What is the Local Studies Strategy 

The Maitland Local Studies Strategy has been developed as a result of a city-wide strategic review undertaken by Maitland City Library in 2007, which highlighted the importance of fostering the growth of local history studies in Maitland. Below is a summary of the  Maitland Local Studies Strategy. 
 Download the full report here (11 Mb)

Introduction 

The Strategy seeks to promote networks, develop standards that are relevant to local resources, support local heritage organisations, promote heritage education, and sustain recognition of Maitland’s history and cultural heritage.

Central to the Strategy is the development of a ‘gateway’ database and website to facilitate access to resources of historical significance to the Maitland community. The ‘gateway’ will provide centralised access to Maitland’s documentary history and heritage and will not only maximise access to historical resources for the local community, but will provide a resource for researchers, historians and students locally, nationally and internationally

The Strategy gives priority to local organisations and historical material held within the Maitland Local Government Area boundaries. This is particularly relevant to the provision of advice, networking, and general assistance to local organisations and individuals. It is recognised however, that a considerable amount of material is held beyond the local government boundaries.

Background

Maitland has a proud and interesting heritage. It has long been regarded as a special place, from Aboriginal habitation many thousands of years ago to the comparably recent European settlement occurring in the early 1800s.
We share the responsibility of safeguarding the documentary archives which record this important community legacy.

Maitland City Library currently manages a central repository of local archival material. However, valuable collections are known to have been developed by other organisations and individuals. The random location of archival material has provided a strong impetus to develop a coordinated approach to the identification of these resources.

A strategy which addresses issues such as access, preservation, disaster management, promotion and education will set a secure foundation for the care and growth of the City’s historical documentary resources.

Project Conclusions

A shared heritage

There is a diverse range of organisations, service providers and community groups within the Maitland local government area who collect resources of an historical nature, including organisational records (such as minutes and annual reports), newspaper clippings, research reports and images to memorabilia and artefacts

The survey respondents, who represented approximately 20% of the stakeholders identified by the project group, included museums, churches, schools, special interest groups, sporting clubs and historical societies.

The extent to which historical records exist underlines the need to create and maintain a community-wide focus on their preservation. Not only did the respondents indicate a keen interest in managing their resources effectively for the benefit of their immediate members or interest group, but also in conserving them for future generations.

Identifying and describing local history and heritage

The multi-layered fabric of the Maitland community, evidenced by the number of groups actively collecting and preserving historical records, highlights the need for a shared vision for the city’s documentary heritage.

The existence of a large number of non-responding stakeholders highlights the need to engage them with the process of identifying, describing and providing access to local history and heritage resources. Whilst an important group of stakeholders contributed to the survey, providing us with the information used to compile this analysis, a large number of stakeholders chose not to participate.

Some initial follow up included telephone calls to the stakeholders on our mailing list, and a further mail out to some selected participants to encourage submission of a completed questionnaire.

Development, management and preservation of local history and heritage collections emerged as priorities, owing to range of formats, fragility of records and frequent lack of storage indicated by the respondents. Additionally, it was noted that community interest groups rely heavily on members volunteering their time to develop and manage collections, which may impact on ongoing, consistent collection and cataloguing of items.

The majority of respondents indicated that their collections were catalogued in some form, and this will definitely assist in identifying and describing resources. However, it is evident that guidelines to assist in categorising and describing resources in a systematic way are needed, as cataloguing remains an issue for many collections. Useful guidelines which distinguish between cataloguing and filing may be helpful.

A single electronic gateway

Given the unique resources identified by responding stakeholders, the location of collections and the varying degrees of access described, the establishment of a single electronic gateway to local history and heritage resources would serve to define and enhance the historical profile of Maitland.

Subject fields which weren’t represented strongly in survey responses included health, immigration, transport, mining, convicts, craft, services and service clubs. While it should be recognised that this analysis is influenced by the number of responses received, relevant groups could be targeted to build access to collections in these areas.

