The Children’s Book Council of Australia ACT Branch & The Library University of Canberra Lu Rees Archives Annual Report 2012 1 October 2011 – 30 September 2012 Prepared by Belinda Gamlen Archival Officer & Belle Alderman Director For The Children’s Book Council of Australia Annual General Meeting 16-17 November 2012 TABLE OF CONTENTS LU REES ARCHIVES MANAGEMENT COMMITTEE .................................................................. 3 LU REES ARCHIVES HIGHLIGHTS OF 2012 ............................................................................... 4 1 BRIEF HISTORICAL BACKGROUND ......................................................................................... 5 2 COLLECTION DEVELOPMENT .................................................................................................... 6 2.1 RESEARCH FILES ....................................................................................................................................... 6 2.2 BOOKS, SERIALS AND SPECIAL DONATIONS ......................................................................................... 6 2.3 CULTURAL GIFTS PROGRAM & FINDING AIDS ..................................................................................... 7 2.4 WISH LIST .................................................................................................................................................. 7 3 ACCESS .............................................................................................................................................. 7 3.1 WEBSITE UPDATE ..................................................................................................................................... 7 3.2 AUSTLIT: THE RESOURCE FOR AUSTRALIAN LITERATURE ............................................................... 8 3.3 STOCK TAKE ............................................................................................................................................... 8 3.4 EBOOK PROJECT ........................................................................................................................................ 8 4 SERVICES TO CLIENTS ................................................................................................................. 9 4.1 CLIENTS ...................................................................................................................................................... 9 4.2 VOLUNTEER CONTRIBUTIONS ................................................................................................................. 9 4.3 STUDENT WORK EXPERIENCE .............................................................................................................. 10 4.4 SENIORS PROJECT ................................................................................................................................... 11 5 PRESERVATION AND CONSERVATION ................................................................................. 11 5.1 ARTWORK PROJECT ................................................................................................................................ 11 5.2 CULTURAL HERITAGE STUDENT PROJECT .......................................................................................... 12 5.3 DISCARD & RETENTION POLICY ........................................................................................................... 12 5.4 PROGRESS ON PRESERVATION NEEDS REPORT ................................................................................. 12 5.5 DISASTER RECOVERY AND VALUATION OF ASSETS ........................................................................... 13 6 MARKETING AND PROMOTION .............................................................................................. 13 6.1 DISPLAY CABINET ................................................................................................................................... 13 6.2 EDUCATIONAL PROGRAMS .................................................................................................................... 13 6.3 EXHIBITION OF MY DOG ......................................................................................................................... 14 6.4 BOUNDLESS: THE FESTIVAL OF AUSTRALIAN CHILDREN’S LITERATURE ..................................... 14 6.5 LU REES ARCHIVES JOURNAL INITIATIVE ........................................................................................... 15 6.6 LU REES ARCHIVES STORY .................................................................................................................... 15 7 CURRENT AND FUTURE DIRECTIONS .................................................................................. 15 7.1 GRANTS AND EXTERNAL FUNDING ...................................................................................................... 15 7.2 FUTURE DIRECTIONS .............................................................................................................................. 16 APPENDIX 1 TIMELINE OF ACHIEVEMENTS .......................................................................... 17 APPENDIX 2 ACTION PLAN 2012 ............................................................................................... 