Issue 30: 1 July 2013

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Issue 30: 1 July 2013 Dear Members,

Now is the time to consider your nomination for ASA Advisory Committee on Council! Ethical Standards The closing date for nominations is Saturday 13 July, and ASA email address that date is approaching rapidly. Do not delay in submitting your nomination. There are a number of Council positions open for nomination including Vice President, Treasurer, Secretary and Call for Nominations for Council member. If you are a professional member and have an Election to ASA Council interest in supporting the work of the ASA through a Council role, closes Saturday 13 July I would love to hear from you. Membership of the ASA Council membership is an opportunity to contribute your knowledge and 2013 National Conference experience to serve the interests of members, while also developing new skills. It also is a very positive time to join Council Victorian School Archives given the Society's sound financial situation and increased ability SIG Term 2 Network Meeting to support initiatives and activities. The nomination forms can be found here and if you have any questions please contact email or Membership Matters call me on 0420 959 261.

Registrations for our 2013 National Conference are open. The NSW School Archives SIG ASA National Conference from 15-17 October in Canberra, mentioned in NSW State will be the highlight of the year. The Conference Committee led Parliament by Michael Piggott has done an exceptional job of bringing together an engaging program. You can find more details about Featuring A&M Editorial the conference here. Board Member - Steve Bailey Council is very pleased to confirm that the 2014 Conference will Call for articles and reviews be a joint ventue with the Archives and Records Association of for upcoming issues of New Zealand (ARANZ) to be held in Christchurch, New Archives and Manuscripts Zealand. There will be a joint ASA/ARANZ Conference Committee with ASA involvement focused on programing and ancillary support given our distance from the hosting city. I would Margaret Jennings Award be delighted to receive expressions of interest from members who might be interested in joining the conference committee. Please New Victorian School email or call me during July if you would like to be involved. Archives SIG Committee Planning has also commenced for the 2015 Conference which following 2013 AGM will be held in Hobart.

Alteration to By-law No.2 Kylie Percival Elections to Council President

Retirement of archivst Sr Angela Burke, St Columba's College, Essendon

NSW School Archives SIG Advisory Committee on Ethical Standards Term 2 PD Section 7 of the Society's 2012 Rules provides that the Council of 2013 Conference Workshops the Society shall appoint an Advisory Committee on Ethical in Canberra Standards. At its 28 June 2013 meeting, Council voted to proceed with the establishment of this Committee and to seek expressions of interest from professional members who may be interested in serving on this Committee in a voluntary capacity. The work of the Committee is intended to support the aspiration of the Society to establish and maintain standards of archival practice and administration and of professional conduct amongst archivists. Through its activities, the Committee promotes awareness of the Society's Code of Ethics and assists archivists to articulate and pursue professionally and ethically appropriate practice in the shaping of memory. Where recordkeeping outcomes involve apparent departures from professionally and ethically appropriate practice, the Committee may investigate and report to Council on dissonant practice and any related action that may be required in the interests of promoting better practice. Archival Digitisation (Advanced) Workshop - Perth Expressions of interest in serving on the Advisory Committee 2 July at the National Archives of on Ethical Standards can be expressed via email to the Australia, East Victoria Park. Society's President, Kylie Percival, by 23 July 2013.

Click here to register and find out more information.

ASA email address

All ASA Councillors have dedicated ASA email addresses. Please use these email addresses for future contact regarding ASA matters.

President: Kylie Percival

Vice President: Lee Amoroso

Secretary / Treasurer: Dr Louise Trott South Australian Branch 2013 (Secretary) Annual General Meeting Council Members: 4 July at State Records South Mark Brogan Australia, Adelaide. Cassandra Findlay Click here to find out more. Katherine Gallen Steve Stefanopoulos Ian Sutherland (Treasurer)

Gneral Enquiries [email protected] Events / Workshops [email protected] Membership [email protected] Call for Nominations for Election to ASA Council closes Saturday 13 July

Western Australian Branch 2013 (ASA Professional & Honorary Members only) Annual General Meeting 16 July at State Library of I hereby call for nominations for the following positions on Council: Western Australia, Perth. Vice-President (1 year term) Click here to find out more. Secretary (2 year term) Treasurer (2 year term) Councillor #1 (2 year term) Councillor #2 (2 year term)

Rule 5(3) provides that Professional members only shall be eligible for election as officers or councillors of the Society.

