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NSW Local Studies Librarians meeting Harry Bailey Memorial Library at Coffs Harbour and online 18 November 2025

Present online: Adrienne Brown, Allana White, Ana Maybury, Andrew Allen, Angela Phippen, Anita Kasumovic, Anne Coates, Anne Gripton, April Connors, Melissa Staeker, Athena Mosphilis, Belinda Vanderhel, Bess Gilmore-Lim, Brigid Whitbread, Celia Piper, Charlotte Power, Courtney Simpson, Dean Palmer, Emilia Stubbs Grigoriou, Erin Tierney, Geoffrey Potter, Georgina Keep, Gialy Ly, Gillian Allen, Haining Lenane, Hang Xie, Helen McDonald, Huong Lockwood, Jackie Rossington, Jane Elias, Jason Slattery, Jeff Stonehouse, Jennifer Madden, Jessca Graham, John Johnson, Juliet Beale, Karen Richardson, Katherine Day, Kelly Mitchell, Kirsten Broderick, Kriste Mercer, Kristin Ovidi, Leonie Welstead, Liana Vandenberg, Louise Riley, Margaret Farlow, Maria Paterson, Mary-Clare Thatcher, Megan Crook, Michelle Nichols, Michelle Richmond, Monique Buchbach, Naomi Bassford, Natalie Funston, Nina Jauncey, Ravneet Gill, Rebecca Oluwi, Rina Cannon, Rob Egan, Robin King, Ruth Berriman, Ruth Bingham, Samantha Figueroa, Samantha Starr, Sarah Dean, Simone Taylor, Sophia Contreras, Sujesh Nair, Svendrini Seneviratne, Tara Eagleton, Tara Ross, Trinh Hall

Present onsite: Belinda Lancey, Ellen Forsyth, Donna Braye, Danielle Gates, Michael Adams, Alison Pope, Victoria Keane, Tully Boundy-Collis

AGENDA

9.30 - 9.45 am Welcome, Uncle Richard Widders

Housekeeping

9.50 – 10.30 am Uncle Richard Widders, Coffs Harbour Will Rogers Repatriation.

• Coffs Harbour holds a collection of 14 boxes of Aboriginal artifacts from a variety of sources in Coffs Harbour Historical Society, Individual donors and the Will Rogers Collection. Many without provenance information. * Unordered List Item

• Council and Uncle Richard Widders worked with community, and the Local Aboriginal Lands Council to create a project to decide how these objects should be cared for.

• In the 1960s amateur Archaeologist Will Rogers collected a large number of Indigenous artifacts from around the Coff Harbour region. He provided detailed records of where these artifacts were found including illustrated descriptions.

• As part of the project, they identified artifacts from the Will Rogers Collection that were located various institutions, including a significant collection at the Australian Institute of Archaeology at Latrobe University. (Approximately 633 artifacts are known to be held at various institutions).

• In March 2023, 331 artifacts were repatriated back to Coff Harbours from the Australian Institute of Archaeology at Latrobe University into the care of Coffs Harbour City Council. This project showcases the positive results of Coff Harbour Council working in partnership with community, the Aboriginal Lands Council and universities to achieve a positive outcome. Uncle Richard Widders hopes that the repatriated artifacts will eventually be held in a purpose-built Keeping Place.

10.30 – 11am Morning Tea

11.05 – 11. 25 am John Johnson, Canda Bay Batch Upload and ISAD (G) in Spydus ILMS. John will demonstrate how to create a hierarchy in the Archives Module of Spydus from Fonds down to Item and then how to add items via batch upload into the ILMS and subsequent harvest via OAI-PMH into Trove. Online

• Spydus uses the Internal Standard of Archival Descriptions – General (or ISAD (G) Archival hierarchies used include:
  • Fonds – describes highest level or hierarchy – usually referring to a collection created by a particular organisation (such as a council). Within a FONDS (collection) a series listing record is created.
  • Series – refers to series with a FONDS – i.e. electoral Rolls
  • Items – refers to an individual item – i.e. Electoral Roll for 1948

• Access and use are different. Records can be accessible but still have copyright restrictions. Canada Bay used ‘C.C – non-commercial sharealike’ attribution. (Access direction – dictates what records can/cannot be released publicly. For Council records it is usually closed for 20-30 years)

• To batch upload into Spydus use the Spydus ‘upload template’ which can be sourced from Spydus User Group network. NB Spydus will only allow batch uploads at the item level.

