Archives Outside

For people who love, use and manage archives

Archives Outside - For people who love, use and manage archives

NAIDOC WEEK 2012 – “Spirit of the Tent Embassy 40 Years On”

This week is NAIDOC week. The theme is “Spirit of the Tent Embassy 40 Years On”. Here is an example of some of the fantastic material out there on the web that has been highlighted to mark the occasion.

State Records has several resources that can help you identify, access and use State archives that relate to Indigenous people.

 

 

 

 

 

 

Managing local collections – useful resources

State Records, in partnership with the Royal Australian Historical Society, will be holding a series of free workshops on Managing Local Collections in regional NSW between July and December 2012. The details of these workshops will be available on State Records’ website. A pilot workshop was conducted at History House at 133 Macquarie Street, Sydney on 13 June 2012, attended by participants from a range of different societies and groups. The workshop covered the following areas: storage; developing collection policies; arranging and describing collections; conservation and preservation; databases; digitisation and access policies.

At the end of the workshop participants completed an evaluation sheet. Thank you everyone! This feedback will greatly assist our planning for the workshops scheduled for later in the year.

You want samples? We have samples!

One of the things that a number of participants requested were copies of sample forms and other examples of documents referred to in the presentation. In response to this request these documents have been copied and are now available below. We have also included a number of links to relevant documents on the State Records website, as well as links to other websites.

Keeping Archives

The Australian Society of Archivists’ publication Keeping Archives (3rd edition) provides comprehensive advice and guidance on establishing, managing and developing local collections. Copies are available from the Australian Society of Archivists.

Storage

State Records’ Standard on the physical storage of State records  is intended for the use by all NSW public offices. Those managing local collections will also find lots of helpful advice in the document.

National Archives of Australia: Preserving you records for the future – this section provides specific information and advice for the preservation of paper, photographic, digital and audiovisual records.

National Film and Sound Archive: Care for audiovisual materials

Keeping Archives (3rd edition) Chapter 3 Buildings & storage

Collection policies

Click images for larger versions.

Acquisition policy – SAMPLE

Deed of gift – SAMPLE

Sample accession record

Sample accession register

Sample acknowledgement form Sample loan form

Accessioning

Keeping Archives (3rd edition) Chapter 7 Accessioning

Arrangement and description

Keeping Archives (3rd edition) Chapter 8 Arrangement and description

Conservation and preservation

State Records NSW: The role of Preservation

We have developed counter disaster strategies for records and recordkeeping systems designed specifically for use within the public sector. Societies and groups will find the Model Disaster Plan of use in planning their disaster preparedness strategy (see
State Records NSW: Contents of a disaster recovery bin or water damage recovery kit (Guideline 5)

Our blog has a special section providing guidance on conservation and on preservation

Keeping Archives (3rd edition) Chapter 4 Preservation

Databases

Archival databases and the management of local collections (PDF, 52kb) by Dr Kate Cumming

How to prepare for a collection management system (PDF, 31kb) by Dr Kate Cumming

Digitisation

National Library Australia Digitisation Guidelines

Our Future Proof blog has a special section on highlights nine risk factors to be aware of when undertaking digitisation projects

Keeping Archives (3rd edition) Chapter 13 Digitisation and Imaging

Keeping Archives (3rd edition) Chapter 15 Digital recordkeeping

Access policies

State Records NSW: Manage record access and security

Keeping Archives (3rd edition) Chapter 11 Access and reference services

Christine Yeats
Manager, Public Access

Got 60 seconds to spare? Check out our social media strategy

Brainstorming has become second nature for us in recent weeks. Starting with our Top 5 Reasons Why Archives Are Awesome we found we were on a roll and continued to ‘storm’, much to the chagrin of other staff.

The Social Media Pool

A social media strategy for the blog is something we’ve been thinking about a lot: 

  • what we do
  • how we do it, and
  • what our goals are.

Our blog is part of several Web 2.0 initiatives at State Records NSW and this strategy may become the basis for the others. It is very basic, only three points and only 60 seconds long.

Our three-point strategy is The Three Cs:

  1. Create
  2. Connect
  3. Collaborate.

If anything, it gave us a chance to see what PowerPoint can do!

Watch the embedded video below or view it on Flickr

We’d love to hear your feedback  in the comments below. What do you think? Is there something missing? Is there anything you would change?

Archives and Flickr: a perfect fit?

There’s been some recent discussion about Flickr following an article called How Yahoo Killed Flickr and Lost the Internet.

Kate Theimer raised the topic on her blog ArchivesNext and we thought we’d highlight it here:

…And if Flickr isn’t the cool shiny toy it once was (and it certainly is not), are archives moving to something else to share images? Pinterest is addicting…but it doesn’t have all the features of Flickr. Is Flickr still the go-to site for archives to share images, or have we moved on to something else? Facebook, perhaps? Or do you use both?

