Annual Report 2014 – 2015

Table of Contents

Notice of the Twenty Fifth Annual General Meeting 3 Minutes of the Twenty Fourth Annual General Meeting 4 President’s Report 2014 / 2015 9 Council’s Annual Report 2014 / 2015 12 Annual Report and Financial Statements for the year ending 30 June 2015 14 Proposed Annual Membership Subscriptions from 1 January 2016 25 Returning Officer's Report for Election to ASA Council 2015 26 Branch and Special Interest Group Convenor Reports 27

Notice of the Twenty Fifth Annual General Meeting

Grand Ballroom, Hotel Grand Chancellor, Hobart Tuesday, 18 August 2015, 2.30pm

AGENDA

1. Present

2. Apologies

3. Confirmation of Minutes of the Twenty Fourth Annual General Meeting held at the Transitional Cathedral, Christchurch, New Zealand, Tuesday, 30 September 2014.

4. President’s Report

5. Council’s Report

6. Treasurer’s Report

7. Annual Membership Subscriptions

8. Auditor's Report

9. Appointment of Auditor for 2015 / 2016

10. Election of Officers and Councillors / Returning Officer’s Report

11. Appointment of ad hoc committees

12. Special Business and Notices of Motion 12.1. Notice of Motion 1 on deletion of the word ‘postal’ from the Rules of the Society

13. Presentation of Awards

14. General Business

15. Date and Place of the Twenty-Sixth Annual General Meeting Council proposes Tuesday 18 October 2016, Sydney, Australia

Julia Mant ASA Secretary 24 July 2015

Minutes of the Twenty Fourth Annual General Meeting

Tuesday, 30 September 2014 from 2.30pm Transitional Cathedral, Christchurch, New Zealand

The Annual General Meeting commenced at 2.35pm.

The Transitional Cathedral was thanked for providing the venue for the Annual General Meeting.

1. Present

Lee Amoroso, Mark Beasley, Baiba Berzins, Katie Bird, David Bloomfield, Mark Brogan, Fiona Burn, Michelle Campbell, Roberta Cowan, Theresa Cronk, Mark Crookston, Peter Crush, Adrian Cunningham, Kathryn Dan, Jill Delaney, Gionni Di Gravio, Alison Field, Cassandra Findlay, Nicola Frean, Prudence Heath, Sheena Hesse, Justine Heazlewood, Pauline Joseph, Julia Mant, Colleen McEwen, Angela McGing, Peter Miller, Nyree Morrison, Helen Pannett, Adelaide Parr, Jenny Pearce, Kylie Percival, Anne Picot, Jon Readhead, Barbara Reed, David Roberts, John Roberts, Catherine Robinson, Tim Robinson, Suzanne Ryan, Jennifer Scott, William Shaw, Lise Summers, Evan Sutherland, Ian Sutherland, Rodney Teakle, Louise Trott, Lynda Weller, Danielle Wickman, Kirsten Wright.

2. Apologies

Karen Andersen, Carol Anderson, Maie Barrow, Esmae Boutros, Thomas Burgell, Brigid Cooper, Samantha Cooper, Sue Coppin, Jenni Davidson, Lee Davy, Patricia Downs, Jane Dyer, Rita Edwards, Gerard Foley, Katherine Gallen, Peta Harries, Barbara Hoffman, Klaus Inveen, Lynda Jeffery, Michelle Keogh, Fiona Kilby, Kym Matthews, Sigrid McCausland, Saemah Mokhtar, Rachel Naughton, Janet Newman, Margaret Paterson, Ian Pearce, Janette Pelosi, John Phelan, Michael Piggott, Alexander Pouw-Bray, Janet Prowse, Anne-Marie Schwirtlich, Maggie Shapley, Sonya Sherman, Anthony Sillavan, Clive Smith, Steve Stefanopoulos, Kirsteen Thomson, Rachel U’Ren, Stephen Yorke

2.1 – Proxies The following proxy votes were received by the due date of 27 September 2014:

Gerard Foley (+ proxy/Catherine Robinson or Chair) Janette Pelosi (+ proxy/Chair) Karen Andersen (+proxy/Chair) Kirsteen Thomson (+proxy/Secretary) Michelle Keogh (+ proxy/Chair) Patricia Downs (+ proxy/Chair)

3. Confirmation of Minutes of the previous meeting: Confirmation of the Minutes of the 23rd ASA AGM

Motion: That the minutes of the 23rd ASA AGM held on 15 October 2013 be accepted as a true and accurate record. Moved: Peter Crush Seconded: Ian Sutherland Carried

4. President’s Report As published on pp. 11-13 of the Annual Report 2013-2014.

Motion: That the President’s Report be accepted. Moved: Kylie Percival Seconded: Anne Picot Carried

Anne Picot asked about the fate of State Records South Australia and if they need legislation to merge with the State Library of South Australia. Secondly, what is the fate of the joint office between NAA Branch, SRSA and SLSA?

The President noted that there would need to be legislative change and earlier in 2014 there was review of the SR Act which has yet to be released. With regards co-location, the NAA SA Office has moved into the State Library, and there are two reference desks for the State Records SA and the NAA. While co-location may not be ideal, the ASA has pragmatically supported this step.

Cassie Findlay provided a verbal update on IT21, which has focussed on the adoption of international standards for the Australian jurisdiction. The Migration and Conversion standard has been adopted and the Risk Assessment section is in the process of being adopted. A number of seminars on various productions within the archives and records domain were run in Sydney, Melbourne and Perth. The other major piece of work is the ISO15049 Records Management. There will be a draft international standard issued towards end of this year and it will be considered in Beijing in 2015. More publicly available information will appear as draft is published.

4A. Council’s Report As published on pp. 14-15 of the Annual Report 2013-2014, the members acknowledged the outgoing Councillors with acclamation.

Motion: That the Council’s Report be accepted. Moved: Rodney Teakle Seconded: Lynda Weller Carried

5. Treasurer’s Report

The Treasurer noted that a profit of $109,186 was made; the IVT Membership database and website had been introduced for $39,000. The 2013 Conference made a good profit and provided a very good service for members. Publication costs for Archives and Manuscripts have decreased to around $9,000 per issue. This compares favourably with previous costs of around $14,000 prior to the T&F agreement. However, the current costs can be reduced further.

The raise in membership fees in the last year went towards, in part, the new membership system. This year, there has been a transfer of money to term deposits into a range of different accounts, which will improve overall finances as income bearing. There has been an increase in the number of honorariums offered for ASA additional work, as a way of improving the staffing situation, without the impact of managing a more established permanent role.

William Shaw asked about the future payments to office workers with accumulated funds, noting it might be better to pay out of annual funds rather than accumulated funds. The Treasurer confirmed that this is the also the view of the current Council. The Society pays the Finance Officer (non-ASA member), and honorariums to the Membership Officer (Angela McGing), and in the coming financial year this arrangement will expand to include Richard Lehane and Barbara Hoffman as they take up the systems and content administration roles. The Treasurer noted that Council is risk-averse in terms of HR commitments.

Barbara Reed thanked the Council for the work undertaken to date. Noted with acclamation.

Motion: That the Treasurer’s Report be accepted. Moved: Ian Sutherland Seconded: Adrian Cunningham Carried

6. Annual Membership Subscriptions As published on page 29 of the Annual Report 2013-2014.

Notice of motion: That the rates of membership subscription remain at the levels set 1 January 2014 as follows: Membership Class Subscription (Inc. GST) Professional Members Professional Membership $330.00 Professional Membership Concessional Fee - gross annual income $100.00 (including superannuation contributions paid by employers) for the financial year is less than $35,000 Professional Membership (Retired) $100.00 Associate Members Regular $190.00 Associate Membership Concession (Retired, Student, Unemployed) $75.00 Special Student Rate (students paying this rate will have to access $50.00 Archives and Manuscripts through their educational institution) Overseas $190.00 Institutional Members Category A (Government institutions, business corporations, $625.00 universities, etc.) Category B (schools, religious and non-profit organisations) $300.00

Motion: That the rates of membership subscription be adopted as per the motion, from 1 January 2015. Moved: Ian Sutherland Seconded: Rodney Teakle Carried

7. Auditor’s Report Ian Sutherland drew the attention of members to the Independent Audit Report by Sothertons Adelaide Partnership, published on pp. 16-26 of the Annual Report 2013-2014.

Motion: That the Auditor’s Report be accepted. Moved: Ian Sutherland Seconded: William Shaw Carried

8. Appointment of Auditor for 2014 / 2015 Ian Sutherland reported that Sothertons Chartered Accountants Adelaide, of 42 Hurtle Square, Adelaide, SA, were appointed auditor for the financial years 2011-2012, 2012-2013, 2013-2014. Ian recommended that the ASA appoint the same company to be auditor for the year 2014-2015.

Motion: That Jim Mackenzie of Sothertons Chartered Accountants Adelaide be appointed auditor for 2014-2015. Moved: Ian Sutherland Seconded: Rodney Teakle Carried

9. Election of Officers and Councillors / Returning Officer’s Report The Returning Officer for the 2014 AGM is Jim Sinclair, Executive Officer of State Records NSW. The Returning Officer’s Report, dated 20 August 2014, is published on page 30 of the Annual Report 2013-2014.

Motion: That the Returning Officer’s Report be adopted. Moved: Kylie Percival Seconded: Adelaide Parr Carried

Kylie welcomed the newly elected President and Councillors: • Kylie Percival, President • Gionni Di Gravio, Councillor • David Bloomfield, Councillor • Steve Stefanopoulos, Councillor

Continuing on Council: • Ian Sutherland, Treasurer • Adelaide Parr, Vice-President • Julia Mant, Secretary • Louise Trott, Councillor and Managing Editor

Vacancy on Council: Sonya Sherman’s resignation from ASA Council was received 11 September 2014. As such, there is a vacancy on Council for the 2014-2015 term (one year only).

There were no nominations from the floor. The meeting agreed that the President appoint a casual vacancy.

The President Kylie Percival thanked the outgoing Councillors for their service, that is: • Lee Amoroso • Mark Brogan • Sonya Sherman

10. Appointment of ad hoc committees Nil.

11. Special Business and Notices of Motion None received

12. Presentation of Awards

President’s Awards

Kylie Percival announced the following President’s Awards: Katie Bird Brigid Cooper Jane Dyer Prudence Heath Pauline Garland Luisa Moscato Denise Stephenson

Robert Sharman Award The winner of the Robert Sharman Award was Jon Readhead (Royal Perth Yacht Club Archives).

13. General Business 13.1 Anne Picot: Apologies that notice of a motion was not received by due date. The matter arose at UNISIG this morning.

1. Seek leave to raise a matter for which notice has not been given under Rule 15 Section 4, which arose this morning at the University Archives SIG. Carried. The motion was read to the meeting and discussed.

2. University Archives SIG draws to the attention of the AGM and the Council of the ASA, the following:

1. The critical role of reliable and authoritative student records to the rights of students and graduates and to the standing of universities and other higher education institutions. 2. The negative impact of cuts to tertiary education funding across Australia on student administration, in addition to the legacy of amalgamations and forced migration of student records systems. 3. Therefore, this meeting calls on the Council of the ASA to make a public statement on the importance of student records to students and the standing of universities alike; and to write to the Australian Vice Chancellors' Committee, drawing attention to the importance and significance of student records and student records systems and seeking their assurance that adequate resources will be dedicated to ensuring their continuing reliability and authority.

