Archives Presentation

I was asked to help a Sister use Prezi software and thought I’d have a bit of a play with it to see how it works.  I will share the result with a sympathetic audience.  A more professional version might be a good way to promote our collections.


It is available from this link –

“Challenges, Obligations, or Imperatives: The Moral & Legal Role of the Record Keeper Today”, ARA Conference August 2015

The Annual Archives & Records Association (ARA) UK & Ireland conference arrived in Dublin last week, to explore various ethical and moral dilemmas facing the record keeping profession.  After the opening keynote address, simultaneous sessions ran on the themes of Archives & Records, Conservation and Digital Preservation. As the three streams ran simultaneously, it involved some hasty note gathering and a dash to attend the next input.

ARA Conference 2015The key note address by James King explored the Boston College Belfast Project, where after some legal wrangling, access to ‘sealed’ oral archive recordings with participants in ‘the Troubles’ was successfully granted to authorities. The influence exerted by stakeholders and the role of the archivist in facilitating justice was explored. Poor record keeping practices identified by various inquiries into past abuses in state and church institutions in Ireland, the UK & Australia and the management of medical (mental health) records in Ireland, provided the background to a number of talks, which probed our traditional concepts of access to and ownership of records. There are ever growing demands from care leavers – the subjects of these records – for open access to and, indeed, ownership of records containing their personal information.

We were challenged as a profession to advocate for good record keeping practices on the basis that the personal and social consequences of the failure to do so, are now accepted and well documented. The Public Records (Scotland) Act 2011, drafted as a result of recommendations from an inquiry into historical abuse, was widely praised. The difficulties facing the practitioner working in the private sector, who is responsible for managing and preserving records without the framework of ‘enabling legislation’ were acknowledged.

The various inputs prompted me to consider the ‘official’ records of individual Sisters & those whom Loreto work for and amongst. They seldom had any input or control over the creation of records relating to them. As Loreto archivists we have an obligation to honour the unique contribution & life of each Sister, but also all those – the empowered and the disenfranchised – whom Loreto worked and continue to work & live alongside.

We, as Loreto archivists, are accountable not just to the Loreto Sisters, who are our primary stakeholders, but also to the wider communities which they serve. I hope that the Loreto Archives Policy will provide us with an enabling structure to work towards the fulfilment of the duties and responsibilities of our roles, and our moral and ethical obligations to all our stakeholders.


Institute & Irish Province Archivist, Dublin

‘Archives on the Edge’, Australian Society of Archivists’ Conference 2015

I would like to share a little of my recent trip to Hobart and the annual Australian Society of Archivists’ Conference.  Firstly, Hobart was not cold at all!  Well, maybe that was compared to Ballarat.  But the surprise fine sunny Hobart weather was an added bonus to the conference.

The theme of the conference, ‘Archives on the Edge’, referred to the geographical location of the conference, of course, but also to the idea that archives are at the precipice of the Information Revolution.  There were interesting discussions, initiated by Keynote Speaker Geoffrey Yeo, as to the professional role of the archivist in our information age and how we could continue to be a vital part of the hub around which greater and greater amounts of information dizzily circles ourselves as individuals and our organisations.  Information, which comes our way as disorganised white noise, must be tamed to be a useful resource by the active process of record keeping and records management and the consequent keeping of archives.  Archives are then available, with human intervention and interpretation, as a source of knowledge and thence art, philosophy, science; the fundamentals of culture.

There were practical examples of how archives are being used to secure and revitalise cultural  identity.  Fascinating work is being done on Tasmania’s convict records by Hamish Maxwell-Stewart of the University of Tasmania.  Tasmania was a prison without walls as the walls were on paper.  Only a small percentage of Tasmanian convicts were ever incarcerated in physical prisons, the others being assigned to work for private individuals or government projects.  Consequently their lives were controlled by the administration and hence they became the most documented people in the British Empire; we have records of their physical descriptions and photos, down to scars and tattoos, family background, bank accounts, medical records, run-ins with the law, of course, and locations and movements.

Work is also being done in Tasmania on records of the Tasmanian aborigines.  Julie Gough, artist and curator, whose matriarchal Aboriginal family line traditionally comes from Tebrikunna in far north eastern Tasmania, is piecing together aboriginal identities and culture through the records and artworks of colonists’ direct contact with aboriginal people, making genealogical connections and mapping locations and relationships.  She then uses this knowledge to develop interpretative art works.

Who can visit Hobart these days without taking the ferry to MONA (Museum of Old and New Art)?  Here I spent a day being delighted by intensity of architecture and ideas.  My favourite piece was ‘Artifact’ by Gregory Barsamian, which was a giant head filled with bizarre animated images.


