Sugar Sweeties Women and the Bundaberg Sugar Industry Source: Farthing, R. (n.d). Siren of the Surf – Sugar Sweeties novelty team INN532.3 Collection Development Project Report Frances Berndt, Wendy Davis & Katya Henry Executive Summary The history and identity of the Bundaberg region is inextricably linked with the sugar industry. The preservation of this history is supported by a number of local museums and institutions including the Fairymead House Sugar Museum and Bundaberg and District Historical Museum, as well as Bundaberg Regional Libraries. The role of women in Bundaberg’s sugar history has often been overlooked however. This report puts forward a proposal to Bundaberg Regional Council for the development of a cultural heritage collection for Bundaberg Regional Libraries which will fill this void: Sugar Sweeties: Women and the Bundaberg Sugar Industry. The purpose of the Sugar Sweeties collection is to highlight, document and preserve the history of women and the sugar industry in the Bundaberg region. It supports Council’s vision, outlined in the Bundaberg Regional Council Corporate Plan 20092014 and Bundaberg Regional Council Vision 2031 of promoting the region’s heritage and culture, and enhancing the region’s unique identity. This report contains the details required by Bundaberg Regional Council to approve the development of the proposed collection. An overview of Bundaberg Regional Libraries, its broader organisational context, and a user needs analysis is provided. A detailed plan for the initial collection development, including budget selection criteria and methods, and format, is outlined. Following that, a discussion of the collection’s management, covering access, digitisation, copyright issues, preservation, weeding, disaster management and marketing, is offered. The ongoing development and management of the collection over the next three years is also considered. A threeyear plan, collection development priorities, budget, constraints, and evaluation plan are all detailed for Council’s consideration. After considering the contents of the report, the following recommendations are made: 1. Bundaberg Regional Council approves the development of the cultural heritage collection Sugar Sweeties: Women and the Bundaberg Sugar Industry 2. A budget of $150,000 is recommended for the development of the collection 3. Partnerships with contributing cultural institutions should be developed and a policy on resource sharing implemented 4. The initial collection, including construction of the Sugar Sweeties website and commissioning of the short film, should be implemented as a priority 5. Digitisation guidelines are produced 6. The three-year development plan for the collection is adopted 7. A three-year marketing plan is to be developed 8. The collection should be launched on International Women’s Day, 8 March 2013. Table of contents 1. Introduction ............................................................................................................. 1.1 Purpose of the report ............................................................................... 1.2 Scope of the report .................................................................................. 1.3 Limitations of the report .......................................................................... 1.4 Key terms .................................................................................................. 1.5 Key information sources ......................................................................... 2. Overview of the collection ...................................................................................... 2.1 Aim of the collection ................................................................................ 2.2 Impetus ..................................................................................................... 2.3 Context ...................................................................................................... 2.4 Format ....................................................................................................... 3. Background ............................................................................................................. 3.1 Bundaberg Regional Libraries ................................................................ 3.2 Cultural Heritage Collections: Potential Collaborators......................... 3.3 Broader Organisational Context of Bundaberg Regional Libraries .... 3.4 Contextual Policies and Strategic Documents ...................................... 4. User needs analysis ................................................................................................ 4.1 Bundaberg Region Demographics ......................................................... 4.2 Internet access ......................................................................................... 4.3 Key User Groups in the Bundaberg Region .......................................... 5.Initial Collection Development ................................................................................ 5.1 Format ....................................................................................................... 5.2 Tools and methods for selecting resources .......................................... 5.3 Selection Criteria ...................................................................................... 5.4 Budget ....................................................................................................... 6. Collection management .......................................................................................... 6.1 Discovery and access management of the collection .......................... 6.2 Digitisation ................................................................................................ 6.3 Copyright issues ...................................................................................... 6.4 Preservation .............................................................................................. 6.5 Weeding and de-selection ....................................................................... 6.6 Disaster management .............................................................................. 6.7 Marketing and promotion ........................................................................ 7.Ongoing Collection Development and Management ............................................ 7.1 Three-year plan ........................................................................................ 7.2 Collection development priorities .......................................................... 7.3 Budget ....................................................................................................... 7.4 Constraints and issues impacting on plan (Risk assessment) ........... 7.5 Evaluation ................................................................................................. 8. Conclusion ............................................................................................................... 9. Recommendations .................................................................................................. 1 1 1 1 1 2 2 2 3 3 4 4 4 6 7 8 9 9 10 10 11 11 12 12 13 14 14 15 16 18 20 21 21 23 23 25 27 28 30 30 31 References ................................................................................................................... 32 Appendix A: Initial List of Resources ........................................................................ Appendix B: Bundaberg Regional Libraries Donations Governance Policy ......... Appendix C: Evaluation plan ...................................................................................... 37 43 44 F. Berndt, W. Davis & K. Henry i List of tables Table 1: Cultural Heritage at Bundaberg Regional Libraries ................... Table 2: Bundaberg cultural heritage collections ..................................... Table 3: Collaboration beyond Bundaberg ................................................ Table 4: Initial collection budget ................................................................. Table 5: Marketing plan ................................................................................ Table 6: Three-year plan .............................................................................. Table 7: Three-year budget allocation ........................................................ Table 8: Risk analysis .................................................................................. F. Berndt, W. Davis & K. Henry 5 6 6 13 22 23 27 29 ii 1.Introduction Sugar Sweeties: Women and the Bundaberg Sugar Industry is a proposed heritage collection for Bundaberg Regional Libraries. The aim of the collection is to highlight, document and preserve the history of women and the sugar industry in the Bundaberg region. 1.1 Purpose of the report This report provides a detailed proposal to Bundaberg Regional Council for the development of the collection, Sugar Sweeties: Women and the Bundaberg Sugar Industry. 1.2 Scope of the report This report provides Bundaberg Regional Council with details of the background, planning and development of the Sugar Sweeties collection, required to provide consent for the collection’s implementation. The report provides Council with an overview of the collection, including its aims and the impetus for the collection. A thorough overview of Bundaberg Regional Libraries (BRL) and the organisational context of BRL is provided, as well as a detailed user analysis. The initial collection development is outlined; the management of the collection and the ongoing development of the collection over the next three years is discussed. A budget, marketing plan, and evaluation strategy are also included. Finally, recommendations are made to Council for the adoption of the proposal. 1.3 Limitations of the report This report is limited to the proposal for the development of a cultural heritage collection for Bundaberg Regional Libraries. It addresses the key issues and considerations for the collection, however it does not provide detailed policies. These would be developed once the collection has been approved by Bundaberg Regional Council (Council). 1.4. Key Terms ALIA: Australian Library and Information Association BRL: Bundaberg Regional Libraries Collection Development Policy (CDP): a written statement that provides the framework for the development and maintenance of a library’s collection. Collection management: the activities that pertain to the maintenance of a library’s collection, including de-selection and preservation. Cultural heritage collection: a collection which documents, preserves and provides access to the history and development of a local community SLQ: State Library of Queensland F. Berndt, W. Davis & K. Henry 1 1.5 Key information sources Australian Library and Information Association. (2011). Beyond a quality service: Strengthening the social fabric. Standards and guidelines for Australian public libraries. http://www.alia.org.au/publiclibraries/PLSG_web_110407.pdf Bundaberg Regional Council. (2009). Bundaberg Regional Council Corporate Plan: 2009-2014. Retrieved April 28, 2012 from http://bundaberg.qld.gov.au/files/BRC-Corp%20Plan-2009-2014.pdf Bundaberg Regional Council. (2011). Bundaberg Region 2031. http://bundaberg.qld.gov.au/files/BRC%202031%20Community%20Plan%20SR. pdf Bundaberg Regional Libraries. (2012). Bundaberg Regional Libraries Collection Development Governance Policy. http://library.bundaberg.qld.gov.au/aboutlibraries/library-policies State Library of Queensland. (2010). Queensland Public Library Standards and Guidelines: Local Studies Standard. http://www.slq.qld.gov.au/__data/assets/pdf_file/0004/161914/SLQ__Local_studies_standard_-_June_2010.pdf 2. Overview of the collection The proposed collection, Sugar Sweeties: Women and the Bundaberg Sugar Industry, is a cultural heritage collection of the Bundaberg Regional Libraries. A cultural heritage collection documents, preserves and provides access to the history and development of a local community (ALIA, 2011, p. 38; SLQ, 2010, p. 2). The Sugar Sweeties collection will draw from resources already available from other relevant collections, both within Bundaberg Regional Libraries and local cultural institutions, and from other state and national galleries, libraries, archives, and museums. It aims to bring these resources together and consolidate them in a format accessible to all users. In addition, Sugar Sweeties seeks to source additional material and create user-generated content related to, and inspired by, women’s involvement in the local sugar industry. It will provide a focal point for engaging regional communities of women with the cultural heritage of Bundaberg, offering them the opportunity to increase their sense of place and belonging in the local