How to become Trove ready
Do you want your collections to be discoverable on Trove? To become a Trove Content Contributor, you will need:
- to establish and maintain a collection management system (CMS) connected to the internet and compatible with Trove
- basic collection records (cataloguing) of at least some of your heritage collection uploaded to your CMS
- be supported by appropriate computer hardware and trained staff.
We also recommend:
- digital images of each catalogued collection item (digitisation)
- cataloguing and uploading the most significant items in your collection first.
We appreciate that these steps can be major challenges for some organisations, especially if you are in the early stages of cataloguing or not using an online collection management system.
This page outlines the minimum requirements involved and provides advice, resources and recommendations for organisations that can support your digital journey.
Trove Collaborative Services thanks the organisations listed, for generously sharing their resources, and acknowledges their important role in supporting community groups care for their heritage collections.
Where to start
Trove Content Contributors contribute collection records to appear in Trove by harvesting data from their organisation’s online collection management system (CMS).
Trove is compatible with a large selection of systems which makes it easy to find one that works for your organisation, skill level and collection. If your organisation is in Victoria or Western Australia and you meet the applicable eligibility criteria, you also have the option of joining state based collections platforms that are a great entry point to Trove.
Once you have an online CMS, enhancing your records and making them accessible to the public should be the next step. The best way to do this is to upload digital images for your catalogued collection items. There are many pathways to digitising your collection, but the most accessible approach is in-house digitisation which only requires a digital camera, simple photography props and access to electronic storage.
For more information on how digitised images are presented on Trove and linked to partner platforms check our Trove Partners and Digitisation page.
Having an online CMS and digitised images allows your heritage collection to be more accessible. Exporting your digital collection records into Trove extends this access to a trusted national platform which attracts over 68,000 users every day. With every new collection of items and stories added, Trove becomes a more truly nationally representative collection.
Are you new to the world of digital collections? Museums & Galleries of NSW have a handy fact sheet for beginners: Digital definitions for small museums.
An introduction to cataloguing and collection management systems
Cataloguing your collection is the key to effectively understanding and managing your heritage collection. It’s also an important tool in managing operational issues including legal ownership and copyright, storage and retrieval, security, research and publications, exhibition development and conservation.
Cataloguing can be as simple as recording standard information for each item in an Excel spreadsheet or using cataloguing templates but there are additional benefits to using an online collection management system (CMS). Entries can include more detailed information about the items and will often have storage for related documents and digital images.
Most CMS are designed to accommodate a variety of collection types, so information is consolidated into a single database, simplifying searches, data export and reporting. Industry standard lists, themes or tags can also create relationships and links across the collection.
Most importantly, an online CMS improves the collection’s accessibility to staff and volunteers, but also to the public. Other collecting institutions, researchers and the wider community can learn more about collection items and reach out with comments or research queries. This access can be further enhanced by joining Trove as a Content Contributor so your collection can be shared with our Trove audience.
Cataloguing and collection management system resources
Trove Partners – Systems we work with
- List of Trove compatible systems and vendors, with guidance on its suitability for type of organisation and size of collection.
Small Museums Cataloguing Manual (5th edition, 2021) (AMAGA Victoria)
- Guidance on cataloguing, registration and digitisation
- Includes cataloguing template and example.
Cataloguing Fact Sheet (Museums & Galleries of NSW)
Collection Management Systems (Museums & Galleries of NSW)
- Useful introduction to deciding on a suitable CMS outlining key factors to be considered during the research phase.
- Reviews of popular off-the-shelf products and custom products.
Public Records of Victoria Managing Your Collection (for community-based organisations)
- Training materials to assist community groups to manage their archives
- Includes a section on cataloguing archival collections, with an explanation of the differences between archival description and museum cataloguing.
Selecting a Collections Database that fits your Digitisation Program (History Trust of South Australia)
- Short online presentation outlining what to consider when deciding on a collections database.
Making Collections Accessible (2018)
- Federation of Australian Historical Societies report, designed to assist historical societies in the development of digital collections with guidance on cataloguing, creating a digital collection and access issues.