Discussion followed: • William Shaw noted that this is an issue for state schools as well. • Lise Summers suggested the issue be raised with state records regulators. • Barbara Reed highlighted the need to encourage universities to look to internal administration and good governance prior to regulations. • Gionni Di Gravio noted that understanding of state records requirements is limited within University management and that better training could assist. • Mark Brogan was in favour of the motion, noting that certification is critical given migration considerations can outweigh other considerations when managing databases. • Peter Crush raised the role of disposal authorities in relation to this issue.

Following the discussion, the meeting agreed with putting the motion forward.

The motion was put to the meeting.

Moved: Anne Picot Seconded: Mark Brogan Carried

14. Date and Place of the Twenty-Fifth Annual General Meeting ASA Council proposes Tuesday 18 August 2015, Hobart, Tasmania.

Meeting closed:

Kylie Percival closed the meeting at 3.42pm, after thanking all present for their commitment to, and support of, the Society.

President’s Report 2014 / 2015

This year marks the 40th anniversary of the ASA. Forty years is an impressive milestone and all the more so considering that the Society’s financial viability was under some question when I joined Council in 2011. The Society is now in excellent financial health and it is timely to give further consideration to the future of the Society. While many member organisations are struggling across the Not For Profit sector in the face of demographic and technological changes, the ASA’s membership has grown relatively strongly in the past 12 months. This is undoubtedly encouraging but the Society needs a well-considered strategy to ensure continued growth in the coming years. A growth strategy will be essential to address the natural attrition inherent in the Society’s demographic profile and ensure relevance to early career professionals. The development of this strategy will be a key objective for the Society in the coming year.

Naturally our future will be informed by the past 40 years and the Society is very fortunate to have Colleen McEwen as our Honorary Archivist, who undertakes the key liaison role with the Noel Butlin Archives in relation to the ASA’s records. In addition to this, Colleen recently prepared a 40 page chronological history of the ASA which is a fabulous resource for ASA Council and will be made more widely available through the Society’s website.

The Society’s achievements in the past year are the result of a significant team effort. I am so grateful to my Council colleagues, Angela McGing (Membership Officer), Danielle Yan (Finance Officer), Richard Lehane (System Administrator), Barbara Hoffman (Web Content Manager), Sebastian Gurciullo (Archives and Manuscripts Journal Editor), Anke Brandt (Administration Officer), and the many other members who assist with the work of the Society.

The following brief review of the activities undertaken in 2014-2015 is structured in accordance with the Society’s five goals.

Represent the interests of the archival and recordkeeping profession, and promote the value of archives and records in society

Activities for 2014-2015 included: • Continuation of the successful advocacy campaign against the proposed merger of State Records SA and State Library of SA. • Submission to the Royal Commission into Institutional Responses to Child Sexual Abuse. • Kylie Percival and Adelaide Parr represented the ASA at CAARA meetings. • Sigrid McCausland and Gionni Di Gravio represented the ASA at the respective Brisbane and Sydney meetings of a new GLAM Digital Access cross-sector forum. • Kathryn Dan represented the ASA on the Blue Shield Australia Committee. • Catherine Robinson represented the ASA in the course of the National Film and Sound Archives Strategic Directions consultation forums. • Supported the cross sector initiative petition for copyright reforms with CAARA, NSLA, ALIA, Museums Australia and others to address perpetual copyright of unpublished works and preservation copying for cultural institutions. • Financial support provided to PROV Hamer Recordkeeping Awards 2016. • Sponsorship of DOCAM 2015 (annual international conference of the Document Academy). • Sponsorship of PARBICA 2015. • Payment of registration fees for attendance at & representation of the ASA at 2015 ICA annual conference in Iceland for ASA Councillor Louise Trott and ASA member Julianne Barlow. • Published ASA Statement on Mandatory Data Retention (‘metadata’). • Response on the draft statement issued by the NAA: What We Keep: Principles for the selection of the Australian Government's national archives. • Submission to the WA Department of Culture and the Arts, Arts Leadership Group’s Towards a Strategic Directions Framework 2015-2030 Discussion Paper. • Submission to the Review of the Protection of Movable Cultural Heritage Act 1986.

• Kylie Percival represented the ASA at the Associations Forum Annual Conference including speaking at a session on membership.

Provide and facilitate education and training for archivists and recordkeepers The development of a revised Continuing Professional Development program will be the leading priority for 2015-2016.

Activities for 2014-2015 have included: • Commissioned Cassie Findlay to develop six E-learning modules based on Keeping Archives to take this content to a wider audience using Moodle. Successful Joint ARANZ/ASA conference in Christchurch, New Zealand 29 September–3 October 2014 which returned a profit of $62,000, proportionally split in accordance with attendee nationality (ARANZ $40,699; ASA $22,006.51). • Planning of the ASA Conference in Hobart 18-20 August 2015 led by Councillor and Convenor David Bloomfield. • Initial planning of 2016 Conference to be held in Parramatta, NSW, and convened by Councillors Julia Mant and Jenny Pearce. • Commissioned David McCubbin of Coup to develop a 1-day Advocacy and Communication for Archivists Workshop initially to run adjacent the ASA conference. • Promoted and funded two Loris Williams Scholarships under the guidance of Andrew Wilson, Dani Wickman and Kirsten Thorpe. • Awarded the inaugural ASA Aurora Foundation Scholarship to Richard Lehane. • Awarded the Sharman Award for ASA Conference 2015. • Offered scholarship to attend the PARBICA conference 2015 (not awarded). • Increased the Margaret Jennings Award to $300 plus Associate Membership worth $190. • Supported a range of special Branch and SIG events throughout the year including Schools SIG Professional Development days.

Establish and maintain archival and recordkeeping standards

Activities for 2014-2015 have included: • Professional Membership Sub-committee has continued to review professional membership applications • The Joint Statement of Professional Knowledge has been absorbed into the course accreditation joint ALIA/ASA/RIMPA working party. • This working party also held an Educators Forum on 19 September 2014. • Cassie Findlay represented the ASA on Standards Australia’s IT21 Records Management Committee and ASA has continued financial support for the Committee’s work.

Inform and communicate within and beyond the profession

Increased consideration has been given to the ASA social media framework with expanded ASA Events & News aligned with Archives Live, Twitter and Facebook.

Activities for 2014-2015 have included: • Monthly issue of e-bulletin Archive Matters for members. • Taylor & Francis has continued to publish the ASA peer-reviewed journal Archives and Manuscripts in accordance with the existing contract; 1 volume of 3 issues per annum, delivered online and in print, received by members and subscribers; with one article per issue Free Access. • New members joined the Archives and Manuscripts Editorial Board and were introduced to members via Archive Matters. • Archives and Manuscripts was added to Taylor & Francis’ Library Information Science Archives & Heritage (LISAH) Program with a revised Licence to Publish Author Agreement from 2015 • Annual Taylor & Francis Archives and Manuscripts Emerging Writers Award ($1,000 cash prize) was implemented and awarded.

• First Routledge SPIB (Special Issue As Books) published as a hardback book: ‘Participatory Archives in a World of Ubiquitous Media’, from themed issue of Archives and Manuscripts, Vol 42/1. • Commenced scoping for the retro-digitisation and online delivery of the entire Archives and Manuscripts back catalogue 1975-2011. This will be a major project for 2015-2016. • Produced ASA Membership Brochure for promotion of the value of membership. • Provided online access to a number of significant ASA publications and reprinted Keeping Archives III. • ASA Employment section moved to ASA Online.

Govern and manage the organisation well A key initiative in the past year has been the appointment of Anke Brandt as Administration Officer on a fee for service basis. Anke undertakes 15 hours per week primarily providing support to the President and Secretary in addition to regular tasks (Archive Matters newsletter) and more occasional projects such as supporting the Loris Williams Scholarship Committee. More recently she has been assisting Conference Convenor David Bloomfield with conference organisation.

Activities for 2014-2015 have included: • Positive membership growth with 858 members. • Initial consultants register has been developed for the ASA website. • Membership forms have been redrafted. • Tracey Powell of MADHouse Marketing and Design House has been contracted to develop a repositioning strategy in consultation with Council. • Local Government SIG was absorbed into the Government Archives SIG. • Colleen McEwen developed a chronological history of the ASA. • Continued introduction of ASA-sponsored email accounts for Branch/SIG activity. • The ASA became a member of the Australasian Society of Association Executives (AuSAE) to access a wider range of Not For Profit association workshops and resources.

Volunteers 2015

Again, the Society is greatly indebted to the many volunteers who have supported the work of the Society on many fronts. On behalf of Council, I extend our gratitude and thanks to you all:

Lee Amoroso, Tatiana Antsoupova, Steve Bailey, Julianne Barlow, Rebecca Bateman, Katie Bird, David Bloomfield, Esmae Boutros, Dr Mark Brogan, Christine Cochrane, Cynthia Cochrane, Anne-Marie Condé, Denis Connor, Andrew Cook, Brigid Cooper, Samantha Cooper, Gregory Cope, Sue Coppin, Adrian Cunningham, Peter Crush, Paul Dalgliesh, Lee Davy, Patricia Downs, Gionni Di Gravio, Niles Elvery, Joanne Evans, Fraser Faithfull, Cassie Findlay, Andrew Flinn, Gerard Foley, Donald Force, Freida French, Pauline Garland, Fiona Gleadow, Michelle Goodman, Sebastian Gurciullo, Emeline Haight, Catherine Hall, Prue Heath, Sheena Hesse, Hannah Hibbert, Cathy Hobbs, Barbara Hoffman, Rose Holley, Chris Holmes, Helen Hopper, Andrew Horder, Joanne Horsley, Katherine Jarvie, Jennifer Jerome, Mike Jones, Pauline Joseph, Shadrack Katuu, Bruce Kay, Michele Keogh, Rachel Kuchel, Sue Laidlaw, Ross Latham, Nicola Laurent, Richard Lehane, Sarah Lethbridge, Annabel Lloyd, Rowena Loo, Shannon Lovelady, James Lowry, Margaret Macdonald, Linda Macfarlane, Peta Madalena, Julia Mant, Margaret Mason-Cox, Sigrid McCausland, Colleen McEwen, Angela McGing, Samara McIlroy, Andrea McKinnon-Matthews, Anne McLean, Laura Millar, Peter Miller, Lorien Milligan, Rachel Naughton, Janet Newman, Gillian O’Mara, Nikki Ottavi, Chris Otto, Adelaide Parr, Margaret Paterson, Jenny Pearce, Kylie Percival, Anne Picot, Alan Ralph, Jane Ratcliff, Jon Readhead, Kate Riseley, David Roberts, Catherine Robinson, Dr Leith Robinson, Birgitte Rockett, Hilary Rowell, Suzanne Ryan, Jennifer Scott, Danna Slessor- Cobb, Steve Stefanopoulos, Denise Stephenson, Christopher Stueven, Ian Sutherland, Rodney Teakle, Kirsten Thorpe, Craig Tibbits, Guy Tranter, Danielle Trewartha, Louise Trott, Sandra Turner, Susie Van der Sluys, John Wallace, John Waterhouse, Jill Waters, Lynda Weller, Harry Weston, Keither White, Dani Wickman, Andrew Wilson, Andrew C Wilson, Elisabeth Wilson, Kirsten Wright, Christine Yeats, and non-members Anke Brandt and Danielle Yan.

