Collection access and use FAQ
Thank you for your interest in our collection. Here we try to answer some of the most common questions we are asked:
- How do I find what is in the Collection?
- Can I consult the Collection in person?
- How do I make an appointment?
- When is the study room open?
- How do I request the materials I want to see?
- How many items can I request?
- Can I use my laptop computer?
- Can I photocopy, scan or photograph materials?
- How do I request images and/or obtain permission to publish?
- How do I submit a loan request?
- Can I donate an object to the CCA collection?
- What do I do if I have other questions?
For a detailed overview of the Collection, read the scope and structure description. Use this website’s search tool to find collection materials. In addition to these materials, you will find documentation on our exhibitions, research activities, publications and public programs, relevant content from the website’s editorial section, as well as books and magazines on sale at the CCA Bookstore. Please note that this website and its search engine are still in development and this might cause unexpected results in your search. If you are having difficulties, please contact Collection Reference at firstname.lastname@example.org or + 1 514 939 7011.
Everyone is welcome to consult the Collection in our study room in Montreal. To do so, please request an appointment and provide a list of the documents you wish to consult.
Please contact Collection Reference at email@example.com or + 1 514 939 7011. In order to accommodate your needs, make sure to make your appointment in advance:
- at least 2 weeks in advance for primary sources (prints and drawings, photographs, archival documents, etc.);
- at least 48 hours in advance for secondary sources (books, periodicals, vertical files, etc.). Please make special travel arrangements only after we have confirmed your appointment.
The study room is open by appointment only from Monday to Friday between 10 am and 4:30 pm. When you contact Collection Reference to make your appointment, please let us know your preferred date and time based.
You should email Collection Reference. You should allow at least one week for a reply to your request.
Your request should include:
- Personal contact information: telephone number, email, mailing address, and affiliation;
- A list of the materials. To create this list, identify the materials you want to see created by copying and pasting the records for each item from our website’s search tool. We will be adding new functionalities to the search in the coming months, like the ability to create a list directly from your search results.
The number of items you may be able to consult during your appointment will depend on the type of material you are consulting, and might also be affected by space considerations and availability.
- If you wish to consult primary sources (prints and drawings, photographs, archival documents, etc.), select the projects you are interested in and contact Collection Reference.
- For secondary sources (books, periodicals, vertical files, etc.), we recommend requesting a maximum of 15 items per appointment. You are welcome to make subsequent appointments to continue your research.
Yes, our facilities accommodate the use of laptop computers and we offer free WiFi.
Researchers may take photographs intended for study purposes only. Such photographs may be taken only in natural light, and as allowed by the nature and condition of the material in question. Tripods are not permitted. Researchers who take their own photographs must accept stated conditions and sign an authorization form. Depending on the condition of the document, we may be able to make photocopies at your request in accordance with copyright regulations. The cost is $0.30 per page. Currently, the Library does not have a colour photocopier or scanner. If you require reproductions for purposes other than study, you may order digital images. Details on conditions and prices are given below.
If you wish to request images and/or permission to publish, please send us an email to firstname.lastname@example.org. Provide as much information as possible, including:
- The date by which reproductions are needed;
- The purpose. If reproductions are for publication, indicate title, publisher, expected date of publication;
- Description of the collection item(s), including title, artist/creator, date, accession number;
- If the image being requested has been published previously, please provide the title of the publication, the page number, and a reference image.
We will communicate a fee schedule based on this information. We also ask for requestors to supply one (1) free copy of the publication to the CCA.
Please note that we review all requests for images and permission to publish, and that the processing time may take up to eight (8) weeks.
It is the responsibility of the requestor to obtain copyright clearance for all images for which the CCA does not hold copyright. Proof of permission may be required prior to the release of copyrighted material. Copyright holders may charge additional fees.
If you are a museum or a gallery planning a temporary exhibition and want to display objects from our Collection, please send your loan queries to email@example.com.
Official loan requests should be addressed to the Director and sent by mail on institutional letterhead. The request should include a complete description of the exhibition, precise information on each object to be borrowed as well as a facilities report for each confirmed venue. Please note that approval of a loan request is granted at the discretion of the loan review committee only to those facilities which meet CCA standards.
Sufficient lead time is required in order to allow for a full review of the details involved:
- For one object, please send the written request together with all required documents six (6) months before exhibition;
- For two to five objects, eight (8) months before exhibition;
- For six or more objects, twelve (12) months before exhibition.
The CCA standard loan fee is $385 per object ($300 for Canadian museums). In addition to this fee, the borrowing institution agrees to pay for packing, crating and transport as well as conservation and courier travel expenses if required.
To make a donation offer, please follow the instructions outlined on the CCA acquisitions procedure page. Our international acquisition committee meets three times each year to decide which proposed donations will be accepted.
Please contact us.
+1 514 939 7011
Rights and Reproductions
+1 514 939 7001 ext. 1329
Loans / Registrar’s office
+1 514 939 7001 ext. 1323
This page was last updated 9 May 2017.
You can search for everything here—our exhibitions and events, our archives, the library and bookstore, the articles we publish. We are still working on it. If you get lost, you can email us at firstname.lastname@example.org.