The primary purpose of developing and maintaining collections was identified as organisational / archival, research / history or individual interest. These three groups could form the focus of specialised target workshops, and inform the ultimate layout of relevant sections within the electronic gateway.

Best practice standards and guidelines

The survey generated significant interest in preserving local history and heritage and indicated a strong demand for best practice guidelines to assist in preservation. Given Maitland's history of flooding, disaster management is also a high priority. Many of the collections were stord in private homes, from meeting minutes in cardboard boxes to artefacts in the garden.

Whilst the strategy's focus is on the documentary heritage of Maitland, many of the respondents indicated that artefacts were an integral part of their collections ( eg Grossman House and the Australian Museum of Clothing and Textiles). The strategy does not specifically address artefacts , although cataloguing of these items is important in describing them for future access.

Partnerships

Many respondents indicated regular meetings within their organisation or group and/or links with other bodies within their sphere, locally, regionally and nationally. Three of the respondents anticipate providing their resources and services from one location in 2010, with the proposed establishment of a local history research centre at Maitland Gaol. Partnerships such as this will not only increase accessibility of resources, but have the potential to result in collaborative projects which further the creation and promotion of local history and heritage resources.

Digital content

The creation of digital content is strongly linked to resource preservation and access. With survey responses indicating a limited number of digitised resources, workshops or guidelines addressing this issue would be beneficial. Additionally, one access point to digital resources on topics of significant interest (such as Maitland floods or boxing hero, Les Darcy), not only benefits researchers by bringing a range of sources together, it has the potential to influence creation of secondary works.

Funding and marketing

Almost 50% of respondents indicated that they applied for grant funding to manage and promote their collections. Investigation of local, state and federal funding opportunities to support the creation and promotion of local content is vital. Additionally, partnerships are key to achieving success, with most funding bodies looking favourably on partnerships which strengthen outcomes of proposed funding bids.

Gaps in local history and heritage provision

In the process of the Strategy development, there have been a number of important areas identified which warrant further attention.

Stakeholders

The Maitland City Council Corporate Services section is a key stakeholder, given the number and importance of statutory reports which are held in their archive. Further consultation as to how to identify and access relevant reports is required.

Consultation with larger organisations, such as the University of Newcastle, the State Library of NSW and the Department of Primary Industry, regarding incorporation of relevant information into the database is required.

It is important to maintain some line of communication for those people who do not wish to be involved at all (at this point in time) To this end, a focus on succession plans is recommended.

Maintaining effective contact with heritage and community stakeholders is of vital importance. Stakeholders will be kept informed about the progress of the project through newsletters and media releases.

As is evident in the poor response to the survey questionnaires, a lot of groups and individuals do not think they have any relevant information to offer. Ongoing contact with these groups will be important as the database is developed. 

A current stakeholders list will be important to maintain and should be updated on an annual basis.

Collections

The focus of this project has been on documentary heritage. However, artefacts are another subject area worthy of attention requiring identification and description.

Consideration as to the Council’s/Library’s role in actively seeking new historical resources is required. A means to encourage new acquisitions and donations to Council could be incorporated into the new local studies website.

The management of private collections held by Council requires attention. A customised template to document the location, management and access recommendations for external collections would be of benefit.

Oral history is a large subject area worthy of further attention. Opportunities include use of podcasts, digital story telling, publishing information online and recording of Living Library stories.

Home cataloguing was identified as a possible theme for a future workshop.

A specific assessment of the local history collection held by Maitland City Library is required as to its management and development. The following areas should be addressed: selection criteria, collection development, performance indicators, partners, promotion and digitisation.

Funding

There is considerable potential for funding to pursue the strategy objectives following the completion of the project. Available grants should be reviewed on an annual basis.

Other

A volunteer strategy is recommended to be included to provide direction on how to facilitate involvement in achieving the objectives of the Strategy.