area. 2.1 Aim of the collection Purpose of the collection: The proposed cultural heritage collection, Sugar Sweeties, will highlight, document and preserve the history of women and the sugar industry in the Bundaberg region. Objectives of the collection: 1 - Make the collection accessible to a broad range of users 2 - Engage local communities of women 3 - Source new material for the collection 4 - Provide a platform for the creation of additional contemporary material to further develop the collection F. Berndt, W. Davis & K. Henry 2 2.2 Impetus Sugarcane plantations were introduced to Bundaberg in the 1870s, shortly after the city’s founding. The sugar industry grew rapidly and a number of mills sprung up, bringing with them an extensive infrastructure, a growing and ethnically diverse population, increased wealth, manufacturing, and a city identity tied intrinsically to sugar (BRC, 2012). Bundaberg is proud of its sugar history, and a number of museums support the preservation of this history, including the Fairymead House Sugar Museum and Bundaberg and District Historical Museum. Bundaberg Regional Libraries also maintains a number of cultural heritage activities and products. The role of women in Bundaberg’s sugar history has often been overlooked however. Sugar Sweeties: Women and the Bundaberg Sugar Industry fills this void. 2.3 Context The development of Sugar Sweeties has been informed by the changing role of libraries, from custodians of content to curators and creators of content. Digitisation, open data and Creative Commons licensing initiatives have opened libraries’ collections to the community. These initiatives and the increasing availability of information from the Internet have also changed the geographical focus of libraries. Local libraries are in the unique position of being able to respond to their own distinct communities. In the past, libraries brought the world to the community; they now have the opportunity to bring the local community to the world (Neiburger, 2012). Libraries have not only opened their collections to the world, they have also provided users with the means to engage with and to create their own content from their distinctive resources. State Library of Queensland’s (SLQ) Libraryhack initiative did just that. They opened their data, and provided users with the training and opportunity to use it, to create something new (The QUTube, 2011). It is not only larger institutions that are in a position to engage in these participatory, creative activities; regional public libraries such as Bundaberg Regional Libraries can also embrace this culture of opening their collections to their users. Libraries are also becoming creators of content, recording their community’s social history for posterity. The Listening Project, a partnership between the BBC and British Library (2012), records conversations between members of the general public in order to capture a picture of British society today for future generations. SLQ’s (2012) Tea and Me project similarly aimed to record Queensland’s social history by collecting stories and memories about one facet of everyday life, drinking tea. Digital stories, video and photos were complemented by the objects themselves, the teacups which inspired these stories. Bundaberg Regional Libraries is already showing a willingness to engage in local and social history through two projects: Picture Bundaberg and The Story Project. Sugar Sweeties will provide an even greater focus on the social history of the region and further define Bundaberg Regional Libraries’ role as a central point for recording the history of the region. Material generated from the community, ‘crowdsourcing’, also allows the library user to meaningfully engage with and contribute to the cultural heritage. Trevor Owens (2012), archivist at the Library of Congress writes that “instead of simply offering [the user] the ability to browse or poke around in digital collections we can invite them to F. Berndt, W. Davis & K. Henry 3 participate. … Instead of browsing through a collection they literally become a part of our historical record.” The concept of crowdsourcing and community generated material is an important aspect of the proposed Sugar Sweeties collection. 2.4 Format The composition of the Sugar Sweeties collection pulls relevant resources together from other disparate collections, and presents them in an accessible format. Digitised material will be available from the Bundaberg Regional Libraries website. Realia sourced from other institutions will be put on display in the Bundaberg branch’s display case, and items digitised before being returned to the home institution or owner. In addition to the archival material, Sugar Sweeties seeks to source additional material from the community. This will be achieved through a series of exhibitions, workshops and events. Finally, Sugar Sweeties seeks to inspire the creation of new work, achieved through commissions and competitions. 1. Archival material, sourced from existing collections, and digitised. Materials may include journals, letters, photographs, film footage, oral histories and ephemera. 2. Reference materials, supporting the scholarship of the collection, including newspapers, non-fiction books or studies, the QUT Sugar Industry Collection, trade journals and company histories. 3. Existing creative content including film, stories, poems, artworks, music, song and photography. 4. New creative content including digital and audio stories, writings, theatre and artworks. 5. Realia and ephemera: objects and items newly sourced from the community, including artifacts, clothing, tools, jewelry and souvenirs; pamphlets, brochures and posters. This material will be used to complement and illustrate the digital items. 3.Background 3.1 Bundaberg Regional Libraries 3.1.1 Overview Bundaberg Regional Libraries serves a population of approximately 97 000 residents (Bundaberg Regional Libraries, 2011a). It is one of regional Queensland’s busiest and larger public library services (Bundaberg Regional Libraries, 2011a). Bundaberg Regional Libraries was formed after the 2008 Regional Council amalgamations, combining its central and largest branch in the city of Bundaberg, and community hubs in the outlying centres of Childers, Gin Gin and Woodgate Beach (Bundaberg Regional Libraries, 2011a). 3.1.2 Service and Collection The service contains approximately 130 000 items in its physical collection and turns over approximately one million items annually (Bundaberg Regional Libraries, 2011a). Bundaberg Regional Libraries also provides free access to State Library of Queensland’s databases for its users as well as a range of other databases mainly focused on reference, genealogy, family history and general statistics (Bundaberg Regional Libraries, 2011a). F. Berndt, W. Davis & K. Henry 4 3.1.3 Cultural Heritage at Bundaberg Regional Libraries Bundaberg Regional Libraries already maintains a number of cultural heritage activities and projects as part of its service and collection, detailed below. Table 1: Cultural Heritage at Bundaberg Regional Libraries Cultural Heritage Description Activity/Collection Arts Bundaberg Between 2004 and 2009 the Bundaberg Library produced a hardcopy magazine containing stories relating to local history, literature, performance and visual arts. Now discontinued, its copies are available in digital form online. LibNews LibNews replaced Arts Bundaberg in 2009. It is published online only and contains articles on local history and literature. Local History and Bundaberg Regional Libraries provides links to resources Genealogy for researchers of local history and genealogy. Microfilm Bundaberg Regional Libraries provides access to State Newspapers Library of Queensland’s microfilm collection of local newspapers dating from the mid 19th century to the present. Picture Bundaberg Picture Bundaberg is a Bundaberg Regional Libraries project to collect, scan and digitise the photographic history of the region. The Story Project A collection of conversations (audio) between two people about their family, local history, events and memories. (Not available at the present time). Source: Bundaberg Regional Libraries (2011b) Of all the cultural heritage activity and collections at Bundaberg Regional Libraries, Picture Bundaberg and The Story Project are most closely aligned with the proposed cultural heritage collection Sugar Sweeties: Women and the Bundaberg Sugar Industry. a) Picture Bundaberg Picture Bundaberg is a cultural heritage collection of Bundaberg’s visual history. It aims to digitise and preserve photos and slides that show some aspect of Bundaberg’s history (Bundaberg Regional Libraries, 2012). There is no specific theme to the collection apart from the project’s aim “to preserve Bundaberg and district’s visual history for current and future generations, and to ensure easy and perpetual access to this record” (Bundaberg Regional Libraries, 2012). The practice of digitising and preserving visual material is a common point between Picture Bundaberg and the proposed Sugar Sweeties cultural heritage collection; however, Sugar Sweeties will have a clear focus and scope for its collecting practices with its chosen theme of women in the sugar industry. Picture Bundaberg may be a key resource for the Sugar Sweeties collection. b) The Story Project As yet, there is little detail on Bundaberg Regional Libraries website regarding The Story Project. However, it seems as if it will be focused on developing an audio collection of conversations which tell the story of the Bundaberg region. Like Picture Bundaberg, it appears to be very general, with no specific focus or theme beyond F. Berndt, W. Davis & K. Henry 5 local history and people (Bundaberg Regional Libraries, 2011b). Nevertheless, the practice of developing a collection of digital stories is one which is also part of the scope for the proposed Sugar Sweeties collection. In this way, there is potential for interaction and collaboration between Sugar Sweeties and The Story Project. 3.2 Cultural Heritage Collections: Potential Collaborators 3.2.1 Bundaberg Region In addition to the cultural heritage collections being developed and managed by Bundaberg Regional Libraries, there are a number of other collecting institutions in the region which could collaborate with the Sugar Sweeties collection. These are detailed in Table 2 below. Table 2: Bundaberg cultural heritage collections Collecting Institution Bundaberg Regional Art Gallery (BRAG) Childers Regional Art Gallery Childers Pharmaceutical Museum Gin Gin Regional Courthouse Gallery Bundaberg and District Historical Museum Hinkler House Memorial Museum / Hinkler Hall of Aviation Fairymead House Sugar Museum Governing Body Bundaberg Regional Council Bundaberg Regional Council Self funded Self funded Bundaberg and District Historical Museum Incorporated Bundaberg Regional Council Bundaberg Regional Council 3.2.2 Beyond Bundaberg The following state and national institutions could prove useful in collaborating with the Sugar Sweeties collection for special exhibitions drawn out of the developing collection. Table 3: Collaboration beyond Bundaberg Collecting Institution State Library of Queensland Queensland Museum Queensland State Archives Queensland Art Gallery National Library of Australia National Museum of Australia National Archives of Australia National Gallery of Australia National Film and Sound Archive Funding Institutions Arts Queensland Regional Arts Development Fund (RADF) F. Berndt, W. Davis & K. Henry Collaboration Each of these collecting institutions could collaborate with Bundaberg Regional Libraries in the development of exhibitions curated from the Sugar Sweeties collection through the loan of relevant items and material. Governing Body Queensland Government Bundaberg Regional Council/Queensland Government 6 3.3 Broader organisational context of Bundaberg Regional Libraries Policy Imperatives for development of the Sugar Sweeties: Women and the Bundaberg Sugar Industry collection at Bundaberg Regional Libraries 3.3.1 Bundaberg Regional Libraries Policies Currently, there are two policies at Bundaberg Regional Libraries that are relevant to the development of the Sugar Sweeties collection. These are: a) Bundaberg Regional Libraries Collection Development Governance Policy (CDP) b) Bundaberg Regional Libraries Picture Bundaberg Governance Policy The Bundaberg Regional Libraries CDP’s first objective is to “develop a collection which meets the needs of the community” (Bundaberg Regional Libraries, 2012b). In terms of the proposed Sugar Sweeties collection, the development of this collection would specifically address two of the Bundaberg Regional Libraries’ aims. Firstly, the service aims to provide “material appropriate to the development and strengthening of the cultural life of the