In accordance with By-law 2 Section 4 (1) nominations must be:

made in writing; signed by two professional members of the Society; accompanied by the written consent of the candidate; clearly endorsed to indicate the position or positions for Introduction to Archives & which the candidate is being nominated; and Archival Programs Workshop - delivered to the Returning Officer within one calendar Adelaide month of the call for nominations. 22 July at State Records South Australia, Adelaide. Click here to obtain a Nomination Form. Nominations may be accompanied by a curriculum vitae and a statement of policy. Click here to register and find out more information. Nominations should reach: Australian Society of Archivists Inc. The Returning Officer Attn: Jim Sinclair PO BOX A623 Sydney South, NSW 1235 or by email: [email protected] on or before Saturday 13 July 2013 Tel: (02) 8257 2989

Jim Sinclair ASA Returning Officer

Introduction to Accessioning Workshop - Adelaide 22 July at State Records South Australia, Adelaide. 2013 National Conference Click here to register and find our more information. Come to Canberra between 15-18 October and join colleagues to explore the environment and possibilities for the future of records and recordkeeping. Information about the conference is available here, and the latest version of the program dated 29 June 2013. (You may need to refresh your computer to see this version).

Early bird registration closes on 31 August. There is a special offer for institutional members - register five people and receive one free registration. Registration information is available here.

NSW School Archives SIG Term 3 PD Day 3 September at Cranbrook School. The topic will be creating museum displays Victorian School Archives SIG Term 2 Network Meeting

Vice Principal of the Mentone Girlsâ€™ Grammar School, Kay McCullough welcomed the meeting and endorsed the work of Archivists and spoke of the School celebrating 114th anniversary and the challenges of contemporary display. She praised the work of Mentone Girls' Grammar School Archivist, Gayle Neylan and the displays she has around the School.

Jane Dyer, Vic School Archives SIG Convenor, 2013 National introduced the guest speakers Robin Scott, Conference Loreto Province Archivist and Loreto College Ballarat Archivist Michael Taffe. The topic for the meeting: 'Exhibitions - how best to fill the Canberra space'. 15 - 18 October 2013 Robin described the process involved in the establishment of the purpose built Archive that Special Interest Group meetings houses both the Province Archives and the on Tuesday College Archives. The present site was once a former school house near the gatehouse. Later ASA AGM and Mander Jones the building was used as a kindergarten and Awards on Tuesday priests' chalet. The building has a heritage overlay which means that there are limitations Papers & Presentations on regarding the 'footprint' of the new repository. Wednesday & Thursday

Professional Development The Archivists prepared a brief for the Architect Workshops on Friday outlining specifications for the Archives these Click here to find out more. included: two repository storage areas - one for the Province Archives and the other for the College Archives, records resource room, display gallery, reading room, Province Archivist office, College Archivist office, workroom, toilet, environmental control, security, fire and intruder detection. Robin stressed to the Architect that there should be no windows in the storage areas and there should be no carpet.

Robin's power point presentation revealed a modern impressive conversion of the old school house with floor to ceiling double glazed foyer and reading room looking out to the beautiful gardens of Loreto College. The display area is in the central old part of the building with the modern storage areas and offices on either side. Robin reported that she wanted a blank canvas for the display area using wooden display cabinets for the many Annual General Meeting historical objects from the Archives. will be held on 15 October 2013 at the National Film and Sound Some problems are inevitable in even the best Archive, ARC Theatre, McCoy planned projects. Robin related that there was Circuit, Acton from 3pm to 5.30pm. maybe too much lighting with no provision for blinds and the reading room is not in sight of Click here to Register the Archivists' office. A further future problem is that of storage, a recurring problem for Archives that will mean that within ten years they will need more storage. However the building stands as a challenge to the stereotype of the dusty, musty Archives in the Conference basement and has succeeded in providing a modern state of the art repository with a SIG Meetings beautiful display area that is used by the School for functions, reunions and education.

