Our heritage: the role of archives and local studies collections.

An examination of the functions of a modern local studies collection and of the role of local studies librarians in collecting, preserving, providing and promoting access to them by the community. Edited version of a paper presented at the WA heritage virtual convention July 2001 and published in `Local-link' 13(3) December 2001

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Picture this: a bright and cheerful room crammed with people from grannies to preschoolers--family groups, solitary and studious researchers, high school students, planners and architects, city workers checking on family history during their lunch breaks. In short, individuals from diverse backgrounds intent on their self appointed history related tasks. There is likely to be a muted buzz of conversation, the frequent swish of a self closing sliding door, the hum of a photocopier or whirr of a microfilm reader, the sound of fingers on keyboards. This is the reality of a modern local studies collection.

What is the function of such a collection, and what do local studies librarians do? Their role is fourfold: to collect, preserve and provide access to the history of the local area, and then to promote it throughout the local community. This paper examines each of these aspects in turn.

Collecting the evidence

Whatever the region or locality, the building blocks of evidence are basically the same. Local government rate records show ownership and land use over time. Post office directories flesh out the details with street addresses and names. The ornate and eyecatching commercial advertisements and trade listings in early issues often provide additional helpful information. Other standard tools for WA include Rica Erickson's four volume Bicentennial dictionary of Western Australians (1) and her follow up fifth volume (2) taking the coverage to 1914. They must be some of the most heavily used biographical tools in the state: they are rarely to be found on the shelves. Apart from these essentials, every area will need its own collection of relevant reference tools. In Fremantle these must include Broomhall's The Veterans (3) and Convicts in Western Australia (vol 9 of the Bicentennial dictionary) (4) as well as other more general works which give insight into the local area. Battye's Cyclopedia (5) and the earlier Twentieth century impressions (6) are useful sources of information on government, business and commercial interests of the time, while the diaries of George Fletcher Moore (7) and May Vivienne (8) both add extra insight into local matters, first in the 1840s and then again at the turn of the century.

Glancing back at the paragraph above, I note with wry amusement my predilection for books and the printed word as foundation sources of information. Like all other local studies collections, Fremantle now relies increasingly on websites, cds and other electronic databases for an ever widening range of information. It is easy to click and point to find histories of buildings from the City of Fremantle's networked municipal heritage inventory, or to search genealogical information from a plethora of online sources. The task is to ensure that clients feel comfortable with the tools and strategies needed for online searching for authoritative information, while at the same time reminding them that the net will not produce the complete answer to every question.

Standard printed sources in constant use include

* maps of the area showing successive changes over time

* street directories. Outdated issues are usually freely available once the new edition hits the market. A series (perhaps one issue each decade) provides easily accessible evidence of new development, new streets, road closures, realignments etc

* photographs--especially shots repeated from the same location, again showing successive changes over time

* targeted ephemera collections--real estate sales brochures, tourist pamphlets, publicity fliers for arts events or political rallies can be sources of potentially valuable information, and their value will increase over time

* local newspapers and the newsletters of local associations, schools, charity groups, business houses

* annual reports from local government, private enterprise and community associations

* research reports (including academic theses) on topics in the area. For example, Kerr's dissertation on turn of the century architecture (9) has become a standard reference for Fremantle architects and compilers of heritage reports

* published histories and biographies selected from both the academic and general lists. Fremantle examples range from Merab Tauman's The Chief (10) to Bill Marks' cheerful memoir South to Silly Town (11)

* self published works, especially family histories, biographies and reminiscences

* oral history recordings and transcripts centred on local people, events and issues

While this list may sound exhaustive, it really only touches the surface of what may be available. The role of the local studies librarian must include a good measure of scrounging. One has to be constantly on the lookout for items that will add depth, breadth and value to the collection.

Raising public awareness of the value of such items is the other side of the coin. It is easy enough to demonstrate their worth when they can be shown to fill a gap in the history of a building, or when you can suddenly produce an image of a long lost ancestor for a delighted enquirer. If librarians and archivists can do this, we have an obligation to share that expertise with the community we serve. We need to be constantly alert to every opportunity to demonstrate the merit of what we do, and to invite others to join us in developing collections that will maintain our local story. So we need to show how items can be stored, indexed and used in the interests of local history and heritage. Above all, we need to show how and why they must be collected in the first place.