community” (Bundaberg Regional Libraries, 2012b). Given that the sugar history has defined the Bundaberg community for over a century, a collection focused around this theme would add value to the community’s cultural life. Furthermore, the service aims to provide “materials for information and reference in a variety of formats considered appropriate to the collection and the needs of the community” (Bundaberg Regional Libraries, 2012b). Again, for a community whose history has been intertwined with the sugar industry for so long, there is an opportunity for Bundaberg Regional Libraries to draw together items in various formats, as well as develop new items in digital formats, in a collection that further explains this aspect of the Bundaberg community’s cultural life. Most significantly in this regard, the CDP notes that it has as a focus the collection of material of historical importance. It will collect “Material which is important as an historical record for present and future use, such as local history” (Bundaberg Regional Libraries, 2012b). This general statement is all that appears in the CDP regarding historical or cultural heritage collections. There is great scope for expanding the CDP to cater for Bundaberg Regional Libraries growing cultural heritage activity, not just in the Sugar Sweeties collection, but also in policy that encompasses the service’s activity with its other cultural heritage projects in Picture Bundaberg and The Story Project. It appears that this point has been recognised recently with the issue of Bundaberg Regional Libraries Picture Bundaberg Governance Policy. Effectively this document functions as a CDP for the Picture Bundaberg project. Usefully, it points to the relevance of such a cultural heritage collection to Bundaberg Regional Libraries’ mission, aim and goals. In particular, this documents notes that “The preservation of our local history is a vital service to the public” (Bundaberg Regional Libraries, 2012c). The distinction between the goals of Picture Bundaberg and the Sugar Sweeties collection is that the latter would be an open access collection, with a focus on utilising Creative Commons licences in order to allow the creation of new work inspired by, or utilising the items in the collection. The copyright conditions on Picture Bundaberg are restrictive and do not allow for images to be manipulated or modified in any way (Bundaberg Regional Libraries, 2012c). F. Berndt, W. Davis & K. Henry 7 3.3.2 Bundaberg Regional Council Policies Bundaberg Regional Libraries is governed by the Bundaberg Regional Council. Two key policy documents highlight how Bundaberg Regional Libraries Sugar Sweeties collection would align with the organizational context of the Bundaberg Regional Council. a) Bundaberg Regional Council Corporate Plan 2009-2014 In its 2009-2014 Corporate Plan, Bundaberg Regional Council states that it would implement strategies to “Promote cultural development through understanding, recognising, recording and preserving the region’s heritage, diversity, arts and culture” (Bundaberg Regional Council, 2009, p. 13). In addition, this document states that Bundaberg Regional Council will “Advocate for and support activities, programs, services and projects that demonstrate our heritage and culture and which help create a positive identity for our region” (Bundaberg Regional Council, 2009, p. 13). By supporting Bundaberg Regional Libraries in developing the Sugar Sweeties collection, Bundaberg Regional Council has a unique opportunity to create a cultural heritage collection which not only preserves the region’s heritage, but highlights the unique identity of the region, distributes that to a broad group of users through the use of digital technology, and allows for the creation of heritage-based cultural works which will also create a positive identity for the Bundaberg region as artists, writers and musicians draw on the collection for inspiration. The Sugar Sweeties collection will also function as a central repository from which learning resources can be developed. Finally, it will provide a focal point for engaging local communities of women with the cultural heritage of Bundaberg, offering them the opportunity to increase their sense of place and belonging in the region. b) Bundaberg Regional Council Vision 2031 Recently, the Bundaberg Regional Council released a 20 year vision statement also emphasising the place of cultural heritage activities in its aim for shaping the future of the Bundaberg region. The Vision 2031 document contains a number of statements that align with the purpose and aims of the Sugar Sweeties collection. It states that the Bundaberg Regional Council will provide “Enhanced opportunities to access a wide range of library services, with increased variety, depth and quality of learning materials” (2011, p.17). One of the purposes of the Sugar Sweeties cultural heritage collection would be to provide learning resources about women in the sugar industry suitable for researchers of all ages. Furthermore, the participatory aspect of the development of the Sugar Sweeties collection fits neatly with the Vision 2031 statement which would see “Dedicated space and resources to encourage local people to record and re-tell our unique local history” (2011, p. 17). Finally, the Sugar Sweeties collection would aid in the Vision 2031 goal whereby the Bundaberg Regional Council would “promote cultural development, recognise the significance of unique local built and natural landmarks, and advocate for more of our unique local history to be recorded and retold” (2011, p. 16). 3.4 Contextual Policies and Strategic Documents 3.4.1 ALIA Guidelines for Public Libraries The first edition of ALIA’s Standards and Guidelines for Public Libraries was released in 2011. Among the many objectives contained in the document is a clear statement on the responsibility of public libraries to “preserve, provide access to, and maintain a F. Berndt, W. Davis & K. Henry 8 collection that relates to the history and development of the local community” (ALIA, 2011, p. 38). As a public service, Bundaberg Regional Libraries should be guided by this ALIA document and developing the Sugar Sweeties collection would aid the service in meeting this cultural heritage standard set by the Australian public library sector. 3.4.2 Artbeat: Regional Arts and Culture Strategy 2010-2014 Arts Queensland released a strategy for regional arts and culture in 2010. Artbeat: Regional Arts and Culture Strategy 2010-2014 (Queensland Government, 2010) also emphasizes the importance of developing cultural heritage projects and collections in regional areas. Arts Queensland’s vision for employing arts and culture as a means to develop creative communities that have a strong sense of identity and place (2010, p. 10) strongly aligns with the mission statement of the Sugar Sweeties collection at Bundaberg Regional Libraries. Valuing cultural heritage by developing a focused library collection has the potential to introduce the creative and participatory practices that Arts Queensland also identifies as central to its strategic vision for culture in regional Queensland (2010, p. 10). 3.4.3 State Library of Queensland: Local Studies Standard State Library of Queensland provides guidelines for regional public libraries in the development of cultural heritage and history collections that would be used for local history studies. In terms of the Sugar Sweeties collection, SLQ’s guidelines note that the objective of such collections is to “assist in ensuring that the history of a region is recorded, for the benefit of local, state and national heritage” (State Library of Queensland, 2010, p. 2). These guidelines indicate that it is a key responsibility for regional public libraries in Queensland to participate in developing cultural heritage collections. Therefore, Bundaberg Regional Libraries can use the Sugar Sweeties collection to further develop its cultural heritage activity and collections for the benefit of the users in its local community. 4. User needs analysis 4.1 Bundaberg Region Demographics The most recent data available from the Australian Bureau of Statistics ([ABS], 2010) estimates that the total population of the Bundaberg region is 95 123 people, up nearly 10 000 residents from 2005. Twenty per cent of the population are in the 0-14 age bracket, with the next highest percentage of population in the 45-54 age group. All other age groups are around 10 per cent of the population until age 74 when the percentage decreases dramatically. At the time of writing this proposal the data from the 2011 Census is not available; however, it would be safe to assume that the trend in population growth has continued for the Bundaberg region. At the 2006 Census, 87.2 per cent of the population was designated as residing in an Inner Regional zone meaning the community can be described as suburban. This demographic information is telling with regards to the development of the Sugar Sweeties cultural heritage collection. Firstly, a large proportion of the region’s population aged 0-14 belong to a technologically savvy generation, sometimes refereed to as ‘digital natives’ or the ‘net generation’ (Bennet, Maton & Kervin, 2008). For the library to meet their needs now and into the future, it needs to embrace technological services and Web 2.0 platforms in order to attract and retain these users. For this reason, the Sugar Sweeties collection will embrace the practice of digitisation in its collection practices, both with non-digital and born digital items, in order to make the collection available online. F. Berndt, W. Davis & K. Henry 9 Similarly, the second largest age group of potential users are 45-54 and a combination of late Generation X and early Baby Boomers, both of which see technology playing a significant role in their lives. These generational categories are also associated with the drive to find a work-life balance (Sayers, 2007). As users of a regional public library they may be unlikely to visit a library branch in person; however, they would have time to access online services from home or mobile devices. Once again, expanding the library’s collection through a cultural heritage collection that includes digital access allows Bundaberg Regional Libraries to cater for its present and future users. 4.2 Internet access Perhaps, the most interesting and relevant statistics from the 2006 Census is the percentage of the population with access to the Internet. Given that this proposal is focused on increasing the Bundaberg Regional Library’s service to its community in terms of developing a cultural heritage collection with a strong digital component, the community’s access to technology is a key consideration. In 2006, 52.8 per cent of the population of the Bundaberg region had access to the Internet, with a fairly even divide between dial-up and broadband access (ABS 2009). Since that time, access to the Internet has continued to grow, broadband is now the dominant mode of access, and the Internet has also become mobile with the advent of smart phone and tablet technology (Business Journal Daily, 2011). From this, it can be assumed that in 2012 the proportion of the region with reliable Internet access has grown, making the Sugar Sweeties cultural heritage collection viable, particularly in terms of its online presence. 4.3 Key User Groups in the Bundaberg Region A scoping study of the Bundaberg region has identified the following groups as key users and potential contributors to the Sugar Sweeties collection. A brief description of each group is provided here. Toft Bros / AusToft In the early 1960s, Toft Bros manufactured the first successful mechanical cane harvester. Prior to that all sugar cane had been cut by hand. The company was a major employer in the Bundaberg region and some members of the original family are still alive in Bundaberg. They together with the numerous past employees and their families could make potential contributions to the collection, as well as using it for researching family history. Sugar mill employees The Bundaberg region has been home to many sugar mills, including Millaquin, Fairymead, Bingera, Qunaba and Isis Central Mill. Each mill employs/ed permanent and seasonal workers in various roles. Family members and descendants of employees from sugar mills would be potential contributors and users of the Sugar Sweeties collection. Cane cutters Prior to the mechanisation of cane harvesting, cane was cut by hand. Cane cutters were usually employed for the duration of the harvest season. Many descendants of cane cutters still live in the Bundaberg region and would be potential contributors and users of the Sugar Sweeties collection. F. Berndt, W. Davis & K. Henry 10 “Kanakas” – South Sea Islander workers South Sea Islanders were brought to Queensland (including the Bundaberg region) to work as manual labourers on cane farms. Today the region has a strong community of their descendants who would be potential contributors and users of the Sugar Sweeties collection. Farm owners The Bundaberg region is defined by cane farms which have often been in the same family for generations. These farmers and their descendants would be potential contributors and users of the Sugar Sweeties collection. Bundaberg Sugar Bundaberg Sugar was the key company in the Bundaberg region’s sugar industry. Past and present employees would be potential contributors and users of the Sugar Sweeties collection. 