Facilitator : Aloisius Si Shao Peng

Leader : Shanker Thangavelu

Members : Jason Ho

Looi Tai Yew

Mohamed Fadzil Bin Mohd Noh

Facilitator : Leong Weng Kee

Leader : Simon Lim Kok Boon

Members : Mary Lim

Azsrina Bte Abas

Lui Weng Kum

Salbiah Bte Ramat

Maslinda Bte Sinin

Kalsom Bee Bte Ismail

Facilitator : Ruth Lim

Leader : Lee Lay Khoon

Members : Mohamed Bin Raja Ibrahim

Delly Faridah Bte Salam

Caroline Arumugam Kalavathi

Thanaletchmi d/o Kandasamy

Cindy Tan Lu Yin

Facilitator : Shirley Fong Lai Ping

Leader : Wang Liping

Asst Leader : Chng Yak Hock

Nor Aini Bte Omar

Wah Jum

Gayathri Kaur Gill

Jennifer Lim Shih

Shareefa Bee Bee Bte Samat

Salimah Bte Ismail

Facilitator : Julia Chee

Leader : Claire Yeo Ching Yui

Lye Soo Choon

Yap-Wong Hwai Fey

Chung Lai Beng

Revathy Sivasamboo

With assistance and inputs from:

Mrs Kwek-Chew Kim Gek

Irene Lim

Dr Phang Lai Tee

Ng Yoke Lin

Tan Sock Sun Susan

Tang Yongcen Sam

Oon Guat Hui Lily

Chia Li-Shen Marisa

He Sujin

Ong Siew Hoon

and guidance and advice from Director NAS

Center : NAS

Date of Commencement: 1 Jun 2008

Date of Completion : 10 Jul 2008

No. of Project Completed : NIL this FY

(Excluding this)

Title of Project: A more effective and structured telling of the archives preservation story through showcases with staff development and cost savings as secondary objectives.

1 In the past, and more so in recent years, NAS has received a lot of requests from both local and overseas visitors who wanted to learn how we preserve archives, and many specifically wanted to see how we set up repositories. These requests often led to senior staff having to prepare and conduct guided tours and the information shared is not necessary complete, coordinated or consistent because of staff changes and as we do not have a formal structure or template and standard script.

2 It is also time consuming as each tour has to be customized and is manpower intensive as different staff are in charge of different repositories, types of archival records and preservation formats. An ad hoc approach means that we may have to gather appropriate samples and materials each time to tell a story and some of these if not consciously retained, could have been disposed of as obsolete if they are no longer required.

3 We need to reduce manpower wastage caused by repetitive preparations for briefings, and also reduce omissions or errors arising from incomplete knowledge or preparation and dependence on memories or notes of presenters who may overlook some points. The reductions can be achieved through a formalised and documented methodology. With a standardised package for presentation and through actual delivery to visitors, we will be able to add information where necessary and further enhance the package and its presentation.

4 Management agreed to implement the proposal and as this project required NAS-wide involvement, teams from the various divisions of NAS were involved in gathering and selecting appropriate information and materials for the presentation package through redeployment, recycling and reuse of existing information, materials and tools. The teams also conceptualized the storyline and design for the presentation package of information, samples and materials.

5 NAS recycled showcases that were no longer in use by ACM for this project. Through the showcases, the preservation story and supporting materials, tools and samples were organized according to the types of records and preservation challenges. The interconnections in the conservation and preservation of different types of records were made apparent by this structured approach e.g. time, pollutants and humidity are common adversaries of archives.

6 This project is timely as NAS has organised an international conference on archives in July 2008. The conference with foreign guests from several countries highlights the need for a systematic promotional and educational strategy for NAS as part of cultural diplomacy.

7 The project is thus an actualisation of the strategy to make apparent the expertise and achievements of the NAS.

8 NAS now has a holistic product consisting of showcases displaying materials and tools illustrating our preservation work giving a complete and entire overview coverage of all cycles of our work in repository management, paper conservation, image preservation, oral history recordings and audiovisual archiving.

