Report:
Community Archive
Website Survey
March 2015
Report: Community Archive Website Survey Report 2014
Contents
Introduction ......................................................................................................................1
Findings .............................................................................................................................2
How users came across the website ................................................................................... 2
The main purpose for their visit to the website ................................................................. 3
Other websites they used ................................................................................................... 3
Did users get what they wanted out of the Community Archive Website? ....................... 3
Was the Community Archive Website easy to use? ........................................................... 4
What can be done to improve the website ........................................................................ 6
Conclusion .........................................................................................................................8
Appendix A: Survey Questions ...........................................................................................9
Appendix B: User Comments ............................................................................................ 12
i
Report: Community Archive Website Survey Report 2014
Introduction
A survey was conducted in September 2013 by Archives New Zealand to gather information
about users of the Community Archive Website. The survey process took 5 months closing
on 31st January 2014. The survey was useful for obtaining a basic understanding of users and
assessing their satisfaction with it. An invitation to participate was issued to users and their
networks via the community archive website. The survey questions are listed in appendix A.
This report collates the data from the survey and will be used to inform future decisions
regarding the website.
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Findings
The total number of respondents is not reflective of the total number of users of the
Community Archive website, but are merely a representation of the number of respondents
that completed the survey. At the time of the writing of this report March 2015, the
Community Archive had a total of 149 organisations registered, and 480 users
50 respondents in total completed the survey, of this total number, 27% or 13 of them were
active contributors. These 13 contributor responses also represent 2.7% of the total 480
registered users on the website. The remaining 74% or 37 people who responded were
researchers, they represent 8% of the total 480 users on the website. For both contributor
and researcher, this is somewhat of a low response rate.
Demographics information
Responses showed that;

4% of people who undertook the survey were between the ages 25-34.

22% were between ages 35-44.

64% were between 45-64

6% were age 65 and above
64% of users were 45-64 years old which shows that it is currently a resource used more by
mature older people. 22% were aged 35-44 giving a combined percentage of 86% who were
aged between 35-64 years of age.
Respondents were asked for their normal place of residence. The top 5 regions represented
in the survey were;

40% Wellington Region (20)

14% Canterbury Region (7)

12% Auckland Region (6)

10% Otago Region (5)

6% Waikato Region (3)
Also, The Bay of plenty and Manawatu-Wanganui Regions both had 4% (2) each, and 1%
each for northern region (1), Gisborne (1), Hawkes bay (1) and Nelson (1). One respondent
left this question blank.
How users came across the website

85% already knew about it

12% came across it by other means such as Google, notification by Archives New
Zealand, network events and trainings, meetings and conferences

3% came across it through other websites
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Main purpose for visiting to the website

26% of respondents were active contributors who manage content on the website

74% were doing some form of research
o 52% Other research
o 12% academic research
o 6% family research
o 4% stumbled upon it
The majority (74%) of the people who responded to the survey are using the community
archive more as a research tool. The other 26% of the respondents were active contributors
wanting to connect others with the collections that they hold.
Other websites they used
This was a multi-choice question looking at what other websites the respondents use in
conjunction with the Community Archive website. The survey provided a list of websites to
choose from shown below, they included;

Other websites; Te Ara, NZ Museums, Find My Past etc – 22 people or 49% used
these