18 APPENDIX 3 LU REES DONATIONS ........................................................................................... 20 APPENDIX 4 SERVICES TO CLIENTS ......................................................................................... 51 Lu Rees Archives Annual Plan 2012, page 2 LU REES ARCHIVES MANAGEMENT COMMITTEE The committee meets six times a year and oversees the Archives. Kath Cobcroft, Chair is Bibliographic and Metadata Librarian, University of Canberra Library. She advises on cataloguing matters, and is an active member of the Children’s Book Council ACT Branch. Dr Belle Alderman AM, Director & Treasurer, Lu Rees Archives has been involved with the Archives from its inception. Now retired, she volunteers a minimum of two days a week and manages the strategic directions of the Archives. Gaynor Evans, Secretary was formerly the Archives’ Administrative Officer from Oct 2005 – May 2008, and now works at Literacy for Life in the ACT. She advises and participates in Archives’ projects. Margaret Carmody, Australian Catholic University Representative, Australian Catholic University representative is Research Reporting & Policy Officer, Student Administration, Australian Catholic University. She has a strong interest in Australian children’s literature. Victor Crittenden, Emeritus Chair was the Librarian at the then Canberra College of Advanced Education who, in 1980, supported the proposal to house the Lu Rees Archives at the College Library. He set up the Management Committee in 1983 and remains a member. Lynn Fletcher, ACT Community Liaison, former Institute Librarian at the Canberra Institute of Technology. She was previously Secretary of the Committee. She has a long involvement with the CBCA and the Lu Rees Archives. Belinda Gamlen, Lu Rees Archives, Archival Officer is the current Archival Officer at the Lu Rees Archives. She is responsible for the day-to-day administration. Kathryn Ginn, Committee Member is Associate Librarian, University of Canberra, and is the chief liaison between the Archives and the University Library. Wan Wong, Brad Cummings, and Alison Dellit, National Library of Australia Representatives over the year, occupy the position of Manager, Australian Contemporary Collecting, Australian Collections Management & Preservation Branch. Rebecca Kemble, President, Children’s Book Council of Australia ACT Branch is the conduit between the Archives and members of the CBCA (ACT). Rebecca was the Lu Rees Administrative Officer from 2001 until June 2005. Julie Long OAM, Committee Member is currently the CBCA ACT Membership Secretary. She plays an important role in organising the Archives’ working bees and functions. Anna McCormack, Journal Editor was appointed Honorary Editor in July 2010. She brings experience as an editor, as a public librarian, a postgraduate degree in children’s literature.. She is the ACT Judge for the CBCA national awards for 2012-2013. Sarah Steed, Programs Manager, ACT Libraries and Representative of the Libraries ACT. Julie Wells, National President, The Children’s Book Council of Australia (CBCA) receives the Minutes and comments on the Archives’ proceedings. Lu Rees Archives Annual Plan 2012, page 3 LU REES ARCHIVES HIGHLIGHTS OF 2012 The Lu Rees Archives Management Committee gratefully acknowledges the University of Canberra Library’s generous support since 1980. The Library provides facilities, cataloguing, printing and valuable expertise. We also acknowledge the annual donation of $1,500 from The Children’s Book Council of Australia (CBCA) ACT Branch. The CBCA’s National Executive has funded, since 1993, the part-time position of the Lu Rees Archives Archival Officer. In 2011, funds supported the Archives’ endeavours through 17 hours weekly for 46 weeks annually. The Archives continues its contribution to AustLit: The Resource for AustralianLiterature, the web-based database covering Australian literature from 1780 to the present. Ten Australian universities and the National Library of Australia provide bibliographic records and index Australian literature in print and electronic sources. The Archives provided 12,000 bibliographic records in 2000 and continues to index works, thereby adding to the profile and knowledge base of Australian children’s literature. In 1980 when the Archives came to the University of Canberra, there were 1,000 books. Now there are 22,708 including 2,899 translations in 53 languages. In 1980, there were 60 research files. These have grown to 410. This year 11 serial titles and 1,468 books including 227 overseas editions in 30 languages were donated. There were nine monetary donations. Donations came from 17 authors and illustrators, 27 publishers and 15 individuals and organisations. Under the Cultural Gifts Program this year, we accepted a third donation of Gillian Rubinstein’s papers and manuscripts and Pamela Lofts’ artwork for Koala Lou and Hunwick’s Egg, both by Mem Fox. The Archives Funding Group began in 2009. It continues to submit grants and seek sponsorship. This year, we completed our ACT Seniors and Sponsorship Program project, using Australian children’s literature to promote wellbeing and social interaction within Kangara Waters and Calvary