Outcomes and outputs

The National Archives of Australia Outcome and Outputs Framework 2001–02 has provided a basis for work planning, resource allocation and performance assessment within government resourcing and policies. The Outcome and Outputs Reports that follow provide an assessment of the Archives' progress towards achieving the performance measures, indicators and targets.

The performance information that the National Archives of Australia used to assess its level of achievement against outputs during 2001–02 is shown on the following page.

Outcome and outputs reports

Outcome

In the interests of accountable government and for the benefit of the community, the National Archives of Australia promotes reliable recordkeeping and maintains a visible, accessible and known archival collection.

Output Group 1

Output Group 2

Develop, manage and promote a visible, known and accessible national collection that engages and informs the community and fosters appreciation of the role of archives in society.

Output group 1

Enable and promote best practice in the management of government records from the point of creation for as long as required to support the needs of government and the peopleEnable and promote best practice in the management of government records from the point of creation for as long as required to support the needs of government and the people.

Overview

In order to enable best practice in the management of government records the Archives provides a range of standards, training and advice about the creation, management, preservation and disposal of records. Government agencies are partners in the implementation of good recordkeeping in order to support community and government needs. This year an increasing number of agencies began the process of analysing their recordkeeping needs and preparing to design systems and strategies to better manage their records. As the Auditor-General's Report No. 45 indicates, there is still some way to go in integrating recordkeeping with other information management endeavours and improving control of recordkeeping. The Archives revised or prepared a number of standards to support agencies and developed a database to assist agencies manage recordkeeping analysis.

When records have been classified to be retained as national archives they are kept and preserved in the specialised storage facilities of the Archives. In 2001–02 the Archives received an additional budget allocation of $15.356 million to extend the useful life of the collection. This significantly assisted the Archives to preserve records considered to be in critical condition such as those in digital and audiovisual formats.

Outputs

Output 1.1 – Recordkeeping standards, policies and guidelines

In relation to government stakeholders, a significant indication of acceptance of our standards and guidelines was the use of our e-permanence suite of products by the Australian National Audit Office (ANAO) as the benchmark for its audit of agency recordkeeping. The Archives awaits the results of its forthcoming agency recordkeeping survey to gather empirical evidence on agency adoption of and attitudes towards our standards and guidelines. In the meantime, anecdotal evidence suggests that a number of agencies are experiencing some initial difficulty in managing the transition to best practice recordkeeping. While the Archives anticipated many of these difficulties, agency implementation experience has nevertheless been a key factor informing the ongoing revisions and additions to the Archives' e-permanence suite of products. Overall, however, feedback suggests that government stakeholders appreciate the fact that they now have access to a detailed, comprehensive and authoritative set of standards, policies and guidelines that will help them to meet their recordkeeping responsibilities.

Feedback from counterpart archival institutions in both Australian and overseas jurisdictions has indicated that the Archives' standards, policies and guidelines are highly regarded by our professional peers. Our standards and guidelines are being used to inform and in some cases provide the basis for the development of similar products in these other jurisdictions. For instance, the DIRKS Manual has been cited as best practice in policy guidance by five archival institutions in Australia and has received favourable comment from six archival institutions outside of Australia.

During the year, five new and three revised standards and guidelines were released on the Archives e-permanence website, including a Standard for the Physical Storage of Commonwealth Records and guidelines for agencies on developing a recordkeeping policy. Substantial progress was made towards the completion of a number of other standards and guidelines, which the Archives had originally expected to release during 2001–02. The delays were the result of a variety of external factors in addition to the need to divert staff resources to assisting the ANAO and to the development of the DIRKS Documentation Database.

ANAO recordkeeping audit

Throughout the year the Archives was pleased to be able to assist ANAO staff in planning, designing and conducting an Assurance and Control Assessment Audit of recordkeeping in four Commonwealth agencies. As this was the first such audit conducted by the ANAO, it involved the development and testing of an audit methodology and associated assessment criteria based on the International Records Management Standard, AS/ISO 15489 (2002) and the Archives' e-permanence suite of recordkeeping standards, policies and guidelines.

The Auditor-General tabled the report of this audit on 1 May 2002. The objective of the audit was to assess whether agency recordkeeping policies, systems and processes accord with requirements under the Archives Act 1983, relevant government policies, and accepted standards and recordkeeping principles; and to identify better practices and recommend improvements. None of the agencies reviewed fully satisfied the audit criteria. The report made six recommendations for steps that agencies should take to address shortcomings in their recordkeeping policies, systems and practices and to manage the process of transition to full and accurate recordkeeping in the digital age.

Following the tabling of the audit report, Archives staff presented a series of seminars in conjunction with the ANAO to promote awareness and understanding of the report to ANAO staff, the wider auditing profession and agency internal audit committees. The ANAO intends to conduct more such audits in cooperation with the Archives over the coming years. The findings of the initial audit will provide valuable base-line data against which anticipated improvements can be assessed in the years to come.

In a similar vein, the Archives also cooperated with the Public Service and Merit Protection Commission in preparing a range of questions on recordkeeping that were included in the 2002 State of the Service survey that was sent to all Commonwealth agencies. Data collected from this survey, in addition to the findings of the recordkeeping audit, will be invaluable to the Archives in planning future strategies and priorities for supporting and promoting good government recordkeeping.

DIRKS (Designing and Implementing Recordkeeping Systems) Manual and Database

In September 2001 the Archives released DIRKS: A Strategic Approach to Managing Business Information (also known as the DIRKS Manual). The DIRKS Manual is the foundation document of the Archives' e-permanence suite of best practice recordkeeping standards and guidelines and provides detailed guidelines for Commonwealth agencies that are consistent with the approach recommended in the International Standard on Records Management, AS/ISO 15489 (2002). The manual provides a methodology for developing systems, policies and strategies to better manage business information through records. The manual was originally developed in cooperation with State Records New South Wales and was released as an exposure draft in early 2000. During 2001 it was comprehensively revised on the basis of feedback and implementation experience. The revised manual is more streamlined with greater emphasis on strategic business information management. The revisions to the DIRKS Manual have been reflected in consequential revisions to the DIRKS training modules and the Guidelines for Developing a Functions Thesaurus.

One of the criticisms made of the DIRKS process was the difficulty in managing documentation arising from DIRKS projects. To assist Commonwealth agencies in the management of DIRKS appraisal projects, the Archives released the DIRKS Database: Documenting DIRKS Analysis (version 1.0) in May 2002. The DIRKS Database enables Commonwealth agencies to capture the results of analysis undertaken in early steps of the DIRKS methodology, to manage this data over time and to meet the National Archives' documentation requirements for records disposal authorisation. The benefits include increased efficiency in the conduct of a DIRKS project as well as the potential for longer-term information management benefits. Feedback about the database has been positive.

