AnnualAnnual ReportReport 20112011 –– 20122012

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Notice of Meeting 3 Minutes of the Twenty First Annual General Meeting 4 President and Vice President’s Report 9 Council’s Report 13 Annual Report and Financial Statements 15 Annual Membership Subscriptions from 1 January 2013 27 Returning Officer’s Report 28 Notices of Motion Motion 1 29 Motion 2 31 Motion 3 33 Branch Convenor's Reports Australian Capital Territory 35 New South Wales 37 Queensland 41 South Australia 42 Victoria 44 Tasmania 46 Western Australia 48 Special Interest Group Convenor's Reports School Archives SIG New South Wales 50 Queensland 53 South Australia 55 Victoria 56 Western Australia 59 2011 National Symposium Report 61 International Council on Archives Section of Professional Associations Report 63

Notice of Meeting Australian Society of Archivists Incorporated Twenty Second Annual General Meeting

Brisbane Convention & Exhibition Centre, Room P4. Cnr Merivale and Glenelg Streets, South Bank, Queensland. Thursday, 23 August 2012 from 5.30pm

AGENDA (issued Monday 30 July 2012 on behalf of the Australian Society of Archivists Inc. Council)

1. Present

2. Apologies

3. Confirmation of Minutes of the Twenty First Annual General Meeting held at History House, 133 Macquarie Street, Sydney, on 19 October 2011.

4. President’s Report

4A Council’s Report

5. Secretary / Treasurer’s Report

6. Annual Membership Subscriptions

7. Auditors Report

8. Appointment of Auditor for 2012 / 2013

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

10. Appointment of ad hoc committees

11. Special Business and Notices of Motion

12. Presentation of Awards

13. General Business

14. Date and Place of the Twenty-Third Annual General Meeting Council proposes Wednesday 16 October 2013, Canberra, ACT

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Minutes of the Twenty First Annual General Meeting of the Australian Society of Archivists Incorporated on 19 October 2011 at History House, 133 Macquarie Street, Sydney, NSW

Meeting commenced at 3.05pm

Present: (46) Tatiana Antsoupova, Lee Amoroso, Margaret Avard, Joanna Baker (Councillor), Baiba Berzins, Jackie Bettington, Katie Bird, Karin Brennan, Maria Carvalho, Paul Dalgleish, Cassie Findlay, Kathy Frankland, Pauline Garland, Melanie Grogan, Richard Lehane, Pat Jackson (President & Chair), Debra Leigo, Ewan Maidment, Julia Mant, Sigrid McCausland, Colleen McEwen, Angela McGing, Helen McLaughlin, Lyn Milton, Adelaide Parr, Margaret Paterson (Councillor), Janette Pelosi, Kylie Percival, Anne Picot, Michael Piggott, Svemir Popovic, Louise Preston, Janet Prowse, Barbara Reed, David Roberts, Catherine Robinson, Tim Robinson, Br William Shaw (Councillor), Jim Sinclair (Returning Officer), Clive Smith (Secretary / Treasurer), Marie Steer, Shirley Sullivan, Ian Sutherland, Louise Trott (Vice President & Deputy Chair), Alan Ventress, Stephen Yorke.

Agenda Item 1 – Introduction and welcome Acknowledgement of the Country of the Gadigal People, and their elders past and present, on whose land the meeting took place.

Agenda Item 2 – Apologies Margaret Birtley, Fiona Burn, Peter Crush (per Kylie Percival), Kate Cumming, Kathryn Dan (per Adelaide Parr), Patricia Downs, Kim Eberhard, Gerard Foley, Katherine Gallen, Marian Hoy, Chris Hurley (per Anne Picot), Margaret Reid, Joanna Sassoon, Anne-Marie Schwirtlich.

Agenda Item 3 – Timekeeping and Confirmation of the Minutes of previous meeting The President delegated timekeeping responsibilities to Vice-President, Louise Trott, who proceeded to chair the meeting. The Chair noted allocated timeframes for the Agenda items and confirmed that the Standing Orders specify a maximum of 3 minutes speaking time. Questions can be asked at the end of all the reports.

Confirmation of the Minutes of the 20th ASA AGM held on 14 October 2010 – it was noted that Ray Edmondson‟s names were spelled incorrectly and confirmed that items arising from the minutes would be dealt with in other business.

Motion: That the minutes of the 20th ASA AGM held on 14 October 2010 be accepted as a true and accurate record. Moved: Alan Ventress Seconded: Kathy Frankland Carried

Agenda Item 4 – President’s Report 2010-2011 The President Pat Jackson read the President‟s Report (as printed in the 2010-2011 Annual Report), and also thanked Barbara Reed, Maggie Shapley, and Catherine Robinson for providing advice to her and to the Council during the year.

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Motion: That the President‟s Report be accepted. Moved: Pat Jackson Seconded: Alan Ventress Carried

Agenda Item 5 – Executive Officer’s Report The Executive Officer Alice-Anne Boylan read the Executive Officer‟s Report (as printed in the 2010/2011 Annual Report).

Motion: That the Executive Officer‟s Report be noted. Moved: Pat Jackson Seconded: Steve Stefanopoulos Carried

Agenda Item 6 – Secretary / Treasurer’s Report The Secretary / Treasurer, Clive Smith spoke to his Report and noted the following:  2010/2011 was a disappointing year given the expected turnaround announced at the 2010 AGM. The 2010/2011 budget had been passed by Council in September 2010 and there was confidence it would be realised.  There were a number contributing factors for losses in the financial years 2006/2007, 2007/2008, 2009/2010, and 2010/2011.  In early 2010, the Council had reviewed the staffing situation from a business continuity perspective, and in June 2010 Council decided to appoint an Executive Officer.  Although a new budget was prepared and approved by Council in 2010, there were some unexpected, and therefore unbudgeted issues. For example, difficulty with the online membership system caused disruption to the membership renewal process. Additional staffing has also had an impact on the Society‟s finances.  At its last two meetings Council reviewed the budget with a view towards a „break even‟ budget in 2011/12, assuming a stable membership base.  The decision to employ staff was prompted by the fact that there was a surplus of unused funds and the ASA was one of the few significant archival associations without staff. Employment of professional executive staff was intended to progress the Society to more professional management, and to allow Council to focus on leading the organisation.

Motion: That the Secretary / Treasurer‟s Report be accepted. Moved: Clive Smith Seconded: Anne Picot Carried

Agenda Item 7 – Annual Membership Subscriptions Clive Smith proposed that there be no change to subscription rates.

Motion: That the Membership subscriptions be set at the following rates from 1 January 2012 (unchanged). Moved: Clive Smith Seconded: Ewan Maidment Carried

Agenda Item 8 – Auditor’s Report Louise Trott drew the members‟ attention to page 38 of the Annual Report papers.

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Motion: That the Auditor‟s Report be accepted. Moved: Clive Smith Seconded: David Roberts Carried

Agenda Item 9 – Appointment of Auditor for 2011-2012 Motion: That Better Accounting be appointed auditors for 2011-2012. Moved: Clive Smith Seconded: Margaret Paterson Carried

Agenda Item 10 – Returning Officer’s Report The Returning Officer for the 2011 AGM is Jim Sinclair, who spoke briefly to his published Report. Jim thanked Br William Shaw for his assistance on the day of counting the votes.  126 votes were received. Of these 4 were informal votes.  54% of Professional members voted.  The results of the election were as reported in the Annual Report:  Vice-President: Kylie Percival  Councillors: Cassie Findlay, Luisa Moscato, and Katherine Gallen

Pat Jackson welcomed the new members to the Council.

Motion: That the Returning Officer‟s Report be accepted. Moved: Baiba Berzins Seconded: Karin Brennan Carried

Agenda Item 11 – Appointment of Ad Hoc Committees – None Clive Smith clarified that the Editorial Board was appointed by the Journal Editor but not appointed by the AGM as an ad hoc committee.

Agenda Item 12 – Special Business and Notices of Motion Agenda Item 12.1 Notice of Motion A Notice of Motion had been submitted by Peter Crush who was not able to attend the AGM in person. The purpose of the motion is to formalise the common practice that, in the absence of a formal „mover‟, the meeting will still consider the motion. The Rules do not allow for this yet.

Peter has commended this change to the Rules in order to enable discussion to take place in meetings.

Motion: That the proposal for amendment of Sub-rule 6 of Rule 15 as submitted by Peter Crush be adoped Moved: Anne Picot Seconded: Clive Smith Carried

Agenda Item 12.2 - Archives & Manuscripts Steve Stefanopoulos confirmed that the Archive & Manuscripts contract is for the future issues from 2012, and for the past issues subject to copyright clearance. Alice-Anne Boylan will be contacting each author re copyright clearances.

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It was suggested that Council considers the current dissatisfaction of membership of the Editorial Board matters and the mass resignation, as there appears to be no current means of dealing with this dissatisfaction.

Motion: „In view of the effective vote of no confidence by the mass resignation of the e-A&M subcommittee and the uncertain status of Helen McLaughlin and David Roberts, this AGM of the ASA recommends to Council that it establishes a new Editorial Board to oversee all of the publications programs, including Archive & Manuscripts and the proposed magazine, and future books, to be composed of a minimum of 3 professional members who are not members of Council, to ensure input into the publications of professional archival experience and theory. This AGM recommends to Council that it establishes a new Editorial Board to oversee publications.‟ Moved: Anne Picot Seconded: Baiba Berzins

Anne Picot provided background to the motion, noting there was considerable alarm due to the mass resignation of very experienced Archive & Manuscripts Editorial Board members. This motion was an expression of widespread concern generated by assigning one of the Society‟s principal assets (Archive & Manuscripts) to a private organisation. It was also noted that not all of the Editorial Board members had resigned.

Barbara Reed requested that the motion be strengthened to ensure there is an accountability mechanism. A Board can be established at a meeting but Council can choose to ignore it.  Anne Picot accepted the amendment and read out the amended motion: „In view of the effective vote of no confidence by the mass resignation of the e-A&M subcommittee and the uncertain status of Helen McLaughlin and David Roberts, this AGM of the ASA recommends to Council that it establishes a new Editorial Board to oversee all of the publications program, including Archive & Manuscripts and the proposed magazine, and future books, to be composed of a minimum of 3 professional members who are not members of Council, to ensure input into the publications of professional archival experience and theory, and to include an accountability mechanism acceptable to the membership.‟ Seconded: The amendment was acceptable to the Seconder. Carried

Agenda Item 12.3 – Thanks to Clive Smith, retiring Councillor There was a vote of thanks for Clive Smith for 10 years of service and dedication to the role of ASA Treasurer, including the financing of Keeping Archives III. The meeting thanked Clive by acclamation.

There was a brief discussion regarding membership benefits, forward planning, membership, and communications. The Chair confirmed Council has considered a new subcommittee structure to involve members more directly and to help carry the organisation forward.

Agenda Item 13 – Presentation of Awards by Pat Jackson Presidents Award: Pat Jackson made the following awards:  To Jenny Pearce for her contribution to a successful and sustained CPD program for the NSW School Archives SIG

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 To Janet Howse for her contribution to a successful and sustained CPD program for the NSW School Archives SIG

Fellow of Society: Pat Jackson awarded the Fellowship of the ASA to Jill Caldwell. She read out the expansive supporting Citation which covered Jill‟s illustrious career in archives administration. It was suggested that Jill Caldwell‟s Citation be published.

Agenda Item 14 – General Business Date and Place for the 22nd AGM of the ASA - Thursday 18 October 2012. Place to be determined.

Pat Jackson closed the meeting at 5:11pm, after thanking all present for their commitment to and support of the Society, and reminded members of the Mander Jones Awards event at State Records NSW Sydney Reading Room, The Rocks.

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President and Vice President’s Report

Given the unusually testing circumstances which unfolded during October 2011, the President and Vice-President have opted to present a joint report for 2011-2012. This decision re-enforces the remarkably collaborative effort of ASA Council members during this difficult period. The three continuing Councillors from 2010-2011 (Pat Jackson, Louise Trott, and Steve Stefanopoulos) and the three incoming Councillors from the 2011 AGM (Cassie Findlay, Katherine Gallen, and Kylie Percival) have worked together with goodwill, determination, and mutual support. These six Councillors also benefited greatly from the support and input of Karin Brennan and Ian Sutherland, who joined Council at various points during the year.

Naturally, the revelation of the Society's perilous financial circumstances, following the inaugural meeting of the new Council on 22 October 2011, caused considerable disquiet. In retrospect, the timing of that meeting was fortuitous. The advice and practical assistance provided by John Peacock from Associations Forum was also invaluable. The necessary drastic steps taken by the new Council to close the ASA National Office in Brisbane, and the associated staff redundancies, in addition to other cost cutting measures, proved to be sufficient to prevent insolvency and to stabilise the Society‟s finances.