retirement communities. The Archives received an ACT Festival Grant to run Boundless: The Festival of Australian Children’s Literature, a collaborative venture led by the Lu Rees Archives with partners Libraries ACT, the ACT Writers Centre, National Library of Australia, and the ACT Branch of the CBCA. Boundless runs from 3 October to 17 November and features Gabrielle Lord and Andy Griffiths in various activities and exhibitions in six public libraries. On the launch of this festival, we were awarded a similar festival grant for 2013, for Showcase which will feature 100 years of Canberra’s writers, illustrators and publishers for children, to celebrate Canberra’s Centenary. The Archives received its fourth Community Heritage Grant, to digitise unique audiotapes of writers, illustrators and publishers speaking between 1975-1998. The Archives continues to promote Australian children’s literature with secondary students and University of Canberra students and offered student internships for graduate students of the University of Canberra and Edith Cowen University. We acknowledged the service of two long-standing volunteers. Ilze Groves edited our journal for seven years, actively participated on our Management Committee and curated the very successful Words…Pictures…Book! exhibition in 2007. Over seven years, Rose Howes has ensured a high standard of cataloguing essential for our research collection, supported many important projects and is a keen spokesperson for the Archives. Finally, this year, we have changed the titles for our staff to reflect better the nature of the work. The Collections Development Manager became Director and the Administrative Officer became Archival Officer. Lu Rees Archives Annual Plan 2012, page 4 1 BRIEF HISTORICAL BACKGROUND In 1974, when a Commonwealth Government grant of $500 was made to each Branch of the CBCA, the ACT Branch began a collection of biographical files about Australian children’s authors and illustrators along with a collection of their books. Lu Rees, then president of the ACT Branch, proposed this idea to all the Branches, who agreed. As a beginning, Lu Rees donated her personal collection of some 500 books. Members of the CBCA ACT Branch added to both the book collection and the files over the years. In 1979, to celebrate the International Year of the Child, Lu Rees proposed that the collection should include translations of works by Australian children's authors and illustrators. Publishers, authors and illustrators donated available books. The exception was Ivan Southall's personal collection of 83 volumes, which the Branch purchased with a grant from the International Year of the Child Committee. Southall’s collection in 2012 numbered 240 volumes, including variant editions and translations. Emily Rodda is presently Australia’s most translated author. The Archives holds her complete body of work, of more than 700 editions in 32 languages. In 2012, Gillian Rubinstein also donated her large body of work, including the Tales of the Otori, in 39 editions. By 1979, the collection as a whole had grown to some 1000 books and 60 files of materials about authors and illustrators. Increasingly, requests were received to use the collection, but this was difficult as the collection was housed in the homes of Lu Rees and other Branch members. The time had come to consider a future home for the collection. While various ideas were discussed, Belle Alderman suggested the Canberra College of Advanced Education Library as a possibility. Victor Crittenden, the Librarian at the College, fully supported the idea. A more public location would mean that students, researchers and the community could have easier access. Negotiations began with the Librarian and administrators of the College. The Chairman of the College Council, Douglas Waterhouse, accepted the collection at a ceremony held on 15 July 1980. Conditions of use and access were informally agreed upon by both parties, with the Children's Book Council ACT Branch to retain ownership of the collection and the Library to house, catalogue and provide support in various ways. At that time, the collection was formally named the Lu Rees Archives in honour of its founder. In 1988 the Archives gained deductible gift recipient status, renewed in 2000, and also classification as a tax-exempt charity. By 2012, 35 donations of authors’ and illustrators’ papers, manuscripts and artworks have been accepted under the Cultural Gifts Program, as well as a publisher’s archive. Their value exceeded $1,900,000 in 2012. View achievements at http://www.canberra.edu.au/lu-rees/about/achievements-awards/timeline#1990s. A formal agreement was drawn up between the ACT Branch and the University of Canberra (formerly the College) in June of 1991 and renewed in October of 2003. The Agreement details sponsorship by the Library, management responsibilities, access, security, and termination and dissolution arrangements. In 2008, background on the Lu Rees Archives, its legal standing and ownership, and the support provided by the National Executive of the CBCA was added to CBCA’s national Procedures Manual. This Manual is the official guide for the CBCA’S National Executive. The Lu Rees Archives Policy Documents