`Friendly urging' is my approach in persuading people to appreciate the value of items of potential historical significance. Many visitors tell us of diaries, letters and photographs stored in their own homes or in the homes of other relatives, but not of any special interest to the people who hold them. A surprising number offer such items to us `if you can find a use for them'. Obviously we cannot accept everything offered, but accept with thanks any that will add more detail to the story of Fremantle. Where we have to refuse such an offer, we always try to suggest an alternative welcoming recipient. It is surprising that so many people fail to appreciate the interest and significance of the documents they hold. In their turn, many would be donors are often equally surprised and pleased to hear of a school, retirement home or other community group that would value the documents they no longer need. This may provide the impetus for them to look again at their newfound treasures. What was until then a boring old photograph has often acquired value and significance. Even in refusing a donation, local studies collections can add to the public appreciation of heritage.

The next step follows logically from this. In discussing the value of documentary items, we must be mindful always of the range and scope of documentary evidence. Newspaper cuttings, extracts from council minutes, diaries, letters, advertising material, reports of all kinds--these are grist to the mill of the local studies librarian.

We must, of course, continue to add to the collection. Family photographic albums are copied to provide evidence of people, places, clothing, customs and lifestyles. Photographs of buildings show changes in land use as well as building styles and materials over time. Photographers are commissioned to document significant events as they occur, and these are often supplemented with eyewitness accounts in written reports or oral history interviews. Collection development grows from two strands. There is the unplanned, unexpected, felicitous donation of unexpected treasures which add depth and breadth to our collection, and then there is the solid hard work of planning to fill all the holes, cover all the areas needed. We commission photographers and design targeted oral history programs to fill the gaps left by commercial publishing, and we routinely ask researchers if we may have a copy as soon as their work becomes available.

While the examples cited above are all taken from work at Fremantle, they are typical of acquisition policies and practices in almost all local studies collections. We seek to provide the best possible range of documentary evidence of the heritage of the local area--remembering always, of course, that what is contemporary today is already a step along the way to future heritage status. We collect to build the story of our area. Preservation and access must follow.

Preserving the evidence

When one goes to so much trouble to collect the evidence, it would be foolish indeed not to take the next step of ensuring its preservation. Archives and local studies collections are often the standard setters for proper storage conditions within their communities. We want for our collections

* controlled lighting (not too bright)

* controlled temperature (neither too hot nor too cold)

* controlled humidity (neither too damp nor too dry)

* adequate storage space to hold books, files, film, cassettes, boxes and other packaging without the risk of crushing

* a dust free environment which also repels insect pests and fungal contamination

Once that is in place, the next hurdle is damage through handling. All of the collection will be subject to wear and tear to some degree, but we must take steps to minimise the risks. Simple measures may include

* bookstands to protect the spines of large and fragile volumes

* absolutely no standard sticky tape or adhesive protective coatings for use with archival material

* acid free archival paper and packaging used for longterm storage

* limits to photocopying of older material

* fail safe holdings of duplicate copies, essential in the case of very rare material, and offsite storage of duplicates if possible. There is little point in acquiring copies if both sets are lost when the building burns down

* simple protective measures--no food or drink allowed in spilling range, no sticky fingers, and gloves to be worn when handling the most fragile documents

* an effective, well understood disaster plan providing clear direction for emergency protection

Such a checklist may seem out of place in a paper on heritage awareness, but so much of our understanding of heritage is based on documentary evidence. Our collection provides the evidence. If we lose the collection or even some of the key documents, traces of heritage may be gone forever. We preserve the collection in order to preserve community memory. It is worth the effort.

There is another important side effect of this stress on document preservation. As they see these processes in place, community members will also learn what is required for preservation, and why.