5.Initial Collection Development In line with the collection’s objectives, the start-up collection for Sugar Sweeties: Women and the Bundaberg Sugar Industry is designed to provide a foundation for the expansion of the collection. Initial resources will be displayed with the intention of inspiring the community to contribute to the collection itself. 5.1 Format The initial composition of the Sugar Sweeties collection is primarily a selection of resources gathered from other collections and consolidated under the Sugar Sweeties umbrella. In addition, a short film about the history of women and the sugar industry in the Bundaberg region will be commissioned. Digitised material will be available from the Sugar Sweeties website, located under Heritage on the Bundaberg Regional Libraries website. Realia borrowed from other institutions will be put on display in the Bundaberg branch’s display case, and items digitised and added to the Sugar Sweeties website. The collection of materials can be categorised as follows: 1. Realia and ephemera sourced from other institutions and digitised 2. Digitised archival material, sourced from existing collections, including BRL. Materials may include journals, letters, photographs, film footage, oral histories. 2. Reference materials, supporting the scholarship of the collection, including newspapers, non-fiction books or studies, the QUT Sugar Industry Collection, trade journals and company histories. 3. Existing creative content including film, stories, poems, artworks, music, song and photography. 4. Commissioned creative content: a short film celebrating the history of women and the Bundaberg region sugar industry. A list of the key resources can be found in Appendix A. F. Berndt, W. Davis & K. Henry 11 5.2 Tools and methods for selecting resources Kennedy (2006, p138) states that the vast majority of libraries are missing items that are relevant to the needs of their clients and ideally would be available to them. An arrangement whereby libraries in some way pool their resources would seem a commonsense response to this situation. The start-up collection will mostly be sourced from existing collections held by local institutions such as Fairymead House Sugar Museum and others given in Section 3 above. Collecting institutions will loan items such as realia and ephemera to BRL and in return BRL will acknowledge the lending institution on the Sugar Sweeties website, thus giving the collections of these institutions wider exposure to the local community and the world. The State Library of Queensland has a large history collection housed in the John Oxley Library as well as an extensive collaboration network with other collecting institutions. Through partnership with SLQ, more items for the collection could be sourced and displayed for special events, after which they would be digitised and added to the Sugar Sweeties collection. Comprehensive collaboration agreements will be negotiated and drawn up between BRL and each institution which will detail the terms required for the loan of items. Local and national heritage magazines will be reviewed for items related to women and the Bundaberg sugar industry. Relevant items will be preferably be borrowed for digitisation and returned. The efficacy of this method will be reviewed after 18 months and if no relevant material has been sourced this way, the subscriptions will be discontinued. 5.3 Selection Criteria Selection of resources will be governed by the following criteria under the guidelines obtained from Clayton & Gorman (2006) and BRL CDP (2008). 1. Relevance: Only material that is related to women and the Bundaberg sugar industry will be collected. 2. Price: Items priced at more than $1000 will not be purchased without BRL committee approval. 3. Donations: Donations considered relevant to the collection will be accepted according to the terms of the BRL Donations Policy (2008) (See Appendix B). Unsuitable donations will be discarded, passed on to Council's recycling facility, or passed on to another local collecting institution or the State Library of Queensland. (BRL CDP, 2008) Potential donors will be informed of our policy and will be required to sign a release form. The terms of the release form will be such that once donated, the owner waives the right to ownership of the item. Copyright aspects of donations is discussed in Section 6.3. 4. Customer requests: All customer requests will be considered and items will be purchased if they are relevant to the collection. F. Berndt, W. Davis & K. Henry 12 5. Suitability and censorship: Items will be reviewed by the BRL Library manager in accordance with BRL CDP which has been developed under the guidelines of the ALIA Statement on free access to information (ALIA, 2007). 6. Duplication: Multiple copies of popular items will be acquired according to availability and cost. Digital surrogates of fragile items will be the preferred method of duplication as this method is adopted in many libraries internationally (Edwards & Matthews, 2000). 7. User generated content: Content that is relevant and appropriate to the collection will be added. Inappropriate content will be discarded. The Library manager will review items in accordance with BRL CDP censorship guidelines. 8. Commissioned material: Creative works which are relevant and appropriate to the collection will be purchased. Inappropriate content will not be purchased. The Library manager will review items in accordance with BRL CDP censorship guidelines. 9. Material not collected: Material that is not related to women and the sugar industry will be not collected. (See Section 2.1 above) 5.4 Budget $150 000 has been allocated to Bundaberg Libraries for creating a cultural heritage collection. This budget is to be spent on acquiring and developing the collection over a three-year period. Furthermore, it is to be allocated to developing and managing the collection and does not cover operating costs such as staffing and equipment maintenance. The budget has been broken down into an initial budget (Table 4) and a three-year budget (Table 7). Table 4: Initial collection budget Item Description Cost Breakdown Collection Development One-off purchases Relevant and/or rare resources such as manuscripts Subscriptions Heritage related periodicals and journals Total($) 10 000 1000 Reference resources 15 Minute Sugar Sweeties film Contingency allocation 1000 Commissioned for launch 15 000 10% 3000 TOTAL F. Berndt, W. Davis & K. Henry 30 000 13 It is envisaged that the majority of the resources for the start-up collection will be sourced from local collecting institutions such as Fairymead House Sugar Museum and others listed in Section 3 above and will be loaned to BRL for digitisation free of charge. Certain items will be purchased and are described as follows: Rare items such as outof-print books and manuscripts can be very expensive to purchase and a large sum has been allocated accordingly. A short film will be commissioned for the launch celebrating the history of women and the local sugar industry. This film will form part of the collection. Local and national heritage magazines will be reviewed for items related to women and the Bundaberg sugar industry. A 10% contingency allocation has been included as recommended by Borchert (2012). 6. Collection management 6.1 Discovery and access management of the collection 6.1.1 Access management The main gateway for accessing the collection will be through the Sugar Sweeties page on the BRL website under “Heritage” on the main menu. The site will be expanded as more content is added to the collection over the three year collection development period. Specific items can be searched using the online public access catalogue (OPAC). Staff will be available to assist patrons wishing to use the libraries’ computers to access the collection. Due to the fragile nature of the realia, ephemera and documents, permission from the lending institution (if the item is not owned by the library) will need to be obtained before members of the public can handle the items. Items owned by the library can be handled by patrons who have specifically requested it. Surrogates (copies) of fragile items (e.g. letters) will be available to patrons anytime and this practice is acceptable in most heritage collections. (Edwards & Matthews, 2000). Generally, physical items will be used within the library and will not be lent out. 6.1.2 Arrangement of collection BRL uses the Dewey Decimal System to classify non-digital items and this collection will be catalogued accordingly. To facilitate access by patrons, the collection will be housed together in one space and arranged as follows: Realia, ephemera and documents (e.g. personal letters) will be showcased in the library’s display cabinets. These items will be on loan from other institutions and the cabinets will be locked. Copies of fragile paper items will be displayed instead of the original. A section of shelf-space near the display cabinets will be allocated to books and articles written by women of the era as well as books directly related to the collection. Artworks and craft items related to the collection will either be displayed in the display cabinets or on the walls in proximity to the rest of the collection. F. Berndt, W. Davis & K. Henry 14 The majority of the collection will be available online via the Sugar Sweeties website, found under the Heritage section of BRL’s website. These resources will comprise the digital stories, images of realia and ephemera, digitised audio-visual materials and e-books. Flickr will also be used as a depository for user-generated images. These resources can be accessed by anyone online or by the computer terminals available throughout the library. 6.1.3 Security Realia and ephemera owned by the library will be available for loan within the library by customers who have filled out a request form. Fragile, rare and valuable materials will only be available to historians and a staff member will need to be present when the item is handled. Display cabinets housing such items will be locked with a limited number of keys available to staff. No bags will be allowed in areas where the heritage collection items are to be handled. The collection will be insured under the library’s collection insurance policy. 6.2 Digitisation Digital content is any content created, accessed, shared, used or preserved in a digital format...Digital content provides us with new abilities to discover and cherish our languages, cultures, histories and national identity... (New Zealand Digital Content Strategy, National Library of New Zealand, 2007, cited in State Library of Queensland and Queensland State Archives, 2010, p. 4) Local libraries are in the unique position of representing their own communities. Sugar Sweeties: Women and the Bundaberg Sugar Industry reflects the local cultural heritage and aims to present it in a format accessible to all users, far beyond the borders of the local community. Digital collections enable local communities to be discovered by the wider world. Everything in a local history collection, regardless of type of format, is more valuable when fully accessible. (Phillips, 1995, p.37). The National Library of Australia (2012a) provides the following rationale for digitising its collections: 1. Enable people, regardless of location, to directly access, use and publish, where copyright and agreements allow, a range of collection materials without having to visit the Library. 2. Preserve rare and fragile collections and those at risk of format obsolescence, while also improving access to their content by providing digital surrogates of the items for use. 3. Build a critical mass of digital content relating to Australia’s documentary and cultural heritage to support research and the Library’s education, publishing and exhibition programs. 