Keyword AAA: A Thesaurus of General Terms (Commonwealth modified version)

State Records New South Wales' Keyword AAA thesaurus has been used by Commonwealth agencies under a whole-of-government license agreement since 1999.

During 2001 the National Archives made some changes to the original thesaurus, to align it more accurately with Commonwealth government administrative functions and procedures. This included the addition of activities to some functions, such as Tendering, Acquisition and Contracting Out, revision of some scope notes and the removal of topics not relevant to the Commonwealth. This Commonwealth modified version of the thesaurus was distributed to agencies in September 2001.

Mander Jones Award

Professional recognition of the Archives' leadership in the development of recordkeeping standards was exemplified by the Australian Society of Archivists 2001 Mander Jones award for the Administrative Functions Disposal Authority (AFDA) in the category of the publication making the greatest contribution to archives or a related field in Australia written by or on behalf of a corporate body. AFDA authorises the disposal of records in all formats relating to the common administrative functions undertaken by most Commonwealth agencies. Released in March 2000 as part of the Archives' e-permanence suite of recordkeeping products, AFDA was the first disposal authority developed using the methodologies of the Australian Standard AS 4390–1996, Records Management and has proved a useful tool within the Commonwealth government jurisdiction as well as a model for other governments.

Output 1.2 – Authorisation of disposal and custody of records, approval or certification of recordkeeping and services

Following the introduction of the e-permanence set of standards in 2000, the Archives has been working with agencies on recordkeeping projects using the DIRKS methodology. The primary focus for many agencies has been gaining authorisation under the Archives Act for disposal of their records. To achieve a disposal authority, agencies need to complete the first three steps of the eight-step DIRKS methodology. The Archives received adverse comment during the year in agency-initiated user forums and through relevant listservs about the consistency of advice and continuity of support for agencies undertaking specific disposal authority projects.

In September 2001 the Archives released a revised version of the methodology, called DIRKS: A Strategic Approach to Managing Business Information. Although the revised version streamlined previous advice, agencies part way through projects advised of difficulties arising from the changes in advice. A high turnover of staff in the Recordkeeping Implementation section of the Archives affected progress in some cases. Action to address the issues was taken through changes to internal work allocation, including allocation of a dedicated resource for agency training; a review of the Archives' agency work plan; provision of direct assistance with project implementation in particular cases; and the development and release in May 2002 of the DIRKS Database: Documenting DIRKS Analysis (version 1.0) to help manage and document DIRKS analysis. In 2002–03 the Archives will further develop appropriate strategies to address its role in implementing best practice recordkeeping and assessing compliance by Commonwealth agencies.

Increased consultation and communication with agencies during the preparation of submissions for major steps in the methodology meant that the performance measure of 85 per cent of final submissions authorised, approved, certified or rejected within 90 days was met. Arrangements have been made to survey agencies and measure the extent of functional disposal coverage achieved.

The DIRKS team from the Attorney-General's Department and the National Archives who produced the functions-based records disposal authority for the Attorney-General's Department issued in March 2002. Left to right: Cheryl Griffiths, Gay Shorter, Peter Harvey, Colleen McEwen, Carmel Mieklejohn and Emma Appleton.

Disposal authorities

Six of the total of 18 authorities issued during the year were functions-based disposal authorities, including those for the Attorney-General's Department, the Australian Customs Service and the Australian Broadcasting Authority. The number of agencies undertaking DIRKS projects was 54 in 2001–02 compared to 44 in 2000–01. Thirteen of the current 17 portfolio departments are undertaking or planning to undertake functions-based disposal authority projects.

The Administrative Functions Disposal Authority (AFDA), which provides disposal coverage for general administrative records common to all government agencies, is an important recordkeeping tool. Informal agency feedback indicated that AFDA and the Commonwealth version of Keyword AAA (the thesaurus on which AFDA is based) were found to be useful for recordkeeping, particularly by those agencies that had not yet begun work on their own functions-based disposal authorities.

Table 1 – Disposal authorities issued

Notes

Provision of advice and assistance to Government

During the year many agencies reached Steps B and C of their appraisal projects, involving complex analysis and documentation of business functions and recordkeeping requirements. Recordkeeping Issues Forums for Commonwealth Agencies were held in August 2001 and April 2002, training materials supporting the DIRKS Manual were revised, and an agency training program recommenced in the second half of the financial year. Specific training for agency staff and consultants in the use of the DIRKS Database was provided following its release. National Archives staff assisted two agencies with assessment of tenders for an outsourced records management service and for the selection of a consultant to undertake Step B of DIRKS. Advice was also provided to agencies on how DIRKS analysis could be used for a range of business purposes including strategic planning and reporting, induction and training of new staff, database design and management, and the implementation of electronic records and document management systems.

Appraisal practices

The Archives continued work on mechanisms to inform the appraisal process and the selection of records as national archives. Detailed consultation took place with the Library and Archives User Group of the Australian Historical Association on two draft disposal authorities. As a result it was agreed to seek comment at an earlier stage in the appraisal process. The complexity of information in a draft authority made ready assessment of the significance of information difficult. Further trials are planned for 2002–03. Other policy options for community consultation were also developed and will progress next year.

Output 1.3 – Recordkeeping promotion and training

Activities continued throughout the year to promote e-permanence standards and training to a range of audiences, particularly the primary target audience, Commonwealth government agencies. As well as participating in professional forums the Archives cooperated with industry and government partners by providing support to forums of common interest in the form of associated promotional activities, sponsorship or provision of content and speakers. Awareness of the Archives' recordkeeping standards has grown significantly to the point where demand for assistance with DIRKS projects and other advice from Commonwealth agencies, and interest from other jurisdictions, has grown beyond the Archives' resource capacity.

A useful addition to the Archives' range of promotional tools was a pocket guide to the e-permanence suite of products and services for senior managers titled E-permanence Made Easy. The booklet, published in August 2000, has proved exceedingly popular and was updated in June 2002. The booklet has been distributed widely to its target audience but also has proved useful to all audiences as it describes briefly all Archives' recordkeeping standards and guidelines and provides details of where to find these and other resources such as training and advice. The booklet is also published on the Archives website.