Kylie Percival ASA President 12 August 2015

Council’s Annual Report 2014 / 2015

Council Members from 1 July 2014 to 30 June 2015

Kylie Percival President from 23 August 2012, re-elected 30 September 2014 Adelaide Parr Vice President from 15 October 2013 Julia Mant Secretary from 15 October 2013 Ian Sutherland Treasurer from 18 February 2012, re-elected 30 September 2014 David Bloomfield Councillor from 30 September 2014 John Di Gravio Councillor from 30 September 2014 Louise Trott Councillor from 15 October 2013 Jenny Pearce Councillor from 30 September 2014 Steve Stefanopoulos Councillor from 23 August 2012, re-elected 30 September 2014

Lee Amoroso Councillor from 23 August 2012, term completed 30 September 2014 Mark Brogan Councillor from 23 August 2012, term completed 30 September 2014 Sonya Sherman Councillor from 15 October 2013, resigned 11 September 2014

Attendance of Councillors at business meetings

The number of ASA Council business meetings and the number of meetings attended by each of the Councillors of the entity, during the financial year 1 July 2014 to 30 June 2015 are:

Name Possible Attended Kylie Percival 11 10 Adelaide Parr 11 10 Ian Sutherland 11 8 Julia Mant 11 11 Louise Trott 11 10 Steve Stefanopoulos 11 10 David Bloomfield 8 7 John Di Gravio 8 6 Jenny Pearce 6 6 Lee Amoroso 3 2 Mark Brogan 3 2 Sonya Sherman 3 0

Principal activities of the Society The principal activities of the Society during 2014/2015 were to lead and support the development and promotion of the archival profession in Australia and provide an authoritative voice on matters of archival concern. There were no significant changes in the nature of the principal activities of the entity during the year.

Net financial situation For the financial year 2014/2015, the Society made a net profit of $99,411.

Dividends

The entity is a non-profit organisation and is prevented by its constitution and legislation from paying dividends

Events subsequent to reporting date

The Council is not aware of any other item, transaction or event of a material and unusual nature likely, in the opinion of the directors of the entity, to affect significantly the operations of the entity, the results of those operations or the state of affairs of the entity, in future financial years.

Likely developments

The Council members do not anticipate any other particular development in the operations of the entity, which will affect the result in subsequent years.

Indemnification and insurance of officers

The entity has provided for or paid premiums during the year for Council members’ and officers’ liability and legal expenses insurance contracts.

Kylie Percival Adelaide Parr ASA President ASA Vice President

13 Australian Society of Archivists Incorporated Balance Sheet as at 30 June 2015

Note 2015 2014 $ $ Assets Cash and Cash Equivalents 5 500,736 322,923 Trade Debtors 14,090 17,787 Inventories 7,079 10,364 Prepayments and Deposits 8 22,247 3,237 Total Current Assets 544,152 354,311 Property, Plant and Equipment 4 28,407 38,143 Total Non-Current Assets 28,407 38,143

Total Assets 572,559 392,454 Liabilities Trade and Other Payables 9 192,632 111,938 Total Current Liabilities 192,632 111,938

Total Liabilities 192,632 111,938

Net Assets 379,927 280,516

Equity Retained Earnings 7 379,927 280,516

Total Equity 379,927 280,516

The Balance Sheet is to be read in conjunction with the notes to the financial statements set out on pages 6 to 9

3 Australian Society of Archivists Incorporated Income Statement for the year ended 30 June 2015

Note 2015 2014 $ $ General Income Membership Subscriptions 186,512 171,149 Donations 2,629 161 Interest Income 10,103 2,506

Earned Income Annual Conference 10 19,870 35,529 Seminars and Workshops 11 13,311 24,486 Publication & Other Sales 12 (42,424) (28,016) Royalties 53,827 25,683 Total income 243,829 231,497

Expenses Annual General Meeting 788 469 Audit fees 15 7,160 6,300 Awards 3,492 750 Bank & Merchant Fees 5,270 3,354 Bookkeeping 22,589 19,575 Consulting 14,727 4,849 Council & Executive 17,952 14,922 Depreciation 4 9,736 26,265 Graphic Design & Photography 2,000 - Honorariums 9,500 6,564 Insurance 2,904 2,481 IT Service 2,113 Postage & Freight 769 3,134 Printing & Stationery 2,654 561 Promotions & Advertising 7,855 Software Licences 3,609 2,029 Training 8,286 11,485 Subscriptions 6,144 5,141 Sundry Administrative Costs 5,819 1,493 Telephone & Internet 669 1,614 Website & Publication 12,496 9,212 Total expenses 144,418 122,311

Profit/(loss) for the year 99,411 109,186

The Income Statement is to be read in conjunction with the notes to the financial statements set out on pages 6 to 9

4 Australian Society of Archivists Incorporated Statement of Cash Flows for the year ended 30 June 2015

Note 2015 2014 $ $ Cash Flows From Operating Activities Cash Receipts From Customers 340,223 396,409 Cash Paid to Suppliers and Employees (172,514) (289,224) Cash generated from operations 167,710 107,185

Net Cash From Operating Activities 6 167,710 107,185 Cash Flows From Investing Activities Interest Received 10,103 2,506 Net Cash From Investing Activities 10,103 2,506

Net Increase (decrease) in Cash and Cash Equivalents 177,813 109,691

Cash and Cash Equivalents at 1 July 322,923 213,231

Cash and Cash Equivalents at 30 June 500,736 322,923

The Statement of Cash Flows is to be read in conjunction with the notes to the financial statements set out on pages 6 to 9

5 Australian Society of Archivists Incorporated Notes to the Financial Statements

1. Reporting entity Australian Society of Archivists Incorporated (the "entity") is an association incorporated in Australia. The entity primarily is involved in the development and promotion of the archival profession in Australia and provides an authoritative voice on matters of archival concern.

2. Basis of preparation

(a) Statement of compliance The financial report is a special purpose financial report which has been prepared in accordance with the Associations Incorporation Act 1991 and the Australian Charities and Not-for-profits Commission Act 2012.

(b) Basis of measurement The financial statements have been prepared on the historical cost basis.

3. Significant accounting policies The accounting policies set out below have been applied consistently to all periods presented in these financial statements.

(a) Property, plant and equipment

(i) Recognition and measurement Items of property, plant and equipment are measured at cost less accumulated depreciation and impairment losses.

Cost includes expenditures that are directly attributable to the acquisition of the asset.

When parts of an item of property, plant and equipment have different useful lives, they are accounted for as separate items (major components) of property, plant and equipment.

(ii) Subsequent costs The cost of replacing part of an item of property, plant and equipment is recognised in the carrying amount of the item if it is probable that the future economic benefits embodied within the part will flow to the entity and its cost can be measured reliably. The costs of the day-to-day servicing of property, plant and equipment are recognised in profit or loss as incurred.

(iii) Depreciation Depreciation is recognised in profit or loss on a straight-line basis over the estimated useful lives of each part of an item of property, plant and equipment. Leased assets are depreciated over the shorter of the lease term and their useful lives. Land is not depreciated.

The websites remaining estimated useful life in the current period is as follows:

• Website 4 years

Depreciation methods, useful lives and residual values are reassessed at the reporting date.

(b) Inventories

Inventories are measured at the lower of cost and net realisable value. The cost of inventories is based on the first-in first-out principle, and includes expenditure incurred in acquiring the inventories and bringing them to their existing location and condition. Net realisable value is the estimated selling price in the ordinary course of business, less the estimated costs of completion and selling expenses.

6 Notes to the Financial Statements (continued)

(i) Goods sold

Revenue from the sale of goods comprises revenue earned from the sale of publications and journals and is measured at the fair value of the consideration received or receivable, net of returns and allowances, trade discounts and volume rebates. Revenue is recognised when the significant risks and rewards of ownership have been transferred to the buyer, recovery of the consideration is probable, the associated costs and possible return of goods can be estimated reliably and there is no continuing management involvement with the goods.

(ii) Services Revenue from services rendered is recognised in profit or loss in proportion to the stage of completion of the transaction at reporting date.

(d) Income tax No provision for income tax has been raised as the entity is exempt from income tax under Division 50 of the Income Tax Assessment Act 1997.

(e) Goods and services tax

Revenue, expenses and assets are recognised net of the amount of goods and services tax (GST) except where the amount of GST incurred is not recoverable from the taxation authority. In these circumstances, the GST is recognised as part of the cost of acquisition of the asset or as part of the expense.

Receivables and payables are stated with the amount of GST included. The net amount of GST recoverable from, or payable to, the ATO is included as a current asset or liability in the balance sheet.

Cash flows are included in the statement of cash flows on a gross basis. The GST components of cash flows arising from investing and financing activities which are recoverable from, or payable to, the ATO are classified as operating cash flows.

7 Notes to the Financial Statements (continued)

4 Property, Plant and Equipment 2015 2014 $ $ Cost & Carrying Amount Plant & Equipment at Cost (old website) 37,937 Less Accumulated Depreciation (21,957) 15,980 Old Website Written Off (15,980) Carrying Balance at 30 June 2015

Plant & Equipment at Cost (new website) 38,943 38,943 Less Accumulated Depreciation (10,536) (800) Carrying Balance at 30 June 2015 28,407 38,143

5 Cash and Cash Equivalents Bank Balances: Westpac Cheque Account 66,392 26,069 Undeposited Funds (1,443) 520 Term Deposit Account ...1971 6,980 6,754 Term Deposit Account ...8065 100,000 100,000 Public Fund Account ... 8460 11,669 11,688 Cash Reserve Account ... 8081 60,244 61,255 Cash Reserve Bonus Account . 8073 255,682 115,426 ABN Withholding Credits 1,211 1,211 500,736 322,923

6 Reconciliation of Cash Flows from Operating Activities Cash Flows from Operating Activities Profit/ (loss) for the period 99,411 109,186 Adjustments for: Depreciation 9,736 26,265 Interest Received (10,103) (2,506) Operating Profit Before Changes in 99,044 132,945 Working Capital and Provisions

(Increase)/ decrease in plant and equipment (38,943) (Increase)/ decrease in trade and other receivables 3,696 20,457 (Increase)/ decrease in inventories 3,285 2,603 (Increase)/ decrease in prepayments (19,010) 301 Increase/ (decrease) in trade and other payables 80,695 (10,177) Net cash from operating activities 167,710 107,185

7 Capital and reserves

Reconciliation of Movement in Capital and Reserves Retained Earnings Balance at 1 July 280,516 171,330 Total recognised income and expense 99,411 109,186 Balance at 30 June 379,927 280,516

8 Prepayments and Deposits Prepaid Insurance 1,489 728 Other Deposits Paid 20,758 2,509 22,247 3,237

8 Notes to the Financial Statements (continued)

2015 2014 $ $ 9 Trade and Other Payables Trade Payables 585 185 Non Trade Payables and Accrued Expenses 13,491 6,663 Revenue Received in Advance: Membership Subscriptions 88,650 98,904 Conference Revenue Received in Advance: Unearned Revenue 450 Conference Registrations 70,592 5,913 Conference Workshops 2,045 273 Conference Sponsorship 16,818 - 192,632 111,938

10 Income from Annual Conference Registrations 92,017 86,786 Less: ARANZ Share (44,128) Sponsorships and Trade Exhibitors 24,303 23,591 Administration Expenses (20,901) (19,543) Venue and Catering (27,977) (52,878) Presenters Expenses (3,444) (2,428) 19,870 35,529

11 Income from Seminars and Workshops Registrations 16,611 30,300 Venues and Catering (3,188) (3,392) Presenters Fees and Expenses (114) (2,423) 13,311 24,486

12 Income from Sales of Publications and Other Items Revenue From Sales of Publications 17,981 31,733 Revenue From Postage & Handling Charges 2,494 3,643 Cost of Publications Sold (61,611) (60,173) Stock Write-Off (1,289) (3,220) (42,424) (28,016)

13 Related parties

Key management personnel compensation Unless otherwise disclosed in this report, no council member has received any remuneration from the entity during the year.