4. Engage with new audiences by making the Library’s collections available in the online environment for use by different communities, including those who employ social networking and other new technologies In the Statement of Intent towards a Queensland Digital Content Strategy, State Library of Queensland and Queensland State Archives (2010, p. 3) call for digital content to be “widely accepted as a critical Queensland resource, fostering a knowledge-based, innovative economy, an entrepreneurial culture and engaged F. Berndt, W. Davis & K. Henry 15 communities.” These aims conform with Bundaberg Regional Council’s own vision for the Bundaberg Region. With these opportunities come responsibilities. The long-term preservation of digital material is of concern; the accessibility of the format is also a matter for consideration (SLQ & QSA, 2010). Standards and guidelines for the process of digital capture, applying metadata, storage, preservation and access, are provided by SLQ (2012) and the National Library of Australia (2012a). Detailed policies on these procedures will be investigated upon approval of the Sugar Sweeties collection. Copyright, preservation and weeding considerations regarding digital objects are discussed in Sections 6.3.1, 6.4.2, and 6.5.2 below. 6.3 Copyright issues 6.3.1 Digitised Archival material The Sugar Sweeties collection will digitise archival material (realia and ephemera) in order to provide access to such material for its users. It will also collaborate with other cultural heritage collections through agreements to provide access to appropriate items in their collections. These two forms of digitised archival material pose different copyright issues. Currently, BRL’s largest digitisation project, Picture Bundaberg has quite restrictive copyright guidelines in its policy (Bundaberg Regional Libraries, 2012c). The Picture Bundaberg Governance Policy (2012c) allows donators of material to be digitised to choose between two forms of copyright. These are outlined in section 4.5 of the policy. The policy allows “donators” to chose either between “Moral Rights & Reproduction Rights” and a “Deed of Gift”. In the first option, the donator of the image retains it, its copyright and can place conditions on its use or its further copying. If the donator chooses the Deed of Gift, they have donated the item to BRL and they then own the image and its copyright. In both cases, the copyright governing the digitised material in the Picture Bundaberg collection does not allow for open access to the items. Neither can digitised items be easily accessed or reproduced by researchers, scholars or as part of artistic works. Given that these aspects of the Sugar Sweeties collection are central to its startup and development, the copyright policy on digitised material that will be adopted for these items in the collection will follow the principles of sharing, open access and redistribution that characterize other cultural heritage collections such as Europeana, the Hathi Trust and DigitalNZ. For example, in DigitalNZ users take responsibility for following the specific copyright guidelines of all objects, whether they want to copy, share, modify, use the item commercially, license new creative work or credit the original creator (DigitalNZ 2012). With this in mind the Sugar Sweeties collection will distinguish between digitised archival material as either: a) A collaborative connection with other regional, national and international cultural heritage collections Copyright Recommendation: Digitised archival material from other cultural heritage collections will remain under the copyright of its originating institution as per the DigitalNZ model. F. Berndt, W. Davis & K. Henry 16 b) Newly digitised material (photos, realia, ephemera) Copyright Recommendation: Newly digitised material will require BRL to adopt a set of copyright guidelines. It is proposed that BRL apply for a Creative Commons license to cover this material in order to promote the open access to data and sharing that characterizes contemporary cultural heritage collections. Creative Commons License for Sugar Sweeties Collection By using Creative Commons Licenses for digitised works, the Sugar Sweeties collection would ensure that all such items can be both shared (in reciprocal arrangements with other collecting institutions) while ensuring that authors/ creators of all works are always credited (Creative Commons Australia, 2012). The Creative Commons licenses then allow further restrictions and permissions to be placed on collected items. These include reusing works for non-commercial purposes, displaying works without changing them in any way, and remixing the works and sharing them according to the original terms of the license (Creative Commons Australia, 2012). As a cultural heritage collection, a Creative Commons license is ideally suited to Sugar Sweeties. BRL can shape its license according to the options Creative Commons offers its users, in order to strike a balance between ensuring works are adequately credited to their authors and creators, and embracing the principle of open access associated with digital heritage collections. 6.3.2 Non-Digitised Donated Material (realia and ephemera) The Sugar Sweeties collection will include items of realia and ephemera which will remain as physical items in the collection. While some may also be digitised, and, in that format be governed by the collection’s copyright guidelines for digitised material, those that remain as physical items in the collections are also subject to copyright in terms of their use as inspiration for the creation of new creative content out of the collection. Currently, BRL has a Donations Governance Policy (see Appendix B) but it makes no reference to copyright of donated items. As such the Sugar Sweeties collection policy requires copyright guidelines for donated items. Copyright Recommendation: It is envisaged that the Creative Commons license adopted for the collection will accommodate the specific needs and requirements of non-digitised donated material. Donors will be able to create the copyright terms they prefer from BRL’s Creative Common’s license. 6.3.3 Existing Creative Content The Sugar Sweeties collection will include existing creative content (see for example Sweet Sounds of a Sugar Town). Copyright Recommendation: All existing creative items that become part of the Sugar Sweeties collection will maintain their existing copyright for the purposes of access and use. F. Berndt, W. Davis & K. Henry 17 6.3.4 Reference material The Sugar Sweeties collection will include reference material and other scholarly works that will inform the development and maintenance of this cultural heritage collection. These items will be part of both BRL’s main collection and the Sugar Sweeties special collection. Copyright Recommendation: Copyright of these items will remain as is upon their entry to the BRL collection. 6.3.5 New Creative Content Creative content generated from the Sugar Sweeties collection will become a key aspect of the collection’s development following the initial start-up of the collection in 2013. Creative content will be of two main types: a) User-generated (through workshops and other BRL activities associated with the collection. See the three year plan for details) Copyright Recommendation: The copyright of user-generated content will be governed by BRL’s Creative Commons license in collaboration and negotiation with the content’s creator/s. b) Commissioned works (developed in collaboration with artists as a result of successful cultural heritage grant applications) Copyright Recommendation: The copyright of commissioned works will be negotiated in a formal agreement between the artist and BRL and set out in the grant application details. It is envisaged that the artist will retain ownership and copyright of their work and loan it to the collection for a designated period of time OR that BRL will purchase the work and add it to the permanent Sugar Sweeties collection. In the case of the second option, the commissioned work will then fall under the copyright jurisdictions of the Creative Commons license. 6.4 Preservation 6.4.1 Physical objects a) Realia and ephemera These will comprise a small portion of the collection and will also exist as digital copies in the digital collection. Objects which are more durable will be on display in the display cabinets kept in an air-conditioned area to reduce the effects of humidity on the object. Humidity and insects (Dean, 2011) cause the most damage to resources and the library will set up and monitor traps for insect activity in areas where the realia are kept. As the library does not have staff trained in preservation of fragile items, such items may be kept at a collecting institution where knowledgeable staff can undertake preservation. As mentioned previously, surrogate copies will be available in order to preserve the fragile original. b) Photographs It is envisaged that the collection will have few original photographs and that most will be digitised not only as a method of preservation, but also to facilitate access to them. The State Library of Queensland info guides (SLQ, n.d.) states that maintenance of a stable storage environment is crucial to the longevity of F. Berndt, W. Davis & K. Henry 18 photographic materials. Environmental factors affecting the preservation of photographic materials are relative humidity, temperature, air quality, light, biological agents and handling and housekeeping practices. Any original photographs will need to be kept in air-conditioned spaces inside acidfree paper sleeves or boxes, free from harsh light and insects. Damaged photographs of significance will either be sent to local collecting institutions or the State Library of Queensland for restoration prior to digitisation. c) Film and audio Because audio-visual recordings contain multiple tracks and the equipment needed to view and digitise these resources is increasingly difficult and expensive to acquire (Schuller, 2008), any such resources will either be sent to State Library of Queensland for digitisation or outsourced to companies which have the capability. 6.4.2 Digital objects Continuity of the digital heritage is fundamental. To preserve digital heritage, measures will need to be taken throughout the digital information life cycle, from creation to access. Long-term preservation of digital heritage begins with the design of reliable systems and procedures which will produce authentic and stable digital objects. (UNESCO, 2003) Digital reformatting as a form of preservation is popular, however it is vital that the digital image continues to survive (Dean, 2011). Verheul (2006, p.51) states that libraries generally feel that there is no one single strategy to achieve long-term preservation and access for digital objects. When creating digital copies it is important to provide secure storage with good data backup procedures and media refreshment. Restricting submission formats and converting formats into one acceptable format is another method of keeping data manageable. The National Library of Australia (2002) policy on preservation of digital objects states the following: Having regular back-up procedures in place, if possible using secure off-site storage and at least two different media (such as disc and tape) to avoid the complete loss of data. (Maintaining multiple copies greatly increases the chance of information surviving.) When data is copied (such as in making back-ups) checking the data to validate the copy. Maintaining software required to operate the files in the resource. (Although the maintenance of obsolete hardware is not workable in the long-term, maintaining the necessary software may be necessary at least until other strategies are in place.) Addressing other issues such as deciding whether older versions of resources also need to be maintained, and how they will be distinguished from each other. Maintaining the metadata associated with the resource. Furthemore, backups of electronic data will be stored at locations offsite. F. Berndt, W. Davis & K. Henry 19 6.5 Weeding and de-selection Currently, BRL’s CDP (2012b) policy on weeding does not encompass any specific requirements that may be needed for a cultural heritage collection like Sugar Sweeties. Rather, it simply states that “Materials which are outdated, badly worn or mutilated, or no longer in demand or of interest, will be removed routinely from stock. Weeded items may be discarded, held for a future Library book sale, or passed on to Council's recycling facility”. Sugar Sweeties aims to collect and manage a broader range of items than only hardcopy material. Even though much of the collection will be digitised, the principles of weeding and de-selection must still be considered, as not all items will be covered by the current weeding policy in BRL’s CDP. For the Sugar Sweeties collection there is a need to consider the various formats of the items in the proposed collection, particularly the strong emphasis on realia and ephemera, and digital items. 