are regularly revised and approved by the Archives’ Management Committee. These include the Lu Rees Archives of Australian Children’s Literature Strategic Plan 2011-2015 and the Lu Rees Archives Commercial Development Plan 2012-2017, produced in 2012 in recognition of the enhanced value of the Archives and the need to position it for future growth and development. Lu Rees Archives Annual Plan 2012, page 5 2 COLLECTION DEVELOPMENT 2.1 Research Files In 2008, the Archives’ Director reported on the then existing 317 research files on authors, illustrators, and others in the Australian children’s book industry. An external expert has judged the research files, dating from the 1970s, ‘unmatched’ and ‘significant’. They are a large commitment. The Archives uses 30 categories to classify each item, which also receives a unique number. New files take a minimum of four hours to research and prepare. Updating existing files generally takes 10-15 hours. Tasks involve researching relevant items, classifying these, photocopying degradable material, alphabetising, and filing. A plan was implemented to better manage the research files. The Archives’ Management Committee considered a second review of the research files in October 2011. In these three years, 83 new files were created, thus exceeding a recommendation to create 61 files identified as urgent. Given the time-consuming nature of this task yet their designation as significant, the following recommendations were accepted by the Management Committee and are being implemented to manage the research files more efficiently and effectively. 1. Set reasonable annual targets (for example, create 10 new files, update 8 files) 2. Continue to label each item with name and category 3. No longer individually number each new item 4. No longer order the new items chronologically 5. Updating active files Create a priority list of files for updating, using the criteria that these are ‘active’, high profile, reflect strong research interest, and have not updated for more than 7 years Develop a five-year priority plan for updating these files, possibly applying for a grant 6. Creating new files Maintain a list of files which should be created based on growth and profile Meet annual target set Seven new files have been researched and created this year, making a total of 410 research files. New files include Aaron Blabey, Peter Carnavas, Gabrielle Lord, Lucia Masciullo, Simon Mitchell, Chris McKimmie and Pamela Rushby. Authors and illustrators are always emerging and many of our existing files continue to grow. Only a few research files are comprehensively updated each year, although we are constantly adding material to files. The two files updated this year were Bob Graham and Christina Booth. 2.2 Books, Serials and Special Donations The Lu Rees Archives receives donations of books and serials from publishers, authors, illustrators, individuals, the ACT Branch of the CBCA and other organisations. These make a significant contribution to the Archives’ research capacity. This year the Archives received 1,468 books, of which 227 were overseas editions, including 45 Chinese editions. Appendix 3, Donations, provides details. The ACT Branch of the CBCA provided funds to purchase second-hand titles from the Lifeline Book Fair, Canberra’s largest second hand book sale. Many gems are found there, thanks to Angela Brown who ‘spots’ books on behalf of the Archives. Lu Rees Archives Annual Plan 2012, page 6 This year we purchased 614 titles. This included 49 Michael Salmons, 22 Shirley Barbers and 16 May Gibbs. There were a number of titles from the early 1930s to the late 1960s, which helped to fill in gaps in the collection. We were also lucky to receive titles from Hesba Brinsmead, Mary Grant Bruce, Aeneas Gunn, Ivan Southall, Colin Thiele, Ethel Turner and Dorothy Wall that are now harder to find. The Resource Services and Academic Services (reference materials) teams in the Library have catalogued 1799 items in the last year (1 October 2011 to 30 September 2012). We are grateful to the Library staff for their continued cataloguing efforts of the Archives’ books, including assisting with the correction and updating of records identified in the stock take. 2.3 Cultural Gifts Program & Finding Aids Two collections were submitted under the Cultural Gifts Program (CGP) this year. These were Pamela Lofts’ artwork for Hunwick’s Egg and Koala Lou both written by Mem Fox. The artworks are exquisite and include varying amounts of final artwork, preliminary artwork, storyboards, photographic material, and correspondence. Artwork frameworks were prepared for both these titles by an experienced volunteer, Max Brown, and are available on the Lu Rees website. Gillian Rubinstein donated an extensive collection of material. The papers and manuscripts in this collection span the years 1956 – 2010. It is housed in 16 standard and three oversized boxes. The donation also included 21 audio recordings, a videotape and 69 of her published works in 17 languages. Unique strengths include correspondence between family members from her early teenage years to the present, life records, extensive documentation of the Tales of the Otori, including handwritten manuscripts, maps and planning details, evidence of this series’ critical acceptance and enjoyment by readers worldwide. This donation provides a valuable addition to two previous CGP donations by Gillian Rubinstein. The latest Gillian Rubinstein finding aid is available from the Archives’ website. 