The determination of Council members to lead the Society through this crisis was immediately rewarded by the support of the many members who contributed actively towards the management of the Society, and continue to do so. The lengthy list of volunteers listed below, is a testament to the widespread involvement of the members in the Society's operations.

ASA members who met in Sydney on 14 April 2012 participated directly in a Strategic Planning Day for the ASA, and contributed to defining those elements which are central to our archival and recordkeeping profession and to the ASA. The next face-to-facing Council meeting on 30 June 2012, provided an opportunity for Council to distil the outcomes of the Strategic Planning Day into five goals. These five goals will be the touchstone for all of Council‟s activities, to ensure we are expending our efforts appropriately, and to provide accountability criteria against which the performance of Council can be measured by members.

The following brief review of the activities undertaken by the 2011-2012 Council 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 The activities of the Society in relation to this goal were reactive. However, given the likelihood of increasing pressures on the funding of archival and recordkeeping activities, this is an area the Society needs to reappraise in order to be more effective.

Activities for 2011-2012 included:  Submission to the Australian Heritage Strategy Public Consultation Paper; National Security Inquiry; and the Australian Charities and Not-for-profits Commission: Implementation Design Discussion Paper  Joint submission with Records and Information Management Professionals Australasia (RIMPA) on the draft e-health legislation, the Personally Controlled Electronic Health Records Bill 2011

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 Submissions to relevant state ministers (NSW & WA) regarding funding levels, activities, and service points for State Records Authorities  Letter of support to the Association of Canadian Archivists

Provide and facilitate education and training for archivists and recordkeepers The continued development of a suite of workshops has seen the ASA positioned to deliver well conceived workshops which have contributed to our financial recovery.

The current suite of workshops includes:  An Introduction to Archives & Archival Programs  Introduction to Accessioning  Digital Recordkeeping on a limited budget  Archival Digitisation (Medium)  Archival Digitisation (Advanced)  Digital Recordkeeping (Best Practice)

Two new workshops will be launched at the ICA Congress in Brisbane: Appraisal the Australian Way, and Approaches to Arrangement and Description. The delivery of all workshops more widely across the country will be a major priority for the coming year.

Activities for 2011-2012 included:  Revision and endorsement of the Learning Committee‟s terms of reference, and inclusion of Branch representatives in the Learning Committee membership  Development of a Continuing Professional Development Toolkit for Branches and SIGs  Delivery of workshops in the following centres since October 2011: Perth, Melbourne and Hobart  Preparation for the delivery of a suite of ASA workshops at the ICA Congress  Confirmation of Canberra as the site for the 2013 ASA Conference, and support for the 2013 Conference Committee  Preliminary discussions regarding future accreditation processes for tertiary archives and recordkeeping courses  Initial planning for a Colloquium in November 2012

During 2011-2012 the Society could not have continued its professional development activities and raised vital income through CPD workshops without the in-kind support of trainers (Steve Stefanopoulos, Cassie Findlay and Pauline Joseph), and the providers of our training venues (National Archives of Australia, Public Record Office Victoria, The Hutchins School and Loreto Mandeville Hall Toorak). Thanks are also due to trainers for the ICA Congress workshops (Cassie Findlay, Pauline Joseph, Jackie Bettington, Kerry Gordon, Sigrid McCausland and Barbara Reed).

Establish and maintain archival and recordkeeping professional standards There was comparatively little activity in relation to this goal due to the overriding financial concerns. However, it is an area which will require attention in the coming year.

Activities for 2011-2012 included:  Re-establishment of the Professional Membership Sub-committee  Input into the revision of the joint Statement of Professional Knowledge for Archives, Records and Information Management with RIMPA

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Inform and communicate within and beyond the profession Archives & Manuscripts (A&M) is now delivered by publishers Taylor & Francis in conjunction with the new editorial board of A&M. Under these new arrangements A&M will be issued three times per annum. At the time of writing, two issues of A&M have been delivered to members and subscribers (November 2011 and March 2012), and the July 2012 issue is due to be released shortly.

Activities for 2011-2012 included:  Implementation of measures to ensure viability of Archives Live! (key outreach tool for archivists and recordkeepers globally)  Monthly issues of the e-bulletin, Archive matters! for members  Issue of one-off Member update! e-newsletters regarding critical developments and announcements for members  Release of upgraded and revamped ASA website  Release and sales of a CD version of Keeping Archives III  Scoping work commenced on A&M retro-digitisation project, with a project team (Katherine Gallen and Janet Pelosi) to communicate with A&M authors regarding publication of back issues  Appointment of new A&M Editorial Board members  Release of a PDF version of the ASA Membership Directory  Initial discussions regarding a hardcopy reprint of Keeping Archives III

Govern and manage the organisation well Unsurprisingly, this area of management was the focus of most of Council‟s activity since 22 October 2011. Ironically, business continuity, compliance, and recordkeeping issues proved to be a challenge for the Society. However, thanks to the excellent assistance of many members - most notably Angela McGing (Membership Officer) and Rodney Teakle (Public Officer) - these issues have been or are in the process of being addressed.

In March 2012, it was found that the ASA had not lodged recent changes to the Rules with the ACT Office of Regulatory Services (ORS). It also became apparent that some parts of the Rules were not consistent with the Associations Incorporation Act 1991. Consequently, a special general meeting was held in Sydney on 14 April 2012 to pass relevant changes to the Rules, and the subsequent changes were lodged with the ORS.

In June 2012, it was discovered that the Society‟s application in November 2010 for registration as an Australian Registered Body under the Corporations Act 2001 was not finalised. Based on Australian Securities and Investments Commission advice, another application was submitted and registration made on 25 July 2012.

Activities for 2011-2012 included:  Stabilisation of financial losses through the closure of the ASA National Office in Brisbane, and renegotiation of payments with creditors  Arranged contract for delivery of bookkeeping services  Preparation for the implementation of activity-based costing aligned with ASA goals for 2012-2013 financial year  Re-establishment and maintenance of the membership database, including the issuing of timely membership renewals  Strategic Planning Day held on 14 April 2012 with draft Strategic Planning outcomes circulated to members, followed by updated Mission and Goals developed by Council in July 2012  Membership Survey issued, results consolidated, and initial report circulated

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 Establishment of Information, Communication and Technology (ICT) Sub-committee  Establishment of Learning Sub-committee

The many positive achievements of the last twelve months have been due to the countless ASA volunteers who have given their time, effort, and expertise to help put the ASA back on its feet. The difficult and yet necessary decisions made by Council, and the positive way in which the members have responded, is a testament to the passion for, and the value placed on the ASA by the archives and recordkeeping community of Australia. The Council extends its sincere thanks to all those who have helped secure the future of the ASA.

Volunteers Lee Amoroso, Tatiana Antsoupova, Jackie Bettington, Katie Bird, David Bloomfield, Karin Brennan, Mark Brogan, Bob Broughton, Kirsty Buchan, Fiona Burn, Andrew Cook, Brigid Cooper, Samantha Cooper, Greg Cope, Sue Coppin, Pam Cramond, Peter Crush, Cassie Findlay, Katherine Gallen, Pauline Garland, Kerry Gordon, Janet Howse, Pat Jackson, Vera Jeffrey, Jenny Jerome, Pauline Joseph, Richard Lehane, Annabel Lloyd, Rowena Loo, Julia Mant, Margaret Mason-Cox, Sigrid McCausland, Margaret McDonald, Colleen McEwen, Angela McGing, Luisa Moscato, Janet Newman, Nicki Ottavi, Adelaide Parr, Margaret Paterson, Jenny Pearce, Kylie Percival, Anne Picot, Michael Piggott, Alan Ralph, Jane Ratcliff, Barbara Reed, David Roberts, Tim Robinson, Sue Ryan, Jenny Scott, Bill Shaw, Tim Sherratt, Greg Slattery, Clive Smith, Bruce Smith, Desley Soden, Steve Stefanopoulos, Mark Stevens, Ian Sutherland, Caitlin Sutton, Rodney Teakle, Jane Thimke, Robert Thornton, Guy Tranter, Danielle Trewartha, Louise Trott, Alan Ventress, Jill Waters, Jacinta Weiss, Christine Yeats, Stephen Yorke and non-members John Peacock, Danielle Yan and Ian McDonald.

Council members look forward to the next twelve months as an opportunity to further develop and consolidate the ASA‟s leadership of our profession.

Pat Jackson Kylie Percival ASA President ASA Vice President

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Council’s Report

Council members for 2011/12. Patricia Jackson President Kylie Percival Vice President from 19 October 2011 Louise Trott Vice President to 19 October 2011 Councillor 20 – 31 October 2011 Secretary / Treasurer from 1 November 2011 Steven Stefanopoulos Councillor to 19 October 2011 Secretary / Treasurer 19 – 25 October 2011 Councillor from 25 October 2011 Cassie Findlay Councillor from 19 October 2011 Katherine Gallen Councillor from 19 October 2011 Karin Brennan Councillor 3 December 2011 – 17 February 2012 Ian Sutherland Councillor from 18 February 2012 Luisa Moscato Councillor 19 – 24 October 2011 Clive Smith Secretary / Treasurer to 19 October 2011 William Shaw Councillor to 22 October 2011 Joanna Baker Councillor to 19 October 2011 Margaret Paterson Councillor to 19 October 2011

Attendance of Councillors at meetings The number of Council members‟ meetings and number of meetings attended by each of the Council members of the entity during the financial year are: Name Possible Attended Joanne Baker 3 1 Karin Brennan 1 1 Cassie Findlay 7 5 Katherine Gallen 7 5 Pat Jackson 10 9 Luisa Moscato 1 1 Margaret Paterson 3 3 Kylie Percival 7 7 William Shaw 4 3 Clive Smith 3 3 Steve Stefanopoulos 10 10 Ian Sutherland 4 4 Louise Trott 10 8

Principal activities of the Society The principal activities of the Society during 2011/2012 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.

Risk management Environmental regulation The entity‟s operations are subject to various environmental regulations under both Commonwealth and State legislation. The Council believes the entity has adequate systems in place for managing its environmental requirements and is not aware of any breach of

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environmental requirements applicable to the entity.

Net financial situation For the financial year 2011/2012, the Society made a net profit of $3,931.22.

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.

Pat Jackson Kylie Percival ASA President ASA Vice President

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Annual Report and Financial Statements for the year ending 30 June 2012

Balance Sheet as at 30 June 2012

Note 2012 2011 $ $

Assets

Cash and cash equivalents 8a 81,506 54,413 Trade and other receivables 7 21,566 54,864 Inventories 6 34,702 39,812 Prepayments and deposits 12 1,039 71,877 Total Current Assets 138,814 220,966

Property, plant and equipment 5 36,406 11,533 Total Non-Current Assets 36,406 11,533

Total Assets 175,220 232,499

Liabilities

Trade and other payables 11 95,180 185,523 Total Current Liabilities 95,180 185,523

Total Liabilities 95,180 185,523

Net Assets 80,040 46,976

Equity Reserves 9 0 20,000 Retained earnings 9 80,040 26,976

Total Equity 80,040 46,976

The Balance Sheet is to be read in conjunction with the notes to the financial statements set out on pages 18 to 23.

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Income statement for the year ended 30 June 2012

Note 2012 2011

$ $

General Income

Membership subscriptions 187,154 184,252

Donations 206 350

Interest Income 1,333 3,569

Earned Income Annual conference 13 (9,162) 19,973 Seminars and workshops 14 30,478 39,317 Journal Subscriptions & advertising 15 (9,619) 3,257 Publication & other sales 16 2,250 1,031 Royalties 8,556 9,029

Grant & other income 726 2,522

Total income 211,922 263,300

Expenses

Audit fees 6,000 6,000

Archives & records services 0 1,607

Annual general meeting 996 892

Bookkeeping 12,242 35,570

Council & executive 5,160 23,670

Committees, branches & SIGs 131 383

Consulting 8,115 0

Doubtful Debts 0 4,744

Education Expenses (CPD) (6,985) 8,000

Insurance 4,777 2,797

IT Service 4,214 5,883

Sundry administrative costs 1,437 314

Bank & merchant fees 3,822 5,022

Postage & freight 2,459 1,535

Printing & stationery 2,062 6,848

Rent & outgoings 28,661 24,789

Telephone & internet 4,726 7,688

Depreciation 5 14,010 2,741 Software licences 3,384 2,491

Staff costs 4 58,615 179,291 Awards 1,661 140

Scholarships 0 0

Promotions & Advertising 125 0

Leaflets & giveaways 0 33

Subscriptions 1,399 4,390

Representation 0 3,417

Meeting Room hire and catering 2,429 3,335

Website & publication development 19,467 17,493

Advocacy & public issues 0 273

Sponsorships 0 1,888

Membership benefits (Journal) 0 0

Stock Write-off (52) (5,497)

Loss on disposal of assets 0 1,440

Total expenses 178,858 347,177

Profit/(loss) for the year 33,064 (83,877)

The Income Statement is to be read in conjunction with the notes to the financial statements set out on pages 18 to 23.