• John has created a excel spreadsheet to store cataloguing data which is then uploaded onto Sypdus.

• Canada Bay has TROVE OAI-PMH Harvest enabled. So once items are uploaded the will appear on the TROVE Search within 24 hours.

• Resources: ISAD(G): General International Standard Archival Description - Second edition - ICA

• John can be contacted with follow up questions at: john.johnson@canadabay.nsw.gov.au

11.30 – 11.50 Michelle Nichols, Hawkesbury, Streamlining Hawkesbury’s Image cataloguing Online

• In 1999 Hawksbury received a SLNSW grant to scan and index photographic collection. Original software used was ‘Perfect Pictures.’ Images were scanned at low res. 72DPI and given a unique number identifier. Perfect Pictures was able to process bulk uploads of image.

• 2002 the Perfect Pictures Database was launched – separate from the Library Management System (Catalogue) and accessible via Local Studies PCs.

• In 2018-2019 Hawksbury transferred to the Aurora Library Management System. The Perfect Pictures database was transferred to Aurora. But there were errors in the metadata transfer. Also found it was slow to catalogue and upload new images into the Aurora database – taking approximately 15-20 minutes per image.

• Michelle worked with IT Technical administrator (in consultation with Aurora) to develop a streamlined system for uploading bulk images and metadata into the new Aurora Management System.

• Developed software program ‘Hawkesbury Images Bulk Editor’ that converts images into a suitable upload size and excel data file that can be uploaded to Aurora. (Excel files are converted to Mark format with allows for standard formatting and reporting in Aurora). Once uploaded images are also Harvested to Trove.

• Learnings – Thinking outside the box and working with IT team enabled the development of software that streamlined process of uploading bulk images - saving time, resources and providing public access to images collection.

12 - 12.30 pm General Business

1. Metadata: a discussion
   1. Discussion around issues such as costs and resourcing preventing libraries/collections being linked to Trove.
   2. Discussed use of various Library/Database Management systems.
   3. Discussed opportunities and challenges utilizing volunteers in Local Studies.
2. LS Audit, Ellen
   1. Ellen discussed interesting results from the recent Local Studies Audit.
3. Contemporary Digital Collecting: how are we all doing?
   1. Ellen developing a NSWSL project to assist Libraries to collect born digital materials titled '12 Photographs.' Libraries will be contact to participate based on the results from the Local Studies Audit.
   2. Other items - including what topics would you like to see at Wider local studies in 2026 - EF
   3. Call out for topic suggestions for Wider Local Studies Meeting
   4. Call out for topic suggestions for Local Studies Librarians Meeting
   5. Any Members who would like to participate in the Local Studies Librarians Committee please contact Donna Braye, Ellen Forsyth or Simone Taylor.

12.30 - 1pm 10 slides in 5 minutes

Haining Lenane, Caste Hill Connecting Children with Local History: The Local History Mystery Program at The Hills Shire Libraries. Online

• Wanted to create a Local History Program aimed at children from Year 3-6. All previous local history programmes had been aimed at adult audiences.

• The Local History Mystery was based on a similar concept developed by the UK National Archives at: 20sStreets Local History Project - The National Archives

• The Local History Mystery was developed as a treasure Hunt that aimed to encourage children to experience local history via hands-on tasks.

• The Treasure hunt included a series of 3 tasks and riddles. Each task required children to engage with the library catalogue and touch table to find books that would help to solve the treasure hunt.

