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Requesting copies of Microfilmed
Documents and Photos from the
Library and Archives of Canada



After spending many many days looking through the Microfilm Reels of Daily Diaries housed on the the website https://heritage.canadiana.ca/, I have found a few things. Very occasionally they may miss capturing a page when a document is stapled to a backer paper. The other big one is that photographs and magazines are not captured in a way that allows greyscale pictures to be viewed in a way that makes them legible. I have sent a couple of queries’ to the LAC on how to get copies as the original documents were not destroyed when the microfilms were created.

The have been very helpful and I will document what they told me.


I was working on creating some course pages for some of the graduating classes of No 17 Service Flying Training School, Souris, Manitoba. The school was nice enough to add copies of the Graduation Banquet Menu for a lot of their courses and these programs usually have a nominal roll for the graduating class on the rear leaf of the Menu. This particular menu can be found at

https://heritage.canadiana.ca/view/oocihm.lac_reel_c12351/1047

The response I was provided goes as follows:


“In order to obtain a reproduction, you can complete the order form at the following link:

“Order form for copies”

https://reproduction.bac-lac.gc.ca/en/

Please provide the following as your complete reference:

Title: No. 17 Service Flying Training School, Souris, Man

Reference Number: RG24-E-7, Vol. 22750, originals

In the “Special Instructions” field, please include the following: Copy from the original document that can be found on image 1048 of microfilm reel C-12351, back leaflet only (Wings Banquet, COURSE 94, No. 17 Service Flying Training School, Souris, Manitoba, the blue room, April 3rd, 1944).

email from the Library and Archives of Canada.

As you can see they want a lot of detail. I finally submitted this request in early March 2024 and a few weeks later I received an invoice for $0.45 CAD. I paid the invoice and received a download link. This is the scanned page from the document, I received.


Rear Leaf of Graduation Program (Source Library and Archives of Canada, No 17 Service Flying Training School Daily Diary, Souris, Manitoba, RG24-E07, Vol 22750, originals, 12 March 2024.)

I was recently attempting to assist in researching a RAF member who remustered to Pilot near the end of the Second World War. Is service file is a little confusing as he was posted several times to various stations in and around Manitoba. No 33 Service Flying Training School, Carberry. No 7 Bombing & Gunnery School, Paulson then no further postings are mentioned. but he did complete pilot training mid December 1945 and his daughter provided a photo from his collection of 3 cranes flying in formation. Checking the serial numbers it appears that all 3 flew out of No 12 Service Flying Training School, Brandon and the School Daily Diary contains photographs for Course 113 that graduated on or about the date that her father was presented his wings. Unfortunately there is no Nominal Roll of this course. The course photo is shown at the following link on Canadiana:

https://heritage.canadiana.ca/view/oocihm.lac_reel_c12349/686

I messaged the Library and Archives on the best method to request copies of these photos… this is their response.


In order to obtain a digital reproduction of this image in a higher resolution, you can complete the “Order form for copies” at the following link: https://reproduction.bac-lac.gc.ca/eng.

Please provide the following as your complete references:

  • Title: “Graduation Course No. 113” and “Presentation of Wings”

Reference Number: “No. 12 Service Flying Training School, Brandon”, Department of National Defence fonds, Appendix “A”, Number 12 S.F.T.S., 25th January 1945, reel C-12349, page 686, https://heritage.canadiana.ca/view/oocihm.lac_reel_c12349/686

email from the Library and Archives of Canada

They also provided some additional information:


Select Art, Maps, or Photographs (Digital Copies) – and make sure to note in the request that the online versions are not clear and that is why you are requesting copies.

email from the Library and Archives of Canada

Regarding resolution, 300 dpi is standard; if you require higher resolution than that, or a specific format, you can add that information in the “Special Instructions” field. I also recommend specifying that both the microfilm and online versions are not visible and that you are seeking to obtain copies of the original photographs.

For information regarding prices, time frames and delivery for various types of material, please see the following page of our website: https://library-archives.canada.ca/eng/services/public/copy-services/order-copies-online/Pages/ordering-copies-online.aspx#step-4.

Copyright permissions and restrictions, if any, will be handled as part of your copy order.

Please note that when copyright is expired and there are no additional restrictions, you can use images from the collection without any further permissions. We simply ask that you give credit to our institution so that the image can be easily traced. The following page of our website explains how to cite LAC material:

Citing LAC material

https://library-archives.canada.ca/eng/services/public/using-lac-material/crediting-citing-material/Pages/credit-citing-material.aspx.

email from the Library and Archives of Canada

I submitted the order on 14 March 2024.

I received a response on 19 March 2024 asking some questions.


This email is regarding your copy request, Order 64602, for the following record:

TITLE/DESCRIPTION: “Graduation Course No. 113” and “Presentation of Wings”

REFERENCE NUMBER: RG24-E-7, Volume number: 22748, page 686

TITLE/DESCRIPTION: “W01 Hornick, J.W. receiving his wings from his sister” and “Presentation of Wings”

REFERENCE NUMBER: RG24-E-7, Volume number: 22748, page 688

TITLE/DESCRIPTION: “Honour Student – 12154A W02 Norman, S.F.W. Course 113” and “Member of the Brandon City council presents award to Honour student W02 Norman, S.F.W.”