2.4 Wish List There has been a positive response to the Hesba Brinsmead wish list (http://www.canberra.edu.au/lu-rees/donations/wishlist). Of the 34 titles originally listed in 2011, twelve have been donated this year, so only 22 to go! This year we have also received ten titles from the Colin Thiele Wish List (http://www.canberra.edu.au/lu-rees/donations/wishlist/thiele-wishlist). 3 ACCESS 3.1 Website Update The Lu Rees website (http://www.canberra.edu.au/lu-rees/home) has recently undergone a total facelift and now presents a fresher, cleaner appearance with clearer navigation. A slide show featuring 10 images has been added to the home page, welcoming people to the Archives. Additional images have been added throughout the site. These images reflect the diversity of materials and resources that can be found in the Archives. A new website has been developed presenting information related to Boundless, the upcoming Festival of Australian Children’s Literature being held from 3 October – 17 November 2012 (http://www.canberra.edu.au/festival-childrens-literature/home). This site can be accessed from the Lu Rees home page and provides links back to the Lu Rees home page. Lu Rees Archives Annual Plan 2012, page 7 For the period 1 October 2011– 30 September 2012 the website received 3,891 visits, with 2.08 pages viewed per visit. The average visit duration is 1 minute 41 seconds. The five most visited pages are: The Home page - Welcome to the Lu Rees Archives; the Author-Illustrator Index; Websites on Children’s Literature; the Past events page for Words, Pictures, Books!; and the Searching the Archives page. The 3,891 visits to the website came from over 50 different countries. The majority of visitors were from Australia, followed by the United States, Indonesia, the United Kingdom, India, Canada, Vietnam, Malaysia, New Zealand and Thailand. 3.2 AustLit: The Resource for Australian Literature The Lu Rees Archives is a foundation AustLit partner. From 2001 to 2006, the Archives, under the direction of Professor Belle Alderman, took the principal responsibility for recording the data that forms AustLit’s Australian Children's Literature research community. The Lu Rees Archives (representing the University of Canberra) continues to be a partner in the AustLit project. AustLit is a non-profit collaboration between 10 Australian Universities and the National Library of Australia, which provides authoritative information on creative and critical Australian literature works relating to more than 136,950 Australian authors and literary organisations. Its coverage spans 1780 to present day. Each institution adds and maintains records, and is responsible for particular publications. The Lu Rees Archives is responsible for part of the children’s literature section, and so indexes some of the journals that relate to this. These journals are Reading Time, English in Australia, The Newsletter of the Centre for Youth Literature, The Horn Book Magazine, and The Lu Rees Archives: Notes, Books and Authors. In addition to these journals, other works such as new books, new authors and illustrators, theses, reports, awards and author biography updates are also indexed. Between 1 October 2011 and September 30 2012, the Administrative Officer added or updated 243 works (books and reviews) and 24 agents (authors, illustrators and publishers). 3.3 Stock Take Dedicated volunteers, Rose Howes and Marlene Campbell, are continuing to work on the stock take of the book collection, which began in May 2011. They have completed from A to Lord and from Potter to Z, which included all of Emily Rodda's publications in many languages. To date 170 titles have been found that had not previously been catalogued. These have now been catalogued. Additional information concerning which titles have been signed by authors/illustrators, the sequence of reprints and new editions, plus any other relevant information is being added to individual cataloguing records. 3.4 Ebook Project Rebecca Kemble, former Lu Rees Administrative Officer, and now in charge of ebooks in the University of Canberra Library, has pursued our ebook project and reports progress. The rapid uptake of ebooks in the last few years is having an impact on collecting institutions (such as the national and state libraries), changing the way they collect, store and preserve information. Digital preservation issues are making themselves felt everywhere, including the Lu Rees Archives Lu Rees Archives Annual Plan 2012, page 8 Although children’s books have been slow to move into the ebook arena (especially books for younger children, the young adult field has had a higher take-up), there are kids’ books being published as ebooks. The Archives’ Management Committee is taking steps to start collecting, storing and preserving ebooks. We want to be able to provide researchers access to these ebooks both now, and well into the future. As a first step we wrote to some of our donating publishers, outlining what we hoped to achieve and asking for their support in donating copies of their ebooks as well as their print books. As there are a number of ways ebooks could potentially be accessed by researchers, we gave the publishers several options for the use of their ebooks through the LRA. It is early days yet and publishers are still working out their policies and processes. We have had some successes though, and hope to start preserving ebooks soon, laying the groundwork for the future. We hope that within a few years, we will be collecting and preserving the bulk of Australian children’s ebooks. 