Survey of Commonwealth government recordkeeping

Work began in April 2002 on a survey of the state of Commonwealth government recordkeeping. The survey, which will be conducted in August 2002, will provide the Archives with information needed to both evaluate its current role, products and services and determine what it needs to do in the future to assist Commonwealth agencies operate more effectively and accountably through better recordkeeping. Survey results will be compared with the August 2000 survey to gauge the increase in awareness of recordkeeping standards and other recordkeeping issues across the Government.

Recordkeeping website

The Archives recordkeeping website, which is the main published source of all Archives' recordkeeping policies, standards and guidelines, was reviewed in 2001–02, with substantial work undertaken to add to and update the content. Statistics show visits to the website have increased by 20 per cent, averaging approximately 60 000 accesses per month. Work was also done to improve user accessibility in response to an independent evaluation of the website. This work will continue in 2002–03.

Responsible agency officer register

The Archives has established a register of senior officers who have been nominated by their agency heads to be responsible for recordkeeping policies and practices. To date, this register includes contacts for 132 agencies from a possible 174. It is used to identify the appropriate person to whom the Archives can direct information about its standards and with whom we can liaise about agency-specific recordkeeping issues. Work is continuing to obtain contacts from agencies that have not yet nominated.

Training activities

During 2001–02, the Archives conducted 39 training courses, and attracted a total of 412 participants.

Table 2 – Training activities

Agency forums

Two Recordkeeping Issues Forums were held for agency and industry staff in August 2001 and March 2002 attracting 270 participants over four half-day sessions. These forums were held to inform agencies about the Archives' new products and services and to seek useful feedback from agencies about existing products and services.

The Archives also facilitated a user forum for agencies undertaking DIRKS projects to foster discussion and the sharing of problems and solutions. The Archives provides a venue for the forum, which meets bi-monthly, and responds to issues raised by forum members. To facilitate discussion between meetings the Archives also hosts and supports a DIRKS listserv.

Training for Commonwealth Recordkeepers

Training for Commonwealth Recordkeepers courses, which cover record creation, sentencing, transfer, lending and destruction, continued to be held regularly. Presentations were made for the first time this year in Adelaide, Brisbane and Darwin. There were 17 courses (held in Adelaide, Brisbane, Canberra, Darwin, Melbourne, Perth and Sydney) with 197 participants from Commonwealth agencies and the recordkeeping industry.

DIRKS Training

DIRKS Training courses were suspended in the first half of 2001–02 to allow a comprehensive review and revision of the modules covering Step A to C following the publication of the revised DIRKS methodology in 2001. Training resumed in March 2002 with the half-day workshop for agencies, Introduction to DIRKS. Training workshops for Steps A to C, including developing a functions based records disposal authority, have been provided since March. A new approach to target agencies that will immediately benefit from the training has been introduced to enable participants to undertake the workshops as they progress with their DIRKS project. Training in the new DIRKS database has also been provided. Since the reintroduction of DIRKS training in March, 21 courses have been conducted (in Canberra, Melbourne and Perth) with 197 participants from Commonwealth agencies and the recordkeeping industry.

AGLS training

During 2002 AGLS training continued at a reduced level compared to that which had been required to assist agencies to meet the Government Online deadline in 2001. One training course was held with 18 participants.

Training for record creators

Work began on the preparation of training materials for agencies to aid with informing and educating all Commonwealth staff about their recordkeeping responsibilities and how they can be met. This material will be completed and distributed by the end of the 2002 calendar year. It will include a kit that agencies can use to provide recordkeeping training to staff. The material can either be used as is, or tailored to agencies specific requirements.

Output 1.4 – Recordkeeping metadata and descriptive standards

AGLS as a national standard

Throughout the year the Archives cooperated with Standards Australia in progressing work on the development and adoption of the AGLS Metadata Element Set as a national standard. In January 2002 Standards Australia issued a draft of the standard for public comment. Standards Australia Committee IT-021 considered the comments received with the intention of issuing the standard for voting and adoption later in 2002. The foreshadowed standard will be in two parts, the first part providing the reference description of the AGLS Metadata Element Set and the second part providing practical advice on implementing the standard. When adopted by Standards Australia, AGLS will be able to be used by any sector or community in Australia, not only the government sector for which it was originally developed in 1997.

The Archives continues to maintain the AGLS standard on behalf of all Australian governments, and in this capacity supports the work of the expert cross-jurisdictional AGLS Working Group. Because AGLS is consistent with the international Dublin Core Metadata Standard, Archives staff participate in meetings of this international community. AGLS is recognised internationally as one of the most significant implementations of the Dublin Core standard and has provided a model for implementation in a number of other countries. In addition the Archives continues to work closely with the National Office for the Information Economy (NOIE) in assisting Commonwealth agencies to deploy AGLS metadata in support of the Government Online Strategy.

Compliance with metadata standards

Compliance with the AGLS metadata standard is assessed by NOIE as a part of its Government Online reporting framework. The fourth and final round of the Government Online surveys, conducted in October 2001, received responses from 131 agencies. According to this round of reporting, 75 agencies or 57 per cent considered themselves AGLS compliant. A further 26 agencies expected to be AGLS compliant by the end of 2001, indicating a total projected level of 77 per cent compliance by December 2001. This compares favourably with a March 2001 survey, which indicated 76 agencies would be compliant by June 2001.

Some 33 agencies encompassing 82 websites have now received AGLS quality assurance accreditation from the Archives. AGLS metadata greatly assists the discovery of online government information and services via such portals as the Federal Government Entry Point and HealthIncite.

Output 1.5 – Preservation and storage of archives

As at 30 June 2002, over 95 per cent of the Archives' holdings of national archives were stored in appropriate conditions. Of these, over 51 per cent are packaged in archival quality containers, defined as those set out in the standards issued by the National Archives and published as Appendix C to the Australian Standard on Records Management, AS4390, Part 6. The Archives is undertaking a systematic program of improving these proportions each year according to priorities determined by the rate at which the various types of records deteriorate. Between 1 July 2001 and 30 June 2002 the proportion of national holdings of records of established archival value stored in appropriate containers increased by more than one per cent overall.

In 2001–02 the Archives received an additional budget allocation of $15.356 million to extend the useful life of the collection. This funding was targeted towards major projects aimed at preserving groups of records considered to be in critical condition, such as those in digital and audiovisual formats. All preservation projects initiated during the year were planned using recognised best-practice project management methods to ensure quality requirements are met. As of 30 June 2002 more than 160 000 individual record items have received preservation treatment, including repair, copying, repackaging or other specialised work.