Archway (ArchivesNZ) – 21 people or 47% used this

Te Puna search, National Library – 18 people or 40% used these

Digital New Zealand – 12 people or 27% used these

nzhistory.net.nz – 9 people or 20% used this
Did users get what they wanted out of the Community
Archive Website?
Users were asked whether or not they got what they wanted out of the website. Below is a
breakdown of total responses as well as total percentages for both contributors and
researchers.
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User Satisfaction
4%
6%
10%
Strongly Agree
Agree
12%
Neutral
Disagree
38%
Strongly Disagree
30%
No Response
From what we can see, a combined 48% of the total responses gave a satisfactory response
of strongly agree or agree. A combined 56% gave a neutral or below satisfactory rating and a
further 6% did not answer the question. This indicates that most users are not satisfied.
Below is a breakdown and percentages for both contributor and researcher separately. The
totals reflect the total percentages for each response chosen by the respondents.
Breakdown of contributors and researchers;
Strongly
Agree
Contributors
Agree
Neutral
Disagree
46% (6)
38% (5)
8% (1)
Strongly
Disagree
No
Response
Total
8% (1)
26%
(13)
Researchers
13.5%
(5)
35%
(13)
27% (10)
13.5% (5)
5.5% (2)
5.5% (2)
74%
(37)
Total
percentage
of responses
10% (5)
38%
(19)
30% (15)
12% (6)
4% (2)
6% (3)
100%
(50)
Researchers views seem to show a broarder spectrum of opinions than that of contributors
and a higher level of satisfaction.
Was the Community Archive Website easy to use?
Respondents were asked whether they found the website easy to use. Whilst total results
have been rounded out into total percentages, contributor and researcher percentages have
also been separated out below.
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Ease of Use
6%
14%
Strongly Agree
12%
Agree
Neutral
24%
Disagree
44%
Blank
58% of all users found the website easy to use with a further 36% choosing a neutral or
lesser response. Of these people 6% did not complete the question.
Below is a breakdown and percentages for both contributor and researcher seperately. The
totals reflect the total percentages for each response chosen by the respondents.
Breakdown of contributors and researchers;
Strongly
Agree
Contributor
Researcher
19% (7)
Total
14% (7)
respondents
Agree
Neutral
Disagree
Strongly
Disagree
No
Response
Total
77%
(10)
23% (3)
32.5%
(12)
24.5%
(9)
16% (6)
8% (3)
74%
(37)
44%
(22)
24% (12)
12% (6)
6% (3)
100%
(50)
26%
(13)
There seems to be a clear contrast in results between contributors and researchers. The
website’s contributor function seems to be serving its purpose relatively well here. However,
researchers are not as satisfied with it. This broadly reflects the breakdown on user
satisfaction.
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What can be done to improve the website?
Respondents were asked to give comments and suggestions on the top three things that
could be done to improve the website. They provided some valuable feedback that will be
useful in determining future resourcing of the website. They were able to give comment on
more than one area of improvement and the key themes are listed below. Out of the 50
respondents that completed the survey, 39 of them answered this question (see raw data I
appendix B below).
The overarching theme of the improvements suggested were about resources and its many
facets. Below is a breakdown of the Four main areas that came through in the feedback.
Key areas for improvement
4.60%
40%
25.50%
Promotion
Data and description
Keep it up to date
Security
30%
Contributors and researchers have different needs and uses for the website, the key themes
given below reflect the different uses and needs of both. Because the contributors are more
familiar with the archiving process and technical detail of the website when contributing
material and collections, their comments were somewhat more detailed and specific. The
researchers who only see the front interface of the website made different kinds of
comments.
Summary of top key themes

Promotion – The strongest theme that came through was around the need to
promote the website, and better utilise networks, related websites and institutions
to encourage people to use it. Contributor comments focused on increasing
contribution and promotion throughout the wider archival sector. This would include
smaller collections of archival material in communities. Researchers suggested a
need for better links to other material and websites, promotion and making the site
more visible to the archives sector and on the Archives New Zealand website.
Researchers also identified the need to promote the website to community groups.
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
Data quality and descriptive methods – The data and descriptive methods and the
curation of content were noted as issues. Both contributors and researchers want to
see and be able to input better quality and more detailed data descriptions for the
collections. Contributors commented on the need to have a better notification
process so that they can interact with researchers leaving comments. They also
reported a need to improve the process for uploading material and the inputting of
data. Researchers commented on the need to improve data descriptions, provide
detailed file listings and for better descriptions by contributors of their archives and
how to access those archives.

Keep it up to date – There was a desire for regular updating of information on the
website pertaining to the archives sector. Both contributors and researchers asked
for the removal of dead links, out of date contact information and updating of
general community archive information. Improvements to the process of registration
and improvements to usability on platforms such Google were also noted. The need
for better outreach, encouraging smaller community groups and archives to
contribute material and collections, was also noted.

