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December 17, 2018 By Vernon Systems

Project Ark: Digitising Southland’s heritage collections

We know that many of you are interested in the challenges small museums face when digitising their collections. In the Southland region of New Zealand, there is a fantastic project that is tackling those challenges head-on.

Project Ark staff at Te Hikoi Museum. Laurence Le Ber, Tiffany Jenks, Dani Lucas

Project Ark is a two-year pilot to start to catalogue Southland’s heritage collections and share them online. The Pilot is a collaboration between the Invercargill City Council, the Southland District Council and the Gore District Council. It is funded by their combined heritage rates and overseen by the Southland Regional Heritage Committee.

“This is an initiative that will not only help smaller Southland heritage organisations to document their collections but will also have a beneficial long-term impact on the ability for the wider Southland community to access their cultural heritage.” Victoria Leachman (Te Papa Rights Manager, Digital Content).

Skill sharing

Project Ark employs three roving cataloguers who bring their cataloguing, research, imaging and collection care skills to smaller museums. In return, museums share their deep knowledge of their collections and communities. It is this fusion and skill sharing that is at the heart of the Project.

 

coffee percolator
paisley dress
Hei Pounamu

 

The Pilot recognises the importance of the region working collectively to form a stronger and empowered community of care for collections and history. Project Ark lead David Luoni, and the team agreed: “It’s a partnership with museums to capture the local knowledge and stories that underpin their collections”.

Formal standards and procedures.

With the help of Vernon Systems, Project Ark uses eHive to fully catalogue the collections. Each museum has their own independent collection recorded on eHive and also publishes their records to a new eHive community called Museums of Southland, which functions as a regional portal. Records are also included in eHive.com and the NZ Museums website.

Morse Code Reader
Medicine Bottles
Muff and collar set

A lot of care and attention has gone into designing a solid foundation for cataloguing all the objects in Project Art. Project Ark has partnered with Vernon Systems to develop a set of standards to give each of the region’s museums a clear understanding of what information to enter into the database. This promotes best practice, self-help and consistency.

Te Papa’s National Services Te Paerangi is also a key partner, providing ongoing advice and several Expert Knowledge Exchanges across copyright, significance assessment and photography. NZ Micrographics provided their imaging systems experience and the imaging team at Auckland Museum also generously lent their expertise to the selection of photography equipment.

End Goal

To date, Project Ark’s team has worked with 10 of Southland’s museums to catalogue and share 50 items chosen by each museum to establish partnerships and the seed of the regional database.  For the remaining 18 months of the Pilot, the team will work with the volunteers at the Wyndham Museum to catalogue, image and pack its collection. The end goal is to partner with regional and national stakeholders and funders to resource the longer term roll out of the Project across all of Southland’s Museums.  You can track the Pilot’s progress via these links:

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Testimonials

New England Regional Art Museum

I’ve worked with the Team at eHive to deliver three online collection projects – across archives, library and art museum collections, both in New Zealand and Australia. The technical support is exemplary and the eHive Team have offered guidance and advice that makes solving any problems easy and maximising project potential possible. I’ve used eHive as both a host website for online collections, and for a fully integrated museum website search experience that has helped diversify our audiences and allow people to respond to collections in a tangible way.

Tanya Robinson - New Zealand & Australia

Mataura Museum

Thanks to eHive we are now a museum without walls. After putting our collection online, web visitors exceed physical visitors by a factor of ten, all without having to set up and maintain our own website. This wider reach has brought a raft of new connections to our small community museum.

David Luoni - New Zealand

Tweed Regional Museum

eHive has allowed the Tweed Regional Museum to easily publish our collection online, making it more accessible than ever before, revolutionising how we work and how far our collection can go. The back end of the system is incredibly easy to use, making it simple for staff with non technical backgrounds to publish the collection online. The team at Vernon have an excellent customer service ethos and help is never far away. We can’t recommend eHive to other small or medium museums enough.

Erika Taylor - Australia

Ashley Parker

Personally I consider eHive to be an absolute triumph. It is easy to use, logical, comprehensive, economic, safe (as in backed up), it has an open data/migration path to get data out and the support is superb. I will absolutely encourage other institutions I come across to change over to it. I did a pretty thorough analysis of the competition out there before selecting eHive and it seemed the best approach of all the choices.

Ashley Parker - Australia

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eHive is an innovative web-based system that will help you catalogue, organise and share your collection in a simple and secure way. eHive is developed by Vernon Systems.
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