Figure 2 – Total record holdings in each office as at 30 June 2002, in metres

Notes explaining disposal terms used in the following tables

Table 3 – Total record holdings by disposal status, in metres

Table 4 – Format of records held by the Archives, in metres

Note: The basis for categorising the Archives' holdings into different formats changed during 2001–02. Figures for previous years have been reallocated to the new format categories.

Table 5 – Quantity of unevaluated records in the Archives' custody, in metres

Table 6 – Records transferred to the Archives, in metres

Output group 2

Develop, manage and promote a visible, known and accessible national collection that engages and informs the community and fosters appreciation of the role of archives in society.

Overview

Steady growth in all areas relating to the accessibility and use of the collection has continued this year. The increasing percentage of the collection that has been reviewed and documented makes it easier for the public to find and to view records they seek. The digitisation program, notably the free digitisation on demand service, has enabled the Archives to satisfy an increasing number of reference inquiries, particularly from off-site researchers who now represent over 75 per cent of the total number of inquiries received. The transfer of World War II dossiers from the Department of Defence to the Archives will result in a further marked increase in reference inquiries and the Archives has introduced new, efficient processes to enable staff to handle this additional work load.

Evidence from formal and informal evaluation indicates that our services and products satisfy the various target audiences. Growing numbers of people benefit from the National Archives website, the Documenting a Democracy website, the widely distributed publications, the exhibitions in the Archives Canberra galleries and on tour across all states, and the education and events programs throughout the country. The media regularly reports Archives' news and contributes to the public's expanding awareness of the National Archives. The ongoing relocation and enhancement of State offices, notably in Adelaide this year, is also contributing to a higher profile for the Archives. Throughout 2001–02 work has progressed on a range of products and services – the most significant being the Prime Ministers' Papers Project, the survey of off-site researchers, the review of the national reference service, the redesign of the Archives website and the development of online education programs – that will contribute to the increased visibility and accessibility of the Archives collection in the coming year.

Outputs

Output 2.1 – A collection reviewed to current appraisal standards

In 2001–02, 57 920 shelf metres of records in custody were reviewed. This represents 16 per cent of the 366 193 shelf metres that were in the Archives' custody on 1 July 2001. Review work was concentrated on records of uncertain value.

It was not possible to establish specific volume targets for review work during the year, since review strategies could be developed only as new functional records disposal authorities were released. However, all review projects were implemented satisfactorily as resources permitted. During 2002–03 sufficient disposal authorities should become available to establish specific volume targets.

A major project was undertaken to check the accuracy of retention periods for records to be retained until a specific age. In some cases it was determined that, because of incorrect sentencing or the issue of new records disposal authorities, the records could be disposed of sooner than previously indicated.

As in previous years, review work was closely integrated with preservation and accessibility work. Wherever possible records confirmed by the review process as being of national archival value were repackaged into new folders and boxes as appropriate and entered at item level on the Archives RecordSearch database.

The collection review project has now been in operation for three years. Over this period the Archives' total record holdings have declined from 445 shelf kilometres to 361 shelf kilometres, not withstanding the transfer to the Archives' custody of an additional 18 shelf kilometres of records from Commonwealth agencies. In order to establish the extent and focus of further review work a comprehensive report on the project was completed in April 2002. The report recommended that the selective review of records should continue as an ongoing function in cases where it was likely to lead to significant reductions in record volumes. Further review work would be focused mainly on the implementation of new functional records disposal authorities as they are issued.

Output 2.2 – An organised and known collection

A methodology for improving the accessibility of the collection is ready for trial in State offices and work on the different processes that would be needed in the national office has commenced. Training is required before staff can use these processes to better manage the collection. New training strategies to ensure that staff have the skills to describe records and make them accessible for public use are being considered. This has delayed the work on quality control standards.

Figures on quality assurance of existing agency and series registrations cannot be provided until the quality control standards for managing the collection are in place.

Descriptive information for over 850 000 items was added to the RecordSearch database in 2001–02, including descriptions of 465 000 World War II service records. These records are being transferred progressively to the Archives from the Department of Defence between September 2001 and August 2002. Descriptive information about each record is being loaded on the Archives RecordSearch database as the records arrive in custody. Appendix I lists a selection of records transferred and described.

Table 7 – Record items described and digitised

Output 2.3 – Public information

A longitudinal study into public awareness and satisfaction with the role of the National Archives has been ongoing since October 1995. The objectives of the study are to gauge:

• the growth in public awareness and knowledge of the National Archives of Australia;
• the perceived functions of the institution; and
• the perceived importance of the Archives' role in creating, preserving and making Commonwealth records accessible over time.

Since the 1995 benchmarking study was commissioned, two subsequent studies (1998 and 2001) have been undertaken. The latest results show that around three-quarters of the population have a general knowledge of the National Archives. This figure has remained stable since the 1998 study. However, the number of people who 'knew a little' increased from 28 per cent in 1998 to 33 per cent in 2001, and the number of people who 'knew a lot' increased from 3 per cent in 1998 to 4 per cent in 2001. The results show a net increase of 6 per cent of general awareness amongst the population.

The levels of awareness of the functions of the National Archives have remained fairly constant over the last three years, with the exception of a large decrease in awareness of the National Archives' function of preparing indexes and guides to Commonwealth records.

Although the description of the role of the National Archives has differed slightly across the three surveys, the importance placed on the National Archives continued to be strong amongst the Australian population with 59 per cent rating it as 'very important' and 34 per cent rating it as 'quite important'.

A survey of visitors to the National Archives in Canberra is conducted each year. Of those surveyed in 2001–02, 64 per cent were first-time visitors and 36 per cent return visitors. Five per cent had not heard of the Archives before they visited; 28 per cent knew the name only; 40 per cent said they knew a little about the Archives; and 16 per cent said they knew a lot.

Ninety-three per cent said that they would visit the Archives again, which is a significant increase compared to the 2001 survey response of 79 per cent.

Canberra residents made up the majority of visitors, accounting for 58 per cent of respondents. Visitors from interstate made up 39 per cent and 3 per cent were from overseas.

Output 2.4 – Reference services and tools

In August-September 2001, readers were surveyed as part of the review of the Service Charter. In June 2002, an ongoing survey of reading room researchers began. Results indicate high levels of satisfaction, exceeding the performance target, with our services and facilities. Ninety-one per cent of respondents were very satisfied with the service received from staff. Sixty-two per cent of respondents were very satisfied and 38 per cent were satisfied with services and facilities in the reading room.

The National Archives assists the Australian community access the collection, maintaining reading rooms in each State capital, Canberra and Darwin for researchers wishing to undertake their own research. The Archives offers limited reference assistance to those who wish to use the collection but are unable to visit a reading room. This service is called the remote reference service.