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Statement of Cash Flows for the year ended 30 June 2012

Note 2012 2011 $ $

Cash flows from operating activities Cash receipts from customers 456,953 477,593 Cash paid to suppliers and employees (392,309) (623,496) Cash generated from operations 64,644 (145,903)

Net cash from operating activities 8b 64,644 (145,903)

Cash flows from investing activities Interest received 1,333 3,569 Acquisition of property, plant and equipment 5 (38,884) (11,126)

Net cash from investing activities (37,551) (7,557)

Net increase (decrease) in cash and cash equivalents 27,093 (153,460)

Cash and cash equivalents at 1 July 54,413 207,873

Cash and cash equivalents at 30 June 81,506 54,413

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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.

(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 estimated useful lives in the current and comparative periods are as follows:

• Website development 4 years • Computer equipment 5 years • Office furniture 7.5 years

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

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Notes to the financial statements (continued)

(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.

(c) Revenue

(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.

Income (d) 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.

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Notes to the financial statements (continued)

2012 2011 4 Personnel expenses $ $

Wages and salaries 54,049 154,874 Contributions to defined contribution plans 3,733 13,214 Increase / (decrease) in liability for annual leave 0 (5,140) Other associated personnel expenses 834 16,343 58,615 179,291

5 Property, plant and equipment Computer Office equipment furniture Total $ $ $ Cost Balance at 1 July 2010 8,302 3,601 11,903

Additions / (Disposals) (6,684) 6,976 292 Balance at 30 June 2011 1,618 10,577 12,195

Balance at 1 July 2011 1,618 10,577 12,195 Additions / (Disposals) 37,937 947 38,884 Balance at 30 June 2012 39,555 11,524 51,079

Depreciation and impairment losses Balance at 1 July 2010 6,942 1,814 8,756

Depreciation for the year 674 2,067 2,741 Adjustment (Disposals) (7,455) (3,379) -10,834 Balance at 30 June 2011 161 502 663

Balance at 1 July 2011 161 502 663 Depreciation for the year 2,988 11,022 14,010 Adjustment (Disposals) 0 0 0 Balance at 30 June 2012 3,149 11,524 14673

Carrying amounts At 1 July 2010 1,361 1,786 3,147 At 30 June 2011 1,458 10,075 11,533

At 1 July 2011 1,458 10,075 11,533 At 30 June 2012 36,406 0 36,406

6 Inventories

Finished goods Publications 34,702 39,812 34,702 39,812

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Notes to the financial statements (continued)

2012 2011 7 Trade and other receivables $ $ Trade receivables 21,566 54,864 21,566 54,864

8a Cash and cash equivalents Bank balances: Westpac Cheque Account 61,184 13,532 Term Deposit Account …931971 6,175 5,820 Public Fund Account … 8460 242 146 Business Max-I Direct Account 0 34,623 Cash Reserve Account … 999909 12,963 0 Other cash on hand 577 291 ABN Withholding Credits 365 0 81,506 54,413

8b Reconciliation of cash flows from operating activities Cash flows from operating activities

Profit / (loss) for the period 33,064 (83,877)

Adjustments for:

Depreciation 5 14,010 2,741 Interest received (1,333) (3,569)

Operating profit before changes in 45,742 (84,705) working capital and provisions (Increase) / decrease in trade and other receivables 33,298 (47,525) (Increase) / decrease in inventories 5,110 (5,306)

(Increase) / decrease in prepayments 70,838 (40,129)

Increase / (decrease) in trade and other payables (90,343) 36,902 Increase / (decrease) in provisions and employee benefits 0 (5,140) (145,90 Net cash from operating activities 64,644 3)

9 Capital and reserves

Reconciliation of movement in capital and reserves Retained Total Reserves earnings equity Balance at 1 July 2010 20,000 110,853 130,853 Total recognised income and expense 0 (83,877) (83,877) Balance at 30 June 2011 20,000 26,976 46,976

Balance at 1 July 2011 20,000 26,976 46,976 Total recognised income and expense (20,000) 53,064 53,064 Balance at 30 June 2012 0 80,040 100,040

The Mander Jones reserve of $20,000 has been transferred to the accumulated surplus.

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Notes to the financial statements (continued)

10 Employee benefits Defined contribution superannuation funds

The Company makes contributions to several defined contribution superannuation funds. The amount recognised as an expense was $3,733 for the year ended 30 June 2012 (2011: $13,214).

2012 2011 11 Trade and other payables $ $ Trade payables 12,931 37,164

Non trade payables and accrued expenses 3,525 14,550

Revenue received in advance:

78,723 116,104 Membership subscriptions 0 0 Journal subscriptions 0 17,705 Conference registrations 95,180 185,523

12 Prepayments and deposits

0 21,528 Prepaid conference expenses Prepaid publishing expenses 0 3,561

Prepaid Insurance 616 391

Other Deposits Paid 424 44,490

0 1,907 Security deposit for office premises 1,039 71,877

13 Income from Annual conference

36,591 128,885 Registrations 13,636 24,200 Sponsorships and Trade Exhibitors (26,444) (35,370) Administration expenses Venue and catering (24,884) (88,263)

Presenters expenses (8,061) (9,479)

(9,162) 19,973

14 Income from Seminars and Workshops

37,615 58,429 Registrations (2,888) (9,937) Venues and catering (4,249) (3,603) Presenters fees and expenses 0 (71) Promotion 0 (5,500) Development costs 30,478 39,318

Income from Journal subscriptions and 15 advertising 8,591 14,250 Journal subscriptions 0 0 Advertising (18,210) (10,993) Cost of copies issued to subscribers (9,619) 3,257

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Notes to the financial statements (continued)

2012 2011 16 Income from sales of publications and other items $ $ 27,490 44,247 Revenue from sales of publications 6,653 8,494 Revenue from postage & handling charges 0 85 Revenue from sale of other items Cost of publications sold (31,143) (50,229)

Cost of other items sold or given away (750) (1,566)

2,250 1,031

17 Related parties

Key management personnel compensation No Council member has received any remuneration from the entity during the year, or in the prior year.

18 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.

19 Auditor's remuneration

Audit services

Auditors of the entity

Audit and review of financial reports 6,000 6,000

6,000 6,000

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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 2012 and of its performance, for the year ended on that date; and (ii) complying with the 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 17 day of August 2012.

Signed in accordance with a resolution of the Council members:

Ian Sutherland ASA Councillor responsible for Treasurer’s matters

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Independent Audit Report to the members of the 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 2012, 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 19 and the council members‟ declaration set out on page 24.

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 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, 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.

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Auditor’s opinion In our opinion: (a) the financial report of Australian Society of Archivists Incorporated is 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 2012 and of its performance for the year ended on that date; and (ii) complying with the Associations Incorporation Act 1991.

Sothertons Adelaide Partnership J E McKenzie Partner

Dated this 17 Day of August 2012

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Annual Membership Subscriptions from 1 January 2013

Notice of motion: That the rates of membership subscription remain at the current rates as in the table below.

Membership Class Subscription (Inc. GST) Professional Members

Professional Membership $300.00

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 $175.00

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

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

Overseas $175.00

Institutional Members

Category A (Government institutions, business corporations, universities, $575.00 etc.)

Category B (schools, religious and non-profit organisations) $275.00

Moved: Louise Trott ASA Secretary / Treasurer 12 July 2012

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Returning Officer’s Report

31 May 2012

An email was sent to all members of the Australian Society of Archivists Inc. (ASA) on 24 April 2012 seeking nominations for the ASA Council vacancies:  Vice President (1 year term);  Secretary/Treasurer (1 year term); and  Three Councillors, each with a 2 year term.

The email advised that nominations were to reach the Returning Officer on or before Thursday 24 May 2012. Nominations could be submitted by post to the following address: Australian Society of Archivists Inc., The Returning Officer, Attn: Jim Sinclair, PO Box A623, Sydney South NSW 1235 or by email: [email protected]

On 24 April 2012 Rodney Teakle posted hardcopies of the election notice and the nomination form to the three professional members who don't have email addresses (Lee McGregor, Peter Scott and Brian McInerney).

I received the following nominations:  Louise Trott Secretary/Treasurer Nomination form dated 16 May 2012 hand delivered to me;  Steve Stefanopoulos Councillor Nomination form dated 23 May 2012 hand delivered to me;  Lee Amoroso Vice President Nomination form dated 23 May 2012 emailed to me 23 May 2012;  Ian Sutherland Councillor Nomination form dated 23 May 2012 emailed to me 23 May 2012; and  Mark Brogan Councillor Nomination form dated 22 May 2012 emailed to me by Kylie Percival on 30 May 2012.

Kylie Percival (ASA Vice President) advised me that Mark Brogan sent a nomination form on 22 May 2012. Mark sent his email to the wrong email address ([email protected]) and also forwarded it to Kylie Percival. Unfortunately Mark‟s email address did not bounce so he was unaware that I had not received it.

After seeking advice regarding ASA rules in relation to late nominations, I made the decision to accept Mark Brogan‟s nomination for the position of ASA Councillor.

All nominees are professional members of the ASA and therefore eligible to hold office. As there was only one nominee for each vacant position, I declare all nominees elected unopposed.

Jim Sinclair Returning Officer

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Notice of Motion 1 Propose changes to Rules 9 and 10 concerning the composition of Council

Notice of motion: I, Kylie Percival, hereby move that the following changes be made to the Society‟s Rules: 1. Replace Rule 9(2) with the following: 9(2) The Officers of the Society shall be – (i) the President; (ii) the Vice-President; (iii) the Secretary; and (iv) the Treasurer. 2. Replace Rule 9(3) with the following: 9(3) Notwithstanding anything contained in sub-rules (1) and (2) of this Rule, from the conclusion of the Annual General Meeting in 2012 until the conclusion of the Annual General Meeting in 2013, the Council shall consist of – (i) the Officers of the Society, and (ii) five Councillors; and (iii) the Officers of the Society shall be – (a) the President; (b) the Vice-President; and (c) the Secretary/Treasurer. 3. In Rule 10(2), add “Secretary, Treasurer,” between “Vice-President,” and “or Secretary/Treasurer”. 4. In Rule 10(5), replace “Secretary/Treasurer” with “Secretary, Treasurer”. 5. Delete Rule 9(4) and renumber Rule 9(5) to be Rule 9(4). 6. Delete Rule 10(4) and renumber Rule 10(5) to be 10(4).

Statement in support The purpose of the motion is to replace the single position of Secretary/Treasurer with the positions of Secretary and Treasurer.

In 2008, the Annual General Meeting voted to replace the positions of Secretary and Treasurer with the single position of Secretary/Treasurer; this took effect from 2009. At the time, Council proposed the change as a move to have a smaller Council, reducing it from eleven members to eight. In the explanatory note supporting the 2008 motion, Council stated that “The employment of a full-time administrative officer will, over time, reduce the necessity to have the separate positions of a secretary and treasurer on Council…” and that the change “…is simply move to reduce costs, and to make Council an efficient and sustainable body” (page 39, Agenda and papers 2008 Annual General Meeting).

Notwithstanding the laudable intention of the 2008 motion to streamline Council roles, the positions of Secretary and Treasurer each remain substantive positions which require a dedicated focus. The forced closure of the ASA National Office has undoubtedly added to the workload to all Council members; however the Secretary/Treasurer position has a significant workload irrespective of the level of paid assistance. It is also noted that paid staff also represent an additional responsibility, given the need to oversee and supervise delegated tasks. Since October 2011 Council has found it necessary create a de facto Treasurer position on Council in order to alleviate this double burden on the incumbent Secretary/Treasurer.

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In addition to this, each role requires different competencies and strengths which rarely co- exist in a given individual. It is almost impossible to find ASA professional members prepared to nominate for a combined Secretary/Treasurer role, given the breath of skills and time required to fulfil both roles.

The return to separate Secretary and Treasurer roles (as existed between 1975-2009) is essential for effective Council operations in the future and to alleviate an unduly onerous burden on a single Council member.

The change would result in an increase in the number on Council by one.