14 Subsequent events There has not arisen in the interval between the end of the financial year and the date of this report any item, transaction or event of a material and unusual nature likely, in the opinion of the Council members of the entity, to affect significantly the operations of the entity, the results of those operations, or the state of affairs of the entity, in future financial years.

2015 2014 15 Auditor's remuneration $ $ Audit services Auditors of the entity Audit of financial reports 7,160 6,300 7,160 6,300

9 Council Members' Declaration

In the opinion of the Council members of Australian Society of Archivists Incorporated ("the entity"):

(a) the financial statements and notes, set out on pages 3 to 9 are in accordance with the Associations Incorporation Act 1991, including:

(i) giving a true and fair view of the entity's financial position as at 30 June 2015 and of its performance, for the year ended on that date; and

(ii) complying with the Australian Charities and Not-for-profits Commission Act 2012, Associations Incorporation Act 1991; and

(b) there are reasonable grounds to believe that the entity will be able to pay its debts as and when they become due and payable.

Dated at Adelaide this 7 fl* day of (4-v Gv 2015.

Signed in accordance with a resolution of the Council members:

Treasurer

10 50THEI?TON5 (71,11VERFOACCOONI4NIS

AUSTRALIAN SOCIETY OF ARCHIVISTS INCORPORATED

AUDITORS' INDEPENDENCE DECLARATION

We declare that, to the best of our knowledge and belief, during the year ended 30 June 2015 there have been: (i) no contraventions of the auditor independence requirements

(ii) no contraventions of any applicable code of professional conduct in relation to the audit.

Name of Firm: Sothertor>is-Adelaide P rtnership Chart fed Account nts

Name of Partner: J E y enzie

Address: 42 Hurtle Square, Adelaide SA

Dated at Adelaide this day of /-\:4"--k 2015 SO THEI?TONS CHARTERED ACCOUNTANTS

PARTNERS: David Ellis James McKenzie Ross Musolino Alexander Reade Independent Audit Report to the members of Australian Society of Archivists Incorporated

Report on the financial report We have audited the accompanying financial report of Australian Society of Archivists Incorporated (the entity), which comprises the balance sheet as at 30 June 2015, the income statement and cash flow statement for the year ended on that date, a description of significant accounting policies and other explanatory notes 1 to 16 and the council members' declaration set out on page 10. Council members' responsibility for the financial report The Council members of the entity are responsible for the preparation and fair presentation of the financial report in accordance with Australian Accounting Standards, Australian Charities and Not-for- profits Commission Act and the Associations Incorporation Act 1991. This responsibility includes establishing and maintaining internal control relevant to the preparation and fair presentation of the financial report that is free from material misstatement, whether due to fraud or error; selecting and applying appropriate accounting policies; and making accounting estimates that are reasonable in the circumstances. Auditor's responsibility Our responsibility is to express an opinion on the financial report based on our audit. We conducted our audit in accordance with Australian Auditing Standards. These Auditing Standards require that we comply with relevant ethical requirements relating to audit engagements and plan and perform the audit to obtain reasonable assurance whether the financial report is free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial report. The procedures selected depend on the auditor's judgement, including the assessment of the risks of material misstatement of the financial report, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity's preparation and fair presentation of the financial report in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by the Council members, as well as evaluating the overall presentation of the financial report. We performed the procedures to assess whether in all material respects the financial report presents fairly, in accordance with the Associations Incorporation Act 1991, a view which is consistent with our understanding of the entity's financial position and of its performance. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion.

SOTHERTONS ADELAIDE PARTNERSHIP Phone: (08) 8223 7311 Fax: (08) 8223 7488 PrimeGlobal ABN 43 863 627 311 Email: [email protected] An Association of Independent Accounting Finns 42 Hurtle Square Adelaide SA 5000 Website: www.sothertons.com.au Liability limited by a scheme approved GPO Box 2193 Adelaide SA 5001 Sctnertons: An association of independent under Professional Standards Legislation accounting firms throughout Australasia SOTHERTONS ( 114/e F RED A CCOUNIANT5

AUSTRALIAN SOCIETY OF ARCHIVISTS INCORPORATED INDEPENDENT AUDIT REPORT

Auditor's opinion

In our opinion, the financial report of Australian Society of Archivists Incorporated presents fairly, in all material respects the financial position of Australian Society of Archivists Incorporated as of 30 June 2015 and of its financial performance for the year then ended in accordance with the accounting policies described in Note 1 to the financial statements, and the Associations Incorporation Act 1991.

Basis of Accounting and Restriction on Distribution

Without modifying our opinion, we draw attention to Note 1 of the financial report, which describes the basis of accounting. The financial report has been prepared to assist the association to meet the requirements of the Associations Incorporation Act 1991. As a result, the financial report may not be suitable for another purpose.

Name of Firm: Sothertons A etaic partnership Chartere cco nfants

Name of Partner: J E McKenzie

Address: 42 Hurtle Square, Adelaide SA

Dated at Adelaide this day of A--4•.‘:\Cb (1-- 2015

Proposed Annual Membership Subscriptions from 1 January 2016

Notice of motion: That the rates of membership subscriptions remain at the levels set at 1 January 2014:

Membership Class Subscription (Inc. GST) Professional Members

Professional Membership $330.00

Professional Membership Concessional Fee - gross annual income (including $100.00 superannuation contributions paid by employers) for the financial year is less than $35,000

Professional Membership (Retired) $100.00

Associate Members

Regular $190.00

Associate Membership Concession (Retired, Student, Unemployed) $75.00

Special Student Rate (students paying this rate will have to access Archives and $50.00 Manuscripts through their educational institution)

Overseas $190.00

Institutional Members

Category A (Government institutions, business corporations, universities, etc.) $625.00

Category B (schools, religious and non-profit organisations) $300.00

Ian Sutherland ASA Treasurer 24 July 2015

Returning Officer's Report and Declaration of Results for Election to ASA Council 2015 On 15 April 2015, in accordance with Section 3 of By-Law 2, I called for nominations for the following positions on Council: • Vice-President • Secretary • Treasurer • Councillor (3 positions)

All were for two-year terms, except that one Councillor position was for a one-year term. Only one nomination was received each for the offices of Secretary and Treasurer: Guy Tranter for Secretary and Mark Brogan for Treasurer. Consequently, in accordance with Section 5 of By-Law 2, they were deemed elected to these offices. I received two nominations for the office of Vice-President and four nominations for the three Councillor positions. On 3 June 2015, in accordance with Section 8 of By-Law 2, I sent ballot papers for these positions to Professional members, accompanied by each candidate’s curriculum vitae/statement of policy and instructions for competing the ballot papers. The ballot closed on 29 June 2015. As a result of the ballot, the following members were elected: • Vice-President: Tony Leviston • Councillor: Julia Mant • Councillor: Louise Trott • Councillor: Jenny Pearce

I advised all candidates of the results of the ballot on 6 July 2015, and the President, Kylie Percival, reported the results in a News item on the Society’s website the following day and again in the Archive Matters e-newsletter on 3 August 2015. I echo Kylie’s words in congratulating Guy, Mark, Tony, Julia, Louise, and Jenny, and in thanking outgoing Vice-President Adelaide Parr, outgoing Treasurer Ian Sutherland, and outgoing Councillor Steve Stefanopoulos for their contributions while on Council. Since two of the Councillor positions are for two-year terms and the other is for a one-year term, the successful candidates were invited to seek agreement among themselves as to who would serve which terms. As a result Louise Trott and Jenny Pearce will have two-year terms and Julia Mant will have a one-year term. Thanks I wish to thank Amanda Barber for acting as Assistant Returning Officer to count the ballots with me, Angela McGing for helping with a number of aspects of communications and administration, and State Records NSW for doing much of the printing. Issues The Rules specify that an election for members of Council must be by postal ballot. If the Society wishes to conduct ballots online in the future, the Rules need to be changed. A Notice of Motion proposing a Rules change for this purpose is on the agenda. The election process revealed certain provisions in By-Law 2 that need to be updated or clarified, in addition to any changes consequent on a Rules change to allow online ballots. I have prepared recommendations for Council about these provisions.

David Roberts ASA Returning Officer 2015 3 August 2015

Branch and Special Interest Group Convenor Reports

Australian Capital Territory Branch 28 New South Wales Branch 30 Queensland Branch 32 South Australian Branch 33 Tasmanian Branch 35 Victorian Branch 37 Western Australian Branch 38 Collections of Faith Traditions Special Interest Group 40 Business Labour Corporate Archives Special Interest Group 41 National School Archives Special Interest Group 42 New South Wales School Archives Special Interest Group 43 Queensland School Archives Special Interest Group 46 South Australian School Archives Special Interest Group 48 Victorian School Archives Special Interest Group 49 Western Australian School Archives Special Interest Group 50 Special Interest Groups Committee Members for 51 • Indigenous Issues Special Interest Group • Government Special Interest Group • Reference, Access and Public Programs Special Interest Group • University Archives Special Interest Group

Australian Capital Territory Branch Convenor’s Annual Report

Committee 2014-2015, elected 10 December 2014

Convenor: Craig Tibbitts Secretary/Treasurer: Lynda Weller Committee member: Lee Davy Committee member: Rose Holley Committee member: Helen Hopper

Note: the previous committee (elected 21/08/2013) was: Convenor: Gina Grey Committee member: Sarah Lethbridge Committee member: Lynda Weller Committee member: Lorien Milligan Committee member: Craig Tibbitts

Date of last AGM: 10 December 2014

Report

Committee meetings

18 February 2015: This was the first meeting of the new committee. The agenda was:

• First branch event for 2015 (NLA Keepsakes exhibition) • Subsequent events • Scheduling of the 2015 AGM • ASA Conference in Hobart • Communication (with branch members). Comments, ideas, etc. • Financial matters • Handover of documents and other ASA material from Gina • Other business • Schedule next Committee meeting/s (date, time, locations, etc.)

Branch activities

16 July 2014: Australian War Memorial

ASA President Kylie Percival and Vice-President Adelaide Parr gave a very interesting and engaging talk about the relevance of professional identity and professional associations, and discussed current and possible future roles of the ASA. The branch very much appreciated the visit of Kylie and Adelaide.

19 March 2015: Keepsakes exhibition at the National Library of Australia

On Thursday, 19 March the ACT Branch held its first event for the year, a tour of the Keepsakes exhibition at the National Library of Australia. The guided tour by Guy Hansen (Director of Exhibitions) was very much appreciated, as he led us through and explained the Library’s collections relating to the First World War. We saw a wealth of interesting items, including personal letters, diaries, photos, etc., ranging from ordinary men and women, to the most senior and highest ranking, such as Brudenell White, Monash and Billy Hughes. Posters and other artworks also featured, including those by Norman Lindsay and Stan Cross. Of particular interest was the English language galley proof of the famous German novel, All Quiet on the Western Front, translated by Arthur Wheen, Australian soldier and librarian.