During 2001–02, the Archives continued the progressive implementation of the centralisation of the remote reference service. A single National Reference Service email address, postal address, local fee phone number and fax number have been introduced to facilitate researcher contact with the Archives. The objectives of the centralised processing of remote inquiries include:

• achieving greater consistency in service delivery;
• dealing more effectively with increasing demand for reference services; and
• enhancing accessibility of the collection.

During April and May 2002 the Archives' internal auditor, KPMG, audited the provision of reference services to remote researchers. Preliminary findings endorse the centralisation of remote reference services. The final report, expected in September 2002, is likely to recommend a number of procedural changes to improve the efficiency of the service.

During the year over 25 000 people visited the Archives reading rooms to access the collection. This is similar to the numbers recorded in the previous financial year. All researchers including those with special needs, such as a physical disability or special language needs, are welcome to visit the reading rooms. They are encouraged to advise of their visit in advance so that we can confirm that we hold the records they are seeking and can have them ready when they arrive.

The number of records made available to researchers in 2001–02 was significantly greater than in 2000–01. There was also a significant increase in the number of remote inquiries with 85 759 received in 2001–02 compared with 49 086 in 2000–01. Most of this increase resulted from the popular digitisation on demand program, introduced in April 2001. There is no charge for this service which enables researchers to request digital copies of records held in Canberra to be loaded onto the Archives website. In April 2002 a limited digitisation service was introduced in Sydney. The program builds on the success of the photographic digitisation on demand service introduced several years earlier. In 2001–02 the Archives received 37 340 requests for digital copies and loaded 1 119 551 pages of textual material onto its website. In addition, requests for digitisation of photographic material resulted in 38 778 photographic images being loaded onto the website. The service is a viable means of delivering faster, cheaper and more equitable access to the collection for all Australians. The Archives aims to enhance and improve the service.

The increase in the number of reference inquiries was partly a result of the transfer of over one million service records of Australians who served in the armed forces in World War II. These records are being transferred progressively to the Archives from the Department of Defence between September 2001 and August 2002. Before transfer, World War II service records are placed in new acid-free folders and listed on a nominal roll being compiled for the Department of Veterans' Affairs (DVA). Descriptive information about each record is loaded on the Archives RecordSearch database as the records arrive in custody. DVA plans to launch the World War II nominal roll in early November 2002. The Archives established the Defence Service Unit within the Access and Information Services program in Canberra to service public requests for access to these records.

During 2001–02, the Archives responded to 95 per cent of remote reference inquiries within 30 days, compared with our published standard of service of 98 per cent. Problems experienced during the implementation of a new database controlling the location and movement of records and a new researcher login system for the RecordSearch database caused some response times to exceed 30 days. These problems have been overcome and should not impact on the Archives' ability to meet the standard in 2002–03.

Table 8 – Use by the public

Table 9 – Use by Commonwealth agencies

The number of records used by official researchers in reading rooms appears lower this financial year. This is largely because the initial stages of the implementation of the new transfer, location and lending modules of RecordSearch caused records issued to official researchers (government agency staff looking at agency records) to be recorded as records used by public researchers.

Survey of off-site customers

The number of remote reference inquiries increased by 90 per cent over the previous year. A total of 91 485 requests for reference assistance were received in 2001–02 through the post, fax, phone and email.

A comprehensive survey of customers who are accessing products and services remotely has commenced. It is expected that the final results of this survey in 2002–03 will assist the further development of online client services and improvements to reference services.

Access examination of records

The Archives Act 1983 provides a general right of access to Commonwealth records over 30 years old. Members of the public can submit applications to have records examined for public access. Before the Archives releases the records, experienced staff examine them to ensure they are suitable for public release.
Other records are pro-actively selected and examined by the Archives, including those that are identified as likely to be of high research use or those that complement projects undertaken by the Archives. In 2001–02, selected records for examination included:

• Cabinet records for 1971 (released on 1 January 2002) and 1972
  (due for release on 1 January 2003);
• Cabinet notebooks for 1951 (released on 1 January 2002) and 1952
  (due for release on 1 January 2003);
• some records of the Royal Commission into British Nuclear Tests in Australia;
• 1971 records of the House of Representatives Standing Committee of Privileges; and
• a range of records of, and associated with, Australia's Prime Ministers.

Where records are likely to include sensitive security, foreign relations, defence or personal information, they are examined folio by folio to identify material that requires exemption. Where records are unlikely to include such information they are examined by more streamlined methods.

Table 10 – Access examination of records

Table 11 – Access status of record items examined

An application for access is required when access is sought to records that have not been publicly available before. While the Archives Act requires the Archives to notify a decision on an application for access within 90 days of receipt, we aim to complete most examinations within 30 days. In 2001–02, the Archives released 80 per cent of records within 30 days and a further 10 per cent within 90 days. Ten per cent of records requested were not made available within the statutory 90 days. Long response times to applications for access generally resulted when records were referred to agencies or foreign governments for advice or where the record sought was not in the custody of the Archives.

Table 12 – Time taken to respond to applications for access from the public

Internal reconsideration of access decisions

Where the Archives withholds material in response to an application for access submitted by a member of the public, that person can apply for a review of the decision. The first stage in the appeal process is an internal reconsideration of the decision by the National Archives.

An internal reconsideration is a review of the decision to refuse or restrict access. The review is undertaken by an officer of the Archives other than the person who made the original decision. The Archives Act requires the Archives to notify a decision on an application for internal reconsideration within 14 days.

Table 13 – Internal reconsideration of access decisions

Table 14 – Time taken to respond to applications for internal reconsideration

Appeals to the Administrative Appeals Tribunal

If the Archives upholds a decision to refuse or restrict access, applicants are entitled to appeal to the Administrative Appeals Tribunal (AAT).

During 2001–02, two applicants submitted appeals against access decisions to the AAT. One case lodged in July 2001 was joined with a case lodged in 2000–01 by the same applicant and proceeded to a two-day hearing in November 2001. The Tribunal upheld the Archives' decisions on 60 folios but made a minor change to the access decision on one folio.

The second case was resolved by discussions between the parties and did not result in an AAT hearing.

Finding aids

As well as its databases, the Archives produces finding aids in the form of published guides and fact sheets. Guides are made available for sale to the public in hard copy and free on the Archives website. Fact sheets are made available free to the public in hard copy and on the Archives website. Customer feedback, sales figures and the number of visits to online guides indicate that researchers value our research guides and fact sheets.