The deletion of Rule 9(4) and Rule 10(4) can be done because they originate from the 2008 changes and relate to specific periods between 2008 and 2010; thus they are now redundant.

Rule 9(5) and Rule 10(5) would need to be renumbered as a consequence of the deletions.

Kylie Percival ASA Vice-President 12 July 2012

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Notice of Motion 2 Propose change to Rule 18 concerning the quorum at general meetings.

I, Rodney Teakle, hereby move that the following changes be made to the Society‟s Rules:

In Rule 18(3) replace “Twenty-five” with “Fifteen”.

Statement in support Under Rule 18(3), 25 professional members constitute a quorum at a general meeting. For annual general meetings, we do not have a problem in getting that number of members to attend. However, I am concerned that it will be difficult to get a quorum if we have to call a special general meeting. And if the meeting is needed to address a problem with complying with legislation, then we could be in a difficult position.

In April, we held a special general meeting to address a lack of compliance with the ACT Associations Incorporation Act 1991. Fortunately, we arranged for the meeting to precede a Strategic Planning Day meeting. As expected the special general meeting was short; it went for about 45 minutes. We had about 32 professional members present and so we had a quorum. But that number included about eleven professional members from interstate who were there primarily for the Strategic Planning Day meeting. If we had to have a stand-alone special general meeting in April, we could not have relied on members travelling from interstate to attend such a short meeting. Nor could we have relied on so many Sydney members attending. I doubt that we would have had a quorum.

Over the last couple of years, the Office of Regulatory Services (ORS) has become more active in ensuring that associations meet their obligations under the Associations Incorporation Act 1991. In the past, we haven‟t always been timely in meeting the requirements under the Act.

Amongst the requirements under the Associations Incorporation Act 1991 are the requirements to present the audited statement of the accounts and the auditor‟s report to the annual general meeting following the end of the financial year (section 73) and then to lodge them with the ORS by 30 December (section 79). The ORS wrote to me on 1 June 2012 to remind us of these requirements and pointed out that:

In 2009 the Associations Incorporation Act 1991 was amended to reduce the time that associations have to lodge annual returns. Associations that fall two years behind lodging annual returns may be cancelled and, if cancelled, the assets of the association vest with the Registrar-General.

If we miss presenting the audited statement of the accounts and the auditor‟s report to an annual general meeting, we will need to fix the problem by convening a special general meeting to approve them when they are available. In this current regulatory environment we will not be able to leave it for a later AGM.

To put us in a position to obtain a quorum for any future special general meetings, I am proposing a quorum of 15. In relation to safeguarding the representativeness of meetings, we should remember that motions need to be notified in advance and that proxy votes allow eligible members who cannot attend the meeting to vote on the motion(s).

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Of course it would be best if we didn‟t have to call special general meetings to address compliance issues; it would be best if those issues didn‟t arise in the first place. I have been taking steps to try to ensure that we are compliant with legislation. Nonetheless, we need to prepare for the unexpected.

Rodney Teakle ASA Public Officer 11 July 2012

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Notice of Motion 3 Propose change to Rule 25 concerning ballots

Notice of motion: I, Rodney Teakle, hereby move that the following changes be made to the Society‟s Rules: 1 In Rule 25(a) add “except one concerning an alteration of the rules” after “Where a question”. 2 In Rule 25 (c), delete the words “…an alteration of these rules as provided by rule 26 or….”

Statement in support Early in 2012, I found that the ASA was not compliant with a number of parts of the Associations Incorporation Act 1991. The special general meeting held in April 2012 addressed some of the more pressing areas of non-compliance. Since then I have looked at the Rules of the ASA and the Associations Incorporation Act 1991 and its Regulation to identify other areas of non-compliance or of inconsistency. I have found that Rule 25 is not consistent with the Act and propose the following amendments.

Rule 25 currently is (problematic part underlined): Decisions of general meetings may be submitted to ballot of members 25. (a) Where a question is decided at a general meeting of the Society in accordance with this Part and the Council or a group of professional members believe that attendance at the meeting was unrepresentative of the whole membership of the Society or that the decision was contrary to the best interests of the Society, the Council may on the requisition in writing of not less than twenty professional members submit the question to the whole of the professional membership by means of a postal ballot. (b) Provided that such requisition must be sent to the Society not more than thirty days after the close of the general meeting, and the Council shall, in either case, cause the ballot to be held not more than ninety days after the date of the meeting. (c) Provided further that, where a question decided at a general meeting concerned an alteration of these rules as provided by rule 26 or the expulsion of a member as provided by rule 7 and that question is submitted to a postal ballot, unless a two-thirds majority of professional members voting in the postal ballot vote in favour of the question, the question shall be deemed to have been answered in the negative. (d) Provided further that, where a question which has been decided at a general meeting is submitted to a postal ballot of professional members and the number of members registering votes in that ballot is less than the number of professional members attending and voting at the general meeting at which the question was decided, then the postal ballot shall be of no effect and the decision at the meeting shall be final.

Under Section 33 Alteration of rules of the Associations Incorporation Act 1991, alterations of rules can be made only by special resolution passed at a general meeting and must be lodged with the Office of Regulatory Services within one month of the change.

Rule 25 provides for a question decided by a general meeting to be reversed by a postal ballot of professional members if certain conditions are met. Rule 25(c) indicates that this can include an alteration of the rules; this provision of Rule 25 is not consistent with Section 33 of the Act. Therefore, we need to alter Rule 25 to remove the reference to a change of rules and so make it consistent with the Act.

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The revised Rule 25(a) would read (amended parts underlined): Where a question except one concerning an alteration of the rules is decided at a general meeting of the Society in accordance with this Part and the Council or a group of professional members believe that attendance at the meeting was unrepresentative of the whole membership of the Society or that the decision was contrary to the best interests of the Society, the Council may on the requisition in writing of not less than twenty professional members submit the question to the whole of the professional membership by means of a postal ballot.

And Rule 25(c) would read: Provided further that, where a question decided at a general meeting concerned the expulsion of a member as provided by rule 7 and that question is submitted to a postal ballot, unless a two-thirds majority of professional members voting in the postal ballot vote in favour of the question, the question shall be deemed to have been answered in the negative.

Rodney Teakle ASA Public Officer 11 July 2012

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Australian Capital Territory Branch Convenor’s Report

Committee 2011-2012 Convenor: Gina Grey Secretary: Colleen McEwen Treasurer: Vacant Newsletter Editor: Michael Piggott Committee: Lorien Milligan, Andrew McFadzean, Liz Nannelli, Joanna Sassoon.

Date of last AGM: 2 February 2012

Branch Meetings: The following Branch meetings and events have been held in the reporting period: . February: The February meeting was also the Branch AGM. The formal meeting was followed by a tour of the National Library exhibition Handwritten; Ten Centuries of Manuscript Treasures from Staatsbibliothek zu Berlin led by curator Dr Susannah Helman. . March: There were two Branch meetings in March. In conversation with Dianne Macaskill was a Q & A session between Dianne Macaskill, the former Chief Executive and Chief Archivist of Archives New Zealand, and Michael Piggott with general questions and discussion from the floor. For the second meeting the Branch took advantage of the inaugural conference of the Australasian Association for Digital Humanities at the Australian National University, being held in Canberra and asked one of the key note speakers, Associate Professor Stephen Robertson from the University of Sydney, to present his paper to a Branch meeting. The title of his talk was “Putting Harlem on the Map" which examined what digitally available resources reveal about the kind of place Harlem was in the 1920s. . April: Dr Bob Pymm spoke to the Branch about archives and records courses currently being offered at Charles Sturt University. The meeting was held at St Mark‟s National Theological Centre, the CSU Canberra campus, and after his talk the group heard from Sue Phillips, the Manager of the St Mark‟s National Memorial Library, about the rare book and manuscript collection held by the Library. Members were taken on a tour of the Library and shown highlights from the collection. . May: In May, Colleen McEwen spoke about the UNESCO endorsed Universal Declaration on Archives. Details were provided about how the document was developed, the text and how it can be used as a powerful promotion tools to explain the relevance of archives in modern society. The Director-General of the National Archives, David Fricker, joined the meeting and expressed support for the Declaration. . June: A tour was conducted of the National Archives exhibition Traversing Antarctica: The Australian Experience led by curator Jane Macknight who spoke about the curatorial approach taken to putting the exhibition together, its themes and the material selected for display. . July: The July meeting was held at AIATSIS and addressed by Grace Koch, the Native Title Research and Access Officer.

Branch Newsletter: A copy of the Newsletter, ACTive Archives, has been produced monthly since March 2012 to coincide with the Branch meeting. As well as containing information about the forthcoming meeting the Newsletter is also used to promote other events of interest occurring in Canberra, to report on the previous meeting and to highlight media items appearing in the local press covering recordkeeping issues.

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Branch Committee meetings: The ACT Branch Committee meets monthly to discuss arrangements for the next meeting, the next edition of the Newsletter and other matters of relevance to the Branch.

2013 ASA Conference: Preliminary discussions have been held on the proposal to hold the 2013 ASA Conference in Canberra and a Committee formed to carry out this work in July. As Canberra will celebrate its centenary in 2013 the ACT was thought to be a fitting location for the Society‟s annual conference.

Gina Grey Convenor, Australian Capital Territory Branch 19 July 2012

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New South Wales Branch Convenor’s Report

This report covers the period from early October 2011 (ASA AGM held on 19 October 2011) to late August 2012 (ASA AGM to be held on 25 August 2012). The NSW Branch has had a another busy and interesting year, with meetings held in 9 out of 12 months including business meetings, guest speakers and social events.

Committee 2011-2012 (elected at AGM 21 September 2011) Convenor: Guy Tranter Secretary: Louise Trott Treasurer: Julia Mant Newsletter Editor: Louise Trott Committee: Pauline Garland Auditors: Tim Robinson and Karin Brennan (NB. Rule changes enacted at the AGM may have made these positions redundant.)

Date of last AGM: 21 September 2011

Communications  Notices of Meeting: We issued a notice of meeting at the beginning of each month in which there was an event, which was sent to all members by direct email, & post, followed by a reminder a few days prior to the event. Up to date membership lists were obtained at the beginning of each month from the ASA Membership Officer.  Ning: We also used the Ning ArchivesLive! to register events on the calendar; to provide details of forthcoming events via the Branch Group page; and to send direct messages to members of the Branch Group.  Branch Newsletters: In 2011-2012 the NSW Branch did not issue any Newsletters, because the Secretary did not have the time, and we could not find a Newsletter Editor. Happily, we have found a new volunteer to produce the Newsletters for 2012- 2013.

Executive Committee meetings The Branch Committee met in October 2011 and January 2012 face-to-face to do forward planning. The rest of the time we liaised by email and telephone.

NSW Branch Events & Business meetings The Branch usually meets on the third Wednesday of each month, to listen to a guest speaker, and to hold a business meeting as appropriate.  AGM 21 September 2011: Annual General Meeting with reports from office bearers & election of new Branch Committee. Guest speaker: Alan Saunders of ABC Radio National (History Week – theme of „Eat History‟). Attendance 14.  No meeting in October 2011 due to ASA Symposium held in Sydney. Several NSW Branch members assisted with the administration of this event.  16 November 2011: Business meeting; 2 guest speakers to celebrate the 50th anniversary of the State Records Authority of NSW, its published history & digital gallery of 50 iconic items: Dr Peter Tyler, author of State Records NSW 1788-2011, and Christine Yeats (ASA member), Manager of Public Access at SRNSW. Attendance 11. www.records.nsw.gov.au/about-us/50-years-at-state-records/50- years-at-state-records (Sadly, both our September 2011 and November 2011 speakers, Alan Saunders and Peter Tyler, have since passed away.)

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 30 November 2011: End-of-year event – tour of Historic Houses Trust exhibition „Persons of Interest: the ASIO files‟ (exploring the world of surveillance documented in the ASIO archives), led by co-curator Haydn Keenan at the Justice and Police Museum, followed by dinner at Hokkaido Japanese restaurant at Circular Quay.  15 February 2012: Business meeting. Guest speaker: Alex Byrne, the newly appointed State Librarian of NSW, on his experience and career leading up to his new position at SLNSW, and his concerns, hopes and aims for the SLNSW. Attendance 22.  21 March 2012: Business meeting. Guest speaker: Vera Jeffrey (ASA member), Archivist at the Sydney Water Historical Research and Archives Facility, speaking about their recent large digitisation project. Attendance 20.  April 2012: No Branch meeting. Members were encouraged to take part (and did) in the ASA Special General Meeting and Strategic Planning Day held at SRNSW on Saturday 14 April 2012.  16 May 2012: Business meeting. Guest Speaker: Richard Lehane (ASA member), Project Officer at SRNSW, on his work on SRNSW's experimental online catalogue, which aims to improve the researcher experience by offering a „simple‟ search with „advanced‟ results. Attendance 17.  20 June 2012: No business meeting. Guest Speaker: David Fricker, new Director- General of National Archives of Australia, presented his 4 principle areas of interest and direction for the NAA. This meeting was also advertised on the RIMPA listserv due to wide interest, and as a result we had attendance of 24.  18 July 2012: Business Meeting. Guest Speaker: Christine Yeats (ASA member), recently resigned from her position as Manager of Public Access at SRNSW, to talk about archival access and reference services, and ideas for the future: 'Reference and public access over 35 years: from reading rooms to cyberspace'. Attendance 15.