6.5.1 Realia and Ephemera For realia and ephemera, it is instructive to consider non-library weeding policies as exemplars for guidance in weeding the Sugar Sweeties collection as well as other cultural heritage material held at BRL. This is particularly significant in terms of donated items of realia and ephemera which are central to the collection. The National Museum of Australia’s (NMA) Deaccessioning and disposal policy (2011) provides specific criteria by which it regularly weeds its historical collection. While the NMA has a broad, national focus, a number of the points in its policy would be useful for Sugar Sweeties as a cultural heritage collection. That is, items could be weeded from the collection if they: do not fall within the scope of the Sugar Sweeties collection’s aims and objectives belong to a genre of which BRL has a better example are so degraded or irreparably damaged that they are no longer recognisable or restorable; are so degraded that the cost of restoration is disproportionate to the significance of the object; have no documentation of their acquisition or provenance available; have been incorrectly identified or attributed, or are forgeries; are duplicates of objects in the collection may pose a serious occupational health and safety risk to staff and visitors. (criteria adapted from the NMA’s Deaccessioning and disposal policy) 6.5.2 Digital items As this report has already outlined, the Sugar Sweeties collection will to a great extent be comprised of digital items (both “born digital” and digitally preserved items). There are two considerations for the weeding of digital items: technology and content. In terms of technology, Vignau and Quesada (2006, p. 143) observe, “digital collections, once built, should be regularly reviewed, upgraded, evaluated and discarded”. The weeding and de-selection of a digital collection is connected to its initial modes of creation and preservation. The challenge for any digital collection is to remain current in terms of its technological infrastructure (Rieger 2000, cited in Vignau and Quesada, 2006, p. 143). For the Sugar Sweeties collection this means that a key consideration will be the digital formats chosen to preserve and create digital items. A future collection development policy would need to examine and decide on the most appropriate technologies and processes for digitisation. This report proposes that BRL would follow guidelines set in the policies of SLQ and/or the National Library of Australia. F. Berndt, W. Davis & K. Henry 20 The Sugar Sweeties collection would be guided by SLQ’s statement in their Digital Preservation Policy (2008) regarding the retention and withdrawal of digital material. The central consideration for SLQ is that a balance is maintained between “respecting the historical perspective of the collection and maximizing storage and access”. However, they do also state that, “for Heritage Collections, the principle of permanent retention is upheld in all but the most exceptional cases” (SLQ, 2008). Therefore, digital items in the Sugar Sweeties collection would follow SLQ’s lead and only remove digital items under exceptional circumstances, such as a specific request from a donor or community group and following consideration by BRL. 6.6 Disaster management Libraries with a disaster plan in place can react quickly to minimise loss of stock and equipment, ensure safety of staff and patrons and recover quickly from the disaster. (ALIA, n.d.) With the assistance of the ALIA guidelines (ALIA, 2010) and the existing BRL plan, a disaster response plan will be drawn up for the Sugar Sweeties collection which will: Assign roles to staff members in the event of an emergency situation. Provide a plan for emergency evacuation of the library and recovery if possible, of rare and valuable resources. Cover aspects such as setting up a control centre in a secure area and create a schedule of tasks for staff and volunteers A disaster recovery plan will cover: Stabilising the environment The restoration process and disposal of damaged items Recording and evaluating the damage to the collection Allocating staff and volunteers for cleaning, e.g drying out books. Blue Shield Australia (BSA, 2012) run disaster recovery workshops which aim to enhance community-based disaster preparedness as well as build resilience in regional cultural heritage preservation. It would be advisable for BRL staff to attend one of these workshops in order to learn how to minimise loss to their collections. 6.7 Marketing and promotion A marketing strategy ensures that members of the community are made aware of a library’s services or programs (ALIA, 2011, p. 35). The BRL’s promotion strategy serves to inform users about the collection, but also importantly, serves to source potential materials for the collection (SLQ, 2010, p. 5). The potential users of the Sugar Sweeties collection (described in Section 4.3 above) will be targeted through a variety of initiatives, both within the library and externally. 6.7.1 Launch of the collection Sugar Sweeties: Women and the Bundaberg Sugar Industry will be launched on International Women’s Day, Friday, 8 March, 2013, at a morning tea party, followed by the inaugural screening of a short film commissioned for the collection, a documentary about the women in the local sugar industry. F. Berndt, W. Davis & K. Henry 21 6.7.2 Marketing plan In the lead-up to the launch of Sugar Sweeties, the collection will be promoted within the library and throughout the community as detailed in Table 5 below. A marketing plan will be devised for the three-year development of the collection upon approval of the collection by Council. Table 5: Marketing plan Action Target Develop promotional materials Library patrons, local historians, community groups, family historians, local sugar industry, arts groups, cultural institutions, media Add collection details to News & Events section of BRL website Library patrons, local historians, community groups, family historians, local sugar industry, arts groups, cultural institutions, media Display posters at BRL branches Library patrons and visitors to the BRL café Sugar Sweeties bookmarks available at check-out desk Library patrons Framed and labelled photographs from the collection to be displayed in the BRL café Library patrons and visitors to the BRL café Sugar sachets featuring the Sugar Sweeties logo and website details dispensed at BRL café Library patrons and visitors to the BRL café Advertise in BRC newsletter Library patrons, local historians, community groups, family historians, local sugar industry, arts groups, cultural institutions, media Promote collection through BRL and Council social media, including Twitter and Facebook accounts Library patrons, local historians, community groups, family historians, local sugar industry, arts groups, cultural institutions, media Advertise in local print press and radio Library patrons, local historians, community groups, family historians, local sugar industry, arts groups, cultural institutions Promote collection at Bundaberg cultural institutions Potential partners, local historians, family historians, artists Promote collection to other cultural heritage organisations, including Queensland History, SLQ Potential partners, historians, family historians, artists Promote collection to sugar industry Potential partners, users of and contributors to the collection Display promotional materials at community centres and nearby shopping centres Local community Promote collection to local women’s groups, including ZONTA, CWA, and local branches of Rotary and U3A Women’s and community groups F. Berndt, W. Davis & K. Henry 22 Provide schools with collection details Teachers and teacher librarians Call for commissions through arts organisations, Creative Regions and Bundaberg Writers’ Club Potential parnters, users of and contributors to the collection Advertise collection during Crush, the regional arts festival Local community, arts groups Invite press to Sugar Sweeties launch Local and state media Launch collection website Library patrons, local historians, community groups, family historians, local sugar industry, arts groups, cultural institutions, media 7.Ongoing Collection Development and Management 7.1 Three-year plan The initial phase of the cultural heritage collection, Sugar Sweeties: Women and the Bundaberg Sugar Industry, is designed to inform and inspire the subsequent acquisition of newly-created content. A three-year plan has been developed to meet the objectives of the collection, namely to make the collection accessible to a broad range of users; to engage local communities of women; to source new material for the collection; and to provide a platform for the creation of additional contemporary material to further develop the collection. This plan is detailed in Table 6 below. Table 6: Three-year plan Action 2013/2014 2014/2015 2015/2016 Develop collection through: One-off purchases One-off purchases One-off purchases Subscription purchases Subscription purchases Subscription purchases Acquiring reference resources Acquiring reference resources Acquiring reference resources User generated content (e.g. digital stories) User generated content (e.g. digital stories) User generated content (e.g. digital stories) Purchase of artistic works commissioned for collection Nurturing collaborative relationships with other collection institutions Purchase user requests Purchase user requests Purchase of artistic works commissioned for collection Purchase of artistic works commissioned for collection F. Berndt, W. Davis & K. Henry 23 Nurturing collaborative relationships with other collection institutions Ongoing marketing to acquire new material: Workshops: Exhibitions from which artwork will be purchased for collection: Evaluate Collection: Apply for grants: Nurturing collaborative relationships with other collection institutions Through social media Through social media Through social media Website Website Website Workshops Workshops Workshops Crush festival Crush festival Crush festival BRC Newsletter BRC Newsletter BRC Newsletter Promotion to sugar industry, local heritage centres and womens’ groups Creating digital stories Promotion to sugar industry, local heritage centres and womens’ groups Promotion to sugar industry, local heritage centres and womens’ groups Creating digital stories Creating digital stories Craft e.g. lace making Genealogy Craft e.g. jewellery making Cooking and recipe sharing Preserving photographs and memorabilia “Fashion of those days” show Art exhibition to coincide with Crush festival Art exhibition to coincide with Crush festival Art exhibition to coincide with Crush festival See Section 7.5 See Section 7.5 See Section 7.5 From NLA(2012) and Australian Government(2012) From NLA(2012) and Australian Government(2012) From NLA(2012) and Australian Government(2012) Grants will be applied for through the National Library of Australia’s Community Heritage program (NLA, 2012b) and the Australian Government’s Your Community Heritage (2012) program in order to raise funds. Phillips (1995, p128) states that “as the library budget pie grows smaller and smaller, the local history collections need to look for innovative ways to raise extra funds for their programs and activities. One of the best is to apply for a grant”. F. Berndt, W. Davis & K. Henry 24 7.2 Collection development priorities The collection development priorities for Sugar Sweeties following its initial startup are aligned with, and support the collection’s aims. The collection development priorities also resonate with ALIA’s statement (2011, p. 7) on the focus for libraries in the 21st century: For libraries, there will be increasing emphasis on digitising collections, creating family and local history archives and repositories, and improving methods of search of delivery. There may well be community pressure for funding, particularly for digitising projects with a local studies flavour. As such, the activities that will be undertaken to develop the collection are grounded by the following principles: accessibility for users community engagement sourcing new material creating material from the collection Three types of activities have been identified as priority areas for developing the collection. These are: digitising realia and ephemera user-generated content commissioning work 7.2.1 Crowdsourcing the collection Each of these activities incorporate aspects of crowdsourcing, allowing the Sugar Sweeties collection development to be shaped by the participation and engagement of its users. Crowdsourcing in libraries, particularly for cultural heritage collections such as Sugar Sweeties, “has the potential to help build a more open, connected, and smart cultural heritage with involved consumers and providers” (Oomen & Aroyo, 2011). For Oomen & Aroyo, (2011) crowdsourcing in libraries can result in open, connected and smart knowledge, information and operations. Similarly, as Holley (2010) observes, “giving users the freedom to interact with and add value to data as well as create their own content and upload it into our collections is what users want, and helps libraries maintain their relevance in society”. For these reasons, the Sugar Sweeties collection will encourage users to engage in the collection with activities such as tagging digitised material, taking part in workshops that generate new content for the collection and funding new material for the collection. 