A research guide, Sound Recordings in the National Archives, compiled by Helen Cross and Margaret Chambers, was launched at the Oral History Conference in Canberra in August 2001. Three new fact sheets were issued during the year and 56 existing fact sheets were revised and reissued. New fact sheets issued in 2001–02 are listed in Appendix J. During 2001–02 'Service records' and 'Cabinet' pages of the website were restructured and updated. Significant numbers of people continue to visit the Collection section of the Archives website and use our online reference tools, including the RecordSearch and PhotoSearch databases.

Output 2.5 – Publications

Valuable feedback was received from Archives' clients about the new booklet, Our Collection, which provides an overview of records held by the Archives. A survey form with a copy of the booklet was sent to all Memento subscribers and provided to visitors to the Archives buildings. Over 90 per cent of those who replied rated the booklet as easy to read and well designed. Informal feedback from customers and the level of interest shown in other publications through inquiries and sales indicate that a high proportion of consumers rate Archives publications as satisfactory. The mailing list for the free newsletter Memento continues to grow and unsolicited positive comments are received regularly.

In December 2001 popular author and Director of the South Australian Museum, Tim Flannery, launched An Anthropologist in Papua by Michael Young and Julia Clark. This book, co-published by the Archives and Crawford House Publishing, features the photography of FE Williams, Government Anthropologist in Papua from 1922 to 1939.

Canberra following Griffin: A Design History of Australia's National Capital by the late Paul Reid was launched in May 2002. Professor Philip Cox launched the book in Canberra, and the Sydney launch at the Royal Australian Institute of Architects, NSW Chapter took the form of a tribute to Paul Reid by fellow architects led by Professor James Weirick. The 400-page book includes over 200 maps, plans and photographs relating to Walter Burley Griffin's design for Canberra and its subsequent history. Its release coincided with an exhibition of the Griffin drawings in our Canberra building. A catalogue to accompany the exhibition A Vision Splendid: How the Griffins Imagined Australia's Capital was also produced, including an essay by noted Griffin scholar, Christopher Vernon.

There have been over 2 million unique visits to the National Archives website at www.naa.gov.au representing an increase of 122 per cent since the previous financial year. In addition, there were 663 812 individual search sessions on the RecordSearch database during the year.

The Documenting a Democracy website received 238 914 visits and the Archives of Australia site had 60 462 visits.

Useability evaluations were undertaken on both the corporate naa.gov.au site and on the Documenting a Democracy site, to assess whether the sites are meeting the needs of users and whether they conform to guidelines for accessibility. Improvements have been made to both sites as a result and major restructuring of the corporate site is underway.

The publications team that produced Canberra Following Griffin: A Design History of Australia's National Capital, by the late Paul Reid. From left to right: Claudia Marchesi, editor; Angela McAdam, National Archives Publications Manager; Bryan Baker from Lamb Print; Karen Deighton-Smith, project coordinator; Jenny Cook, editor; Maureen Mackenzie-Taylor, designer.

Output 2.6 – Exhibitions

Informal feedback has been very positive for each exhibition during this period. Results from the Archives' annual visitors survey show that 52 per cent of visitors felt that their expectations were exceeded and 38 per cent felt that their expectations were met after visiting the exhibitions. While this would indicate a 90 per cent satisfaction rating with our exhibitions, only 1 per cent indicated that they were not satisfied, as 9 per cent did not answer the question.

The Archives exhibiton program is detailed in Appendix K.

Federation Gallery: Charters of Our Nation

As part of the Centenary of Federation celebrations in January 2001, the Prime Minister opened Charters of Our Nation, the exhibition in the new permanent Federation Gallery at the Archives in Canberra. The exhibition features Australia's 'birth certificates': Queen Victoria's Royal Commission of Assent 1900, the Commonwealth of Australia Constitution Act 1900, the Letters Patent Constituting the Office of the Governor-General 1900 and the Proclamation of Inauguration Day 1900. Later Constitutional documents are also included: the Statute of Westminster Adoption Act 1942, the Constitution Alteration (Aboriginals) Act 1967, and the Australia Act 1986. The gallery features an innovative video program, The Constitutional Alphabet, which introduces various features of the Constitution and the Australian system of democracy.

Environmetrics Pty Ltd, an audience research company, evaluated the level of visitor satisfaction with the Federation Gallery and assessed the extent to which it had reached its objectives. The evaluation report revealed that the gallery had met some or all of the expectations of visitors, and that the display methods allowed visitors to engage with the exhibits on a range of levels in a comfortable environment, while conveying the unique nature of the documents and their content and meaning. The report outlined a number of recommendations that will be addressed in order to enhance the visitor experience and increase people's understanding of Australia's system of government.

Wine! An Australian Social History

The National Archives exhibition Wine! An Australian Social History was on display in the Canberra gallery from March to July 2001 before commencing a national tour of thirteen venues. It travelled to the Mildura Arts Centre, Victoria from March to April 2002 and the Geelong National Wool Museum from April to June 2002. The exhibition, which examines the history of the wine industry in Australia and the influences that have shaped its development, drew on the collections of the National Archives and the Noel Butlin Archives Centre at the Australian National University. It featured Chateau Tahbilk, Yalumba, Tyrells and Houghtons wineries. Many visitors to Wine! commented that the exhibition was an informative and balanced presentation on the history of the wine industry in Australia. The reaction to the exhibition on tour has been most enthusiastic. It has provided incentives for a number of community outreach activities including weekly wine tastings while it was hosted at the Geelong National Wool Museum.

A summative evaluation of the exhibition was conducted in Canberra to gauge the level of visitor satisfaction with the exhibition and to assess the extent to which it had fulfilled its objectives. The evaluation used a number of evaluation techniques including observation and tracking, face-to-face interviews and self-completion exit surveys. It revealed that 65 per cent of visitors came to the National Archives specifically to see the exhibition, 89 per cent thought that the exhibition exceeded or met their expectations and only 1 per cent said that it did not meet their expectations. Of the 114 comments recorded in the visitors book from 1 to 22 July when the exhibition closed after its four month season, 88.6 per cent were positive, 8.8 per cent recorded negative comments and 2.6 per cent presented positive and negative comments in the one entry.

