Reviews
Archives of Ontario, BC Archives and seven more compared for family record requests
Provincial archives compared for family records: holdings, search fees, copying charges and request forms across Ontario and British Columbia.
What to take away
- The record type chooses the archive, not your address. Provincial archives hold civil registrations, wills, land and probate; Library and Archives Canada holds census, military and immigration files.
- Every figure below is in Canadian dollars (CAD), listed as of 2026. Confirm rates before you send payment.
- Search charges follow three patternsa flat fee per request, an hourly rate with a minimum, or a free index check recovered through copying.
- Nine archives sit in the table. Prince Edward Island, Yukon, the Northwest Territories and Nunavut are handled separately, for the reason given.
Nine archives compared on holdings and fees
A birth registration from 1910 sits in a provincial archive. An enlistment file from 1916 sits in Ottawa. Ontario and British Columbia draw the most out-of-province requests, and both accept written applications from non-residents. If you are unsure what you hold already, counting the collection first prevents a wasted request.
Provincial vs Federal Records
Provincial Archives
- Birth registration
- 1910 birth
- Enlistment file
- Not held
- Census returns
- Provincial copies
- Immigration records
- Rarely
Library and Archives Canada
- Birth registration
- Not held
- Enlistment file
- 1916 service file
- Census returns
- Federal originals
- Immigration records
- Held federally
Nine archives compared
| Archive | Holdings to search first | Search fee (CAD) | Copying (CAD) | Form | Turnaround |
|---|---|---|---|---|---|
| Archives of Ontario | Births, marriages, deaths; wills | $30 to $60 per hour, minimum applies | Scans $10 to $25 each | Online request form | 4 to 8 weeks |
| BC Archives | Provincial records; vital events | Free index checks; $40 per hour | Scans $15 to $30 each | Research Request Form | 4 to 8 weeks |
| BAnQ (Quebec) | Notarial records; civil registers | Indexes free; fee per order | Scans $10 to $30 each | Demande de reproduction | 6 to 12 weeks |
| Provincial Archives of Alberta | Homestead files; Métis records | $20 to $50 per request | Scans $15 to $25 each | Reproduction Request Form | 4 to 8 weeks |
| Provincial Archives of Saskatchewan | Homestead files; school records | $30 per hour or a flat fee | Scans $10 to $25 each | Request for Copies | 6 to 12 weeks |
| Archives of Manitoba | Homestead files; HBC records | $15 to $30 per request | Scans $10 to $20 each | Reproduction request form | 4 to 8 weeks |
| Nova Scotia Archives | Probate, land, shipping | Self-serve free; $25 to $50 per hour | Scans $10 to $25 each | Request for Reproductions | 2 to 6 weeks |
| Provincial Archives of New Brunswick | Provincial, immigration records | $20 to $40 per request | Scans $10 to $25 each | Reproduction Order Form | 4 to 8 weeks |
| The Rooms (Newfoundland and Labrador) | Records before 1949 | $25 to $50 per hour | Scans $15 to $30 each | Archives Reference Request Form | 4 to 10 weeks |
Rates are CAD, as of 2026. Turnaround figures are typical ranges, not published service guarantees.
Quebec is the outlier: the guide to Quebec parish and notarial registers shows how to read notarial contracts and inventories beside civil entries.
Four jurisdictions are absent on purpose. Prince Edward Island, Yukon, the Northwest Territories and Nunavut publish no standing search-fee schedule. Requests go to a reference archivist by email and are quoted case by case. Northern waits run longer.
Search fees: three patterns
Ask which pattern your archive uses before you send a check. Most archives take credit cards, some accept checks in Canadian funds, and a few want payment before work begins.
Copying charges and certified copies
Black-and-white photocopies are cheapest at about $0.25 per page. Certified copies add a flat fee and are the version a passport office or an estate file will accept.
Check these before you pay:
- Formatphotocopy, standard scan or archival TIFF
- Resolution and file format, confirmed in writing
- Whether reproduction rights cover your use
Fragile items may not be copied. Staff work from published conservation notes such as the Conserve O Gram series when paper is too brittle for a copier. Light and heat cause damage earlier still, as the Canadian Conservation Institute explains.
Atlantic fonds kept in coastal damp reach the copier in worse shape than the catalogue suggests; comparing storage in St. John's and Halifax shows why some items are refused.
Example: a request from Ontario to BC Archives
A researcher in Toronto wants a 1911 marriage registration from Vancouver. The record sits with BC Archives. She opens the Research Request Form, gives both spellings of the surname, the year and the city, and orders a scan plus a certified copy. Typical reply range: 4 to 8 weeks.
Request forms and what to fill in
The form is where most requests fail. Fill in what you know and leave the rest blank.
- Confirm the record type, the years and the archive that holds it.
- Open that archive's formPDF, online form or email template.
- Write names as they appear, with variants, places and a date range.
- Ask for the scan and the certified copy together.
- Note the date you submitted and keep a copy.
Submitting an Archive Request
- Identify record type and years
- Open that archive's request form
- Fill names, places, date range
- State format and confirm fee
- Keep a copy and note date sent
When a family moved between Ontario and British Columbia, send both requests in the same week. The two archives hold different halves of the same story.
Census returns are a separate track and belong to Library and Archives Canada; the genealogy records guide sets out what you can request and what stays closed.
Store what comes back away from damp and direct sun; NARA's storage guidance covers temperature, humidity and light for paper and photographs.