Issues and lobbying: Funding for State Records NSW, closure of the Sydney Reading Room, all reference services at Kingswood from 29 June 2012. The announcement was made in December 2012 that, owing to NSW government budget cuts, the SRNSW Sydney Reading Room and offices (Globe Street, The Rocks) would be closed effective 30 June 2012.

The 14 or so Government Recordkeeping staff were re-housed in the Department of Lands building at Queens Square prior to the closure of the Reading Room (and transfer of reference services to Kingswood Reading Room) on 29 June 2012.

Although original records had not been issued from Globe Street since 2004, the Sydney Reading Room provided access to microfilmed records, and was an access point where requests could be discussed with trained archivists. Given the difficulties of access for Kingswood, especially by public transport, SRNSW‟s service to the public is necessarily reduced.

With the overall reduction in funding for SRNSW, the lack of guaranteed support for the Digital State Archive project, which is still operating on a trial basis only, is of even greater concern for the ASA.

The NSW Branch commenced lobbying on this issue in a number of ways:  A letter sent by the Convenor to the Premier of NSW  Briefing the Greens MP John Kaye and his staff, which led to John Kaye raising the matter via a question to the Minister for Finance & Services in NSW Parliament (which was eventually answered with a reference to the forthcoming State Budget).

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 Meeting with History Council of NSW representatives which contributed - in part - to their online petition and an opinion piece by Richard Waterhouse in the Sydney Morning Herald.

While the closure of the city office is now a fait accompli, there is still the possibility of State Records NSW having some presence for the public – a shopfront – in the city: a trial is being run at the State Library NSW for access to microfilms, with a SRNSW archivist there to train existing staff.

However, more importantly the ASA will need to monitor the support for SRNSW‟s core activities, especially in the digital sphere, in the future.

Venues for meetings Owing to the closure of the SRNSW Sydney Reading Room at Globe Street, The Rocks, on 29 June 2012, we were not able to hold Branch meetings there after March 2012. We wish to express our sincere thanks to all at State Records NSW, over the many years, who have assisted the ASA in so many ways: the free use of the many rooms and spaces in the venue (seminar room, reading room, kitchen, board room), but also the active assistance at meetings and workshops with use and movement of furniture, the opening and closing/locking of doors, set-up and use of the IT facilities, and catering (in many cases gratis) – we have even had the benefit of leftovers of the odd SRNSW function or afternoon tea! The most recent people to thank for the SRNSW assistance and largesse are Alan Ventress and Angela McGing in particular, but Richard Lehane, Christine Yeats, Cassie Findlay, and Catherine Robinson have all helped from time to time.

The ASA Council was also grateful to SRNSW for the use of the Seminar Room on 14 April 2012 for the ASA Strategic Planning Day, and the assistance of Councillor Cassie Findlay for opening and closing the office on a weekend. This was the last time the ASA used the SRNSW facilities, a poignant moment.

The NSW Branch is now very fortunate to have secured a new venue for Branch meetings, also at no cost, in the Coles Room on Level 3 of the Macquarie Wing of the State Library of NSW in Macquarie Street, thanks to the support of Alex Byrne, the State Librarian. This is not a room which is leased for events; rather it is a room which is used for staff meetings, and loaned to non-profit organisations for their meetings; happily it is vacant on the 3rd Wednesday of the month. We owe heartfelt thanks to Alex Byrne, the State Librarian of NSW, and his executive assistant Rachel Franks, for their co-operation with and assistance to the ASA.

Workshops The NSW Branch usually holds a couple of seminars each year (one half day, one full day) and they have been not only very successful but have generated income for the ASA. However this did not eventuate in the past year. The Committee is working on ideas for future workshops.

Acknowledgement of Volunteers The following persons have contributed to the work of the NSW Branch since 19 October 2011. Committee members: Guy Tranter, Louise Trott, Julia Mant, Pauline Garland. Auditors: Tim Robinson & Karin Brennan History Council NSW representative: Fiona Burn & Janet Howse (Guy Tranter & Louise Trott attending as substitutes as required) NAA Consultative Forum representative: Anne Picot

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Assisting with advocacy: Tim Robinson Guest speakers (who are ASA members): Vera Jeffrey (March 2012): Richard Lehane (May 2012); Christine Yeats (July 2012). Baking a fruit cake for most meetings!: Angela McGing Provision of the SRNSW Seminar Room at no cost: Alan Ventress

Guy Tranter Convenor New South Wales Branch 2 August 2012

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Queensland Branch Convenor’s Report

Committee 2011-2012 Convenor: Gregory F Cope Secretary: Annabel Lloyd Treasurer: Vacant Newsletter Editor: Niles Elvery Committee: Sigrid McCausland, Andrew Wilson, Other: Christine Ianna Contact for the Queensland Disaster Information Network (QDIS)

Date of last AGM: 6 October 2011

The Queensland branch has held five meetings since the AGM (6 October 2011) to July 2012. For 2012, the majority of the meetings have been held at the National Archives of Australia‟s Brisbane office. A Queensland Branch newsletter has been produced by Niles Elvery and is distributed through our email list. Members of the Queensland Branch have been an active part of the Queensland Disaster Information Network which was set up just prior to the 2011 floods in Queensland. The network has provided members with useful contacts and information to deal with disasters and their collections.

I wish to thank the following members for their assistance throughout the year:

 Desley Soden - Archivist, Records and Archives Centre - Diocese of Brisbane – for support work performed at meetings and events.  Sigrid McCausland - Lecturer in Information Management, support and input for the Branch.  David Swift, State Director, National Archives of Australia, Brisbane Office – ICA Congress 2012, Steering Committee member – for involving the Queensland Branch with the planning and progress of the Congress in Brisbane.  Niles Elvery – Manager, Public Access, Queensland State Archives – for producing newsletter and input and support for Branch events.  Christine Ianna - Manager, Publications Reformatting at State Library of Queensland. Location – for working on the Queensland Disaster Information Network and providing information and assistance to members.

Gregory Cope Convenor, Queensland Branch 25 July 2012

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South Australian Branch Convenor’s Report

Committee 31 August 2011 to 4 July 2012 Convenor: Peter Crush Secretary: Kirsty Buchan Treasurer: Peter Crush Newsletter Editor: Andrew Cook Committee: Lee Amoroso, Sue Coppin, Kylie Percival, Janet Newman, Jane Ratcliff, Sue Ryan and Jacinta Weiss

Date of last AGM: 4 July 2012

Meetings Committee meetings were held on 5 October, 30 November, 25 January, 21 March and 16 May. The Committee is very grateful to the University of Adelaide Archives and the Adelaide Catholic Archdiocesan Archives for providing venues for meetings and refreshments.

Newsletters Newsletters were produced and circulated to Branch members in November, February and April. Our thanks to Andrew Cook who has taken up, with gusto, the editorship of our Branch Newsletter to which he has contributed not only editorial input but a number of well received articles.

Events September The previous Committee had organised a free Disaster Preparedness Workshop for Wednesday 7 September which demonstrated the Branch‟s continuing concern to provide professional development opportunities. The half day event was well supported with almost 50 expressions of interest, and 37 attending on the day. Those attending came from a variety of sectors including libraries and information centres, school and church archives attending! Excellent presentations were made by Cheryl Hoskin, Special Collections; University of Adelaide, Jane Thimke, State Records SA; Steamatic (which also sponsored a much enjoyed morning tea); Sue Coppin, University of Adelaide Archives; and Anne Hill and Joe Di Pinto, University of Adelaide on practical issues and steps required to prepare for and meet the unexpected events that threaten all collections.

November The visit to the South Australian Archives Centre in Leigh Street on Tuesday 22 November provided members with an opportunity to see National Archives staff and facilities in their new home and to get a feel for the arrangements involved in sharing facilities with State Records that have been put in place after the unpopular closure of the NAA’s SA Office in Angas Street.

February Thanks to Margaret Macdonald for hosting a visit on the evening of Wednesday 22 February to the Seymour College Heritage Centre and historic Barr Smith House. Attendees were welcomed by Principal Belinda Provis and shared a generous supper and chat at the end.

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March Our not-to-be-missed annual „country visit‟ this year was to the Lobethal Archives and Historical Museum on Sunday March 25th. About twenty members and friends enjoyed lunch at the Lobethal Hotel before an informative tour of the Archives and Museum and the adjacent church grounds and buildings including the oldest Lutheran Church still in use in Australia.

The Lobethal Archives and Historical Museum is a German Pioneer Museum with displays and exhibits telling the story of both the German and English history of South Australia. Attractions include; papers & historical documents relating to early German settlement in South Australia. The actual Lutheran Seminary building, the earliest Theological college in Australia (1845), is housed in its original location inside the museum with many early artifacts & memorabilia.

May For the sixth consecutive year the Branch conducted a breakfast meeting at the Hotel Richmond to hear presentations on the Information Awareness Month topic, “Information on Demand”. Stimulating and informative talks were given by Heidi Ing, a librarian and researcher from Flinders University who spoke of experiences from both sides of the enquiry desk, both physical and virtual; and from Robert Thornton who manages and has had many years of service with the Adelaide City Archives and summarised his first-hand experience of the transition from a purely manual to the high expectation electronic environment of today.

Special Thanks I would like to place on record our appreciation to Mr Venton Cook who has agreed to be the Branch Auditor.

Two branch members have represented the Branch in differing capacities and I would like to extend our thanks to them. Specifically, Ian Sutherland represented the Branch at the National Archives Consultative Forum and Jacinta Weiss on the History Council of SA.

We are also grateful to Samantha Cooper for volunteering to represent the Branch on the ASA‟s Continuing Professional Development Committee.

Finally, on behalf of the Branch, I would like to recognise the great contribution Kirsty Buchan has made to the SA Branch as its Secretary over the past five years. Thanks and best wishes to Kirsty.

Peter Crush Convenor, South Australian Branch 29 July 2012

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Victorian Branch Convenor’s Report

Committee 2011-2012 Convenor: Adelaide Parr Secretary: Andrew Horder Treasurer: Rachel Naughton Committee: Katherine Gallen, Christine Kousidis, Patricia Downs

The Victorian Branch has had a mixture of meetings this year, encompassing both the business and the social, with visits to the Immigration Museum and the Love and Devotion exhibition at the State Library of Victoria as highlights. To foster personal links as well as professional, we‟ve also enjoyed dining together after each meeting, allowing us to catch up and discuss hot topics in archives and records management.

While the branch meetings have not grown substantially, we are seeing a range of members attending, and welcome the different perspectives that they bring from their various sectors and interests. The coming year will see us try to foster this more, varying the locations and times of meetings to meet members‟ personal and work schedules as well as opening up a wider range of locations available to us.

Representatives from the Branch have attended events at RMIT and Monash aimed at students currently studying in the Information Management courses, and the response to these sessions has been enthusiastic. We are particularly fortunate in having this group of up and coming professionals in our region, and the chance to inspire them to both join our ranks as archivists and as members of the ASA.

Two Branch members attended the Strategic Planning Day in April. In anticipation, a member survey about key issues and the future of the ASA was distributed, with an excellent response, allowing us to be represented effectively in Sydney.

In wider community involvement, the Branch was delighted to confirm Brigid Cooper as the Branch representative to the NAA Consultative Forum and Antonina Lewis as the ASA representative on the Editorial Board of the Public Record Office Victoria‟s peer reviewed journal, Provenance. In this, she succeeded Bruce Smith, whose contribution was gratefully marked by the Branch Committee.

