Exceptions for Educational Institutions, Libraries, Archives and Museums Regulations

5 (1) An archive, or a person acting under the authority of one, shall record the following information with respect to a copy of a work that is made under subsection 30.21(5) of the Act:

• (a) the name of the archive making the copy;

• (b) the name of the person requesting the copy or, if the request for a copy is made by another archive on behalf of a person who is a patron of the other archive, the name of the patron and the archive making the request;

• (c) the date of the request; and

• (d) information that is sufficient to identify the work copied.

(2) An archive, or a person acting under the authority of one, shall keep the information referred to in subsection (1)

• (a) in a record maintained by the archive of the names of all individuals who have had access to the work in question;

• (b) by retaining the copy request form; or

• (c) in any other manner that is capable of reproducing the information in intelligible written form within a reasonable time.

(3) An archive, or a person acting under the authority of one, shall keep the information referred to in subsection (1) with respect to copies made of a work for at least three years.

(4) An archive, or a person acting under the authority of one, shall make the information referred to in subsection (1), with respect to copies made of a work, available, on request in writing, to

• (a) the author of the work;

• (b) the owner of copyright in the work; or

• (c) the representative of the author or owner of copyright.

(5) An archive, or a person acting under the authority of one, shall inform a person requesting a copy of a work under subsection 30.21(5) of the Act, in writing, at the time of the request, or if the person has registered as a patron of the archive, at the time of registration, of the fact that the archive will make the information referred to in subsection (1) available, on request, to the persons referred to in paragraphs (4)(a) to (c).