The artist says that, ”We get twenty million bits of information impinging on our senses every second, yet our conscious mind only interprets fifteen to twenty bits per second.” This seemed to support the message of the conference and the issues of the Information Age and, of course, archives’ place in it.  It is the role of archives to help make sense of this information overload.


Myself, Jane Mayo Carolan, Steve Stefanopoulos.

Jane and Steve were presented with the ASA Mander Jones Award for a publication making best use of Archives.  The publication was ‘A Row of Goodly Pearls, One Hundred and Twenty-Five Years of Loreto in Melbourne’.                           (I’m not sure why I am holding the certificate!)

Robin Scott                                                                                                                                                                          Province Archivist, Loreto Australia and South-East Asia

Journals of the Catholic Archives Society

The Catholic Archives Society (Great Britain & Ireland) has digitised and published  previous issues of their journal online.

They can be accessed at:

An article from the 2011 journal, “Access to Archives in Civil and Canon Law”, by Mgr Gordon Read, caught my eye… might be a useful resource in our attempts to convince and reassure Leaders regarding the transfer of ‘closed’ material to the Archives…..

Happy Reading!


Australian Society of Archivists – Conference 2015

The Australian Society of Archivists’ Conference is coming up in a couple of weeks.  The theme is ‘Archives on the Edge’ and it will address cutting edge issues.  Or as the conference program puts it – “Are we as practitioners of the noble art of keeping, balanced on the edge of organised chaos, chaotic order or eventual oblivion?”

The Conference will be in Hobart, where is was snowing a few days ago, so I will rug up for my trip.

I’ll report when I get back on any insights as to how to keep it all under control!



One Collection

I just recount this as a reminder to myself as much as anyone that the collections for which we are responsible are just a small part of a whole.  The IBVM & CJ Archive includes the collections of all the provinces and schools around the world.

When getting requests for information about Australian Loreto Sisters who have been born and/or entered elsewhere or left Australia to join another Province I find it invaluable to be able to tap into our wider network of Province Archivists.

The history of Australian Sisters leaving for India is an example of the cross-over of collections.  We have had genealogists and academics interested in the contribution of the Australian Sisters in India.  The relationship began with M. Gonzaga Barry and India’s 2nd Provincial, M. Gonzaga Joynt.  They both worked on a revision of the Constitutions to include Regulations for Foreign Missions and supported each other through their correspondence. We have quite a few interesting letters between the two and artefacts given to M. Gonzaga from the Indian Province, including a beautiful album containing photographs of the Indian foundations, presented to M. Gonzaga Barry by “her namesake”, M. Gonzaga Joynt, for her Golden Jubilee.





The students of Ballarat also kept in touch with the Indian students as letters, news and photographs featured in the school magazines.

Bengal students 1903 EB




Many of the early Australian Sisters to go to India had been recruited from the Ballarat and Melbourne Loreto Teachers’ Training Colleges.

Naturally, after they leave for India, often entering in India, we have very little record in Australia of the lives and works of these women.  Several times we have relied on Indian archivists, Sr. Mary de Souza and Maureen King, for further information on their careers in India.

So thanks to Sr. Mary and Maureen and others who fill in the gaps.



Digitisation Project – Dublin

We have completed one of our long awaited projects – the digitisation of the papers of M. Teresa Ball IBVM – foundress of the Irish branch of the IBVM (Loreto).

This is the oldest collection in the Institute Archives, the earliest document dates from 1814 and it documents the foundation of the Institute in Ireland from 1821.

We were anxious to have preservation copies of the original material and to facilitate greater use of the collection particularly by province archives and through our online presence.

The digitisation project was outsourced to a local company – Eneclann, who specialise in the digitisation of archival material. They have extensive work experience in digitising collections with national, local and other archival repositories, and were familiar with the security and handling requirements of archival collections. The collection was taken off –site for the digitisation process and were returned to us within 4 weeks.

Over 2,400 discrete images were captured. On completion of the project we were presented with images in two formats to facilitate preservation and access. The resulting images were captured as a 24-bit (full colour) image with a 450 DPI. The master or preservation copies are stored as uncompressed TIFF images.  A surrogate set of files were created as PDFs, these are the access copies. The master copies are the preservation copies and will only be used to generate lower resolution images to facilitate access.

All images are watermarked to protect the copyright and associated intellectual rights of IBVM Archives.

Each image (master and access) is named after the reference of the original (physical) item and are stored in folders corresponding to the file reference of the original (physical) item.

We requested a selection of sample images of both master and access formats during the digitisation process, to ensure that we were happy with the quality of the images captured. The digitisation company implemented their own validation procedures during the project including checking for focus & clarity, completeness of the captured image, lighting, bit depth, resolution & file format.

We are delighted with the end product and look forward to increasing access to this foundation collection through the use of our digitised images.