In line with other years, the Branch, representing the ASA, was minor sponsor of the Hamer Awards. These yearly awards, overseen by the Public Records Office Victoria, recognise the work of archivists and records staff in governmental institutions. This included the opportunity for the Convenor to join the judging panel, a process that she found both enjoyable and fascinating. Copies of the Peter Scott book were awarded in the following categories to the following institutions: Community Archives Category – preservation of records of significance Shepparton Family History Group – Preservation of Shire of Rodney Rate Books Community Archives Category – providing enhanced records access Geelong Heritage Centre – Online Image Library Most Valuable Transfer to PROV Department of Sustainability and Environment – Surveyor‟s Field Books and Indexes

In the coming year the Branch looks forward to redeveloping its strategy for increasing membership attendance at meetings and events. In particular, fostering the involvement of our more regional and rural members, developing closer links with the Victorian Schools SIG, and continuing to work with future members of the profession in our tertiary institutions,

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will allow us to raise the profile of the ASA generally and meet the needs of our Branch members.

Adelaide Parr Convenor, Victorian Branch 6 August 2012

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Tasmanian Branch Convenor’s Report

Committee 2011-2012 Convenor: Jill Waters Secretary/ Treasurer: David Bloomfield Committee: Jenny Jerome, Margaret Mason-Cox, Nicki Ottavi, Caitlin Sutton

Date of last AGM: 18 August 2011

The 2011-2012 year has been a busy one for the Tasmanian Branch.

The AGM on 18 August was held in conjunction with a tour and talk about the Hutchins School Archives by School Archivist and Librarian, Margaret Mason-Cox. Of particular interest was the new storage space that was purpose-built and opened in March 2011.

The next event was a well-attended tour of Markree in Battery Point in November, hosted by Anthony Curtis and Jo Huxley. The Arts and Crafts style house and gardens contained many treasures of the Baldwin family and it was fascinating to look at and hear about the early 20th-century records and objects and how the records informed the curators during the project phase. Despite the poor weather some of the tour group was also able to brave the elements to listen to garden historian Ann Cripps talk about the Markree Garden and design. This was followed by lunch at Cargo in Salamanca Place.

The Branch Christmas event was hosted by the convenor and family in New Town where members socialised over drinks and nibbles.

A visit to the Land Titles Office was organised for February and members had an enthusiastic session with Richard Fielding and a chance for a „hands on‟ look at maps, deeds and other land transaction documents.

May was IAM Month and the Branch liaised with its RIMPA counterparts (Records and Information Management Professionals Australasia) and both organisations held events to mark the occasion during this month. In Launceston, RIMPA organised a breakfast, with interstate speaker Natalie Johnson of City of Boroondara, while in Hobart our Branch listened to talks by Allegra Huxtable, Manager Government Recordkeeping, Tasmanian Archive and Heritage Office and Dr Jill Abell of the Hutchins School on aspects of the year‟s theme of „Information on Demand‟. Members networked over afternoon tea, with the event supported by the Hobart City Council and Acrodata.

May was a busy month as it also saw us meet with Michael Piggott, former University of Melbourne Archivist and ASA Laureate who had been contracted by the National Archives of Australia to develop a Guide to the NAA‟s Tasmanian Records. He shared his progress and thoughts with us informally over drinks at the New Sydney Hotel.

This year saw some hard decisions having to be made by our parent ASA organisation and as a Branch we sent a statement of support, written by Margaret, to encourage them in the road ahead. Still to be resolved are the financial matters of our Branch, but this should be sorted out in the coming year.

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In conclusion I would particularly like to thank the hard working Branch Office Bearers, particularly as I have had some time away from Branch activities - David Bloomfield (Secretary/Treasurer), and members Nicki Ottavi, Margaret Mason-Cox, Caitlin Sutton and Jenny Jerome. They have all happily pitched in with time and ideas to ensure our Branch can fulfil its role for members and fly the flag for the archival profession in Tasmania.

Jill Waters Convenor, Tasmanian Branch 13 July 2012

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Western Australian Branch Convenor’s Report

Following is a summary from the Convenor about the Western Australian Branch of the Australian Society of Archivists‟ activities since the last Annual General Meeting on 6 July 2011

The Branch Committee At the last AGM of the WA Branch of the ASA the following people were elected to the Committee. Convenor: Alan Ralph Secretary: left vacant with Dianne Harley temporarily filling position until end of August. Contributor to Publications: Western Archives - Leith Robinson Committee Members: Mark Brogan, Pauline Joseph, Leith Robinson, Sandra Buttigieg and Shan Shan (Sarah) Cheung No Treasurer is required for the WA Branch as all funds are managed through the National Account by the National Treasurer.

General Meetings Three formal committee meetings were held during the year and the committee remained in contact on various issues via email communications.

Much of our discussion at meetings focused on the ASA National issues

This year saw some hard decisions made by ASA National Council and as a Branch we raised and sought clarification on the issues confronting the ASA. Much has been progressed at a National Level however there is still more to be done

Western Archives Leith Robinson was the editor, and she was ably assisted by Sarah Cheung.

The revitalised format of the newsletter (begun in June 2011) was continued. This meant the December 2011 issue was strong in visual appeal as well as comprehensive in news and events.

Highlights of the 28 page issue included reports on:  The Catholic Archives conference in Ireland  The 2011 Geoffrey Bolton lecture  Digital recordkeeping on a limited budget workshop  The NAA‟s work experience scheme  The ASA symposium at Luna Park  The Curtin University forum on “Educating information professionals for the 21st century”  Dr Janine Douglas‟ InfoSci Seminar “Information Culture in organisations”

The high quality of the edition meant a request was received from the National Office for a copy to be sent for upload to the website, for members from all states to be able to view.

Western Archives is produced twice yearly; however the June 2012 publication date was postponed in order to incorporate content about the ICA Congress in Brisbane in August. An October 2012 release of the newsletter is planned.

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Much thanks to Leith Robinson and her assistant Sarah Cheung

State Records Advisory Committee Robert Cowan continues in the role as the ASA representative on this committee however additional nominations are required and I would encourage any interested person to contact myself.

National Archives of Australia – Perth Consultative Forum Several meetings of the NAA Perth Consultative Forum were held; Alan Ralph represented the ASA. This year significant issues include NAA pursuing co-location in all state offices into the future. A new representative will be required in 2012/13.

Education On 28 September 2011 Pauline Joseph presented a half day Digital Recordkeeping on a Limited Budget Workshop at the National Archives in East Victoria Park. The workshop was aimed at archivists and recordkeepers needing digital recordkeeping strategies with limited budgets, the event was fully booked

Conclusion In conclusion I would like to thank the Branch Office committee in 2011/12 for their support of the ASA branch committee in WA. I hope more look to becoming involved in the support of the archival profession in WA in the future.

Alan Ralph Convener, Western Australian Branch 7 July 2012

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

Since the SIG‟s annual report for 2010/2011, the NSW School Archives Special Interest Group has met three times for professional development days, as well as hosting the Annual General Meeting of the National School Archives Special Interest Group on 21 October 2011.

Term 3, 6 September 2011, at Oakhill College, Castle Hill: “School Anniversaries: Opportunities or Obligations for School Archives?” Marguerite Gillezeau (Archivist, Ascham School and Redlands) titled her presentation “The Two-Edged Sword – Experiences from multiple school anniversaries”. Marguerite has substantial experience working in schools and small organisations. She spoke of the 25th, 50th, 75th and 125th school anniversaries in which she had been involved and how they were both an opportunity and an obligation. She identified the four pillars of anniversaries – the commemorative building, the school history/other publications, functions/events and displays. She also identified the unexpected matters that arise which can potentially use up the Archivist‟s time in an anniversary year. Her final point was that the Archivist may not realise the potential of what you have achieved in an anniversary until years later and have left a wonderful legacy for a future Archivist. Following Marguerite‟s presentation, four Archivists presented their experiences, “What we have learnt over the age of 25!” The archivists on the panel represented a cross-section of experiences. Heather Muirhead (Oakhill College) spoke of the 75th anniversary in 2011, for which she had involvement in the compilation of a DVD about the school, featuring one past student‟s recollections about each decade from the 1940s onwards. She also showed merchandise which showcased the Archives‟ collection. Marilynne Vietnieks (Hills Grammar School) spoke about the school‟s 25th anniversary in 2007, including a DVD which used film footage and photographs from the Archives. Anniversary banners with archival images were also hung around the school for the year. Sarah O‟Neill (Senior Archivist, Barker College) spoke of the 1990 centenary, which was pre-digital and pre-internet for which Anne Cooke had been Archivist. A display at a local shopping centre focussed on how the school had been part of the local community for 100 years. A 50th anniversary of the Junior School in 2005 involved the Archives in the teaching program. This was followed by the 30th anniversary in 2006 of co-education, when it was used as an opportunity to reach out to Old Girls. 2008 saw further involvement in the centenary of the Old Barker Association, when archival photographs were printed as banners. She also spoke of the frustration of time and effort spent on an anniversary function, whose celebration was a short period of time, such as a display for a dinner. Morwenna Pearce (Archivist, Barker College) spoke on the centenary of Cadets held in 2000 and the centenary of the naming of the Cadet unit in 2010.

Term 4, 21 October 2011: “Sydney School Archives on Show” and AGM of the NSW SASIG and the National SASIG The NSW SASIG decided not to hold a professional development day in Term 4, due to the ASA‟s Sydney Symposium being held from 18 to 21 October 2011. Members were encouraged to take the opportunity of the symposium and its accompanying workshops for professional development. In addition, the need to hold AGMs for both the NSW and the National SIG, were taken as an occasion for interstate visitors, as well as locals to visit two school archives. Attendees visited Cranbrook School on 21 October for the morning and lunch. The NSW SASIG AGM was held in the morning, chaired by NSW Convenor, Janet Howse, followed by the National SASIG ASM, chaired by Steve Stefanopoulos, the National Convenor. This was followed by a tour of Cranbrook School Archives and the Bellevue Hill campus. Following lunch at Cranbrook School, the group was divided into three to visit one

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of the following schools nearby: Ascham School, Edgecliff (girls), SCEGGS, Darlinghurst (girls) and Kincoppal-Rose Bay (Co-ed K-6, girls 7-12). The day provided a great opportunity for fellow archivists to network.

Term 1, 15 March 2012, Sydney Grammar School: “Building Relationships: Archives and Alumni” Hosted by Gordon Cooper and Bridget Minatel, the SIG invited two representatives of Alumni offices to present their viewpoint. Heleen Fourie (Alumni Relations Manager, Abbotsleigh and formerly at Redlands) and Marguerite Gillezeau (Archivist, Ascham and Redlands) spoke of their relationship at Redlands. Heleen regarded the Alumni Relations Manager‟s job as understanding the politics of the school, the people and their stories and that the primary role is engaging with people to create a community and build relationships. On the ground work includes updating alumni databases, writing newsletters, organising events and engaging with alumni committees. She also saw that through the Archives, the school can honour the different eras of the school, the different values which change over time, and the name changes. According to Heleen, the Archivist gives life to the Alumni role, by providing information about people and that she would not want to work in a school where there was not a close relationship with the Archivist.

Marguerite identified problems of tracking down alumni when there was not a register of students at the school and how to learn the culture and history of the school, in order to talk to people. Also, working in with the Alumni Office, one can target alumni from certain eras to donate items to the Archives. She also said that the Alumni Office can often be a source of volunteers for the Archives and can provide the opportunities for the Archivist. After morning tea, Michelle Kadi (Alumni Co-ordinator, SCEGGS Darlinghurst) spoke of her previous experience in the 1990s as Community Relations Officer, and then returned as Alumni Co- ordinator at the beginning of 2012. She felt that the Old Girls have helped the school in so many ways over the years and identified the ways in which the relationship between the Alumni Office and the Archivist can be nurtured by communication with the alumni, publications and newsletters and getting alumni back to school. The Archives has a role in all of these aspects of the alumni relationship.

Term 2, 6 June 2012 Newington College: “Facilitating Facilities for School Archives” Hosted by David Roberts, the day provided an opportunity for school archivists to consider the physical facilities for Archives and opportunities for Archivists to be involved in the planning of such facilities. David Roberts focussed on Newington‟s new Archives storage and exhibition facilities. Clearly presenting the planning issues, David then outlined his specifications and discussed working with architects. The Newington Archives storage facility comprised the conversion of the former Concordia Club building across the road from the main campus and the exhibition facility is on the second floor of the Founders‟ Building. Both areas were visited by the SIG members after lunch. Four archivists spoke after morning tea on “Recent experiences of housing the Archives: Issues and strategies”. Diana Tilley- Winyard (Meriden School and Tara School) spoke about “Forward planning and management issues” in her experience at Tara. Julie Gleaves (Abbotsleigh) focussed on “Five years down the track”, of what the Archives facility is now five years after it was created. Jo Tait (Knox) spoke of “Moving In!” a realistic and practical portrayal of the moving process for a school archives. Sarah O‟Neill (Barker) turned our attention to “Strengths and weaknesses of locating a School Archives within a library building”. All presenters were generous in providing further details relating to their presentations.