Michael was delighted that their brief to the College was accepted and implemented and that both the College and the Province Archives has a dedicated storage area with compactus. Michael maintains displays throughout the College but not in the display area in the Archives this is reserved for the Province with displays of the history of the order. Students are encouraged to use the Archives as a resource and many of the younger students enjoy dressing up in the habits of the nuns.

National School Archives SIG - Robin and Michael took questions from the Meeting & 2013 AGM audience about storage and funding issues as 15 October at Canberra Girls' well as the important point that displays need Grammar School, Canberra to change regularly or they become â€˜part of the furnitureâ€™ and cease to be noticed. Click here to Register The meeting adjourned for morning tea and returned with a summary of displays at Mentone Girls' Grammar School by Gayle. The current display is 'How learning has changed' using a time line of learning with objects such as slide rules, botany drawings and microscopes. Her next theme and display will be uniforms over time, with the potential to include props.

A further discussion concerning problems related to the display of banners and large student artwork resulted in many solutions from the group. These comprised threading and hanging banners in a 'bunting like' display; Reference, Access and Public photograph banners and convert to slideshow Programs SIG - Half-Day and another was to use the images of the Seminar banners and incorporate in a pull down blind. 15 October at National Archives All contributions were very innovative and of Australia, Canberra thoughtful.

Click here to view some of the photos taken on the day that concluded with a tour of the current displays by Gayle Neylan.

Jo Horsley Victorian School Archives SIG Committee Member

Membership Matters Religious Collections SIG 2013 AGM We are delighted to welcome the following members to the 15 October at Australian Catholic Society: Bishops Conference Secretariat Stuart Bennington (Australian War Memorial) Conference Room, Canberra Peter Matthews (Churches of Christ in Queensland) Click here to Register National Library of Australia Siripen Nasakul studying at Curtin University Trustees of the Christian Brothers Oceania Maryborough District Health Service Historical Archives Committee Deborah Marks studying at Charles Sturt City of Fremantle Katherine Howard studying at Queensland University of Technology Sister Ursula Juelich of the Holy Spirit Missionary Sisters, Queensland Mt St Patrick's College, Murwillumbah

Please contact the Membership Officer - Angela McGing if you have any questions or comments about your membership.

University Archives SIG 2013 AGM 15 October at the Australian National University, Canberra NSW School Archives SIG mentioned in NSW State Parliament The Hon. Charlie Lynn MLC, who was a guest at the recent NSW School Archives SIG PD Day, mentioned the ASA and the NSW School Archives SIG in NSW Parliament on 19 June 2013. Click here to read his motion or see below.

NSW SCHOOL ARCHIVES SPECIAL INTEREST GROUP

Motion by the Hon. CHARLIE LYNN agreed to:

1. That this House acknowledges that:

(a) on Thursday 6 June 2013, the NSW School Archives Special Interest Group (SIG) hosted their conference titled "Commemorating World War "How you can be involved" to foster ideas and interests amongst School Archivists on how they can be involved in World War I commemorations,

(b) the NSW School Archives SIG is part of the Australian Society of Archivists, which provides leadership for the profession and advocates for archives and recordkeeping,

(c) the Archivist profession itself plays an important role in ensuring records which have value as authentic evidence of administrative, corporate, cultural and intellectual activity are made, kept and used,

(d) their work is vital for ensuring organisational efficiency and accountability, and for supporting understandings of Australian life through the management and retention of its personal, corporate and social memory, and

(e) within the school environment, the School Archivist provides preservation and conservation and safety of all materials within the archives, promotes heritage of the school and the existences of its archives, and provides research services to all members of the school or its extended community.

2. That this House:

(a) congratulates NSW School Archives SIG,

(b) congratulates the Convenor, Ms Prue Heath from SCEGGS Darlinghurst and Secretary, Ms Jenny Pearce from The King's School, and their organising committee for hosting this conference which was timely in allowing its members to commence the planning of school commemoration activities in the lead-up to the Centenary of Anzac, and

(c) commends their dedication and efforts in providing professional development and support for School Archivists and volunteers.