There is a spin off effect on their own collections of family photos and documents at home. If we can persuade even a fraction of the households in the area to use good preservation and labelling practices for family archives, it is an ultimate gain for the whole community. Perhaps then we will also begin to see fewer family photos labelled simply `Aunty Mary', with no indication of surname, date or place to aid identification.

Providing access to the collection

In one of the most stimulating papers on local studies collections, Grant White argues that in many instances `for the great majority of people, the collection is vanished. They have no access to it, are not interested, and do not know it exists.' (12) He makes the point that involvement of the local community in the creation, ownership and use of the collection is vital to its continuing well being. The community has to know that it is there, and be able to access all that it contains. Only then will the collection begin to reach its potential in spreading awareness and interest in history and heritage throughout the local community.

Indexing is the key to all of this. It is of little use developing the most engaging and enlightening collection if no one even suspects that it might hold something worthwhile. There is no point in asking an enquirer to work through stacks of manila folders in the hope of lighting upon a crucial document central to their case. The collection will only begin to reach its full potential when the community

* feels pride in, and ownership of, it

* appreciates the broad range of its coverage

* feels confident that specific information can be found

Part of the recent surge in the popularity of local history collections is due in no small measure to the availability of effective electronic databases for history, heritage and genealogical searching, After tentative beginnings, most packages are now agreeably user friendly. Electronic searching is no longer the daunting experience it once was. All this has been a boon to local studies, bringing effective indexing tools within the range of almost all collections.

As the mysteries of indexing have been revealed, so also have been the treasures in collections. Even the most dedicated shipping buff is hardly likely to sort through 6000 prints until they find the harbour scene sought. An index card file might help, but it will still be a long drawn out, and irksome process. A good indexing program, however, can manage it easily, and often with the added bonus of seeing the image scanned alongside its supporting information. At last we have reached the stage where enquirers can feel confident that they can use effective indexes to locate needed information.

Nonetheless, one other vital element is critical to success in attracting and keeping a solid core of local studies users. It is the friendliness and efficiency of the staff. It is important that they demonstrate real interest in helping hesitant enquirers find answers, or guiding new users in their first exploration of the collection, or providing instant introductions to research methods and database skills. Local studies librarians frequently act as community resource officers, putting researchers in touch with others in the field, passing on information about new research in specific areas, even proofreading the first drafts of documents on history and heritage. All of these actions demonstrate to users the commitment of the librarian to the client, the collection, and to the field of community history and heritage.

Promotion of the collection

This is the final stage of the process towards promoting history and heritage awareness in the community. We promote use of the service as a step toward encouraging more interest and research in local history and heritage issues. Experience has shown that the more people use the collection, the more likely they are to broaden their interest, knowledge and appreciation of the area's history. Publicity and promotion are therefore essential.

This is tackled in a number of ways, targeting different community groups. Some Fremantle examples are

* collaboration with the Fremantle Society to produce regular heritage features and images for a local newspaper

* introductory tours for school, Tafe, university and community groups

* workshops for specific topics and student groups eg cultural tourism; indigenous studies; architecture and urban planning; year 11 history (local history module); introductory visits for classes entering the annual school website competition (we were delighted when Beaconsfield Primary School took out the national award on its first attempt. Its site was dedicated to Fremantle lighthouses, past and present)

* workshops on researching the history of Fremantle people and places as part of the annual Fremantle heritage festival

* close liaison with the Fremantle Society, Fremantle History Society, WA Maritime Museum and Fremantle Volunteer Tourist Guides to research and promote local history and heritage

* an afternoon program for senior citizens to watch historic films and share Fremantle memories

Most of all, the promotional program is targeted towards people who come with an enquiry, people who phone or email for specific information, people who just wander in because they are tourists or have time to fill. We aim to provide a service to all of them, based on appreciation of our local heritage. People who come only with a vague idea of `looking at old houses', `finding where my grandmother lived' or `checking out the shipping photos' often enjoy the experience so much that they come again and again.

We are helped by a growing band of volunteers who, like our own staff, are fascinated by the history of the place where we live.