Security – Contributor feedback shows that security measures need to be in place to
prevent intrusions such as spam entering the website.
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Conclusion
The survey has provided basic information about the users of the website and we have been
able to gain valuable feedback that will assist in prioritising any future developments.
Respondents largely used the website for research purposes with some also being active
contributors to the website. The respondents use the website in conjunction with various
other related websites. Contributors were on the whole somewhat satisfied in terms of ease
of use but considered that work needed to be done to ensure both contributors and
researchers get what they want when they visit the website.
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Appendix A: Survey Questions
User Survey
1.
How did you come across this website?
a.
I have used it before / already knew about it
b.
I came across it via a Search engine such as Google or Yahoo, please specify [comment
box]
c.
I was referred here from another website, please specify [comment box]
d.
Other means, please specify [comment box]
2.
What is the main purpose of your visit to this website?
a.
I am completing family research
b.
I am completing academic research
c.
I stumbled upon the website and I am browsing
d.
I am a contributor to The Community Archive
e.
Other, please specify [comment box]
3.
What other websites do you visit to find the information you’re looking for?
a.
Digital New Zealand
b.
History.net.nz
c.
Archives New Zealand - Archway
d.
Te Puna Search – National Library of New Zealand
e.
Other, please specify [comment box]
4.
I got what I wanted from The Community Archive
[scale of 1-5 with 1 being ‘strongly agree’ and 5 being ‘strongly disagree’]
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5.
The Community Archive was easy to use
[scale of 1-5 with 1 being ‘strongly agree’ and 5 being ‘strongly disagree’]
6.
What are the top three things we could do to improve The Community Archive?
[comment box – three options]
7.
Where do you usually reside
a.
Northland Region
b.
Auckland Region
c.
Waikato Region
d.
Bay of Plenty Region
e.
Gisborne Region
f.
Hawke's Bay Region
g.
Taranaki Region
h.
Manawatu-Wanganui Region
i.
Wellington Region
j.
West Coast Region
k.
Canterbury Region
l.
Otago Region
m.
Southland Region
n.
Tasman Region
o.
Nelson Region
p.
Marlborough Region
q.
Area Outside Region
r.
Rest of the world [please specify]
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8.
Within which age bracket do you fit:
a.
10 or under
b.
11-17
c.
18-24
d.
25-34
e.
35-44
f.
45-64
g.
65 or over
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Appendix B: User Comments
What are the top three things we could do to improve The Community Archive?
If you are going to do a survey, ask questions that people can give meaningful answers to. Better
promotion of what the site offers
Quicker response to requests for help from contributors. Better notification of comments directly to the
contributor of the collection being commented on.Easier to upload data.
Promote
1)Expansion to allow integration with DigtalNZ. 2) Wider reach, especially for more smaller community
archives, including those who do not even know they are archives! 3)The usual - more funding, higher
priority, more staff time, easier contributions....
* To include Archives NZ directory of archives to give a complete listing of where archives are.
* To show which of these archives on this list are part of The Community Archive
* To provide a list of the archives that have online databases.
The Community Archive does a good job of surfacing community archives, but there is still no one
portal for researchers which aids an all of NZ search. This could be the way forward for the old NRAM
Identify its purpose, goals and scope
Sometimes have trouble with our login faulting - so keeping that more stable would help.
Researcher comments;
What are the top three things we could do to improve The Community Archive?
Keep it up to date.
email notification of recent additions
It needs to be revisited from both the users point of view and the contributing archives institutions .
Please don't scrap it -instead work with community archives to improve it. It needs to be properly
resourced and supported !
Work on keeping it up to date - removing dead links or inactive archives. Sharing a platform - like
NZMuseums? Overall, I'm very happy with the site
Keep encouraging the smaller, less obvious archives and museums to list their collections on the site.
1) Better descriptive method. 2) Use of relational models to connect data elements. 3) Improved
curation of content/support for contributors so data quality is consistent and comprehensive
1) review the way the search function works, it's currently confusing as it doesn't differentiate between
different sources. 2) proactively work with repositories to encorage them to upload information and
check current listings. 3) make sure all respositories are listed, even where they have no listings; the
Community Archive site is an important source of information for people considering depositing their
archival material.
Wider coverage. Concentrate on providing institutional information, with links to databases where they
exist
Information is out of date, some is duplicated, the majority of entries have no information about
holdings
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What are the top three things we could do to improve The Community Archive?
I can't answer this yet, but will be able to soon - I'll send in an email with any urgent suggestions.
I do think that better advertising the site so that it becomes well known and used would be a good
start.
Make it easier to find the link by putting it on the Archives NZ Home Page. The general public in
particular would find it almost impossible to access the Community Archive unless they already knew
about it.
Ensure the contact information is up to date. Encourage contributors to put in as full a description as
they can of the holding. Provide for access to digital copies of the archives (links, housed on this site)
I am glad you asked PHANZA to advertise the existence of the website as I hadn't heard of it before.
I'm sure I will use it in the future. Its interesting that it has never come up before on any of my google
searches as there is material in there with obscure keywords I have searched on. As you have asked
for suggestions, my top recommendation would be to contact a company like Zeald to improve the
search ability of the website so that it came up on page 1 when googled on a word like Irirangi
(obscure word for the internet).
Additional contributors listings eg Canterbury Horticultural Society, Lyttelton Historical Museum,
Christchurch City Archives
Include larger repositories' data. Put back its te reo name, as one way of giving visibility to Maori
audiences. Liaise with preservation advice agencies
Make file listings more detailed
Just keep up the good work
The cloud with words like Anglicanism and railways etc did not seem to link to anything substantial
when clicked. That is I clicked on words in the cloud but was not directed to anything. A better
description of collections holdings in any summary of holdings in a particular area. Better information
about access to records held for example, this record can only be seen on site or for a fee this can be
photocopied or scanned and sent to you...
Collections from small community archives online. Small community archives need funding and
resources to make this happen though.
1) Finding out how to get a password to login. 2)Also if I am an organisations new representative how
to get my details entered and the previous representative's ones deleted. 3) An easier way to contact
"The Community Archive's" contact person my phone as well as email.
Make 'Full Description' the default for all entries, rather than 'Summary'.
I am sorry to say I had forgotten it exists.
Put significantly more resources into it - both staffing and funding to develop it. Tighten up the security,
so that when mistakes or issues arise they can be rectified quickly or better yet, don't happen at all.
Too slow to load, especially when searching through large collections
Err, ... sort out this survey....
encourage community archives to use the website as their online presence by communicating with
them, running regional seminars to assist; it is only in the last couple of weeks that I've found images
from repositories within the website
I don't use this site often enough to make informed suggestions.
Have an administrator that can keep administrative information fresh on the site, and who can remove
redundant or stale administrative information
1) Regional Co-ordination - to assist promote and develop the site. And to provide assistance to small
local groups etc in managing their archives. Use the Archives NZ regional offices. 2) A sustainable
and resourced IT platform for the site. 3) Have a development strategy, eg the site becomes a portal
to archival collections
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What are the top three things we could do to improve The Community Archive?
Make people more aware of it.
Keep it up to date.
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