Providing access local studies

Providing access to the local studies collection ensures the material is available and accessible to the public and staff. Wherever possible clear pathways should be established to allow ease of access while keeping the preservation needs of the collection in mind. In order to be more visible it is highly recommended that local studies collections be added to TROVE, an online resource created and maintained by the National Library of Australia. TROVE brings together content from libraries, museums, archives and other research organisations while providing the tools to search and explore these collections. Access considerations can include:

• languages of access - is all the material in English, or is it available in other langues including AUSLAN?
• Is the data open, can it be reused?
• do you use linked open data?

External access

It is important that local studies material can be accessed outside the library. This may be through a combination of the following:

• an online catalogue
• digitised material (migrated from another format) and digital material (where digital is the original format)
• social media promotion
• online exhibitions
• interactivity

Trove/Libraries Australia

Adding local studies material to Trove is a key way to provide access. Adding local studies collections to Trove allows unique items to be a key part of a distributed national collection and to internationally searchable. This can also bring traffic back to your local site. Note:there is a need for a Memorandum of Understanding if your library is not yet contributing to Trove.

There are several methods to contributing records to Trove:

If you have other records you want to contribute and they are in a format which can be added to Libraries Australia/Trove. This would ensure your collection is shared with other libraries.

More information on the Libraries Australia service is available, and there is information on contributing. If it isn’t possible to contribute records to Libraries Australia, then options for contributing to Trove directly are outlined in the Trove Help Centre, with more information in the Technical Guide.

If catalogue records are created in MARC then you need to ensure your leader fields are completed correctly. This will ensure that when records are harvested by Trove they appear in the correct area: (ie. pictures, photos, objects; music sound and video; maps; diaries, letters, archives). Trove can harvest data from your collection management system (which also means updating of data) or you can export data from your system to a open format document and provide this to Trove for upload. It is likely that a select export of data may be the first step before harvests are implemented. Either way, if your data is not in MARC or Dublin Core then you will need to develop a cross-walk between your data type and Dublin Core which is the Trove standard data format for non-book material.

Internal access

There should be a dedicated local studies space in a public library.

A local studies area, or a space where local studies material can be used and accessed, should have some basic elements:

• Firstly the collection should be available to all the community during library opening hours.
• There should be a computer so the catalogue and relevant databases can be searched.
• If your library contains collection items using superseded technology, make sure you have equipment to access this. Note the preference is to migrate formats which may include digitisation.
• There should be a space to use large format items in the collection.
• Access to a photocopier and scanner should be in the library.

Baseline level

• Ensure access to the local studies collection in the library. This may be through print material or it may be online.
• Separate and shelve Local Studies material from the general collection. Store material in a secure environment.
• Ensure staff are aware of the Local Studies collection.
• Staff are trained to assist clients - Use ref-ex for training staff.
• Unique material to be used under supervision
• Enhanced level
• Develop a detailed Local Studies collection development policy; may be part of the library collection policy.
• Ensure the policy outlines a pro-active approach for sourcing Local Studies material.
• Adopt a policy of purchasing multiple copies of Local Studies material where possible, allowing some copies for loan
• Identify all single copies of Local Studies material. Change to 'not for loan', add this to the catalogue and the item.
• Employ at least one dedicated Local Studies staff member; they can train other staff in local studies
• Establish a separate Local Studies area centrally located within a branch library
• Where possible ensure space is adequate to accommodate high use material. Include local studies in any roving service.
• If resources are not stored in the immediate vicinity, develop Customer Service guidelines around timely retrieval of material.

Exemplary level

• Develop a detailed Local Studies collection development policy; may be part of the library collection policy
• Ensure the
• policy outlines a pro-active approach for sourcing Local Studies material.
• Ensure pro-active collection of Local Studies material by writing detailed & quantifiable Community Engagement objectives into Local Studies position descriptions.
• Establish a separate, adequately staffed Local Studies library or dedicated service area with same opening hours as library service.
• Staff should be trained in providing local studies services, including appropriate skills and knowledge in: information services, digital archiving, multimedia skills, exhibition and display, procedure and preparation.

Guidelines for having a local studies collection

The value of a local studies collection

Who is the audience local studies

Collection policy local studies

Managing collections local studies

Rights and permissions local studies

Staff local studies

Researching local studies

Programs and publicity local studies

Evaluation local studies