Following is just a sample of the work we do with schools. Photographs are a marvellous way to grab and hold attention. I show the picture and ask the group to tell me all the things they can learn from it. It is good to choose a familiar setting to heighten awareness of the changes between then and now.

The group is encouraged to discuss everything they notice about the picture, every detail that helps to define the place or period, and then ask them to guess where it is. No one yet has picked the location, and they are usually amazed that the photo was taken in 1906 at Ashburton Tce, off Wray Avenue--now only 1km or so from the buzzing Cappuccino Strip in Fremantle.

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Here is a complete contrast. This photo was taken in 1905 when the first trams came trundling out of the carbarn at the end of High Street. The group focuses on all the different kinds of transport they can see. What technology was in use then? Which buildings do they recognise today? What are the biggest differences between the scene in the photo and High Street now?.....

Images like this can lead to endless discussion. They provide a wonderful introduction to sparking interest in the environment around us.

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Here is another `compare and contrast' image. It is the Union Stores building on the corner of High and Henry Streets (c1919-1920), and all the staff who worked there. The class focuses on what they see there. They usually pick the iron lace, the signage (`what's an `ironmonger'?'), the verandahs, and `the funny stuff on the pole'.

That leads to a discussion of building styles and technology, and then usually to the people. No shop would ever have a staff as big as that today, and they would never dress like that either. Girls usually pick the imbalance of the sexes, and that leads to a discussion of varying roles at work and in society at large ...

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This 1907 East Fremantle Football Club photo is included mostly for fun. School groups goggle at the uniforms and uncomfortable poses, but its greatest value for this purpose lies in the names of all the people there, unfortunately cut from this image when scanned. Some Fremantle children find to their delight that a family name is included in the players' list. Many of the names are familiar because their descendants are still playing today--another telling example of the continuing influence of history and heritage.

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Above is the most recent photo, taken only nine years ago at the Mills & Ware factory. Children are fascinated by this. They love discussing all the technology in evidence, but they often say they cannot believe that people are rolling the cakes by hand. This is one of a series of photos commissioned to support the gathering of history before this Fremantle institution closed its doors. Mills & Ware staff were known as a very close knit group, with many of the same families employed over several generations. The photo leads to a vigorous discussion of working conditions, changes in technology and employment prospects.

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These are just a tiny sample of the thousands of images held in the Fremantle local history collection. As with images held in similar collections throughout Australia and New Zealand, they demonstrate so well the inherent interest and the value to be gained from really looking at our past.

References

(1) Erickson, R The bicentennial dictionary of Western Australians: pre-1829-1888 [4 vols] UWA Press 1987

(2) Erickson, R Dictionary of Western Australians vol 5: The golden years 1889-1914 UWA Press 1986

(3) Broomhall, F The veterans: a history of the enrolled pensioner force in Western Australia 1850-1887 UWA Press 1994

(4) Erickson, R and O'Mara, G Dictionary of Western Australians Vol 9: Convicts in Western Australia 1850-1887 UWA Press 1994

(5) Battye, J The cyclopedia of Western Australia [2 vols] 1913

(6) Twentieth century impressions of Western Australia. P W H Thiele & Co 1901

(7) Moore, G Diary often years eventful life of an early settler in Western Australia. M Wallbrook 1884

(8) Vivienne, M Travels in Western Australia William Heinemann 1902

(9) Kerr, W Architecture in Fremantle 1875-1915 UWA 1975

(10) Tauman, M The chief: C.Y.O'Connor UWA Press 1978

(11) Marks, B South to Sillytown: tales of settlers and battlers Fremantle Arts Centre Press 1997

(12) White, G Message in a bottle: community memory in the local studies collection Australasian public libraries and information services 13 (3) September 2000 p98

Dr Alison Gregg BEd GradDip(ILS) AdvGradDip(ILS) PhD AALIA is local history librarian at Fremantle City Library, vice president of the Oral History Association of Australia (WA Branch) and past president of the Alia local studies national section. In a career ranging across education and librarianship she has held positions in journalism, teaching, public libraries, school libraries and library education. Address: 6 Wright Street White Gum Valley WA 6163 tel/fax[phone] [e-mail]