13 May 2015: Academy Library, UNSW Canberra at the Australian Defence Force Academy

Special Collections and Digital Curator, Rose Holley, spoke to members about their various holdings, including the John Howard Collection. This collection contains the former PM’s personal papers and associated Commonwealth records dating back to 1974 and is being made available through a partnership between the National Archives of Australia and UNSW Canberra. In August 2014 the John Howard Reading Room opened at the Academy Library. Other holdings include a military collection, a maritime history collection and an Australian literature collection.

Rose gave a very interesting talk on the collections as well as an overview of current Anzac Centenary Projects. These include partnerships with the State Library of NSW to digitise WWI diaries held in the Academy Collection, and a partnership with the Australian War Memorial to provide linked data from the AIF Database for the Anzac Connections project. This was followed by a stack tour and finally a ‘show and tell’ of some of their First World War collections in the John Howard Reading Room

Craig Tibbitts Convenor Australian Capital Territory Branch 13 July 2015

New South Wales Branch Convenor’s Report

Committee 2014-2015, elected 17 September 2014

Convenor: Guy Tranter Secretary: Richard Lehane Treasurer: Christine Yeats Newsletter Editor: Barbara Hoffman Committee Members: Pauline Garland, Louise Trott

Date of last AGM: 17 September 2014

Report

Newsletters: distributed (electronically) September, October, November, January, March, April, May, June, July. Full reports of events listed below are included in newsletters. The Secretary also sent emails to members as required, with reminders and announcements of other events.

Committee meetings: held in October, February, and March, mainly to plan speakers / visits for Branch meetings.

Branch meetings and activities:

17 September 2014: AGM, and Alan Ventress spoke on his consultancy work on records and archives for Sarawak (Malaysia).

15 October 2014: Dr Tracy Bradford, Manager Collection Access and Description, State Library of NSW, spoke on the Library's transition from a format-based structure to a function-based one. Business meeting.

5 November 2014: Significance Assessment workshop. Conducted by Dr Roslyn Russell in History house, held jointly by ASA, RAHS, & PHA.

26 November 2014: Branch end-of-year visit and party held at Australian Turf Club Heritage Centre, Randwick racecourse. Our thanks go to Hannah Hibbert for hosting us for both these purposes.

18 February 2015: Bruce Baskerville spoke on “The Open Air Archive” and the Sydney Green Plaque Program. Business meeting.

12 February 2015 Louise Trott and Pauline Garland were involved in organising the Annual Archives Church Service for people working in archives, held for 2015 at St James' King Street Anglican church, Sydney.

18 March 2015: Julia Mant spoke, admirably at very short notice, as our scheduled speaker was unavailable, on her work at NIDA in search of software to handle images and their metadata. Business meeting.

7 April 2015: In the midst of the Easter Show we visited the Royal Agricultural Society's archives and heritage displays. Thank you to Karen Finch and Rachel Byrne for hosting us.

20 May 2015: a ‘Meet the Students’ event, hosted by UTS with the welcome help of Maureen Henninger. This was the first such event the Branch had held in about five years and was well attended and addressed by educators, representatives of archival employers and agencies.

17 June 2015: Visit to University of Sydney Archives, a presentation by Liz Gillroy on the University’s ‘Beyond 1914’ website and a tour of ‘Stories of War from the University Collections’ in the Rare Books display area. Business meeting.

15 July 2015: A site visit to University of NSW Archives.

Attendance: In general, complete attendances at events have been 20-25 people.

Advocacy: SBW Foundation: In October the NSW Branch wrote to Peter Lowry, the Chair of the SBW Foundation which holds major performing arts archive collections at Rosebery. Since September 2014, an archivist is no longer employed by the Foundation, and the ASA is also concerned at plans to sell the site. No reply has been received (despite a reminder being sent) and at least one major private collection has been removed by its donor. We are currently waiting for news of further developments.

Louise Trott and Guy Tranter represented the ASA and the Branch at meetings of the Mitchell Library Consultative Committee throughout the year. Christine Yeats also attended as a representative of the RAHS.

We congratulated Evangeline Galettis (ASA member) and Wendy Borchers on receiving the Order of Australia awards in the Australia Day Honours for their work in archives.

Anne Picot served as a Branch representative at meetings of the NAA (NSW) Consultative Forum. Our thanks to Anne for her work in this; she does not wish to continue after this year so we will need a new volunteer.

Thanks also to Robin Perry for her involvement in the May “Meet the Students” event.

My thanks to all Committee members who have helped in various ways, to those who have been willing to have us visit their archives over the year, and to Alex Byrne and his staff at the State Library who have agreed to provide us with a stable meeting venue at other times. I understand that due to changes at the SLNSW, the Pemulwuy Room is no more, but we look forward to continuing this arrangement elsewhere in the Library.

Guy Tranter Convenor New South Wales Branch 10 July 2015

Queensland Branch Convenor’s Report

Committee 2014-2015, elected 1 October 2014

Convenor: Gregory Cope Secretary: Annabel Lloyd Committee Member: Denise Stephenson Committee Member: Christine Ianna Committee Member: Cynthia Cochrane

Date of last AGM: 1 October 2014

Report

Meetings of the Queensland branch were held on 23 July 2014, 1 October 2014, 11 December 2014 and 18 March 2015.

The March meeting on 18 March 2015 was held at the State Library of Queensland, Reformatting Unit. This unit digitises original and print material from the State Library of Queensland’s Heritage Collection – Christina Ianna organised a tour and examination of the equipment for the group visit.

I wish to acknowledge the volunteers who have assisted the branch during the financial year period 2014/2015:

1. Christina Ianna – for providing her time and expertise to the Schools SIG training day on 17 March and for other assistance to members’ enquiries throughout the year on conservation matters and emergency planning and disaster recovery.

2. Denise Stephenson – her hard work and dedication for the Schools SIG.

3. Cynthia Cochrane – her hard working contribution to branch meetings and activities.

Gregory Cope Convenor Queensland Branch

25 June 2015

South Australian Branch Convenor’s Report

Committee 2014-2015, elected 29 July 2014

Convenor: Lee Amoroso Secretary: Jane Ratcliff Treasurer: Andrew Cook Newsletter Editor: Andrew Cook/Katherine Howard Committee Members: Sue Coppin, Katherine Howard, Andrea McKinnon-Matthews, Kylie Percival, Rachel Kuchel, Sue Ryan, Susie van der Sluys

Date of last AGM: 29 July 2014

Report

Meetings

Committee meetings were held on 2 September, 28 October, 25 November, 03 February, 31 March, 26 May. The Branch membership was invited to attend all the meetings.

An additional extraordinary meeting was held 23 June.

The Committee is once again grateful to the University of Adelaide Archives for providing both the venue and refreshments for meetings.

Advocacy

Soon after taking on the Convenor role, it was announced that there was to be a four week review into a proposed merger of State Records South Australia with the State Library of South Australia. SA Branch assisted Council in the important advocacy work to oppose the proposed merger where it could.

The SA Branch also provided a submission to the ‘Digital by Default’ draft strategy of the South Australian Government.

Newsletters

A summer newsletter was produced and circulated this year. The Committee would like to thank Andrew Cook for his efforts compiling interesting and informative SA Branch newsletters during his terms as Editor. The Committee is also considering providing articles for the National newsletter rather than a separate SA Branch newsletter.

Events

November

An event was held at the Gepps Cross Repository, State Records South Australia. The event included a tour of the Gepps Cross Repository, a display of records from the collection and a presentation by Simon Froude, Acting Director.

December

The Branch held its annual Christmas lunch on Sunday 30 November at Athelney House, St Peter’s College. A small group enjoyed a relaxing afternoon. It was organised and hosted by Andrea McKinnon-Matthews, the archivist for St Peter’s College. The Committee and all those that attended were most appreciative of St Peter’s College for giving permission for use of historic Athelney House for the lunch.

May

In May a new event focused on bringing together South Australian based students studying accredited courses with archivists currently employed. Students and archivists gathered at the Richmond Hotel in the city for drinks. We were pleased with the attendance which should see it continue next year as an annual event

Special thanks

The Committee would like to place on record our appreciation to Mr Venton Cook, Branch Auditor; to Ian Sutherland for representing the ASA on the National Archives Consultative Forum and on the State Records Council; to Sue Coppin for representing the ASA on the History Council; and to Sam Cooper for representing the Branch on the ASA’s Continuing Development Committee. Thanks also to Peter Crush for kindly agreeing to take responsibility for the process of electing the new Committee at tonight’s Annual General Meeting.

Lee Amoroso Convenor South Australian Branch 21 July 2015

Tasmanian Branch Convenor’s Report

Committee 2014-2015, elected 13 September 2014

Convenor: David Bloomfield Secretary: Nicki Ottavi Treasurer: Bruce Kay Committee Members: Elisabeth Wilson, Margaret Mason-Cox, Fiona Gleadow, Emeline Haight

Date of last AGM: 13 September 2014

Report

The past year has been a significant one for the Tasmanian Branch.

The financial year began with a ‘User’s Guide to Archives & Recordkeeping’ workshop at The Hutchins School. Eight enthusiastic archivists gathered for the workshop, facilitated by David Bloomfield. The morning session was a general introduction to archives and the afternoon session an introduction to accessioning. David drew examples from the real world of the Tasmanian Archive & Heritage Office and the University of Melbourne Archives. Hands-on experience came from experimenting with different accession registers to see which types would be more suitable for processing transfers for different uses. Our host Margaret Mason-Cox provided an excellent tour of the Hutchins Archives and Heritage Collection. The take-home messages included "guidelines are useful but should be flexible" and "respect original order so don’t rush to rearranging your collections".

Our venue for last year’s AGM held on September 13 was the Tasmanian Archive and Heritage Office. The AGM was preceded by a tour of TAHO’s railway records, hosted by long time staff member and Branch member, Robyn Eastley. Private companies established the first railways in Tasmania. These companies did not prosper and the Government gradually took them over. In 1978 responsibility for railways passed to the Commonwealth Government. In September 2009 the Tasmanian Government and Pacific National (Asciano) formally entered into an agreement for purchase of the Tasmanian rail business, with rail infrastructure and railway operations to be maintained, managed and owned by a new State-owned rail company, Tasmanian Railway Pty Ltd trading as TasRail. It was at this time that a large series of records previously held by the National Archives of Australia were transferred to TAHO.

Probably the most important item for discussion and reporting at the AGM was the news that the venue for the ASA Conference in 2015 in Hobart had been confirmed as the Grand Chancellor Hotel from August 18 to 21. Tasks at the time already finalised included booking the Tasmanian Museum and Art Gallery as venue for the welcome reception; forming two sub-committees, the Program subcommittee and the Digital and Logistics subcommittee, and finalising Geoffrey Yeo from University College London as the keynote speaker.

At the time of writing, we are rapidly approaching the conference and many more plans are now in place but still plenty to do. ‘Archives on the Edge’ is the conference theme, and we will explore some of the most pressing issues facing our profession today. Where to for the archival endeavour in the age of big data and almost everything as a service?

Christmas 2014 was marked with drinks at the Customs House Hotel on the Hobart docks.