Featuring A&M Editorial Board Member - Steve Bailey

Steve Bailey currently acts as senior advisor on records and information management issues for JISC infoNet, an advisory service for managers within the HE and FE sectors. He is responsible for preparing and disseminating a range of guidance material and tools to help support the development of records and information management within the sector, including the widely acclaimed Impact Calculator. Steve is a well known speaker and writer on records management issues with over 60 papers and presentations to his credit.

In 2011 he was a shortlisted finalist for SLA Europeâ€™s â€˜Information Manager of the Year awardâ€™ and in 2012 won the Emerald Literati Network Award for 'Outstanding Paper of the Year' for his paper 'Measuring the impact of records management: data and discussion from the UK higher education sector'.

Prior to moving to JISC infoNet in February 2007 Steve spent five years leading JISC's own internal records & information management activities and its successful programme of innovative records management and information governance development projects.

Since obtaining his Masters with Distinction in Archives and Records Management from UCL in 1997, Steve has worked as Assistant Records Manager for the global pharmaceutical company Pfizer and Team Leader (Archives and Records Management) for the University of Gloucestershire.

Click here to read Steveâ€™s blog on the future of records management. Steve's book Managing the crowd: Rethinking records management for the Web2.0 world was published in June 2008 by Fact Publishing. Call for articles and reviews for upcoming issues of Archives and Manuscripts

Archives and Manuscripts, the leading peer-reviewed archival journal published in the Australasian region.

Archives and Manuscripts is the professional and scholarly journal of the Australian Society of Archivists Inc., publishing articles, reviews, and information about the theory and practice of archives and recordkeeping in Australasia and around the world. Its target audiences are archivists and other recordkeeping professionals, the academic community, and all involved in the study and interpretation of archives.

The journal is published three times per year, in March, July and November. We are currently seeking submissions for the November 2013 issue (deadline 1 July 2013) and March 2014 issue (deadlines 1 November 2013).

For further information go to the Archives and Manuscripts webpage on the ASA website, or contact the General Editor of the journal by email.

Margaret Jennings Award

The Margaret Jennings Award is an annual award, instituted in 1989 as the Australian Society of Archivists Inc. Award for students completing a diploma course in archives administration in the previous year. The award recognises academic achievement during the course. It was renamed the Margaret Jennings Award in 1997 and commemorates former University of Melbourne Records Manager, Margaret Jennings, one of the founding members of the ASA and a past President of the Society, who was also a strong advocate for the introduction of graduate programs for records managers and archivists.

Congratulations to the following two Monash University students who have received a Margaret Jennings Award: Opeta Alefaio for 2011 and Ailie Smith for 2012. Click here to view other past recipients.

New Victorian School Archives SIG Committee following 2013 AGM

At the Victorian School Archives Special Interest Group AGM held on 5 June 2013, the following were elected as new office bearers:

Convenor: Esmae Boutros, Donvale Christian College and Eltham College

Secretary: Brigid Cooper, Penleigh and Essendon Grammar School

Membership: Sandra Turner, Korowa Anglican Girlsâ€™ School

Reports / Photography: Joanne Horsley, Carey Baptist Grammar School

Network Meeting Coordinator: John Waterhouse, Beaconhills College

Publications: Robin Scott, Loreto Province Archives

Committee: Michael Taffe, Loreto College; Chris Otto, Luther College; Catriona Banks, St Patrick's College Ballarat; Nadia Doll, The Peninsula School; and Jane Dyer, Presbyterian Ladies' College

Alteration to By-law No.2 Elections to Council

It was recently noticed that By-law No. 2 Elections to Council had two editorial errors. Sometime between 1996 and 2005, By-law No. 2 Section 2 was deleted. Consequently, Sections 3 to 18 were renumbered 2 to 17. Most cross references contained within sections were renumbered, however, two cross references were overlooked and so were incorrect. Section 8(c) referred to 'Sub- section (2) of Section 5'; and should have read 'Sub-section (2) of Section 4'. Also, the cross reference in Section 11 should be to Section 8, not Section 9. ASA Council authorised the two corrections at its meeting on 31 May 2013.

