OR

• Use archival finding aids available on-line on Discover Archives, provided by an archivist, or consulted in the Reading Room. Retrieval Codes are most often found at the end of series description or in a left- hand column of a file list.

  Retrieval codes are 9-digit alpha-numeric codes (e.g. A2020-0001 or B1996-0004) followed by a box code (e.g. /001 or /001P) and/or file code. For example:

For additional information on the numbering system used in our finding aids, see How To Use Our Finding Aids.

2. Access the online request form.

• In Discover Archives, click the Request for Use in the Reading Room link

  

  OR

• From the UTARMS website homepage, click the Request form link

From these links, you will be redirected and prompted to log in to your Special Collections Access account.

If you don't have an account, you will be prompted to create one, then re-directed to the request form, with the option to associate the request with an appointment.

3. In the request form, enter the retrieval codes for the materials you'd like to request, and provide any relevant additional information.

• A single request may include up to 6 boxes from a single accession. To request additional boxes or materials from another accession, please submit separate request(s).

4. Once you submit the request, UTARMS staff will contact you to confirm your request(s).

• If your material is on-site, it will be retrieved when you come to the Reading Room.
• If your material is off-site, it can normally be retrieved within 2 business days.
• If your request was placed while in the Reading Room and the material is on-site, the materials will be retrieved “on demand”.

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THESES, BOOKS, and PUBLICATIONS

1. Find your items by searching Library Search

• In the Item record, in the Get It section, under LOCATIONS, click University of Toronto Archives and Records Management Services, and then click Special Collections Access link

• You will be prompted to log in to your Special Collections Access account. If you don't have an account, you will be prompted to create one, then re-directed to the request form, with the option to associate the request with an appointment.
• Once you submit the request, UTARMS staff will contact you to confirm your request(s). Please note: most theses are off-site and will require 48 hours notice. 

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REQUESTING THE SAME MATERIAL AGAIN FOR A RETURN VISIT

If you wish to return at a later date, to consult materials previously requested, you will need to make a new request – but this can be easily done without having to fill in the information all over again:

1. In your Special Collections Access account, go to your Request History and choose the material you'd like to request again.

2. Choose Clone Request from the Actions drop-down menu.

   

3. Submit Request again, with the option of scheduling an appointment.
4. UTARMS staff will contact you to confirm your visit and requests.

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