With 2015 so far very much focused on conference preparations, Branch activities have necessarily taken a back seat. On Saturday April 18 the Branch was invited to Bothwell to visit the Australian Golf Museum by Lynda Jeffrey, a new member and volunteer for the museum. Six members made the trip, where we were also joined by Greg Ramsay of Ratho Farm, claimed to be the venue of the oldest golf course in the southern hemisphere, and another link to Bothwell's golfing history. The Australian Golf Museum is housed in Bothwell's historic sandstone school house (circa 1887). Greg was also able to give us a glimpse into the rooms of the Bothwell Historical Society and the Bothwell Literacy Society, which reside in the building next door to the Golf Museum. This was followed by a lovely walking tour under clear blue skies around the streets of Bothwell guided by Margaret Mason-Cox, Branch member and former resident of Bothwell. Later we met again with Greg at Ratho Farm for lunch. We were introduced to descendants of the Reids, original owners of Ratho Farm. Ratho Farm has a long history tied with golf and with our colonial heritage back to the early 1800's. While having a wonderful homestyle meal we entertained each other by sharing readings from the Clyde Company Papers, a historical series of correspondences, journals and diaries collected in part from the Reid family, regaling each other with tales of attacks from bushrangers and contrite apologies for bad behaviour.

The Tasmanian Branch would like to acknowledge the recent retirement of long time Branch member Kathy Rundle (Forward). Kathy served for 22 years in the position of archivist at The Friends' School, Hobart. Prior to accepting the invitation to establish an archives at Friends', Kathy had worked in a variety of teaching and librarian positions. Kathy says that assisting hundreds of researchers, students, staff and general community researchers has been rewarding, as has been her support as archivist in the writing of several books and articles. She feels that the highlight of her time has been working with hundreds of students K-12 and knowing that most students who have left Friends in the last twenty years have some sense of the importance of their cultural heritage.

In conclusion I would particularly like to thank our hard working Branch Office Bearers, Nicki Ottavi (Secretary), Bruce Kay (Treasurer), Fiona Gleadow, Margaret Mason-Cox, Elisabeth Wilson and Emeline Haight (members). They have all proven more than willing to ensure our Branch events are a great success. In particular they have all taken on many extra tasks with the national conference, all serving as members of the organising committee.

David Bloomfield Convenor Tasmanian Branch 19 June 2015

Victorian Branch Convenor’s Report

Committee 2014-2015, elected 11 November 2014

Convenor: Adelaide Parr Secretary: Chris Holmes Treasurer: Rachel Naughton Committee Members: Andrew Horder, Fraser Faithfull, Michaela Hart, Mike Jones, Chris Stueven

Date of last AGM: 11 November 2014

Report

The Victorian Branch has had an excellent year, starting with the addition of some new members to the Branch committee at the AGM in 2014.

In this reinvigorated environment, the Branch undertook a number of events this year. Amongst these was the Conference Bootcamp, designed to assist those interested in developing proposals for the ASA conference in Hobart. A measure of its success is that we believe Victoria is sending the most speakers to the Conference in Hobart this year, including a number of new speakers. It was followed later in the year with a ‘Shut up and Write’ session for speakers to have a chance to devote a day to preparing for their papers at the conference, to practice and to meet others attending, which ended, as all such hard work should, with a pizza party.

The Victorian Branch has also taken the lead on a reimaging of the Directory of Archives, the core contact information for archives in Australia. To start this project, we hosted a workshop to explore how we could work towards a Network of Archives, linking archives, holdings, systems and contact information together to provide an oversight of archives in Australia. Led by Mike Jones and Sigrid McCausland, the workshop attracted participants from a number of sectors and provided an inspiring start to the project.

Our other exciting initiative this year has been the development of the GLAMR project. This aims to offer ASA led events for new professionals in the galleries, libraries, archives, museums and records professions to promote networking and the sharing of ideas across the sector. So far, social events, attendance at seminars and other events and joint events with similar aims have been very successful, with attendances of up to 80 at each event, and a high level of ongoing interest. We look forward to continuing this into the New Year.

Our planning for the next 12 months has started already, with a raft of events, workshops, seminars, and other events in train – so we look forward to seeing Branch members at one or more over the coming year.

Adelaide Parr Convenor Victorian Branch 5 August 2015

Western Australian Branch Convenor’s Report

Committee 2014-2015, elected 23 July 2014

Convenor: Gerard Foley Secretary: Freida French Treasurer: Vacant (there is no Treasurer in the WA Branch) Program Coordinator: Vacant Contributor to Publications/ Newsletter Editor: Leith Robinson Committee: Margaret Paterson, Jon Readhead, Brigitte Rockett. Pauline Joseph (Curtin University) and Mark Brogan (Edith Cowan University) were also elected as WA Branch Committee members representing the Archives Education sphere.

Date of last AGM: 23 July 2014

Report

Committee Meetings

This past financial year WA Branch Committee Meetings have been held ‘virtually’ via email. Branch activities, events and the submission to DCA comprising much its deliberations.

Branch Events 2014/2015

Three specific ASA WA Branch events were held in 2014/2015. These events were also thrown open to attendees from RIMPA and other information industry related groups.

23 July 2014: David Fricker, Director General of the National Archives of Australia, on the topic “The National Archives of Australia’s Digital Continuity plan through to 2020”. David Fricker is also the President Elect of the International Council of Archives and he spoke about his expectations of this role. This event was held at the State Records Office of WA and was a joint event with RIMPA, and post the ASA WA Branch AGM.

5 March 2015: ASA/ARANZ Christchurch conference report back and Networking. Dr Pauline Joseph and Dr Mark Brogan re-presented their papers they delivered at the Christchurch Conference - “Sustainability of community-based information practices” and “Trailblazer: Augmented reality, heritage and the curriculum”; plus several other Conference attendees described the Christchurch Conference experience.

5 May 2015: Tour and talk at the Mercy Heritage Centre, Victoria Square, Perth led by Archivist and the Mercy Heritage Centre’s Cultural Collections Curator, Annie Q. Medley.

The 2015 AGM is scheduled for Wednesday 22 July 2015. This will be followed by a talk by Professor Charles Jeurgens from Leiden University in the Netherlands who will speak on the topic: 'Networks of paper: Dutch VOC (United East India Company) and colonial archives from a global perspective'.

In 2014/2015 WA Branch Members have also been invited to other events such as RIMPA WA’s Christmas event, the Geoffrey Bolton Lecture featuring Dr Brendan Nelson of the Australian War Memorial, the launch of the Royal Perth Yacht Club’s (RPYC) 150 year anniversary display at the State Library of WA, and several State Records Office of WA Lunchtime Seminars.

Newsletter Content – Report from Leith Robinson (Contributor to Publications)

The WA Branch contributed content to three issues of the national ASA e-newsletter Archive Matters during the 2014-15 year. Committee member Leith Robinson was the regular compiler, and other committee members also produced articles and supplied photographs. Content in the issues was:

Issue 49, April 2015 • Royal Perth Yacht Club Heritage Display at the State Library • Event report: Dr Mark Brogan and Dr Pauline Joseph’s re-delivery of their New Zealand conference papers • Archive Manager / Server User Group meeting

Issue 47, February 2015 • Report on 2014 conference by Sharman Award recipient and WA committee member Jon Readhead.

Issue 44, October 2014 • WA branch AGM, including report by Rita Edwards of the State Records Advisory Committee • Joint ASA-RIMPA event: speech by David Fricker at the SRO “The National Archives of Australia’s Digital Continuity Plan through to 2020”

In addition to the events described above, WA members of the ASA toured the Mercy Heritage Centre on 5 May, and were active in Special Interest Groups. Members were also notified of State Records Office lunchtime seminars and RIMPA events (receiving discounted registration), and subsequently some members attended.

Leith Robinson has indicated that she will be stepping down from the Branch Committee at the next AGM. We thank her very much for her contributions to Archive Matters on the Branch’s behalf and all her work with the Branch over the past several years, and wish her well for the future.

ASA WA Branch Representatives

State Records Advisory Committee (SRAC) Rita Edwards and Margaret Paterson, as her deputy, represent the ASA WA Branch on the State Records Advisory Committee. This body advises the State Records Commission about “State records that should be State archives, the retention periods for those State records that are not to be State archives, and associated matters.” It reviews Retention and Disposal Schedules (the retention and disposal component of the Recordkeeping Plan) and Ad Hoc Disposal Authorities submitted by government organizations. The Committee may also review General Disposal Authorities and Sector Disposal Authorities produced by the State Records Office. A report on the activities of SRAC was published in the October 2014 issue of “Archive Matters”.

National Archives of Australia – Perth Consultative Forum Three meetings of the NAA Perth Consultative Forum were held; Gerard Foley represented the ASA WA Branch until the end of 2014. From the beginning of 2015 Pauline Joseph was the ASA WA Branch representative on this group.

WA Department of Culture and the Arts/ Arts Leadership Group’s Towards a Strategic Directions Framework 2015-2030 discussion paper – Submission The WA Branch prompted a response, and provided input, into critical feedback and discussion points arising from the WA Department of Culture and the Arts / Arts Leadership Group's "Towards a Strategic Directions Framework 2015 - 2030" discussion paper. A submission was made on behalf of the ASA by the National President on 22 May 2015.

Gerard Foley Convenor Western Australian Branch 13 July 2015

Collections of Faith Traditions Special Interest Group Convenor’s Report

Committee 2014-2015, elected 15 October 2013

Convenor: Pauline Garland Secretary/ Newsletter Editor: Denis Connor Committee Members: Sheena Hesse (Uniting Church, Perth), Sue Laidlaw (Anglican Diocese, Brisbane, and Sisters of Mercy, Brisbane), Rachel Kuchel (Lutheran Church, Adelaide), Suzanne Ryan (Sisters of St Joseph, Adelaide).

Date of last AGM: 15 October 2013

Report

We have managed to produce a newsletter twice each year to provide news and communication to members. Because of the lack of members attending the joint ARANZ/ASA Conference in Christchurch it was decided to hold over our AGM until 2015 although a few members did meet for a meal and conversation in Christchurch in 2014.

In Sydney this year our Annual Archives Church Service of Celebration and Thanksgiving for Archives and those who work in them, was held at St James King Street Anglican church, Sydney on the 12 February 2015, with the guest speaker Professor Alanna Nobbs of Macquarie University who is also the President of the Society for the Study of Early Christianity. The ASA kindly sponsored the catering for refreshments supplied afterwards in the courtyard adjacent to the Crypt, where 50 invited guests gathered to join the host clergy and parishioners, and the organizing committee. This was a great opportunity for the archivists of the a variety of denominations and Churches to come together in prayer and fraternity, as well as to welcome archivists working in secular archives who have an interest in faith traditions. The event was an opportunity to highlight and promote the work of archives and archivists in Churches.

In Perth there is a small group which meets occasionally to discuss common interests, led by Sheena Hesse of the Uniting Church Archives.

Although we do not seem to do much by way of events, the SIG is a valuable source of communication that takes place with phone calls, visits and other contacts throughout the year. But we do admit there is room for growth and increase of activities although we are all limited by resources.

Pauline Garland Convenor Collections of Faith Traditions Special Interest Group June 2015

Business Labour Corporate Archives Special Interest Group Convenor’s Report

Committee 2014-2015

Convenor: Michelle Goodman Secretary: Vacant Treasurer: Vacant Newsletter Editor: Michelle Goodman Committee: Vacant (Office Bearers to be elected at AGM in August 2015)

No AGM of the Business, Labour and Corporate Archives SIG was held in 2013/14

Report

• Michelle Goodman was elected the BLCA SIG Convenor in February 2015 • Historic members of the BLCA SIG were contacted in April 2015 by the Convenor and asked to confirm their continued support, with an updated list of active members being prepared • An annual meeting, to be held at State Library in Hobart at 10am on Tuesday 18 August, has been scheduled. • Contact was made with members in May 2015, advising of the updated formation of the BLCASIG, and the Annual Meeting. • As of the end of June 2015, a number of members have advised they are interested in continuing the group, and two members have expressed interest in joining the committee. • A review of the BLCA SIG Rules, scheduling and content development of newsletter, and a re-focus of the Group’s activities is to be undertaken at the Annual Meeting.