Rodney Teakle ASA Public Officer

Retirement of archivst Sr Angela Burke, St Columba's College, Essendon

St Columba's College, Essendon, recently bid farewell to the last Sister of Charity to serve at the College. Sr Angela (Patricia) Burke RSC has been a Sister of Charity for more than forty years and has taught at a number of schools in Sydney and Hobart for twenty years. In 1976 she completed a Bachelor of Arts from the University of New England, majoring in English and History. In 1984, Sr Angela was appointed Assistant Archivist at the Sisters of Charity Archives and in 1986 she obtained a Diploma of Archives Administration from the University of New South Wales. In 1991, Sr Angela established the Archives of St Vincentâ €™s Hospital, Sydney. In 2006, she graduated with a Masters with Honours from the University of New South Wales for her Thesis on 'The Archives of the Catholic Church in New South Wales, 1787 to 1877'. Since 2003, Sr Angela has been the Archivist and Music Secretary at St Columba's College, Essendon and in 2010 was elected President of the Association of Catholic Archivists (Victoria). One of her proudest achievements at the College was creating and compiling a pictorial History of St Columba's 1897 - 2012.

NSW School Archives SIG Term 2 PD

With PLC Sydney this year celebrating its 125th anniversary, Debbie Cramer generously hosted the recent NSW Schol Archives SIG Professional Ddevelopment day on how schools could be involved in the WWI commemorations. Dr Paul Burgis, the Headmaster, warmly welcomed us to the school, and it was clear from his speech how much the school value their history and the legacy of previous generations in creating their school's culture.

The day was rich in content, with three official speakers:

Darren Mitchell, Director of the NSW Office for Veteran Affairs, the Hon Charlie Lynn, MLC, Parliamentary Secretary for Veteran Affairs, a Vietnam veteran, staff member of the Australian Defence Force and an events organiser, Nyree Morrison, archivist from the University of Sydney.

Both Darren and Charlie provided context for our work, with many inspiring and moving stories which are sadly impossible to include here. From Darren's talk, the following points are of particular relevance to the SIG:

Commemoration - The WWI and WWII generations who were the driving force for days such as ANZAC Day are now almost all gone, commemoration of these events is in a period of transition. Schools and their students are seen as very important for continuing to pass on the observance of these days and memory of the sacrifice of previous generations of servicemen and women. The ANZAC Day march in Sydney is now at capacity. The Department would like to see people joining local community commemorations perhaps were their forebears came from. (Perhaps this is an opportunity for schools to include their wider community.) Financial support can be obtained from the state and federal governments for lasting works of commemoration.

Heritage -There is barely a community in Australia that does not have a war memorial. These were particularly important to the WWI generation, as soldier's bodies could not be returned to Australia. The WWII generation tended to create civic structures such as War Memorial Halls, swimming pools, hospitals and sports grounds - although the War part has often been dropped by later generations who were uncomfortable with the concept of war. The Office of Veteran Affairs provides grants to NSW communities to enhance and restore local war memorials through the Community War Memorials Fund. School war memorials would be eligible for these grants. The Office also maintains an online register of more than 3000 local war memorials on the NSW War Memorial Register. Schools are able to add their war memorials to this register.

Education -

A great deal of work is being done on producing school resources, including 15 minute videos and class notes being created around an object etc. the Premiers annual ANZAC Memorial Scholarship enables school students to travel to key battlefield sites.

Charlie spoke with great passion and enthusiasm on his topic covering a few key issues including the importance of historical truth, and how often this gets distorted in verbal accounts of events, and the role archives and historians have in trying to preserve the truth. He was also concerned that that students of today get overwhelmed by the stories of veterans and that they must have been extraordinary people. He felt it was very important for students to understand that they were usually just very ordinary people and that we all have this potential to contribute. He was also concerned with ensuring that all Australians feel connected to this sort of commemoration, reminding us that many of Australia's recent immigrants have first hand experience of war and its consequences.

Nyree spoke about the University of Sydney's Book of Remembrance Online Project. The original book, published in the 1930's, recorded overseas war services of all staff, students and graduates of the University. The University is not only digitising the book, but the source documents from which the book was created. The public will be able to upload material to the website. The Book of Remembrance Online Project will make all 2036 of the book's records fully searchable, allowing researchers to sort the data by a range of criteria such as faculty, school, and movements after the war. It was fascinating to hear about, and looks like it will be a very valuable resource.