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Convenor’s comments An average of 35 has attended all SIG days in the previous twelve months. Thanks are due to our archival hosts and their employing schools for agreeing to host the professional development days and to the presenters at those days, who have been very generous with their time, the information and experiences they have shared and the real sense of professional development everyone takes away from these days. Thanks are also due to our employers who support our professional development by supporting our attendance at these days. Unfortunately, it is sometimes the case that part-time archivists do not necessarily consistently receive the same level of support from their employers, despite the fact that it is often these archivists who require professional development and networking opportunities the most. It is an issue that is hard to resolve.

Several school employers and other small organisations have contacted the Convenor in the last year to discuss the recruitment for generally part-time positions as Archivists – some to replace those who have left, and others to employ Archivists in new positions. This has been happening for a number of years. Advice has been given on position descriptions and salaries, however, it is still frustrating to find that there are not sufficient qualified and experienced Archivist to fill these positions, which are generally only part-time. Many of the SIG believe that there are not enough people training as Archivists to fill the needs of employers and thus many positions are being filled by inexperienced and unqualified people who require much support, advice and information from organisations such as the SIG. Another factor is that organisations are not prepared to pay professional salaries to employ professional archivists, which restricts those with experience and qualifications from applying for such new positions. The people filling these jobs are at a disadvantage from the beginning. How can the profession promote strategies to solve this problem?

The future No formal professional development day will be held during Term 3, 2012, as members have been encouraged to attend the ICA Congress in Brisbane in August. The Convenor, Janet Howse, and Secretary, Jenny Pearce, will be attending.

Happy birthday NSW SASIG! Plans are well underway to celebrate the 40th anniversary of the first meeting about school archives in Sydney held in 1972 at Shore School, hosted by the late Georgina Hart and the 30th anniversary of the inaugural meeting of the NSW SASIG held on 11 October 1982. This will be the Term 4 event for the NSW SASIG. The celebration will be in the form of a cocktail party held at Shore School, North Sydney, on Wednesday 24 October from 5 to 7pm, preceded by the AGM of the NSW SASIG at 4pm and a tour of the Archives and Chapel from 4.30pm. All within the Archives community are invited to this event. Details and registration forms will be circulated and advertised in the near future.

Thank you to the Secretary, Jenny Pearce, for her considerable support, most especially in Term 1 when I was on long service leave.

Janet Howse Convenor, New South Wales School Archives SIG 9 July 2012

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Queensland School Archives Special Interest Group Convenor’s Report

Our October Meeting was held at St Aidan‟s‟ Anglican Girls, School in Brisbane. Debbie Scales, Creative Memories Consultant was our first guest who has worked helping one of our school archivists for the last three years to create Digital Photo Books – a way of making some of the archives accessible and at the same time promoting the work that we do preserving our history. She looked at options for themes of books for schools, including personalisation with logos etc., the potential for classrooms to use the software and the training and advice that was available for schools and teachers. Sheldon College here in Queensland has made a coffee table books for each year that has been put in the waiting area of the school office for prospective parents and other visitors to peruse and at the end of the year as it was superseded was held in the School Archives to be used at Alumni functions in the future. The school saw the benefit of this as an addition to the annual yearbook as just a marketing too. The books produced were of predominantly photos and not the reports and info found in a Yearbook that was of specific interest to the Archivists. The database could also be used for specific areas within the school celebrating a milestone – so a potted history of a particular event – e.g. Showcase, Musicals over the years etc. and of course when someone on staff is leaving or a Year Twelve memento.

Many of us in 20111 had attended an ASA Disaster Preparedness seminar and so it was fitting in view of the floods in January 2011 to share our resources and experiences. Although St Aiden‟s archive was not flooded the collection was affected by mould with the extreme humidity. The school archives of Milperra School – a school that was flooded was fortunately housed on the first floor and therefore was spared but the School Archivist from Milperra brought us a DVD to watch that showed how the school coped with the loss of most of the resources and the devastation to the properties on the school site. Our group was fortunate not to be hugely affected by the devastation throughout SE Queensland. Our last speaker was a local historian who spoke about the local history group and what it has achieved with publications and information sheets.

Our Christmas informal get together was High Tea in the Strangers' Dining Room at Parliament House in early December when two tables of Archivist managed to attend.

Our first meeting of 2012 was held at All hallows School in Brisbane. The meeting focused initially on the Potter Library Digitalisation program. Cathy Clem talked about the process of digitalising the school magazines, photographs books etc. and storing electronically using Archive Manager to catalogue digitalised records and also about how the school community can access archival records through Archive Browser. Displays, Careers Co-ordinator, Ronel Bothma spoke about employing Parent Volunteers and Student Traineeship Using Volunteers and the group also discussed the care of uniforms. Peter Connell and Helen James from the Sisters of Mercy Heritage Centre conducted guided tour where many of the old school uniforms were on display.

Our seconf meeting of 2012 was held at “Churchie” Brisbane Angican Boys College which this year celebrates its centenary. The school Achivist James Mason spoke about working with the historian to produce the two volume History of Churchie and the events planned for the school‟s Centenary. We were give n a guided tour and visited the School Museum and Chapel. The IT Deptament then spoke about their work implementing a digital assets management program from the company Third Light. Our third speaker was Judith Nissen, a historian who wrte the Somerset College 25 Year History who talked about what wass involved in preparing to write a history of a school, and what was required from the school in

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terms of material support, time, contacts, staff. She explained how she goes about gathering the material as nd decisions about what or what not to include. Ourlast speaker for the day was Toni Scott from Antique Picture Co. who spoke about her work reframing old and damaged pictures and also her work in restoration.

Our third meeting will include the AGM and will be at St. Joseph‟s College Gregory Terrace whose history goes back 136 years and is situated not far from the city centre. Visitors to Brisbane will also have the opportunity to visit two other schools which are more than 100 years old that are close by to check out their Archives and chat to the School Archivists

Our final meeting that is planned for 2012 will be at the Archives Small Museums Conference to be held at The Glennie School in Toowoomba from 19th – 21st October, 2012

Denise Stephenson Convenor, Queensland School Archives SIG 15 June 2012

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South Australian School Archives Special Interest Group Convenor’s Report

In October Pulteney Grammar School hosted our second SA Schools SIG meeting for 2011. Following the meeting Angela Henrickson from Archival Survival gave an informative workshop on their products and services. We were challenged with making small boxes and given samples of several of the products available. Feedback from those who attended was extremely positive, with many questions answered and solutions found to storage problems.

The first meeting for 2012 began with a pleasant early evening walk around the beautiful gardens at Loreto College. The Loreto College Heritage Garden Walk was created to showcase the extensive garden of considerable significance established by Sir Edwin Smith when The Acacias was his home. The Loreto Sisters acquired the property in 1920 and the general layout of the garden and significant trees have been preserved. Following the meeting our hosts Pam Cramond and Danielle Trewartha opened Loreto‟s Heritage Gallery for us to view and Sister Josephine Jeffrey gave a tour of The Acacias for those who were interested.

During May several members of the SA Schools SIG participated in South Australia‟s month long history festival About Time. Creating a School Archives tramway trail from the city to Glenelg, schools archives along the tramline advertised their existence and opened their doors to the public. The included school archives from Pulteney Grammar School (city), Immanuel College (Novar Gardens), Annesley College (Wayville), Christian Brothers College (city), St Peter‟s Woodlands (Glenelg), and St Mary‟s College (city). Participants were encouraged to follow the school archive trail and visit the collections of participating schools along the tramline on Wednesday May 2. Unfortunately dreadful weather did not encourage getting on and off a tram and numbers were lower than hoped. Despite disappointing attendances across the schools we were pleased to be involved in the broader community and showcasing school archives. We are hoping that many more people read the entries in the booklet and were made aware of our school archives.

Samantha Cooper Convenor, South Australian School Archives SIG 13 June 2012

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Victorian School Archives Special Interest Group Convenor’s Report

Executive Committee The Executive Committee met four times during the year to plan Network events, respond to enquiries and correspondence. The Convener sought to reduce the amount of informal email and phone communication between meetings by encouraging all committee members to table agenda items with the Secretary for discussion at Executive Committee Meetings.

The current ASA (Vic) School SIG Executive Committee members are:  Jane Dyer, Convener (Presbyterian Ladies College, Melbourne)  Louise Otto, Secretary (Billanook College, Mooroolbark)  Sandra Turner, Membership (Korowa Anglican Girls School, Glen Iris)  John Waterhouse, Photography and Term 2 Network Meeting Coordinator (Beaconhills College)  Jane Carolan, Publicity (Trinity Grammar School, Kew)  Joanne Horsley, Reports (Carey Grammar, Kew)  Steve Stefanopoulos, Professional Development (Loreto Mandeville Hall, Toorak)  Brigid Cooper, (Penleigh and Essendon Grammar School, Essendon)  Judith Gibson, (Caulfield Grammar School, Caulfield)  Dorothy Wickham, (Ballarat and Queens Anglican Grammar School, Ballarat)  Luisa Moscato, (Emmanuel College)

The 2012 AGM will be held on Friday 17 August Term 3, 2012. At that meeting the following ASA (Vic) School SIG Executive members, Jane Dyer, Convener and Louise Otto, Secretary and Luisa Moscato have signaled they will stand down from their positions. Brigid Cooper, Network Meeting Coordinator resigned from her position in April.

As the majority of our executive is lone-arrangers juggling full-time work loads in part-time jobs, I would like to thank each committee member for their contribution and dedicated service. I particularly wish to record the committee‟s sincere thanks to Brigid Cooper, our retired Network Meeting Coordinator. The energy and leadership Brigid brought to this role will be missed. Our Committee is very grateful to John Waterhouse and Dot Wickham for stewarding Network Coordinator duties in Term 2 and Term 3.

SIG membership This year we have welcomed 8 new members to our group (some of whom have replaced previous members or retirees). We currently send out information about our meetings and activities to 201 archivists and schools. Please note, this does not mean all members are members of ASA as official School SIG members.

Network Meetings and other events Four network meetings were organized by the Executive Committee since the last AGM. Each meeting was organized around a theme of interest with time for sharing ideas, networking and viewing aspects of the host school. The Committee continues to encourage all Network Meeting attendees to join the ASA and MAA. We display and distribute copies of the ASA materials, including the ASA School Archivist brochures, at each Network Meeting.

2011 Term 4 Network Meeting at Tintern School, East Ringwood on Thursday 27 October. Our final network meeting for 2011 was hosted by Di Lacey at the Tintern School, East Ringwood. Thirty attendees from across Victoria were warmly welcomed to Tintern by the Principal of Tintern, Jenny Collins, who spoke to the important role of Archivists and the

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School Archives. Mrs Collins made special mention of Lynne Franke, Archivist and a Life Governor of the Tintern is “as a living Archive has a 60 year relationship with the School, both as student, staff member and parent”.

Our guest speaker, Mark Hennessy, Information Communication Technology Teacher at PLC, presented an engaging 45 minute discussion, „Web 2.0 – What does it mean for School Archives?‟ Mark‟s presentation discussed social media such as Facebook, and Twitter and introduced us to many other interactive media applications. His presentation provided our SIG with a lively practical opportunity to learn debate and discuss the implications of Web 2.0 and its many applications for School Archivists.

2012 Term 1 Network Meeting “Walking the Tightrope: the Challenges of being a School Archivist” at Sacred Heart Girls’ College on Thursday 15th March. Thirty seven school archivists attended the Term 1 Network Meeting at Sacred Heart Girls‟ College hosted by Mary Compton, College Librarian. Unfortunately, Christine Walker, College Archivist was unable to be there on the day as she had a family bereavement. After a warm welcome from the Sacred Heart Principal, Christopher Dalton, SIG committee members Judith Gibson and Steve Stefanopoulos spoke to our theme. Steve focused on the important task of identifying core tasks and Judith highlighted the importance of research. The ensuing group discussion regarding the competing demands of Archivists teased out several key areas of concern: Research; Collection Management Policy; Professional Networks; Electronic Records; Job descriptions; Detachment. Judith spoke to the final point of “detachment” from the demands of the job, stressing the importance of identifying key stakeholders in the relationship with the School Archives and the need for these stakeholders to take responsibility for records creation.