• The Treasure hunt finished at a local heritage house also managed by council. Children who finished the treasure hunt received a certificate.

• The program ran from June-July 2025, with 183 children participating, and 145 finishing the treasure hunt. It received at 90% satisfaction rating.

Belinda Lacey, Coffs Harbour Working on the Coffs Coast Explorer Heritage Trail.

• Belinda was approached by Coffs Harbour council communications and marketing teams to assist with the development of a new heritage trail for the region to be part of the Coffs Coast Explorers App.

• Explorer App is part of the Coff regions designation as an Eco Destination

• Coff Harbour already has four existing heritage in-depth printed heritage trail guides

• Brief was the create a heritage trail app that was appealing and engaging to a wider audience, consisting of 18-25 stops with links to the collection, images and GPS located.

• However during the development of the project, it was discovered that the project goals were not clearly defined. There was a disconnect between the type of stories the marketing wanted and what the library team proposed. They wanted to focus on quirky/unusual stories rather than tradition heritage trail information.

• To managed expectation and meet time constraints, project goals had to be reduced to 10 stops in the CBD area with a focus on 'quirky stories'

• Learnings included being clear on project brief and expectations at the start of a project when working with external stakeholders.

Emilia Stubbs Grigoriou, Mosman Databasics Canto and the Mosman Local Studies Collection Online presenting online

• The Mosman Library Service ‘Trace’ Digital Archive included approximately 15000 items.

• In 2022 Mosman Library moved database to the new ‘CANTO’ digital asset management platform. The transfer to CANTO resulted in a Loss of image metadata. This included nonsensical data and loss of links between records.

• A phase plan was developed to fix the archive metadata issues. The plan included:
  • Survey of issues
  • Condense and simplify metadata (pages and folders)
  • Add landing page and improve aesthetics
  • Organizing each album chronologically adding titles and descriptions.
  • Standardising formats of titles and file numbers and descriptions
  • Creating standardised descriptions
  • Geolocate each item and item tagging.

• A procedure manual was created specific to collection to help streamline work on the project and ensure standards for data entry are met.

• Learnings from the Project included:
  • It important to keep metadata consistent and entering data at time of upload with reduce future issues
  • Create clear procedures for staff to follow. Be aware that procedures and processes may change overtime.
  • Maintaining the digital archive is an ongoing process
  • Use file numbers to locate items in physical and digital space.

• Any further questions contact Emilia Stubbs Grigoriou at: e.stubbsgrigoriu@mosman.nsw.gov.au

Allana White and Anna Maybury, Randwick, Recollect: Randwick City; Our Story Online presenting online

• ‘Our Story’ is the recollect digital archive for Randwick Council. It includes 7000 uploaded items, with the goal of reaching 70,000.

• ‘Our Story’ was launched during History Week, 6 September 2025.

• Developed using user-friendly, searchable and appropriately linked metadata for records. As the project progressed the team have adapted and improved templates for formating, recording and uploading metadata.

• Improved levels of description required for various types of entries, to ensure the site was not flooded un-useful links and empty webpages. For example, not all people, places, businesses referred to in a record required separate linked descriptors.

• To keep formats consistent, they use a shared excel Authority File that serves as a central reference to organise all metadata.

• The Authority file contains standardized entries, with information such as dates, address, geo-coordinates for each entry, colour coded for info pages and includes Library of Congress Subject Headings.

• All metadata must be copied from excel authority file – it cannot be typed into recollect platform. This helps to avoid errors and keep data and formats consistent and prevent breaks in metadata links.

• As part of the ‘Our Stories’ launch an exhibition of interesting water stories from the area. Exhibition advertising outside of the library (including on Bus stops, magazines and council e-news) with QR code links have helped to increase the profile of the new 'Our Stories' Website.

• Learnings - new website has helped to streamlined customer enquiries, resulted in donations requests, and provided a clearer picture of collection gaps.