In addition to the official speakers, there was a great deal of engagement by the audience, including a few short presentations. Jenny Pearce, from The Kings School, told us of the research she had been asked to undertake on the school's WWI cohort by the Wellington College in the UK for a book they are producing. The questions asked prompted new ways for Jenny to think about the Kings School's contribution. Kate Riseley from Shore School showed us an ipad application she'd developed using software. It allows visitors to the school museum to view photos, transcribed diaries, letters etc. We were all so impressed with it, that we are hoping Kate will give a fuller demonstration at our next PD day.

Prue Heath from SCEGGS Darlinghurst, gave a short talk on women's involvement.

Think connections between schools during this time. Women had brothers, fathers, husbands and sons serving and were therefore passionately connected to the war effort. Many women channelled this emotion into fund raising through the comfort funds, serving as VADs and nurses, holding jobs formerly held by men, and writing in their school magazines. Although a girls' school, we have not only a rich history of service at this time but an archive of letters and comment about WWI published in our school magazine that may relate to brother schools, as would many other girls' schools. During Easter this year, Prue visited representatives of the New Cavendish Club in the UK. They were set up for VADs after WWI. This organisation has got permission to build a nursing memorial to the approximately 1500 British nurses and VADs who died during WWI and WWII at the National Arboretum in November 2014. They would welcome Australian nurses and VADs names to be included on this memorial. As part of this commemoration they are also producing educational material which they would be happy to share with Australian schools. A play No way back about VADs and WWI has been commissioned and would be very suitable for production in schools or using in history or English classes. The Australian Governmentâ€™s Anzac Centenary Local Grants Program will assist and encourage communities across Australia to undertake their own Anzac Centenary projects that commemorate the service and sacrifice of Australian servicemen and women in the First World War.

Finally, we had asked attendees to bring any publishing ideas to share with the group. Trinity Grammar, Scots College and Riverview all brought examples of publications commemorating the service of WWI or WWII generations. Debby had a charming display of material from PLC Sydney too.

Thank you to PLC Sydney and Debby for hosting the day and to all those who so enthusiastically participated!

Prue Heath NSW School Archives SIG Convenor

2013 Conference Workshops in Canberra Approaches to Arrangement & Description

This workshop is geared to the professional archivist and is at medium to advanced level. Geared to rethinking archival processes for the digital world, it explores the basis and purposes of A&D and finding aids to identify what is enduring and what is a paper based methodology which does not need to continue. It Identifies where the process traditionally takes place and what options exist for a digital world, exploring archival descriptive standards & more integrated recordkeeping metadata standards, and explores issues such as:

What is an archival system in the digital world What is a series in the digital world What is an item in the digital world What is a finding aid in the digital world

The workshop also looks to what may be the future, including semantic web enabled archival systems, and whether distributed custody is a realistic prospect and how would/could our systems cope.

Appraisal

This workshop is geared to the professional archivist and is at medium to advanced level. This workshop aims to extend our professional thinking about appraisal, rather than applying a methodology. It includes exploration of issues such as:

Traditional and newer functional approaches to appraisal What is appraisal and how should it be approached in the digital world How does 'big data' affect our appraisal strategies How do we know if we're successful: what are appropriate and achievable benchmarks Appraisal and the web? What are our boundaries of responsibility?

Archival Digitisation

This workshop is at an advanced level and is geared to professional archivists. It explores the complexity and challenges of this developing field and extends the basic process knowledge of the introductory course. Based around professional issues raised by digitisation, this workshop allows participants to think about and explore issues such as:

'If digitisation is the solution what is the question?' (quote from Joanna Sassoon) Digitisation on demand: what does it mean for archives and their users? What commercial arrangements for digitisation exist, what are the experiences and how widely are they applicable? Quality control and crowd sourcing â€“ some amazingly successful projects and what can we learn User expectations and user interfaces What are/should be the boundaries of archival control when records are digitised? Australian Society of Archivists Inc. P: +61 8 8990 0431 PO Box A623 Origin: Australian Capital Territory E: [email protected] Sydney South, NSW 1235 Liability of members is limited. ABN: 36 102 573 974 ARBN: 159 638 696

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