2012 Term 2 Network Meeting “Advantages of being an archivist in a young school” at Beaconhills College, Pakenham on Monday 28 May. John Waterhouse, Beaconhills College‟s Archivist/Historian welcomed sixteen school archivists to the meeting. The Beaconhills‟ Headmaster, Tony Sheumack, spoke about why he appointed an archivist/historian in 2003 and how he believed it has benefited the school, as it celebrates its 20th Anniversary Year in 2012. Attendees had the wonderful opportunity to visit John‟s engaging “20th Anniversary” photographic exhibition.

2012 Term 3 Network Meeting at Ballarat and Queens Anglican Grammar School and Loreto Ballarat will be on Friday 17 August. This meeting will be jointly hosted by Dot Wickham, Ballarat Grammar Archivist and Michael Taffe, Loreto Ballarat Archivist, Peta Knott from Victorian Collections will be a special guest.

Reports The ASA (Vic) School Archives SIG‟s reports, photographs and upcoming events were posted on ArchivesLive! by the Committee. Short reports of each Network Meeting were also supplied to ASA Leadership Matters.

ASA Symposium 2011 Steve Stefanopoulos (Heritage Collection and Records Manager, Loreto Mandeville Hall Toorak and ASA National School Archives SIG Convenor) and Jane Dyer (Archivist Presbyterian Ladies‟ College Melbourne and ASA School Archives SIG (Vic) Convenor) attended the first ASA Symposium held in Sydney at Luna Park on Thursday 20 October 2011. The Symposium theme Archiving the Iconic comprised three plenary sessions: iconic spaces, iconic people and iconic events. The 2011 Symposium was a wonderful opportunity to learn, share, debate and network.

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The following day, Friday 21 October, Steve and Jane attended the ASA SIG School Archives (National) AGM at the Cranbrook School. After the meeting Janet Howse (Cranbrook School Archivist and ASA (NSW) School SIG Convener) escorted the group on a tour of the historic Cranbrook School and Cranbrook School Archives. Later, after a delightful lunch at Cranbrook, Janet Howse coordinated tours to three other fabulous school archives in the Rose Bay area: SCEGGS Darlinghurst, Kincoppal-Rose Bay School and Ascham School.

Conclusion As I retire from this position I sincerely thank all members for the privilege of convening this group. This SIGs commitment to improve professional networking opportunities for Victoria School Archive staff is but one of the many valuable contributions the ASA makes to our professional community. Please continue to support the ASA and the ASA (Vic) School SIG by attending our Network Meetings, joining the ASA and contributing to ArchivesLive! The ASA (Vic) School SIG Executive Committee encourages, invites and warmly welcomes new members to join their team as a key way of ensuring the SIG continues to support all Victorian school archive staff in engaging and practical ways.

Jane Dyer Convenor, Victorian School Archives SIG 25 May 2012

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Western Australian School Archives Special Interest Group Convenor’s Report

The 2011 AGM for the ASA School Archivists SIG (WA Branch) was held at Hale School, the hosts for the day were Bill Edgar and Harry Weston. Before the meeting a guided tour of the very impressive Hale School Museum was given, with a commentary by Bill Edgar on the history of the school, the development of the museum and how these resources are utilised within the School Community. At the meeting Sue Sondalini decided that after three years as convenor she would not to stand again. Sue has been a fantastic leader of our group, during her time as convenor she has been instrumental in organising many diverse and interesting professional development activities and has played a crucial role in keeping everyone up-to-date and informed. Thank you, Sue for your time and commitment to our school archives group. Committee members elected were: Freida French (Convenor), Stephanie Neille (Secretary), Sr. Irene Young (Treasurer), Gillian O‟Meara (Newsletter Editor), Shannon Lovelady (Committee), Margaret Paterson (Committee), Peta Madalena (Committee), Harry Weston (Committee), and Sue Sondalini (Committee). The meeting was followed by a walk through the Hale School memorial garden, a very special place, to view plaques dedicated to old boys‟ who, as part of the Australian Defence Forces, have died in armed conflict.

The final meeting of the year was held at St Mary‟s Anglican Girls School. The general meeting was followed by three presentations on the theme of Archivists Online. In the first presentation Shannon Lovelady of PLC showed us the work that she has been doing with the Our Page in History project for which she won an award. Shannon talked of how enthusiastically students participated in this project making it a very worthwhile and rewarding activity. Annie Medley then showed us the work that she has been doing with West Perth Mercy Collection on Flickr Annie went into why and how she embarked on this project and the benefits that it has brought to the Mercy Collection. Finally Freida French gave an introduction to Wikipedia editing and spoke of the important role that school archivists can play in the updating, monitoring, verifying and referencing of their school‟s Wikipedia page.

Our first meeting of 2012 was at Scotch College was hosted by Peta Madelena with presentations from Bronwyn McGee, State Library Foundation and Anne Chapple, State Library Foundation, Curriculum Cross-over, about the Our Page in History project, which provides an online portal for sharing stories, photographs, documents and videos. Bronwyn showed us how it can, and is being used by schools in WA enabling students to share the stories of their school.

In March the ASA provided an Archival Digitisation (Medium) Workshop. The workshop was designed and developed by Barbara Reed of Recordkeeping Innovations Pty. Ltd., presented by Pauline Joseph and hosted by Alan Ralph State Director NAA at the National Archives (WA). The fully booked workshop brought together a diverse group of people from areas ranging from the public service, schools, historical and heritage organisations, universities and industry, with the common goal of understanding how to implement a digitisation project. A special thank you to Pauline and Alan for providing the expertise and facilities that made this workshop possible.

Our term two meeting was held at Christ Church Grammar School. Maree Whiteley from AISWA (Association of Independent School Western Australia) gave a presentation on The role of school archives in the new National History Curriculum. Maree gave an inspirational presentation with many ideas and resources for utilizing school archives.

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Meetings for this group, which also includes religious and other small archives, are held once a term with average attendance of about 20 people. The meetings provide regular professional development presentations, a means of networking, and a forum for discussing issues relevant to archival activity. Thank you to all those who have provided venues and input 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 SIG 2 August 2012

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2011 National Symposium Report

The ASA‟s national Symposium in Sydney on Thursday 20 October 2011 was a valuable opportunity for ASA members and the broader archive community to learn, share and network. With the theme of Archiving the Iconic and Sydney‟s Luna Park as the venue, the Symposium was attended by more than 150 enthusiastic delegates from the GLAM (Galleries, Libraries, Archives and Museums) sector.

A blend of archivist and non-archivist speakers explored cultural icons, community memory, meaning and pluralisation. Keynote speaker Tim Bowden AM shared his personal perspective on archiving the ABC‟s early audio recordings, peppered with glimpses into his own extraordinary career in broadcasting. Other focal points included Paul Bentley‟s depiction of the challenges faced by the Dennis Wolanski Library and Archives‟ Sydney Opera House collection. In Pitching the past – selling history to the media Brad Argent from ancestory.com.au opened our eyes to the opportunities and strategies of engaging with the media. Ross Latham then inspired us with practical examples of the use of technology to connect archives to the community in his presentation of 21st Centenary Uses of the Records of the Tasmanian Convict Department. Cassie Findlay and Antony Loewenstein explored a different side of technological change and the role of archives in today‟s society in their presentation on WikiLeaks and the meaning of archives. Professor Martin Nakatara‟s thought-provoking Loris Williams Memorial Lecture was a fitting finale to an inspiring line-up of speakers. With the sun going down over the magnificent Sydney Harbour, the buzz of participants enjoying final discussions and refreshments was indicative of the success of the Symposium.

The Symposium was preceded by two days of professional development with a choice of ASA workshops presented at History House. On Tuesday, our Archival Digitisation Masterclasses were piloted by Barbara Reed, proving to be both informative and stimulating. Archival Digitisation (Medium) was a sell-out with more than 40 eager participants and in the afternoon, a condensed version of Archival Digitisation (Advanced) engaged participants in an even higher level exploration of this burgeoning field. Wednesday morning offered Digital Recordkeeping (Limited Budget) presented by Jackie Bettington and Introduction to Accessioning presented by Pat Jackson. It was great to see the ASA‟s CPD program in action over the two days to meet the needs of ASA members and the broader archival community.

Wednesday afternoon saw the ASA‟s AGM with a full-house of well-engaged members ensuring hearty discussion of issues important to our Society‟s future. A particular highlight of the AGM was the announcement of Jill Caldwell as a new Fellow of the ASA after 36 years of distinguished service to the profession, particularly in the areas of education and Indigenous issues. Members then moved on to an enjoyable evening of recognition and celebration at the Mander Jones Awards which honour excellence in archival and recordkeeping publishing. Sincere thanks to State Records Authority of NSW for hosting this event. It has become for many of us, the last opportunity to enjoy this notable Rocks facility.

Thursday following the Symposium, was dedicated to Special Interest Group Meetings. As always, these meetings were a great opportunity to learn from and network with colleagues within individuals‟ particular fields of interest, often with the added bonus of viewing different facilities.

As always, the Symposium and accompanying events came together after much planning and hard work. Sincere thanks to the many people who were involved in the overall organisation of the events including Joanna Baker, Jackie Bettington, Alice-Anne Boylan,

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Tamara Cummings, Cassie Findlay, Anna Grega, Sebastian Gurciullo, Patricia Jackson, Margaret Paterson, Bill Shaw, Clive Smith, Steve Stefanopoulos, Louise Trott, Alan Ventress, Andrew Wilson (and members of IISIG) and Melissa White. Enormous thanks also go to our generous Sponsors and our inspiring collection of Speakers. Louise Trott is to be commended in her role as the Mistress of Ceremonies who kept the Symposium on track, and behind the scenes our Event Volunteers including Prue Heath, Melanie Grogan, Debra Leigo, Julia Mant, Margaret Paterson and Steve Stefanopoulos kept all of the events running smoothly. Thanks also to the many others, including the workshop presenters, SIG organisers, venue co-ordinators and all who contributed to the success of the various events.

Margaret Paterson Chair, Learning Committee (2011)

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International Council on Archives Section of Professional Associations Report

The ASA is a category B member of the Section of Professional Associations (SPA) of the International Council on Archives. The Section represents professional associations who are interested in the administration, preservation and use of records and archives. It aims to strengthen and unit the profession globally and help its members develop their organisations and increase their influence.

The Society is represented on the 15 member SPA Steering Committee by Colleen McEwen who holds the position of Joint Secretary. Other countries on the Steering Committee are – France, United Kingdom, United States of America, Sweden, Switzerland, Israel, Canada, The Netherlands, Germany, Italy, Japan, Spain and Mexico. A Steering Committee meeting was held in Weimar, Germany in March and another meeting is scheduled for August to be held in conjunction with the ICA Congress. The Plenary Assembly of the Section will also be held in August.

Major activities undertaken during 2011/2012 New guidelines SPA produces guidelines to assist associations with their administration and services to members. In the reporting period a new guideline was produced on establishing an association awards program. The publication provides guidance on setting up a program to recognise those who have made an outstanding contribution to the profession or give meritorious service to the association. It includes a checklist of issues for associations to consider when designing, planning and implementing a program. After establishment, the checklist can also be used as a basis for evaluating and reviewing the program‟s operations.

Work on a guideline to assist associations publish a newsletter and other publications has progressed this year.

List of Professional Associations throughout the world A list of professional associations throughout the world, comprising of both Category B ICA members and non members, was developed by the Section. One hundred and thirty two associations were identified. The list will be used to target potential new members and used for ICA promotion activities.

Principles on the Role of Archivists A joint project between SPA and the Working Group on Human Rights was commenced this year to produce a document on the Principles on the Role of Archivists. It is being modelled on the UNESCO endorsed Principles on the Role of Lawyers and aims to assist the profession promote and ensure the proper role of archivists in society.

Universal Declaration on Archives SPA took the lead role in the ICA in developing the Universal Declaration on Archives between 2007, when the idea for the document was approved at the Quebec meeting of CITRA, to October 2010 when it was adopted by ICA General Assembly at Oslo. The Declaration was endorsed by the 36th Session of UNESCO in November 2011 where it was presented by the Senegal Ambassador Papa Momar Diop, who was formally the Senegal National Archivist. UNESCO also encouraged member states to be guided by the principles set out in the UDA when planning and implementing future strategies and programmes nationally.

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Since the UNESCO endorsement SPA has had oversight of the upgrading of the UDA poster to include the UNESCO logo and is supporting a workshop at the ICA Congress to assist people develop promotion ideas at the ICA Congress in Brisbane. The workshop, and a paper on the development of the UDA, will be presented by Kim Eberhard and Colleen McEwen, the Australian members on the UDA working group. SPA has also assisted with the development of an ICA online register for supporters of the Declaration to sign which is expected to be launched before the August Congress.

Colleen McEwen ASA ICA SPA Representative 16 July 2012

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