REFERENCE NUMBER: RG24-E-7, Volume number: 22748, page 690

Would you like to receive one copy of each page with the photos (3 total) or would you like a copy of each individual photo (7 total)? Please note that there is a cost per copy.

Kindly reply to this email as soon as possible, indicating your choice, to avoid further delays. If we do not receive a reply by March 26th, your order will be closed.

Should you have any questions or concerns about your request, please do not hesitate to contact us.

Thank you for your patience and interest in Library and Archives Canada.

email from the Library and Archives of Canada

There is no additional cost to scan an entire page, however they will charge to scan 2 separate images on the same page, to it make much more sense to just request the entire page. They normally only scan at 300 dpi but on request will scan at 600 dpi, realistically, unless you plan to make a giant poster 300 is adequate.

On 16 May 2024, I received an invoice from the contractor who does the scanning. Total bill $49.88. You do need to pay to get the scanning done. the breakdown is as follows:

  • $12.85/ per scan – Total $38.55 for 3 scans
  • $8.95 to upload and share a download link on their drop box site. this charge is the same for up to 5 items.
  • $2.38 – GST (the tax man needs his share.)

I payed the invoice on the 19th of May. I sent a prompter asking where my order was on 7 June and received my files and an apology on the 10th.

Here is what I received.

TITLE/DESCRIPTION: “Graduation Course No. 113” and “Presentation of Wings” REFERENCE NUMBER: RG24-E-7, Volume number: 22748, page 686 (Library and Archives of Canada)
TITLE/DESCRIPTION: “W01 Hornick, J.W. receiving his wings from his sister” and “Presentation of Wings” REFERENCE NUMBER: RG24-E-7, Volume number: 22748, page 688 (Library and Archives of Canada)
TITLE/DESCRIPTION: “Honour Student – 12154A W02 Norman, S.F.W. Course 113” and “Member of the Brandon City council presents award to Honour student W02 Norman, S.F.W.” REFERENCE NUMBER: RG24-E-7, Volume number: 22748, page 690 (Library and Archives of Canada)

Overall I believe the cost is a little high for this service when you can get a copy of 1 sheet for $0.45 as detailed above. However if you are trying to get critical research photos, totally worth it. I will be creating a page for this course and will have cropped versions of the photos and some other course information there. I will add a link here when it is created.

Nathan


Here I will go through the current order form to the best of my ability.

The order form can be accessed here.

https://reproduction.bac-lac.gc.ca/eng

After clicking on the form you will select the type of item you are requesting. I have only requested a text document (Case 1, above), and Art, maps or photographs (digital copies) (Case 2, above). Select the type of document.

The next screen asks for the actual information you are looking for. They do want you to be specific. I will go through the request for 1 of the photo sheets in Case 2. The item I was looking for a reproduction of was https://heritage.canadiana.ca/view/oocihm.lac_reel_c12349/686

  1. Title – The said to use the title “Graduation Course No. 113” and “Presentation of Wings” this was gathered from the information on the original microfilmed document. The titles of the 2 photographs.
  2. Reference Number – No. 12 Service Flying Training School, Brandon”, Department of National Defence fonds, Appendix “A”, Number 12 S.F.T.S., 25th January 1945, reel C-12349, page 686, https://heritage.canadiana.ca/view/oocihm.lac_reel_c12349/686
    • this was what they originally told me to put.
    • by the time they reached out to contact me it had been changed to “RG24-E-7, Volume number: 22748, page 686”
    • So put as much information as you have for the exact item you are looking for.
    • If dealing with Canadiana microfilm, the information they used is on the bottom of the image page as shown here for the image referenced above.
      • Document Record
        • Title – Royal Canadian Air Force operations record books – 12349
        • Identifier
          • C-12349
          • 135766
          • 155450
          • RG 24 E 7
          • oocihm.lac_reel_c12349
          • lac_reel_c12349
        • Document source – Library and Archives Canada / Bibliothèque et Archives Canada
        • Language – English
        • URL – https://heritage.canadiana.ca/view/oocihm.lac_reel_c12349
  3. Additional information – here is where I would specify things like:
    • Full Page Scan, not individual photographs
    • 300 d.p.i. or other resolution if required
    • Back page of the leaflet stapled to the backer paper
    • include back of photo (if you think there may be information written or stamped on the back…
  4. Number of Copies – Only “1” unless you like to pay more.
  5. Output Size
    • For digital copies this seems irrelevant, select one.
    • If you are requesting photographic prints select the size.
  6. Colour or Black and White
    • Select what the document was originally unless you think you are an artist. They can’t make black and white images colour, so don’t try and why would you want to convert a colour image to grey scale.
  7. Format – Select how you would like the document delivered. Select Drop Box, you don’t need an account unless you want to wait for the document on DVD, CD, Photographic print….
  8. Declaration of use:
    • normally research or private study only
    • if you select other it will bring up a dropdown window to specify the use. Select the option you are using for.
  9. Special instructions – If you have something that you need to say that doesn’t fit in the options above.

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