Michelle Goodman Convenor Business, Labour and Corporate Archives Special Interest Group 2 July 2015

National School Archives Special Interest Group Convenor’s Report

Committee 2014-2015, elected 30 September 2014 Convenor: Jenny Pearce Secretary: Cathy Hobbs Treasurer: Vacant Newsletter Editor: Vacant Committee: Vacant

Date of last AGM: 30 September 2014

Report

The AGM was held at St Margaret’s College Christchurch and hosted by the Archivist Geraldine Pickles. Attendees from Australia were fewer than normal (9) due to the Conference being in New Zealand. The New Zealand delegates were asked to sit in on the meeting.

Each State has run PD and Networking days throughout the year and it has been wonderful to see these reported regularly on Archives Live. The number of Professional members in the SIG continues to increase and there appears to be more recognition of the need to advertise for a Professional member of the ASA when advertising a job vacancy.

Anecdotally we hear however the final applicant is often not a professional archivist, while those with the qualifications are bemoaning the lack of jobs available, so work stills needs to be done through organisations such as Educate Plus to raise the importance of hiring a professional to do the job of a School Archivist.

As Convenor I have been able to link new members into their appropriate State SIG and offer support and information when contacted via email or through the ASA website. By linking new School Archivists to their appropriate SIG they have avenues for networking and for attending professional development days and the feedback has been very positive.

The National Convenor’s job is really made easier by the work done in each State by the local Convenors and their committees. Thank you to all those who have leadership roles at this level. It is encouraging to see numbers growing at the State level and to witness the professional development taking place at the local level.

Jenny Pearce Convenor National School Archives Special Interest Group 2 July 2015

New South Wales School Archives Special Interest Group Convenor’s Report

Committee 2014-2015, elected 12 November 2014

Convenor: Kate Riseley Secretary: Jenny Pearce

Date of last AGM 12 November 2014

Report

Professional development days

Since the SIG’s last annual report of 2014, the NSW School Archives Special Interest Group has met three times for professional development days. There is a small fee on top of costs for our PD days. This is in line with ASA policy and goes towards the running costs of the ASA. This year we made a surplus of $4,000.50. Thank you very much to Danielle Yan for assistance in processing registrations and accounts.

We currently have 106 members, all ASA members, in the NSW School Archives SIG and we also invite school archivists from the ACT to all our PD days. This year, on average, we had 38 people attend each PD day, with attendees coming from as far away as Bathurst. Thank you very much to Angela McGing and Anke Brandt for managing memberships and lists.

Term 4, 12 November 2014, Moriah College: Building relationships through managing knowledge

The purpose of this PD day was to examine ways of knowing your school community, both past and present. Within schools this is seen as an important way of building and maintaining relationships with the wider school community. The focus of the day was to consider options for storing, managing and finding this information. Additionally there was a presentation on the recent review of the management of medical records at Moriah College.

The first speaker was from Ben Mercer from Ancestry.com. He not only described how we could use Ancestry to find information on our former students, but also how Ancestry could work in partnership to make our records more widely available. Particularly in the UK, many schools allow Ancestry to digitise their school registers. The information only becomes available on Ancestry once the statutory time period has passed under Privacy and other related legislation has passed. It does mean that family historians can access this information without having to contact the school. Jenny Pearce was able to describe how her local church is making their historic records available through this process. At the end of the talk, Ben generously arranged a free trial of Ancestry for interested schools or individuals.

David Roberts, Newington College Archivist, demonstrated his recent updates to Tabularium. He has set up a much greater level of indexing of material on the system. For instance, searching on a student could reveal categories such as: groups, teams, positions or achievements; entries in the school magazine; photographs; objects owned, used or associated with; record series created; and accessions containing material created, owned or used. This information also works in reverse. Photographs provide links to all students in the photo, likewise groups have the associated students linked to them. It was a very impressive system.

On a different note Margaret Miller, Moriah College Archivist, described her in-depth study on the management of medical records at Moriah. She looked at how medical information was collected and stored by the school. This analysis raised a number of important issues for how schools manage this type of information. Seeing this systematic analysis of recordkeeping within the school system was an inspiring example!

After lunch Helena Robinson, Moriah College Curator, showed the group the school's Heritage Centre and how it is used to tell the school's stories and link to the NSW curriculum. It was very interesting to see such a relatively young school valuing its history in this way. Thank you to Mr John Hamey, School Principal, Margaret and Helena for hosting the day and making us all feel so welcome.

Term 1, 11 March 2015, St Catherine’s School: Incorporating Archives with Education and Curriculum

On March 11 2015, 30 people attended the professional development day on the topic of Incorporating Archives with Education and Curriculum. The day was started with a welcome from our host Headmistress of St Catherine’s School, Dr Julie Townsend.

The three speakers for the day were all school archivists – Julie Daly from Abbotsleigh, Cathy Hobbs from St Ignatius Riverview, and Marguerite Gillezeau from Redlands and Ascham. They described the programmes they are involved with at their schools, covering Years 2 through 11. Practical advice was well received such as using allowing dress-ups to make it fun for the children (and adults too!), using worksheets to keep structure with class visits, how to liaise with teachers, to keep items for particular programmes in one box labelled as such, and so on.

After lunch we had our general business meeting which included presenting Evangeline Gallettis with flowers for recognition of being awarded an Order of Australia medal for her work in school archives. This was followed by a tour of the museum and the three other locations in the school that the archival records are stored at. Thank you to Evangeline and St Catherine’s College for hosting the day, it was very much appreciated by us all.

Term 2, 17 June, 2015, Sydney Grammar: Managing Digital Images and Film.

On June 17 2015, 47 people attended the professional development day on the topic of Managing Digital Images and Film. The day was started with a welcome from our host, Headmaster of Sydney Grammar, Dr John Vallance.

The first presenter was Simon Anson-Smith from SchoolSnaps who overviewed the issues with and expectations of the high number of digital images taken. Security and privacy laws were discussed (which is the reason why the SchoolSnaps facial recognition technology has been switched off). He gave a live demonstration of how SchoolSnaps operates by providing a systemised archiving automation by design that allows the school community to upload their photographs under set guidelines.

Julia Mant from National Institute of Dramatic Art (NIDA) was our second presenter, who provided an overview of digital asset management tools. Julia offered several affordable solutions that could cover all archiving and accessibility needs. Such products as Adobe, Search Tech, Open Source products, and DAM products (Fotoware, Canto Cumulus) were discussed.

The third speaker of the day was Graham Shirley, who has an extensive background in film and sound conservation and documentary film making and was senior curator at the National Film and Sound Archive. He provided examples of his documentary work that showed use of archive film, photographs, and oral history interviews.

After lunch we had our general business meeting which was followed by a tour of Sydney Grammar’s New Hall, an underground 1500 seat hall that had been excavated from sandstone bedrock creating an impressive atmosphere.

Convenor's comments

During the past twelve months, Robert Carew from Kambala School has retired. Roberta has been working in archives since 1973 so our group is fortunate to have had someone with her knowledge and experience. Earlier this year Evangeline Galettis from St Catherine’s School Waverly was awarded with an OAM for her work in school archives. This is wonderful for not only Evangeline, but it is also fantastic PR for school archivists.

This year we have released two surveys for NSW school archivists – one about hours worked and salary, and the other a general question survey about individual archives. Thank you very much to Alison Doran from Trinity Grammar School for compiling these surveys. The results will be available in the following year’s report.

Thank you very much to Jenny Pearce for her ongoing work in not only the role as Secretary but also for guidance and sage advice.

PD Days would not be possible without the generous support of hosting schools. Thank you very much to Margaret Miller from Moriah College, Evangeline Galettis from St Catherine’s School Waverly, and Bridget Minatel from Sydney Grammar for being wonderful hosts for the day by organising seating, catering, and allowing us to tour their archives. Thank you as well to our employers who have been supportive of our attendance and cost involved attending these PD days.

Kate Riseley Convenor New South Wales School Archives Special Interest Group 6 August 2015

Queensland School Archives Special Interest Group Convenor’s Report

Convenor: Denise Stephenson (Calvary Christian College)

First of all my apologies for not being able to attend the National School Archives 2015 SIG AGM as I am overseas for most of August and September. Since the last AGM, in place of our usual August meeting, four of us attended the Qld Small Museums Conference at The Redlands Museum and Moreton Bay Research Station and Study Centre on Stradbroke Island.

Our final SIG Meeting was held on the 23 October 2014 at Churchie (The Anglican Boys Church Grammar School). This included a tour of the school museum. The main topic was the use of databases in the Archives. The meeting began with a report by Wendy Biggs (St Aidan’s) of the Qld Small Museums Conference, which was held in August. The core business session, led by Denise Stephenson (Calvary Christian College) discussed dates and venues for 2015, ideas for our annual “Christmas Bash”, information about the Behind the Scenes Tour at the Museum, PD sessions offered by various profession bodies later in the year, requests for future topics of discussion at our meetings and news about our regular attendees, some of whom are retiring at the end of this year. The group was also informed that they donated more than $2,500 to the ASA this year as a result of our meetings.

David Nirens from Smart Box Archive Systems spoke about the product and the options that the company give for schools interested in using it, from just purchasing the interlocking modules that hold the documents to the software available to manage them. Our final and main speaker was David Clements from Dataflair who produces the software ‘Archive Manager’. He gave a quick overview of training session aimed at new users, and after lunch a more detailed look at managing digital archives, appropriate standards for archival documents, generating URLs to identify the location of digital records and dealing with security issues to ensure only authorised users have access to confidential archival documents. He completed the day looking at the latest features of the software.

Our annual Christmas Bash 2014 was a tour of the historic Walter Taylor Bridge which links Chelmer to Indooroopilly in Brisbane, involving a 1km walk across and back over the Walter Taylor Bridge and an internal pylon experience inside the Indooroopilly Pylon which was home to a family who collected the tolls for many years. This was followed by a High Tea at a quaint Tea Room close by.

Our first meeting for 2015 took place at St Rita’s College in Brisbane on Tuesday 17 March. Once again we made a conscious decision to make our first meeting an outreach to possible new members, so chose the topic of looking after and managing photos, specifically digital photos. It was advertised not only through the ASA but also various teacher-librarian networks and schools associations. The topic was obviously something that many people found a challenge as we had more than forty attendees, not only from Brisbane and Logan but also the Gold Coast, the Sunshine Coast, Toowoomba, and even two ladies who flew down from Yeppoon for the PD. The attendees were not just from schools but also religious organisations and companies involved in archiving photographs. We began the day with a tour of the heritage listed building, Stanley Hall, which also houses the School Archives and a small museum. Our host and school archivist, Helen Jackson, told us a little of the history of the building and the school before we convened in a room that had a spectacular view of Brisbane. Our speakers were Lydia Egunnike who is the Museum Development Officer for Southern Inland Queensland, based at the Cobb & Co Museum in Toowoomba, Christine Ianna, the Co-ordinator in the area of Publications reformatting at the State Library of Queensland, and Peter Zaini, the Manager and Head Technician of Retro Media, a company based in Brisbane that offers a wide range of digitising and scanning services for transparencies and photos as well as other media transfer services.