Belonging: A Century Celebrated

The exhibition Belonging: A Century Celebrated was developed as a joint project between the National Archives of Australia, National Library of Australia, State Library of New South Wales and State Library of Victoria to celebrate the Centenary of Federation. Australian Associated Motor Insurers Ltd (AAMI) was the principal sponsor, providing assistance for the development and tour of the exhibition. The project was also generously supported by the National Council for the Centenary of Federation. The exhibition explored notions of belonging, and the ways that families, friends, places where people live and work influenced people's sense of belonging or not belonging in twentieth-century Australia. The exhibition consists of photographs, paintings, posters, letters, film, recordings and interactive exhibits drawn from the extensive collections of the exhibition partners.

After travelling to the State Library of New South Wales and then the State Library of Victoria, where it closed in July 2001, Belonging: A Century Celebrated was presented in two parts at the National Archives and the National Library from August to November 2001. It was on display at the Tasmanian Museum and Art Gallery, Hobart from December 2001 to March 2002 and will conclude its national tour in late 2002 when it visits the Queensland Museum in Brisbane.

Belonging has been well received in all venues. Of the 65 people who recorded comments in an exit survey at the Archives in Canberra, 85 per cent rated the exhibition very good to excellent, 9 per cent fair and 6 per cent fair to poor, while 84 per cent stated the exhibition provided them with a clearer understanding of the National Archives collection and found the themes and images in the exhibition to be emotionally powerful. Of the 297 people who signed the Belonging visitors book at the Archives, 90.6 per cent entered positive comments, 6 per cent made no comment, 2.7 per cent recorded negative comments and 0.6 per cent recorded positive and negative views in the same comment.

A Mad Century: Works by Bruce Petty

The exhibition A Mad Century: Works by Bruce Petty, developed in collaboration with Chrysalis Publishing of Melbourne, featured a suite of 40 prints by the political cartoonist Bruce Petty along with several of his animated films and a sculptural work. Augmenting the Petty works was an array of papers, letters, photographs and audio recordings selected from the National Archives collection to document some of the issues depicted in Petty's prints.

Cartoonist Bruce Petty, Acting Director-General Anne-Marie Schwirtlich and cartoonist Michael Leunig at the launch of A Mad Century: Works by Bruce Petty.

Of the 119 people who recorded comments in an exit survey, 81 per cent rated the exhibition very good to excellent, 84 per cent found the exhibition to be visually attractive, 55 per cent agreed or strongly agreed that the exhibition had given them a clearer understanding of the National Archives collection and 95 per cent stated that the exhibition experience would encourage them to attend another exhibition at the National Archives. Of the 239 comments recorded in the visitors book for the exhibition, 94.1 per cent were positive, 4.2 per cent were negative and 1.7 per cent presented both positive and negative comments in the one entry.

A Vision Splendid: How the Griffins Imagined Australia's Capital

A Vision Splendid: How the Griffins Imagined Australia's Capital opened in April 2002 and has been a particularly popular exhibition, attracting record-breaking numbers of visitors to the National Archives. The exhibition highlights one of the treasures of the National Archives collection: Walter Burley Griffin's 1912 winning design for Canberra, with the exquisite drawings of Marion Mahony Griffin. The exhibition is accompanied by a catalogue sponsored by the Gordon Darling Foundation.

Media reviews have been positive. Of the 603 visitors who signed the visitors book from April to June, 89.4 per cent made positive comments, 8.8 per cent made no comment, 1.1 per cent recorded negative comments and 0.7 per cent presented positive and negative comments in the one entry.

Table 15 – Visitors to exhibitions

Output 2.7 – Education programs and events

The success of the education and events programs conducted in Canberra and across the country is indicated by the high level of attendance and the positive feedback from participants. Noteworthy evidence of positive responses include the capacity audiences attending the Where to Now, Australia?, Where's the Passion? and 2002 Summer Speakers series of talks; the well received holiday program held in association with the Belonging exhibition; and the large audiences attending the education and events program developed for the exhibition A Vision Splendid.

Formal evaluation was conducted for three events in Canberra in 2001–02, with the following results.

• Ninety-seven per cent of the audience who attended one of the lectures from the Where to Now, Australia? series rated the talk as having met or exceeded expectations and 96 per cent rated the series as having met or exceeded expectations.
• Ninety-five per cent of participants in the Touching Memories familiarisation session held in Canberra as part of Seniors' Week rated the event as having met or exceeded expectations. Ninety-five per cent also indicated that after their visit they felt able to use the National Archives collection.
• Ninety-seven per cent of visitors to the Family History Fair in Canberra said they would return to a similar event in the future, indicating a high rate of satisfaction with the event.

A total of 311 programs and events have been conducted in Canberra and around the country during the year, attracting 14 206 attendees.

State offices presented 99 events and programs to 3 963 attendees. The highlights were the Family History Fair in Perth which attracted 1 500 keen family historians; the Sydney series of seminars for Sri Lankan, Greek and Lebanese researchers; research training sessions convened in Darwin and Katherine for Indigenous students from the Batchelor Institute of Indigenous Tertiary Education; and visits to rural centres in Queensland, New South Wales and Western Australia to bring information about the collection to the community.

Greg Cope, Assistant Director of Public and Reader Services in Brisbane, speaking to the Gladstone Genealogical Society.

In Canberra, 212 programs and events attracted 10 243 visitors to the national building. School and community groups, family historians and senior citizens were some of the audiences targeted for special presentations.

Other issues

The Prime Ministers' Papers Project

In May 2000, Cabinet approval was given for $1.6 million over four years to fund the Archives to promote and make more accessible the official and personal records of Australia's Prime Ministers. Initial work for the first two years has involved research into the location, quantity and nature of Prime Ministerial papers held in Australian archives and libraries. Records of 17 of the 25 Prime Ministers since Federation are held by the National Archives, with other significant collections being held by the National Library, State and university libraries, and Prime Ministerial libraries.

A major collaborative outcome of the project will be a portal website, giving access to information about Prime Ministers and their records and linking directly to digitised copies of documents held by a variety of institutions. Guides to the records of particular Prime Ministers will also be produced in hard copy and online formats. Work is already proceeding on these outcomes as well as on improving the documentation of Prime Ministerial records held in the Archives' custody.

The Prime Ministers' Papers Project aims to make the records of Prime Ministers held by the Archives more accessible through improved documentation, research guides and digitisation of records. To date, 76 series registrations relating to the records of Prime Ministers have been improved and over 2 500 items relating to Prime Ministers have been digitised.

Records of several former Prime Ministers have been added to the Archives collection. The Archives holdings of papers of the Rt Hon. Harold Holt were supplemented by the donation of family records by Messrs Sam and Nicholas Holt. A small collection of family papers relating to the Rt Hon. Francis Forde, who became Prime Minister on the death of the Rt Hon. John Curtin in 1945, was purchased at auction, and the Department of Foreign Affairs and Trade transferred papers of the Rt Hon. Sir William McMahon, relating to his time as Minister.