- Royal Historical Society of Victoria (see What’s On – Upcoming RHSV Events and Exhibitions) hosts regular online Cataloguing Clinics exploring all aspects of cataloguing for historical societies.
Introduction to digitisation
Digitisation is an important means of preserving collections and improving access to a range of audiences. The term ‘digitisation’ in the collections sector includes:
- capturing digital images of physical collection items (eg artefacts, artworks, photographs, printed material)
- reformatting obsolete or deteriorating audio-visual material to a digital format (eg transferring audio from a cassette to a digital file)
- preservation of born-digital material.
Although digitisation can be undertaken without having an online CMS, groups with one will find digitisation easier as most systems provides storage and a user interface for the final digitised images.
Digitisation allows you to:
- Preserve your items if they are fragile and beyond repair or use by creating a digital copy.
- Provide wider access to your items by adding your images and their stories to an online CMS (and Trove), website or social media channels. For text-based items, digitisation can include using Optical Character Recognition (OCR) to create a searchable text layer, increasing discoverability.
- Use your collection items to promote your organisation’s collection and activities.
Starting with smaller digitisation projects can be more sustainable and accessible for community groups. Focus on a high demand collection, or items featured in a new display, where digitisation can deliver immediate benefits.
What are your digitisation options?
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In-house digitisation
Even small community groups can undertake in-house digitisation with a digital camera, simple photography props and access to computer storage. In-house digitisation enables collection material to be kept onsite, builds skills within the organisation and can progress at your pace. Photographs, artefacts and artworks lend themselves to in-house digitisation. If you need equipment, some professional associations offer equipment lending programs. - External digitisation
Groups can work with commercial suppliers who have access to advanced scanning equipment that are beyond the reach of small organisations. They can efficiently digitise large volumes at high technical standards. Groups may consider specialist suppliers for printed material such as newspapers and reformatting audio-visual material.
Trove Collaborative Services also provides external digitisation services for collections. As a Trove Content Contributor, groups can access Trove Digitisation services at partner rates. All digitised collection material is scanned to high technical standards (including OCR for text-based material), uploaded to Trove and immediately available for viewing. Once you’re ready to join Trove, learn how digitised images are presented on Trove.
Whether in-house, external or a hybrid approach, digitisation draws heavily on limited resources. Groups should invest in planning and research to understand the technical requirements and establish a digitisation framework. For best outcomes, aim to align digitisation with collection management policies and ensure that workflows incorporate copyright, documentation, conservation, collection housing and public access.
Digitisation Resources
GLAM Peak Digital Access to Collections Toolkit
- GLAM Peak brings together the representative bodies for Australia’s galleries, libraries, archives, museums, historical societies, cultural heritage organisations and research peak bodies.
- Digital Access Toolkit (2016) provides practical steps for volunteers and staff in small to medium organisations in Australia that are collecting digital items, undertaking digitisation, and providing online access to their collections.
Public Records of Victoria
Museums & Galleries of NSW resources
- Digitising Your Collection series
- Crystal Clear: standards and guidance for digitising regional collections (2021)
AMaGA Victoria
History Trust of South Australia – Digitising Collections SA
- Extensive training package (2022) supports organisations wanting to digitise their physical collections inhouse.
- History Trust of South Australia offers an Equipment Loans program to registered members.
Audio Collections Digitisation
Photographs
Other useful documents
National Standards for Australian Museums and Galleries 2.0 (Second Edition 2023)
- Supports Australian collecting organisations by detailing principles, standards, benchmarks and tips in three key areas: management and governance, people and programming and collections. The document is supported by a comprehensive list of Australian and international resources.
Significance 2.0: a guide to assessing the significance of collections (2009)
- Significance 2.0 aims to support collecting organisations, collections professionals and the broader public to determine the significance of cultural and heritage objects.
- Understanding the significance of the collection, assists with cataloguing, digitisation, interpretation and conservation.