7.2.2 Digitising realia and ephemera Digitising realia and ephemera is a priority for the development of the Sugar Sweeties collection. Not only does digitising information “ensure long-term preservation” it also creates “new access routes” to collections (Oomen & Aroyo, 2011). Once digitised, whether on Flickr, or in the Sugar Sweeties collection, users will have the opportunity to further engage with the collection through tagging items. This practice is classified by Oomen & Aroyo (2011) as “classification”, one of six forms of crowdsourcing initiatives they identify. Holley (2010) calls this practice “social engagement” (rather than true crowdsourcing) but notes that it still gives “the public the ability to communicate…to add value to existing library data”. This development activity is a priority with regard to the aims of accessibility for users to the collection, as well as the engagement of communities (beyond the Bundaberg community) with the collection. F. Berndt, W. Davis & K. Henry 25 7.2.3 User-generated content User-generated content is a priority for the development of the Sugar Sweeties collection. Such content will be produced during the three-year plan outlined in this report through user participation in particular workshops. These will include the production of digital stories, oral history projects, recipe sharing workshops, jewellery information and photo digitisation workshops. Participants in these events will be invited to contribute any content generated to the collection whether it is in the form of photos of the event, or items of other formats. These types of activities are identified by Oomen & Aroyo (2011) as “co-curation” form of crowdsourcing, whereby professionals work with members of the public to be actively involved in the development of content. As Enis (2012) argues, the relevance of libraries in the future could rely on their capacity to offer opportunities for users to generate content to contribute to the collection. Furthermore, SLQ (2010, p. 4) observes that “Active collecting of contemporary material should be a high priority to ensure the preservation of an accurate reflection of the community for the future”. Inviting user-generated material into the collection is one way of capturing and reflecting the present community of BRL for future generations, a key function of any cultural heritage collection. It is for these reasons that user-generated content will play a central role in the development of the Sugar Sweeties collection at BRL. 7.2.4 Commissioning new material Commissioning new material directly aligns with the third and fourth objectives of the Sugar Sweeties collection: sourcing new material and creating additional contemporary material. In this way the Sugar Sweeties will function as a platform for creating contemporary material that can then form part of the collection. It is envisaged that the Sugar Sweeties collection will engage artists, writers, musicians from both local Bundaberg societies as well as national and international creators to produce works such as: fiction – short stories, poems, novels, plays non-fiction – histories – oral and written art – painting, sculpture, multimedia works, installations music – instrumental and choral works other creative works and projects Funding for new material will be sourced in two ways: grant applications from appropriate funding bodies crowdsourcing projects through platforms such as Kickstarter, Pozible and others Again, the commissioning of new material through crowdsourcing is classified by Oomen and Aroyo (2011) as “crowdfunding” whereby a “collective cooperation of people…pool their money and other resources together to support efforts initiated by others”. This form of funding of cultural heritage collections is a relatively recent phenomenon, yet it has the benefit of engaging a community of users to participate in the development of a significant project. While, it has been successfully employed in large scale projects in institutions such as the Louvre (Oomen and Aroyo, 2011), crowdfunding cultural heritage projects in regional public libraries would appear to be new territory. However, the potential for crowdfunding, and crowdsourcing in general, to enable greater participation and engagement with users in a cultural heritage collection such as Sugar Sweeties is vast, and as yet untapped, a point made by Holley (2010) when she notes one of the main benefits of crowdsourcing for libraries is “Encouraging a sense of public ownership and responsibility towards cultural heritage collections, through user's contributions and collaborations”. Once again, this resonates clearly with the stated aims of the Sugar Sweeties collection. F. Berndt, W. Davis & K. Henry 26 7.3 Budget The ongoing budget allocation of $120 000 is described in Table 7 below. Table 7: Three-year budget allocation Year Item Description Cost Breakdown Total($ ) 2013/2014 Collection Development One-off purchases Relevant and/or rare resources 5000 Subscription purchases Heritage related periodicals and journals 1000 Reference resources Workshops 1000 Purchase of contemporary material created for collection Creative works commissioned Play Commission of play written by Sue Rider 15 000 5 000 Creating Digital Stories 3000 Craft e.g. lace making 3000 Cooking and recipe sharing 3000 Contingency allocation 10% 4000 TOTAL 2014/2015 40 000 Collection Development One-off and relevant user request purchases Relevant and/or rare resources 5000 Subscription purchases Heritage related periodicals and journals 1000 Reference resources Workshops Contingency 1000 Purchase of contemporary material created for collection Creative works commissioned Play Purchase of play written by Sue Rider 15 000 5000 Creating Digital Stories 3000 Genealogy 3000 Preserving photographs and memorabilia 3000 10% 4000 TOTAL F. Berndt, W. Davis & K. Henry 40 000 27 2015/2016 Collection Development One-off and relevant user request purchases Relevant and/or rare resources 5000 Subscription purchases (to be reviewed) Heritage related periodicals and journals 1000 Reference resources Purchase of contemporary material created for collection Workshops Contingency 1000 Creative works commissioned 20 000 Creating digital stories 3000 Craft (e.g. jewellery making ) 3000 “Fashion of those days” show 3000 10% 4000 TOTAL 40 000 The collection will be expanded by ongoing purchases of rare materials, subscriptions and reference resources. It is envisioned that once users become familiar with the collection (2014 onwards), requests will be made and if relevant, procured by BRL. A play will be commissioned by Sue Rider, well known for writing The Matilda Women, which celebrates the lives of early Queensland women through song, theatrical play and ensemble work. The play will be purchased and added to the collection. Creative works commissioned for the collection each year will be purchased and incorporated into the collection. Workshops will be held regularly and relevant material made by the participants will be acquired for the collection. 7.4 Constraints and issues impacting on plan (Risk assessment) Issues which may have an impact on the development of the collection are considered in Table 8 below. F. Berndt, W. Davis & K. Henry 28 Table 8: Risk analysis Risk Impact Probability Mitigation Strategies Low contribution rates to crowdsourced content High Medium Improve marketing and advertising Schedule workshops on digital stories Low attendance at events High Low Improve marketing and advertising Too many attendees at events High Medium Split into groups Require pre-bookings Increase schedule of events Expand the program to additional libraries with requisite funding and staffing Not enough relevant material High Low Plan workshops and events according to type of resources available Cloud software such as Flickr may become obsolete or cease to exist during the 3 years High Low Keep backups of all data Move to new software if necessary Grant applications are unsuccessful Medium High A number of grants will be applied for to reduce this risk. Managing large donations and/or irrelevant donations High Medium Co-opt local history volunteers to assist with sorting donations. Pass non-relevant donations on to other collecting institutions Lack of server space for data High Medium Allow for purchase of additional servers in ongoing budget Lack of physical storage space Medium Low The collection is intended to be mostly digital. Realia and ephemera will be borrowed from other institutions Copyright constraints High High Encourage use of Creative Commons Licence F. Berndt, W. Davis & K. Henry 29 7.5 Evaluation The purpose of the proposed cultural heritage collection, Sugar Sweeties, is to highlight, document and preserve the history of women and the sugar industry in the Bundaberg region. Evaluation of the collection, including the analysis of statistical and qualitative data, provides evidence of the effectiveness of the collection against its objectives, as follows: 1 - Make the collection accessible to a broad range of users 2 - Engage local communities of women 3 - Source new material for the collection 4 - Provide a platform for the creation of additional contemporary material to further develop the collection Evaluation also offers insight for the improvement of service delivery and future planning (ALIA, 2011, 10). It ensures that Bundaberg Regional Libraries remains relevant to the community and Council directives under which it operates. A detailed evaluation plan can be found in Appendix C. 8. Conclusion This document has provided Bundaberg Regional Council with the details of a proposal to develop a collection for Bundaberg Regional Libraries. Sugar Sweeties: Women and the Bundaberg Sugar Industry is a cultural heritage collection which will highlight, document and preserve the history of women and the sugar industry in the Bundaberg region. The objectives of the collection are as follows: 1 - Make the collection accessible to a broad range of users 2 - Engage local communities of women 3 - Source new material for the collection 4 - Provide a platform for the creation of additional contemporary material to further develop the collection The collection is a response to Council’s strategic documents Bundaberg Regional Council Corporate Plan 2009-2014 and Bundaberg Region 2031. It also draws on developments in libraries around the world and their response to user needs. The report provided Council with an overview of the collection, including its aims, impetus and context. A thorough overview of Bundaberg Regional Libraries and the organisational context of BRL were included, and a detailed user analysis provided. The initial collection development was outlined. A plan for the management of the collection and the ongoing development of the collection over the next three years was described. A budget, marketing plan, risk analysis and evaluation strategy were also included. Finally, recommendations are made to Council for the adoption of the proposal. F. Berndt, W. Davis & K. Henry 30 9. Recommendations The following recommendations are made: 1. Bundaberg Regional Council approves the development of the cultural heritage collection Sugar Sweeties: Women and the Bundaberg Sugar Industry 2. A budget of $150,000 is recommended for the development of the collection 3. Partnerships with contributing cultural institutions should be developed and a policy on resource sharing implemented 4. The initial collection, including construction of the Sugar Sweeties website and commissioning of the short film, should be implemented as a priority 5. Digitisation guidelines are produced 6. The three-year development plan for the collection is adopted 7. A three-year marketing plan is to be developed 8. The collection should be launched on International Women’s Day, 8 March 2013. F. Berndt, W. Davis & K. Henry 31 References Arts Queensland, Queensland Government. (2010). Artbeat: Regional arts and cultural strategy 2010-2014. Retrieved from http://www.arts.qld.gov.au/docs/artbeat-full-version.pdf Australian Bureau of Statistics. (2009). Internet access at home. Retrieved from http://abs.gov.au/AUSSTATS/abs@nsf/Lookup/4102.0Chapter100020008 Australian Bureau of Statistics. (2010). National regional profile: Bundaberg. Retrieved from http://www.abs.gov.au/AUSSTATS/abs@nrp.nsf/Latestproducts/LGA31820M ain%20Features120052009?opendocument&tabname=Summary&prodno=LGA31820&issue=20052009&num=&view= Australian Government, Department of Sustainability, Environment, Water, Population and Communities, (2012). Your community heritage. 