Record releases

Annual Cabinet records release

In early December 2001, 30 journalists visited the Archives for the media briefing marking the release of the 1971 Cabinet records. Ian Hancock, historical consultant to the Archives, and the Rt Hon. John Douglas (Doug) Anthony, CH, Deputy Prime Minister in the Gorton Government in 1971, spoke about the events of 30 years ago, giving context to the records that were made publicly available on 1 January 2002. Digital copies of records and background information were made available on the Archives website in January 2002. The annual Cabinet records release continues to be widely reported in the media.

The Rt Hon. Doug Anthony, CH, speaking at the launch of the 1971 Cabinet records.

Privileges Committee records

Records relating to the three cases investigated by the House of Representatives Standing Committee of Privileges in 1971 were released for public access on 1 January 2002. Digital copies of these records were made available on our website.

Cabinet notebooks

On 1 January 2002 the Archives released the 1951 Cabinet notebooks, recording discussions and decisions of the Federal Cabinet. Because of their particular sensitivity, Cabinet notebooks are made available for public access after 50 years rather than the standard 30 years to which all other Commonwealth records are subject. At a media briefing in February 2002, Australian National University historian Dr John Knott spoke to a dozen journalists about the records and the events of 1951. The event was accompanied by the publication on our website of digitised copies of the notebooks, with transcripts and contextual background.

Summer Scholarships Scheme

The Archives offers Summer Scholarships for undergraduate, honours or graduate diploma students to enable them to undertake research at the Archives and to learn more about the organisation. Each year two scholarships are awarded. Scholarships were awarded in January 2002 to Tim Soutphommasane (University of Sydney) and Michael Kachel (University of Newcastle).

Frederick Watson Fellowship

The Archives 2001 Frederick Watson Fellow was the historian Dr Klaus Neumann, author of several books including the recently published Shifting Memories: The Nazi Past in the New Germany. Dr Neumann's Fellowship research involved Australia's treatment of refugees, exploring case studies from the 1930s onwards. Dr Neumann gave two public lectures presenting some of the results of his research using the Archives collection. The first lecture Refugees on our doorstep – West Papuan refugees in Papua and New Guinea 1962–69 was held at the Archives in Canberra in March. The second lecture Fifth columnists? – German and Austrian refugees in Australian internment camps took place at the Goethe Institute in Sydney in April. Both lectures were well attended and were followed with lively discussion.

2001 Census

In the last Annual Report the Archives reported on the 2001 census and the associated time capsule, the process whereby Australians, for the first time, were given the opportunity to have their name-identified census returns microfilmed and kept by the Archives before being publicly released in 2100. On 20 June 2002 the Australian Bureau of Statistics announced that 52.7 per cent of the Australian population (or almost 10 million people) had agreed to have their returns kept in the time capsule. The microfilms are progressively being transferred to the Archives' custody. The transfer will be completed by September 2002 and it is anticipated that there will be approximately 1 500 rolls of film. It is pleasing to note that more than half of the population agreed to be part of the time capsule. The Archives acknowledges the efforts of family historians, including Mr Nick Vine Hall, who lobbied to have this opportunity presented to the Australian people.

Federation projects

Peoplescape

One of the final Centenary of Federation celebrations was the Peoplescape project. Australians were invited to nominate their heroes and decorate life-sized figures displayed in December 2001 in Federation Mall between the old and new Parliament Houses in Canberra. The Archives made three contributions to the Peoplescape project. Aubrey Holmes was a clerk in the Navy Office in the 1920s who proposed that Australia create its own Public Record Office to preserve and make accessible the valuable records of government. A champion of the need to protect our heritage, he was undoubtedly influential in the eventual establishment of the National Archives of Australia. William (Jack) Mildenhall produced more than 7 700 photographs of Canberra from 1921 until 1935, now held by the National Archives. His dedication and skill resulted in a pictorial record of the early development of the national capital. Samsudin Bin Katib, after serving in the Australian Imperial Forces for nearly four years, was actively involved with pearl divers in Broome and unsuccessfully tried to establish a trade union on their behalf.

Youth envoys

During 2001, 100 youth envoys aged 15 and 16 from across Australia participated in key events celebrating the Centenary of Federation. The youth envoys were ambassadors for their States and Territories and assisted in promoting and encouraging community awareness and participation in local and regional Centenary based events. They recorded their responses to the celebrations in diaries made of archival quality paper. On 21 March 2002 Senator Marise Payne representing the Minister for the Arts and Sport attended a ceremonial hand-over of the diaries to the Archives in Canberra. The six Canberra youth envoys were present and three of them read extracts from their own accounts of the Centenary of Federation. The diaries will be available to the public in 30 years time.

Passenger arrival index project

A project to index passenger arrivals has been funded through the Department of Employment and Workplace Relations' Work for the Dole program. The purpose of the project is to expand an index of passengers arriving at the port of Fremantle in Western Australia. Volunteers from the Western Australia Genealogical Society commenced the index some years ago. Their work resulted in the creation of an index of passenger arrivals up to 1926. The Work for the Dole project will enter arrival details of passengers arriving from 1926 onwards.

The project provides for one full-time supervisor and two teams of up to eight unemployed jobseekers. Each team works two days per week. The work involves handling archival passenger lists, reading information from the lists, and then entering the information into a database, which has been created by the Archives. Once the data has been entered and checked it will be made available on the Archives website.

The project is providing valuable work experience to the participants, especially those who had little knowledge of, or skills in, computer work. The project emphasises the critical importance of accuracy in data entry, as the Archives is insisting on strict tests for accuracy. Accuracy is being achieved through a process of double entry of data and automated checking coupled with a further level of manual accuracy checking.

The project commenced at the end of April 2002 and will continue for a period of six months. It will then be evaluated to determine whether it should continue, and whether the work being performed is appropriate for a Work for the Dole program.

Alien Registration Project

Also funded through the Department of Employment and Workplace Relations' Work for the Dole program is a project to repackage alien registration records and enter descriptive information about them on the Archives' RecordSearch database. The project commenced in the Melbourne office on 5 June 2002. During June the Archives provided training for seven participants and the project supervisor, and 3.6 metres of records were repackaged. Quality assurance measures were developed and tested.

The project aims to complete approximately 115 shelf metres of records, amounting to over 80 000 individual alien registration records.

The participants have already expressed their appreciation of the new skills they are learning, and recognise the significance of the task they are performing.