4 SERVICES TO CLIENTS 4.1 Clients There was an increase of 21% in the number of clients assisted by the Administrative Officer and the Collections Development Manager. This year we have assisted 512 clients who have contacted or visited the Archives. The majority of requests to the Archives came from staff and students of the University of Canberra. The clients who contact the Archives are varied and include authors, illustrators, donors, teachers, students (primary and high school, college, and tertiary), researchers, university staff, and members of the public. The most common contact with the Archives was a visit. Other forms of contact include emails, phone requests and via a closed access form. For full details of the requests and clients who are using the resources provided, please see Appendix 4. 4.2 Volunteer Contributions Volunteers play an extremely important role in the everyday management and operation of the Archives. This year our valued regular volunteers continued to make a major contribution to the ongoing development of the Archives. We were also fortunate to have a number of new volunteers who offer specialist expertise. As in past years the number of volunteer hours worked has continued to rise. The figures in the table below show a 10.4% increase in the total hours worked by volunteers. The 2,705 hours (2449.34 in 2011 and 2013.28 in 2010) worked by volunteers is equivalent to 386.43 days full time equivalent or over 16 months (based on a seven hour day and an average of 23 working days in a month). Table 1 on the following page provides brief descriptions of the types of tasks that volunteers undertake. Lu Rees Archives Annual Plan 2012, page 9 Table 1 Volunteer Hours 1 October 2011 – 30 September 2012 Volunteer Activity Hrs/dec Belle Alderman Collections Development Manager (Director) Artwork project, CBCA artwork, annual report, Bob Graham exhibition, supervision of students, organising Gillian Rubinstein’s papers, accessioning, letters to donors, exhibition preparation and setup, shelf reading, hosting visits, grant applications, creating research files, financial statements, organising and arranging authors’ papers, creating finding aids, reconciling grants, seniors’ grant article, seniors’ project kit, Boundless Festival, Cultural Gifts Program paperwork, Conservation students workshops, photocopying newspaper articles, presentations, Futures committee, disaster recovery, insurance valuation, business plan Belle’s total 1067.0 Katrina Basara Artwork project, accessioning, filing, photocopying, identifying rare 36.75 books Angela Brown Identifying titles from Lifeline donations 60.0 Max Brown Artwork project, framing artwork, disaster recovery 213.0 Marlene Stock take, accessioning, shelving 93.5 Campbell Margaret Futures committee 4.0 Carmody Heike Elvers filing material in research files, accounts spreadsheet, shelving, 106.0 accessioning, Gaynor Evans Editing annual report, Management Committee minutes 28.0 Lynn Fletcher Checking donations, checking material for research files, shelving, 100.0 accessioning, hosting valuers, Gillian Rubinstein papers, filing, compiling list of new books Belinda Gamlen Audiotape project, author visits, Futures committee, disaster 34.0 recovery, annual report, administration Rose Howes Stock take, Millennium cataloguing, shelf reading, identifying 329.0 duplicates, processing donations, shelving, accessioning, book repairs, identifying Japanese translations, disaster recovery Peter Ivers Filing, handling artwork repair 3.0 Nancy Lane Grant applications, funding proposals 36.0 Anna Journal editor 27.0 McCormack Trish Milne Grant applications, newspaper project, creating a finding aid, 80.5 donation form, Gillian Rubinstein papers, journal envelopes Paul Norden Gillian Rubinstein papers, audiotape project, checking donations, 45.0 accessioning Justine Powers Futures Committee 10.0 Emily Rodger Artwork project 14.5 Jackie Talip Accessioning, filing, checking journals & annual reports 6.0 Katie Taylor Filing, labelling, accessioning, disaster recovery, checking 14.5 donations Lesley Watt Creating a research file 7.5 Boundless Developing and curating mini-exhibitions 300.0 volunteers Management 6 meetings 89.75 Committee Total 2,705.0 4.3 Student Work Experience Katie Taylor, who is in her final year of a Masters of Information Studies at the University of Canberra, undertook her Professional Practice in the Information Sector at the Archives in semester 1, 2012. A program containing a wide range of Lu Rees Archives Annual Plan 2012, page 10
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