Issues for wider consideration

A shared vision

The project endeavoured to consult with all agencies holding material relevant to the City of Maitland. As a result, and with the assistance of a community project group, a vision to guide the future development and management of documentary history and heritage has been prepared.
In order to maintain a sustained focus on working towards achieving the vision, ongoing consultation with stakeholders will be important. The development of a communications strategy will assist in this regard.

Local history and heritage resources

The collation of information sourced through the questionnaires will be ongoing, particularly in the context of a low number of initial respondents. A standard survey will be implemented for new collections brought to the attention of Maitland City Library, based on the original questionnaire. With respect to donations to Maitland City Library, the Maitland Local Studies Collection Policy 2009 sets out relevant selection criteria for additions to the collection. There is a need to review and develop the template for deed of gifts and acquisitions.

The issue of original artefacts and documents is an ongoing issue, with the need for further consideration. Through the completion of this project, the existence of a number of artefact collections has come to the attention of the project team. Currently there is no provision for central housing and/or display of such items

A single gateway

The development of a web-based database to facilitate access to the scope, subject and location of resources is pivotal to the future provision of access to local history in Maitland. A website to maximise and facilitate access to the database should be developed. This will have wide application for researchers, development of educational resources and ongoing engagement to provide a service to all stakeholders involved.

Best practice guidelines

The project has highlighted the need for the promotion of best practice preservation standards and the need for a disaster management plan. There is considerable advice available on a state-wide basis which could be adapted to the Maitland context.

A recurring issue is the physical storage of local studies material and space constraints existing at public repositories, primarily Maitland City Library. While Maitland City Library will become established as a central repository for collections of permanent historical value and wide community interest, the development of a central resource centre for community groups should be investigated.

Partnerships

Collaborative partnerships between local community groups and service providers are critical to advancing Maitland as a heritage resource. Additionally, the development of regional partnerships and projects are integral to raising the profile of Maitland’s proud and interesting heritage.

Volunteers and working groups will play a key role in achieving Strategy objectives through contribution to projects. Tapping into individual and interest group expertise will strengthen project outcomes.

The study of local history and heritage in local primary and high schools will cultivate an interest in the community’s past. An exploration of how Maitland City Library can contribute to the study of local history in schools is warranted.

High profile events, such as History Week, provide opportunities to capitalise on state or national promotion of history and heritage. It is recommended that events and initiatives link with annual events held regionally, state-wide and nationally.

Digital content

Critical to the success of a program of digitisation is the establishment of standards for the creation, storage and cataloguing of digitised content. The management of digital records will also need to address questions covering privacy, access and possible copyright issues.

Whilst digitisation is a process for sustainability, there is a further need to archive original material to ensure that access is not lost if technological change renders some digital standards obsolete. That is, digitisation on its own is not a complete preservation strategy.

Additionally, a complete digitisation project does not simply cover images or photographs - any original items may be digitised in an appropriate format.

In deciding upon a program of digitisation some priorities will need to be established – for example highest priority is to be given to items that may be judged to be in high demand , or materials that are determined to be of high value in historical terms but subject to deterioration.

Funding and marketing

The continuing success of the Local studies Strategy to fulfil all the objectives set out in this report will depend on a successful marketing approach and funding strategy, in order to encourage further community participation in the development of local studies resources.

Continuing research is crucial to ensuring that new aspects, views and ideas of local history are written and published in the variety of formats or media.
Encouragement to write and publish can be targeted to schools, community groups, researchers or individuals with an interest in undertaking local area research, and may be facilitated through training in writing and research methods, or in devising standards for oral history or audiovisual presentation. Funding opportunities will need to investigated and actively pursued to help with this programme and in carrying out the major aims of the Strategy. This includes communicating and consolidating Strategy outcomes, as well as positioning Maitland City Library and other stakeholder groups for potential funding opportunities.

A major issue to be addressed is the physical storage of collections. Physical limitations on the available space at Maitland City Library have been a constraint in appropriate development of the Local Studies collection. Improved management of the space has led to some expansion of the collection, but additional space is needed for future development