Read the full post here

What about State Records NSW on Flickr?

We still like using Flickr for showcasing the SRNSW collection. Apart from anything it’s simple to use and a friendly and informative community has sprung up around our photostream. Flickr reaches an infinitely larger audience than we ever could from our website and we can easily interact with visitors who are interested in our photos (which we can’t do in our own image database).

We’re still not on The Commons, though; we’ve been on a waiting list for the last five years or so. Perhaps that part of Flickr has ground to a halt…?

We have also been experimenting with the Flickr API and feeding visitors’ photos of our archives back into our catalogue. So, if someone chooses to post to our Flickr group then the image ends up visible to people browsing our catalogue – see here for example.

I think being part of Web 2.0 keep us (as archival institutions) relevant: people see what we have; who we are, and; possibly more importantly they know we exist. It’s an opportunity to be in the places where people live/work/play online and not trying to force them elsewhere. We don’t participate in tons of social media sites, we do what is manageable and experiment with what works for us.

Flickr has definitely been successful and it would be sad to see it go. What would the alternative be?

What are your thoughts?

Our Top 5 – why Archives are Awesome

Tomorrow is June 9 and a very special day. It’s International Archives Day! To mark the occasion we have collaborated with our Future Proof sisters to create a joint list of why we think archives are awesome. Check out Future Proof’s Recordkeeping is Awesome post. Here are our five:

Number 1

Archives are History
Documenting the past, informing the future

How could we not use this? It’s our 50 year anniversary slogan. Archives educate; they are the primary source – the ‘raw materials’ – of history. They are evidence of people, places and events in the past and can educate those of today.

And, of course, without a record of the past, Bill and Ted would have continued to believe that Caesar was just a salad dressing, dude.

Past, Present, Future

Past, Present, Future by crises_crs, on Flickr

Number 2

Archives are evidence

…of just about everything. They document social (in)justice, crime, built structures, illness, social change, citizens rights and at the most fundamental level they document us. The good, the bad and the ugly.

On a more trivial note, in Star Wars IV A New Hope – aka Star Wars original version – without those crucial archives (they call them “plans”) of the Death Star carried by R2D2, then Luke Skywalker would never have been able to fire the single shot that blew it up, leaving Darth Vader spinning through space in a tiny little ship getting very, very dizzy.

“It’s not impossible. I used to bullseye womp rats in my T-16 back home.” says Luke, following the military briefing on the plans.

Norfolk History Detectives 2: visiting the Act Room

Norfolk History Detectives 2: visiting the Act Room by UK Parliament, on Flickr

Number 3

Archives are vital for democratic accountability

Archives document the decisions a government makes, how they make decisions and how those decisions are implemented. They are the cornerstone of accountable government and allow scrutiny from the public they govern.

Without Archives there would be no X-Files. Just stop for a moment and imagine a world in which Mulder and Scully didn’t truly exist…oh, yes…a very scary place.

detective

detective by olarte.ollie, on Flickr

Number 4

Archives are about us, our stories, our lives

Archives document our lives: births, deaths, marriages, illnesses, misadventures, buildings, voices and images. Their breadth and importance is endless.

“It’s all about the information” [Sneakers 1992]
(N.B. If your reaction to this quote was “…what the?” all we can say in reply is do not stop, do not pass go, go straight home and watch this movie. Sydney Poitier, Robert Redford, River Phoenix, Mary McDonnell, Dan Aykroyd, Ben Kingsley and did we mention River Phoenix? Plus, it’s all about data encryption, appalling Russian accents and code breaking. In what other movie do the protagonists throw a party, get drunk and hack into the national power grid? Seriously, why haven’t you seen this already?)

Telling our stories to the National Academy of Engineering

Telling our stories to the National Academy of Engineering by opensourceway, on Flickr

Number 5

Archives document the environment

Archives can show how an environment changes over time. Its soil, vegetation, climate and structures. As an example: Remember our montage to the construction of the Sydney Harbour Bridge? That one series of photos documents the dramatic changes in that area of Sydney – from land where houses once stood and railway tracks being laid to the two sides of the bridge meeting in the centre and the official opening ceremony and celebrations. Alongside these photos, archival plans, drawings and correspondence show how the northern and southern shores of Sydney linked up.

Climate change: Russian art contest

Climate change: Russian art contest by UNDP Europe and CIS, on Flickr

As Jack Hall says in The Day After Tomorrow, “Mankind survived the last ice age. We’re certainly capable of surviving this one. All depends on whether or not we’re able to learn from our mistakes?” <– Archives.

Check out the Top 5 at Future Proof. And make sure to add your own reasons why archives are awesome in the comments.

Happy International Archives Day! Hug an archivist if you see one (but ask first, just in case).