On this page are additional resources, which have either been referred to in the Digital Access to Collections workshops or participants have expressed an interest in the content, but the content is outside the scope of inclusion in the Digital Access to Collections training manual. This page will be updated throughout Stage 2 of the Digitial Access to Collections project, so be sure to check in to see updates!
Conservation and Preservation:
When you are considering digitisation, you may also need to consider the preservation or conservation of your collection items as well.
Your collection items may need some attention before they digitised to ensure they are as presentable as possible, and they definitely deserve some attention after they are digitised. An organisation should consider conservation and preservation techniques and practices to ensure collection items are kept safe from damage and to reduce the effects of aging.
The Digital Access to Collections workshops and training do not cover conservation and preservation, but there are many very useful resources available online.
- Collection care – Australian Institute for the Conservation of Cultural Materials: https://aiccm.org.au/conservation/collection-care
- Collection conservation – National Gallery of Australia: https://nga.gov.au/conservation/
- Preservation and conservation: tools to care for your archival collection – Public Records Office of Victoria: https://www.prov.vic.gov.au/community/managing-your-collection/preservation-and-conservation
- Conservation guides – State Library Victoria: https://www.slv.vic.gov.au/help/conservation-guides
- Guidelines on the production and preservation of digital audio objects – International Association of Sound and Audio-visual Archives: https://www.iasa-web.org/tc04/audio-preservation
- Technical preservation handbook – National Film and Sound Archive: https://www.nfsa.gov.au/preservation/guide/handbook
- Preservation at home – National Film and Sound Archive: https://www.nfsa.gov.au/preservation/guide/home
Oral History resource:
Download the very helpful resource "Recording your story: Collecting oral histories" by Museums Australia Victoria here: Recording_Your_Story_-_Oral_History_Kit.pdf
Download the very helpful resource "Photographing your collection" by Philip Moorhouse from The Collecting Bug here: Photographing_Your_Collectables_-_Philip_Moorhouse.pdf
Selling digitisation to management
Sometimes the hardest hurdle to face in the beginning is how to convince your management, committee or board that digitisation is both an essential and valuable task for your organisation to undertake.
Here are some articles and business cases that may provide some useful approaches to selling the idea of digitisation and providing digital access to management:
- Benefits, costs and risks of business process digitisation programs – NSW State Archives & Records: https://www.records.nsw.gov.au/recordkeeping/benefits-costs-and-risks-business-process-digitisation-programs
- Planning for business process digitisation – NSW State Archives & Records: https://www.records.nsw.gov.au/recordkeeping/planning-business-process-digitisation
- Digitisation plan template – University of Tasmania: downloadable from http://www.utas.edu.au/it/records/forms
- A review of a year of open access images at Te Papa – Adrian Kingston and Philip Edgar, Museum of New Zealand Te Papa Tongarewa: https://mwa2015.museumsandtheweb.com/paper/a-review-of-a-year-of-open-access-images-at-te-papa/
- Digitisation of museum collections: a worthwhile effort? – Anna Stow, University of Gothenburg [Check pages 23-34 in particular]: http://citeseerx.ist.psu.edu/viewdoc/download?doi=10.1.1.456.9594&rep=rep1&type=pdf
State and Territory funding opportunities:
Here are lists of funding opportunties, to find grants that will can help you digitise your collection. Often organisations need some financial assistance to help them get started, especially with digitisation projects and providing digital access to their digitised works. The lists are based per state and territory.
A volunteer agreement is another piece of policy that an organisation should consider in the planning stage. The agreement ensures that all volunteers within the organisation are aware of the practices and procedures they are expected to follow when volunteering with the organisation.
A volunteer agreement is a way in which clear expectations are set. It can be very useful for a digitisation project as a means of setting the standards to which volunteers will work. Again, these policies and agreements should be adapted to suit each organisation, there are very few one-size-fits-all approaches - each organisation will have its own requirements of volunteers.
When implementing a volunteer agreement, it is best to make sure it is not too complex. It should be accessible and clear for the volunteer so that the paperwork does not appear too daunting.
A volunteer agreement can include:
- An outline or purpose of the volunteer work
- The days or hours agreed to by the volunteer and organisation
- The start and end date (if appropriate)
- Acknowledgement of key policies to be agreed to and signed by the volunteer.
Within a volunteer agreement it can be important that volunteers have received and signed:
- A position description: specifically outlining the duties and tasks they are performing or a description of the project they are working on.
- A statement of volunteer rights and responsibilities: these can be broad policies that include OH&S, equal opportunity, privacy, harassment and discrimination policies.
- Policies and procedures: these include policies of customer service, communications policies, OH&S, confidentiality, policies including the handling, storage, display, digitisation, photography of, metadata and filename procedures surrounding the collection.
Please note: If a volunteer undertakes work for an organisation, the volunteer owns the copyright in the work as the creator. It may be important to include in your written agreements how you wish to manage copyright ownership with volunteers. One option is that you may request that anything they create will be licenced under Creative Commons so your organisation may freely use it.
It is important to establish what the roles and responsibilities of each volunteer are, especially if they are working on a digitisation project. This way everyone is required to work to the same standards to avoid issues of misplaced or incorrect file naming, incorrect handling, incorrect data entry etc.
By establishing a volunteer agreement, organisations can also ensure that young volunteers are able to obtain a letter of reference, making volunteer work desirable for them to undertake.
There are many resources for templates for volunteer agreements as well as additional policy (such as standard OH&S policy) available that can be utilised for each organisation.
Here are copies of the Volunteer documentation used by the Royal Historical Society of Queensland, who are happy to share their work:
- RHSQ Volunteer Form as a DOC RHSQ Volunteer Form.docxRHSQ Volunteer Form.pdf
- RHSQ Volunteer Policy.pdfRHSQ Volunteer Information Sheet.docxRHSQ Volunteer Information Sheet.pdf
- RHSQ Volunteer Information Sheet.pdfRHSQ Volunteer Policy.docxRHSQ Volunteer Policy.pdf
Other resources are:
- Volunteers Victoria – Volunteer agreements: http://www.volunteer.vic.gov.au/manage-your-volunteers/establishing-codes-and-principles/volunteer-agreement
- Volunteers Victoria – Statement of volunteer rights and responsibilities: http://www.volunteer.vic.gov.au/manage-your-volunteers/establishing-codes-and-principles/statement-of-volunteer-rights-and-responsibilities
- Not-For-Profit Law Australia – Sample Volunteer agreement: https://www.nfplaw.org.au/sites/default/files/media/Sample_Volunteer_Agreement_1.pdf
- Arts Tasmania – Museum induction package for volunteers: https://www.arts.tas.gov.au/__data/assets/word_doc/0015/32244/Museum_Induction_Package_for_Volunteers.doc