1 – 2 pm Lunch

2 - 2.40 pm Ann Gripton, President of the History Teachers Association of NSW Local Heroes: Connecting to Classrooms Online

• To discuss possible methods of connecting libraries more closely to schools and students focusing on the new senior school history curriculum.

• The new curriculum from years 7-10 has a shift to focus on concepts, skills and historical enquiry. It will be rolled out across 2026-2027.

• Teachers will be able to decide how much class time is spent on a particular theme/topic.

• Some of the key thematic areas in the new curriculum include First Nations History and Civics and Citizenship. As well as a growing focus on experiential learning using site studies and historical enquiry. The new curriculum is based on Sexias and Morton ‘The big six: Historical Thinking Concepts.’

• This could be a good opportunity to libraries to developed templates to help schools and teachers undertake historical enquiry projects using the primary sources and resources held in library and local studies collections.

• Stage 4 – (Year 7-8) Curriculum themes include:
  • ‘Ancient Past’ (with a focus on Aboriginal history). Libraries can use collections and sources to assist students and teachers to ‘go beyond the textbook,’ accessing a diversity of sources such as oral, written, artifacts, artworks, sites significant to Indigenous history.
  • Contact and Colonialization. Teachers are concerned about how to teacher this subject respectfully. Libraries can help to presenting contact and colonialisation history that is specific to your region.

• Stage 5 (Years 9-10) Curriculum themes include:
  • Australia making a nation – Covers period of Federation to WWI. Many teachers don’t like this Federation as it is viewed as boring. It also covers the period of the 1920s and 30s, and the rise of extremist/dictatorial Governments.
  • Australia at War- Covers the period of WW2. This has been on the curriculum for many years and teachers are familiar with the topic, but it another opportunity to provide a specific local context for events around the war
  • Human rights and Freedoms – This topic is very broad and cover everything from the Cold War, Civil Rights and the rise of environmental history.
• Extension History (Year 11-12)
  • Focuses on more in-depth historical studies

• Anne suggests that library have an opportunity can connect making these broad historical topics more local and regional. Focusing on how what was happening in local communities that reflects these broader issues.

• Students love 'physical history' - opportunities to handle old 'things'. This is an opportunity for library's to connect with students via their collections. Old maps or photographs of the local area can provide a student with a sense of continuity and change. Do they recognise a building in an old photograph? Can they find their street on an old map?

• Libraries can create 'grab and go' resource kits and online resource analysis documents to assist teachers with these topics.

• Other ways of engaging with teachers/Students could include hosting a Q&A event (early in the year to avoid teachers' busy periods). Or hosting a student competition or prize.
• For follow up questions contact Anne Gripton at: AGripton@aisnsw.edu.au

2.45 – 3.30 pm Vanessa Jacob, Curator Coffs Harbour Museum, Swell Chasers exhibition YAM: Yarrila Arts and Museum

• Yarrila Arts and Museum hosted the exhibition ‘Swell Chaser: Surf stories from the Mid North Coast’ from Nov 2024 to Feb 2025.

• The exhibition included the display of 500 objects and 1500 digital images. It was laid out thematically across the gallery space.

• The exhibition showcased local surf stories incorporating local Gumbaynggirr connections to the ocean and surfing community, along with the contributions of local talents, photographers, women, writers, etc., It also included contemporary artwork developed by local artists reflecting the exhibition themes.

• The exhibition was a collaborative project working across different council teams and with the local community.

• The project had a strong community focus, actively seeking engagement through public call outs, information evenings, conducting oral histories etc.,

• Through the process of developing the exhibition they were able to discover some amazing collections and explore forgotten stories such as women’s contribution to surfing.

• One of the keys to the success of the project was to have clearly defined goals and timelines. The short timeline for this project, (it was developed in a 6-month period) helped when engaging the community and getting commitments for contributions.

• The exhibition team are hoping to follow up on the success of the exhibition with oral history interviews with significant members of the community identified through the project.

3.30 - 4pm Tour of YAM: Yarrila Arts and Museum