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Paper presented at VALA 2012. Retrieved from http://www.vala.org.au/vala2012-proceedings/vala2012-plenary-6-neiburger Oomen, J. & Aroyo, L., (2011). Crowdsourcing in the cultural heritage domain: Opportunities and challenges. Retrieved 30 May, 2012 from http://www.cs.vu.nl/%7Emarieke/OomenAroyoCT2011.pdf Owens, T. (2012, March 10). Crowdsourcing cultural heritage: The objectives are upside down [Web log post]. Retrieved from http://www.trevorowens.org/2012/03/crowdsourcing-cultural-heritage-theobjectives-are-upside-down/ Phillips, F. (1995). Local history collections in libraries. Englewood, CO: Libraries Unlimited, Inc. Royal Historical Society of Queensland. (n.d). John Douglas Kerr. Retrieved from http://www.queenslandhistory.org.au/JohnDouglasKerr.pdf F. Berndt, W. Davis & K. Henry 34 Sayers, R. (2007). The right staff from X to Y: generational change and professional development in future academic libraries. Library Management, 28 (8/9), 474 – 487. doi: 10.1108/01435120710837765 Schuller, D. (2008) Socio-technical and socio-cultural challenges of audio and video preservation, IFLA PAC International Preservation News, No. 46, 5-8. Retrieved 1 June from http://archive.ifla.org/VI/4/news/ipnn46.pdf State Library of Queensland. (n.d.). Collection preservation advice. Retrieved April 26, 2012 from http://www.slq.qld.gov.au/services/pres/advice State Library of Queensland (n.d). Caring for your collections: photographic collections, Infoguide, Conservation and preservation services. Retrieved 1 June from http://www.slq.qld.gov.au/_media/documents/about_us/publications/info_guid es/services/How_to_care_for_your_photographic_collections.pdf State Library of Queensland. (2008). Digital preservation policy. Retrieved from http://www.slq.qld.gov.au/__data/assets/pdf_file/0020/109550/SLQ__Digital_Preservation_Policy_v0.05_-_Oct_2008.pdf State Library of Queensland. (2010). Queensland Public Library Standards and Guidelines: Local Studies Standard. Retrieved from http://www.slq.qld.gov.au/__data/assets/pdf_file/0004/161914/SLQ__Local_studies_standard_-_June_2010.pdf State Library of Queensland. (2011). Digitisation Resources. Retrieved May 27, 2012 from http://pictureqld.slq.qld.gov.au/home/resources State Library of Queensland. (2012). Tea and Me. Retrieved from http://www.slq.qld.gov.au/whats-on/installations/teaandme State Library of Queensland and Queensland State Archives. (2010). Towards a Queensland Digital Content Strategy: A Statement of Intent. Retrieved April 29, 2012 from http://www.slq.qld.gov.au/__data/assets/pdf_file/0020/164414/QSA_Stateme nt_of_Intent_170210.pdf Theng, Y.-L., Foo, S., Goh, D., & Na, J.-C. (Eds). (2009). Handbook of research on digital libraries: Design, development and impact. doi: 10.4018/978-1-59904879-6 The QUTube. (2011, May 25). LibraryHack: Why is open data important? [video file]. Retrieved from http://www.youtube.com/watch?v=wA4BgsP2PYo&feature=player_embedded The Story Project (n.d.). Capturing everyday stories. Retrieved April 26, 2012 from http://www.thestoryproject.org.au/ UNESCO. (2003). UNESCO charter on the preservation of digital heritage, Article 5Digital continuity, (Records of the General Conference of UNESCO, 32nd Session). Retrieved 1 June from http://unesdoc.unesco.org/images/0013/001331/133171e.pdf#page=80 F. Berndt, W. Davis & K. Henry 35 Verheul, I (2006). Networking for Digital Preservation: Current practice in 15 National Libraries. IFLA publication 119. Retrieved 1 June from http://www.qut.eblib.com.au.ezp01.library.qut.edu.au/patron/FullRecord.aspx? p=370777&echo=1&userid=9n451jaQRhgNP92z%2bs4Eew%3d%3d&tstamp =1338600352&id=4768E8A8AD733860552408EC5E3D0C47DAD2EBAA Verheul, I., Tammaro, A.M., & Witt, S. (Eds.) (2010). Digital library futures: User perspectives and institutional strategies. The Hague, the Netherlands: International Federation of Library Associations and Institutions. Vignau, B.S.S. & Quesada, I.L.P. (2006). Collection development in a digital environment: an imperative for information organizations in the twenty-first century. Collection Building. 25(4), 139-144. doi: 10.1108/01604950610706005 F. Berndt, W. Davis & K. Henry 36 Appendix A INITIAL LIST OF RESOURCES Sugar Sweeties: Women and the Bundaberg Sugar Industry, is a cultural heritage collection. It draws from resources available from other relevant collections, and aims to present these resources in a format accessible to all users. In addition, Sugar Sweeties seeks to source additional material and create user-generated content related to, and inspired by, women’s involvement in the local sugar industry. The initial collection will be partly comprised of the following: Items 1-10 The following photographs have been sourced from BRL’s Picture Bundaberg project. The pictures highlight the diversity of roles of women and the sugar industry, from the lone woman in the 1969 Annual meeting of the South Queensland Sugar Manufacturers Association, to Kanakas workers and beauty queens. Farthing, R. (n.d). Siren of the Surf – Sugar Sweeties novelty team This photograph depicts a team of women dressed in Fairymead Sugar sacks for the Siren of the Surf competition. It is the inspiration for the title of the collection, Sugar Sweeties: Women and the Bundaberg Sugar Industry. Annual meeting of the South Queensland Sugar Manufacturers Association. (1969). Hodgkinson, J. [donor]. (n.d). Sugar Festival Float. Hodgkinson, J. [donor]. (n.d.) Sugar Festival Floa F. Berndt, W. Davis & K. Henry 37 Wilkinson, A. [donor]. (1880). Boarding house at Bingera sugar mill run by Lara Moller. Cullen, E., & Lovett. A. [donors]. (n.d). David Mansfield and granddaughters with Leo von Snarski. Gibson, I. [donor]. (1890). Kanakas workers in the field at Bingera. Kanakas planting cane at Bingera. (1897). Gibson, I. [donor]. (1946). Miss Australia 1946, Rhonda Kelly, tours Bingera Plantation. Townson, R. [donor]. (1967). Raylee Townson, Sugar Princess 1967. Item 11 A commissioned short film examining the history of women in the sugar industry in the local region. The film is to be screened at the launch of the Sugar Sweeties collection. F. Berndt, W. Davis & K. Henry 38 Items 12-21 Items sourced from Fairymead House Sugar Museum 1917 Certificate of qualification as a sugar chemist for Kate Jenkins Crystal and glass sugar bowls Plastic sugar bowls Hessian sugar bag used by women to make work aprons Patchwork wall hanging showing history of Toft family F. Berndt, W. Davis & K. Henry 39 F. Berndt, W. Davis & K. Henry 40 Poster representing role of women in sugar mills Wedding dress of Margaret Young (1891) – wife of manager of Fairymead Sugar Plantation Kanaka women working at an irrigation channel at Bingera plantation near Bundaberg Millaquin Mill Weighbridge Clerk Millaquin Mill Sugar Chemist F. Berndt, W. Davis & K. Henry 41 Items 23 – 24 Reference material Kerr, John. (1983). Southern sugar saga: A history of the sugar industry in the Bundaberg District. John Kerr, historian and Honorary Librarian of the Royal Historical Society of Queensland, is considered the Australian authority on the sugar industry (Royal Historical Society of Queensland, n.d.). As such, this is a seminal volume for any overview of the history of the sugarJones, industryEmlyn. in Bundaberg. (1921). Florence Buchanan: The little deaconess of the South Seas A biography of the life of Florence Griffiths Buchanan, a British missionary and teacher who travelled to Bundaberg in 1887 and assumed responsibility for the non-denominational South Seas Evangelical Mission. Items 25 - 26 Existing creative content Central Queensland University, Bundaberg Media Research Group and the National Library of Australia. (2005). Sweet Sounds of a Sugar Town [CD, DVD] A collaborative multi-media project, Sweet Sounds of a Sugar Town is a collection of musical and audio-visual works inspired by the role of the sugar industry in Bundaberg’s development. It includes oral histories and images of women who worked in the industry. This project preserves the story of these women and provides inspiration for future user-generated content. Cato, Nancy. (1974). Brown Sugar A novel about two families, a Presbyterian missionary family and a family that owns a sugar plantation in Queensland. F. Berndt, W. Davis & K. Henry 42 Items 27 – 29 Items sourced from Australian Sugar Industry Museum, Innisfail, QLD Jewellery box owned by the cane farm manager’s wife. Hair accessory owned by the cane farm manager’s wife. Neville, Denise & Australian Sugar Industry Museum. (1998). Sweet talking : a collection of oral histories from the Australian sugar industry / collated and edited by Denise Neville F. Berndt, W. Davis & K. Henry 43 Appendix B BUNDABERG REGIONAL LIBRARIES DONATIONS GOVERNANCE POLICY 1.0 INTENT To define the conditions relating to the donation of materials to Bundaberg Regional Libraries. 2.0 SCOPE This policy applies to all persons donating materials to Bundaberg Regional Libraries. 3.0 POLICY OBJECTIVES The objectives of this policy are: a) to ensure members of the public understand what happens to their donations. b) to ensure donations remain within the bounds of Library and staff resources. 4.0 POLICY This policy acknowledges that although donated items are 'free', there are costs to the Library in processing materials and adding them to the collection. 4.1 Acceptance of donations All donations will be gratefully accepted. 4.2 Handling of donations Donated materials will be: o added to the Library's collection; o or stored for a future Library book sale; o or passed on to Council's recycling facility; o or passed on to the State Library of Queensland. 5.0 CONTROLS Not applicable. 6.0 EFFECTIVE FROM The Bundaberg Regional Libraries Donations Governance Policy was adopted by Bundaberg Regional Council on 8th July 2008 (Item H3). 7.0 ASSOCIATED DOCUMENTS Not Applicable. F. Berndt, W. Davis & K. Henry 44 Appendix C EVALUATION PLAN Metric Stakeholder Format Objective met Attendance at Sugar Sweeties launch Community groups; library users; media; scholars; artists Head count Attendance at workshops and exhibits Community groups Contributors to exhibits Local communities of women Commissions of new works Local and regional artists Suggestion box Library visitors Ensure user needs are met Heritage Collections Librarian Throughout the 3 year period Monitoring of budget Collection expenditure Ensure budget expended appropriately Heritage Collections Librarian Throughout the 3 year period F. Berndt, W. Davis & K. Henry Purpose Responsibility Date All collection objectives Heritage Collections Librarian 8 March 2013 Head count All collection objectives Heritage Collections Librarian Conclusion of each workshop; throughout exhibit Count of donors Source new material for the collection; Engage local communities of women; provide a platform for the creation of additional contemporary material Heritage Collections Librarian Source new material for the collection; Provide a platform for the creation of additional contemporary material Heritage Collections Librarian 45 Metric Stakeholder Staff surveys Library staff Informal feedback Community members, corporate partners, council Comments on website Community groups; library users; media; scholars; artists Submission of digital stories and photographs Local communities of women; community members; scholars Uploading of photos on flickr site Local communities of women; community members; scholars Hits on website community members, scholars, artists Website report Survey participants Workshop participants Written questionnaire, online survey F. Berndt, W. Davis & K. Henry Format Objective met Purpose Responsibility Date Evaluate staff training needs; modify collection Heritage Collections Librarian Quarterly Ensure user needs are met Heritage Collections Librarian Throughout the 3 year period Ensure user needs are met Heritage Collections Librarian Throughout the 3 year period Source new material for the collection; Engage local communities of women; Heritage Collections Librarian Throughout the 3 year period; at the conclusion of relevant workshops Source new material for the collection; Engage local communities of women; Heritage Collections Librarian Throughout the 3 year period; at the conclusion of relevant workshops Measure community response to the collection IT staff, Heritage Collections Librarian Throughout the 3 year period Ensure user needs are met Heritage Collections Librarian At the conclusion of each workshop Discussions with librarians Make the collection accessible to a broad range of users 46