QSA in collaboration with the Digital Archives Project team launched the new Archives integrated system to the agencies and public in June last year.  Gaia Resources’ collaboration and specialised team oversaw the Archives biggest change in 20 years. 

The new system features 3 specific systems, Archives Space, for the archivists; Archives Gateway for the Agencies and Archives Search for the customers, agencies and public.

Archives Search is now an easy to use, dynamic system that displays and searches records that are managed via Archives Space system.  

Reaching out to a few of the many users of the new system, they were happy to share their enthusiasm:

• Multiple researchers have indicated that they love that they can create and manage their own account  
• They can order records from home ahead of a planned visit to the Reading Room
• Favourite searches can be saved and all their request history displays in one easy to access place
• Researchers like that they can download an image or request a quote for a digital copy of an image directly from the catalogue and can do this from home
• The catalogue is user-friendly and a lot of things are easier to use now
• Researchers don’t need to use the QSA search terminals.  They can now bring their own laptop in and order directly from there – this makes it easier for new records requests during a visit and is more efficient, particularly if the research terminals are all in use and the researcher would otherwise be waiting for someone to finish before they can order more records
• There is excitement about the ability to tag records and that research communities can now do this and have the benefit of another way to search
• Improved search functionality, such as being able to ‘limit to’ when searching really helps filter their searches. In the case of one very experienced researcher, he has now found records he has never found previously due to being able to manipulate searches using the filters and facets
• Being able to have agency delegates see their agency records is a great feature
• Very pleased to see the Australian Series System underpinning the new Archival Management System (AMS) 
• Happy to see that function and mandate metadata is now available/available again
• The improved storage capacity in the new AMS also means it can now accommodate more documents or larger documents, including significant records such as the Colonial Secretary correspondence which were previously only available digitally on the computers in the Reading Room.

While there has been a period of adjustment for researchers who were used to the old AMS, most have adjusted quickly to the changes, while others are still discovering new features of the system and becoming familiar with the best way to engage with the catalogue. 

If  you’d like to know more, read our previous blogs, or feel free to email me. Start a chat with us via Facebook, Twitter or LinkedIn.

Tania

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There is always excitement, tinged with trepidation, as you start your new job on the first day; starting a new job during a global pandemic further adds to the mix of emotions.

Day One was not your normal first day on the job. For starters, I didn’t leave the house; I had the best car park; I also knew which of the two coffee shops down the road provided the best coffee; where the amenities were and how to escape the building if there was a fire alarm.

What I didn’t know was the culture of the company, how everyone interacted, what was expected of me and who was who in the business.

Gaia Resources already had their Business Continuity Plan in place for a few weeks before I joined and the team had all chosen to transition to a ‘work from home’ solution to the COVID-19 shutdown.

The executive team had run surveys and feedback sessions to understand what would be helpful for everyone to work from home. The way Gaia managed the changing environment by engaging the team really resonated with me. There were morning video coffee chats set up; a simple emoji ‘whereabouts log’ created, and an end of week discussion and survey to check-in to ensure everyone was OK.

So, what are the main differences from starting a new job in an office compared to working from home? Well firstly, you don’t normally stand at the front of an office and meet everyone at once as you do in a video call; there is no way to listen and observe the intricate social interactions, which often create the working relationships; and it’s hard to know what is expected without asking those awkward questions.  Gaia Resources has made great efforts to accommodate these communications.

The video chats and calls are created in a relaxed environment with humour and good nature, which helps the meetings flow. My first group team meeting, where my screen was filled with new faces, did not feel as overwhelming as I had expected. Everyone took the time to say hi, introduce themselves and explain a little more of their background.

I was teamed up with a mentor and a team buddy, and having them both to hand gave me a sense of direction and understanding, helping me ease into my new role. My mentor, who is in fact the company’s CEO Piers Higgs, provided the guidance and encouragement for me to excel and grow quickly within the team. There were lots of opportunities for me to clarify meeting outcomes and provide post-meeting feedback, which ensured I didn’t feel isolated. In fact, the new working day interspersed with video calls and chats is actually starting to feel like a normal workday!

Another big factor to working from home when starting a new job is ensuring you are staying healthy by exercising and having family time. It is a little too easy to work and not know what is acceptable for the start and end of the day. Having the ‘whereabouts log’ was reassuring in that everyone is aware of their wellbeing and that there still needs to be a division between work and home life.

I have been impressed with how Gaia Resources has transitioned their company (which has staff in Perth, Brisbane and Darwin) into a productive work-from-home solution so successfully. With such support and direction, I plan to be working with them for many years to come.

Tania

Thank you, and welcome Tania! If you would like to know about Gaia Resources response to the COVID-19 shutdown, please contact us directly via email, or drop us a note on our social media channels: Facebook, Twitter or LinkedIn.

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