Our second meeting was held at Brisbane Boys College on Thursday 21 May 2015 when we discussed how the School Archives can assist with linking past and present students under the heading “One Family Unbroken.” The book “The Fallen” that has been produced by BBC as a part of the Centenary of the First World War commemorations was discussed by the school archivist, who worked on the compilation of this impressive tribute to the Old Boys who died in the service of their country over the last 100 years. Other speakers included Andrew Stark, Head of Library and Information Services from The Southport School, who talked about his school’s contribution to the Centenary commemorations with the publication of the book “To Honour Your Name”, which was focused on those Old Boys who fought in the First World War, not subsequent conflicts. Heexplained the assistance given to the local historian awarded the task of compiling the book by the School Archivist of TSS. The process of researching and writing the publication and how it will link the boys of the past, present and future was discussed, especially as a majority of the boys at the school have, since the turn of the century until today, been involved with the cadets.

There was an “Archives - Past, Present and Future” talk by Bianca Anderson, from St Joseph’s College, Gregory Terrace, speaking of her role as Archivist: linking with Alumni of the school, how she offers her museum and the changing displays to the present teachers and students to fit in with the National History Curriculum, and as a qualified teacher assists with the teaching module. This was followed by a presentation by Kelly Edwards, who works with the BBC Alumnae and BBC Foundation, giving practical examples of how she works with the School Archivist to market events, make history boards etc. and how her marketing keeps the school history alive for past, present and futures BBC boys. This was then followed by a workshop, sharing ideas of what has worked in each of our schools and our ideas for the future. These ideas were later collated and sent to all of our SIG members along with written notes from the event. The day concluded with a short talk from Neil Doherty, an ex- member of our SIG who, prior to retirement, was the School Archivist at St Joseph’s here in Brisbane. He has recently had published a children’s book, “From Gallipoli with Love: a Letter from the Trenches.” He discussed the personal story of finding a family letter from the War in Gallipoli and using his vision and skills refined during his career as an archivist to research and compile the book.

Our next meeting will be at St Joseph’s School, Gregory Terrace, Brisbane when the School Archivist, Bianca Anderson will demonstrate the system that the school has just put in place to digitalise the photographic collection, to keep and make accessible to the school community. The venue for the final SIG meeting of 2015 is yet to be confirmed.

Anne Roberts retired from Iona College at the end of 2014 and Rosemary Mammino replaced her at the beginning of 2015. Lesley Walker from The Southport School moved interstate and was replaced by Debbie Turner. Members of our SIG group are involved in presenting at three conferences this year - The Educate Plus Conference in July on the Gold Coast, the Queensland Registrars’ Conference on the Sunshine Coast in September and the Sisters of Mercy Conference in Perth, also in September, talking about the school archives and the role of the school archivist. We would like to thank the Queensland ASA Branch for providing us with handouts for these events. We have also continued to assist schools in setting up school archives, giving advice, lending material and passing on web-based resources that they can access to further their research into the practicalities of embarking on preserving their school’s history. Since our last report we have welcomed two ladies from Coorparoo State School, two from Cavendish State High in Brisbane and two from Immanuel College Lutheran School on the Sunshine Coast to our group and also assisted a school in Maryborough and Coorparoo in attempting to set up a school archive. We have now many more contacts from our various meetings who we hope in time will see the benefit of belonging to the ASA.

There have been a variety of questions asked and discussed throughout the year. Many have related to suppliers, and digitalisation issues. At the beginning of the year we canvased our group for tropics that they would like us to cover and our meetings have tried to deal with some of the topics requested.

Denise Stephenson Convenor Queensland School Archives Special Interest Group July 2015

South Australian School Archives Special Interest Group Convenor’s Report

Committee 2014-2015, elected 3 March 2014

Convenor: Samantha Cooper (Pulteney Grammar School) Secretary: Andrea McKinnon-Matthews (St Peter’s College) Treasurer: Vacant Newsletter Editor: Samantha Cooper (Pulteney Grammar School) Committee: Danielle Trewartha (Loreto College), Margaret Macdonald (Seymour College)

Date of last AGM: n/a

Report

In October our meeting was held at Immanuel College and was hosted by School Archivist Greg Slattery. We met in the foyer of the Sports Centre where we admired the Sporting Hall of Achievement. We then proceeded to the ICOSA Function Centre for a ‘show and tell’ session primarily relating to WWI. Some interesting and varied items and stories were discussed.

The first meeting for 2015 was held on March 3 at St Peter’s College. We welcomed Lee Amoroso, Convenor of the SA Branch and Principal Archivist, Collection Management, State Records of South Australia. Lee spoke about her introduction to archives and the development of her career as an archivist. She then spoke about the role of school records in State Records as well as the care and preservation of public school records. The interest generated will definitely lead us to a site visit to State Records SA in the near future!

The meeting itself took the form of a special general meeting to implement the new Rules. For many years we have been operating as a SIG but without formal rules. I am pleased to say the Rules were passed unanimously at this meeting.

As a result of the introduction of the rules a new committee was elected. Andrea McKinnon-Matthews (St Peters College), Danielle Trewartha (Loreto College) and Margaret Macdonald (Seymour College) were elected to the committee. I remained as Convenor. Since March we have held our first committee meeting and have made plans for forthcoming meetings and workshops.

I would like to express my thanks to my previous secretary, Greg Slattery, for his hard work and enthusiasm over recent years. Without his help my job would have been a lot harder. I would also like to thank Kylie Percival for her support regarding the implementation of the Rules. It has been a delicate process moving forward but her constant support has been invaluable.

Samantha Cooper Convenor South Australian School Archives Special Interest Group 30 June 2015

Victorian School Archives Special Interest Group Convenor’s Report

Committee 2014-2015, elected 7 May 2014

Convenor: Esmae Boutros Secretary: Brigid Cooper Membership: Chris Otto Reports / Photography: Joanne Horsley, Sandra Turner Network Meeting Coordinators: John Waterhouse, Robin Scott

Date of last AGM: 7 May 2014

Report

I cannot believe it has been a year since our last AGM, at which we paid tribute to Trevor Hart and lusted after Mandeville Hall.

A year where there has been more and more digital access to records and images from all over the world, and pressure for us to keep up with the latest technology, create oral histories and add our records to the online mix. In addition to just – chasing, assessing, preserving, digitising, accessioning and accessing items in our Archives.

Where the Vice President of Google, Vint Cerf warned of a ‘digital dark age’ where old formats of documents that we have created may not be readable by the latest version of the software because backwards compatibility is not always guaranteed…Where the Royal Photographic Society advised photographers to print images they want preserved as 100 year old photos are still surviving while digital storage media can wear out or become obsolete in ten. In fact, there are companies offering to make negatives for our digital photos!

How do we humble school archivists provide our schools with the most comprehensive and sustainable archives possible. By coming along to these meetings – asking questions and sharing solutions.

In Term 3 last year we visited St Patricks in Ballarat and heard from Angela from Archival Survival about the resources available to preserve our collections (while the snow drifted outside). In Term 4 Helen Moylan hosted us at Melbourne Girls’ Grammar. We discussed the concept of incorporating archival material into Multi-Media productions and documentaries. In Term 1 this year we visited Halebury College and settled down in their amazing heritage room for a lively discussion of many topics including the possible use of social media. Today we will address again possible resources to tame the photo collections of our schools, and then the challenges of multi-campus schools.

The Committee members are committed to ensuring that our times together are as relevant and as helpful as possible. Please let us know what challenges you would like to discuss as a group. And if you can, join the committee and be part of blessing our precious Victorian School Archivists.

Esmae Boutros Convenor Victorian School Archives Special Interest Group 30 July 2015

Western Australian School Archives Special Interest Group Convenor’s Report

Committee 2014-2015, elected 9 September 2014

Convenor/ Website/Publicity: Freida French Secretary: Stephanie Neille Treasurer: Peta Madalena ASA Liaison officer: Margaret Paterson Committee Members: Carol Lander, John Beaverstock, Lucy Smith, Harry Weston, Shannon Lovelady

Date of last AGM: 9 September 2014

Our AGM for 2014 was held at John Wollaston Anglican Community School, Kelmscott. The meeting was followed by a presentation from Carol Lander on the management of student records at John Wollaston Anglican Community School, which led to a general discussion on student file management practices.

The end of year meeting was held at Methodist Ladies College and was hosted by Michelle Campbell, who after the meeting gave a presentation ‘Connecting with the Classroom’, followed by a visit to the Aileen Bennett Room, which is a space designated for archival displays and for members of the school community to interact with the history of the school. Michelle has created an amazing space with many interesting and inspiring ideas for taking archives to the classroom.

During first term our SIG organised an Archive Manager/Archive Server workshop hosted by John Beaverstock, Archivist at All Saints College, Bull Creek. David Clements of Dataflair Systems presented three sessions relating to the management of electronic archives. The first session covered digital standard formats appropriate for digital archiving. The second session addressed electronic archival storage, and included the important issue of the migration of archives as technology evolves. The final session was a demonstration of the features of Archive Manager/Archive Server.

Our first meeting for 2015 was held at The State Library of Western Australia. The meeting was preceded by a ‘Behind the Scenes’ tour of the State Library Conservation, Preservation and Formatting Departments. Thank you to Lee Bickford and the State Library for allowing the group to observe first hand some of the conservation and preservation practices demonstrated by Cristina Albillos, the senior conservator, and other members of the staff. After the tour a meeting room was provided for our general meeting. Over 20 people attended this event.

At the AGM of the School Archivists SIG (WA Branch) in 2014 it was decided that we would reduce our meetings to three per annum, and hold some professional development events without meetings as it was felt that some meetings were too full and reduced the opportunity for general discussion. Our next AGM will be held on 15 October at Scotch College Swanbourne, our host will be archivist Peta Madelena, and the speaker will be Christopher Dawkins, archivist at Felsted School in England.

Meetings over the year have again been well attended. While the group’s main focus is school archivists, it also includes those who work in religious and other small archives, who share similar experiences in their place of work. In addition to regular professional development presentations, the meetings provide a means of networking, and a forum for discussing issues relevant to archival activity. Thank you to all those who have provided venues, hospitality and input into to our meetings, they would not be possible without you. A special thank you to Stephanie Neille for her work as secretary and to our committee members for their support and advice throughout the year.

Freida French Convenor Western Australian School Archives Special Interest Group 6 August 2015

Indigenous Issues Special Interest Group

Committee 2014-2015, elected 15 October 2013 (no AGM was held in 2014) Convenor: Andrew Wilson Secretary: Hilary Rowell Newsletter Editor: Rebecca Bateman

Date of last AGM: 15 October 2013

Government Special Interest Group

Committee 2014-2015, elected 30 September 2014

Convenor: Josephine Marsh until 2 June 2015 Acting Convenor: Catherine Robinson since 3 June 2015 Secretary: Catherine Robinson Committee: Linda McFarlane, Michele Keogh, Susie van der Sluys, Angela McGing, Lynda Weller

Date of last AGM: 30 September 2014

Reference, Access and Public Programs Special Interest Group

Committee 2014-2015, elected 15 October 2013 (no AGM was held in 2014)

Acting Convenor: Anne McLean Secretary/ Newsletter Editor: Anne McLean Committee Members: Paul Dalgleish, Craig Tibbitts, Peter Miller, Christine Yeats, Niles Elvery, Gregory Cope

Date of last AGM: 15 October 2013

University Archives Special Interest Group

Committee 2014-2015, elected 30 September 2014

Convenor: Anne Picot Secretary: Kirsten Wright

Date of last AGM: 30 September 2014