9 When presentations are needed, NAS is now able to show through a formalised structure:

a. The wide range of record media we have to preserve

b. The range of challenges that each of these media poses for preservation as each comes with its strengths and weaknesses

c. How NAS tackles the challenges and formats - conservation treatment, preservation strategies and repository management issues.

10 Given the wide coverage as evidenced by the materials in the showcases, it would seem a daunting task for any staff to cover all aspects of the story. However in designing the showcase display, NAS has applied the cognitive mapping technique known as Loci, an ancient but extremely effective way of remembering information without referring to notes. The technique makes use of a room (in our case, the showcases) that the presenter knows. Within the room or showcases are objects which the speaker can easily associate with the different types of information he or she will be presenting. By looking at the objects, the presenter will recall and convey the right messages accordingly to the audience.

11 Taking the two showcases concerning Oral History as an example, they contain some seemingly unrelated objects to the subject matter - a chair, three clocks of different eras, three weighing scales, a newspaper cutting on the late Dr Lee Siew Choh, etc. However these disparate objects in fact will help the presenter recalls the various stories associated with oral history methodology. Reference notes are also prepared as part of the project to train new presenters.

12 Other than creating a structured presentation platform that enables NAS to project its expertise effectively, other benefits are:

a. Staff experienced at first hand the 4R principles of reuse (information on our work), recycle (showcase) and recover (value) and reduce (time spent to prepare guided tour for VIP visitors)

b. It is a unique learning opportunity for staff to get to know the key function of archives: Conservation and Preservation of different media. This turns out to be an effective platform for the senior/experienced staff to guide the younger and newer staff in acquiring knowledge on key archives functions - conservation, preservation and dissemination through among others, creative use of the Loci and object theatre techniques to develop a guided tour (which could be automated further as well). Staff also grasped the interconnections across media.

d. The project helps to develop the presentation skills of NAS staff through the use of storytelling techniques and objects (displayed) to explain the work of a rather dry subject (archives). Each showcase is like an object theatre, similar to RBC's Sounds of Battle, except that the showcases do not depend on IT and special sound/light effects to engage viewers.

13. This is also a value for money and highly sustainable project. In addition to the non-monetary benefits, there are also cost savings. Cost of showcases if new is at least $50,000. NAS incurred only a cost of $6,392 for transporting and installing showcases salvaged from ACM.

14 The cost of setting up the displays in the showcases is $2,813 which represents very good value for money display of information, materials and tools in 8 showcases and 2 display panels. Manpower incurred for the project adds up to 992.75 manhours consisting of the following:

15 As the project is very much like a learning journey and team building exercise, the time spent by staff is highly beneficial and should not be viewed as a cost. In the past, it would have taken about 240 hours to prepare for a simple presentation with no structured display of information, materials or tools and much less details. This process would be repeated on other occasions due to staff changes or to cater to the specific interests or focus of the VIP visitors. The outcome of this WITS project means that NAS has an ever-ready structured presentation. Besides saving on manpower, the quality of presentation is greatly enhanced.

16 Photographs covering the project from preparatory brainstorming to preparation of display materials and the completed showcases have been captured for record.

Some of the staff involved were invited to reflect upon the project on completion as part of the learning cycle. Below is a sampling of the reflections expressed:

My participation in this project has deepened my understanding of microfilm as an archival medium and of NAS IPL operations. Through research and discussions with senior staff, I acquired an in-depth understanding of microfilm. I learnt how NAS moved from analogue microfilming to digital scanning to keep pace with technology and exploit IT. An important lesson for me is the rationale of adopting microfilm as a preservation media for text-based documents and drawings to protect and preserve Singapore’s corporate memory.

It is rather amazing to put together the IPL showcase in this short span of time with a small budget, even more so by staff who are amateurs in showcase display. Although this microfilm showcase is done by the IPL team, the actualisation of it would not be possible without great teamwork and contribution by Archives Conservation Lab and joint creative application of 4R principles to overcome the constraints of limited time and resources.

This project helped me gain for the first time, hands on experience on project management, from conceptualising to set up. The project requires competencies in various areas, such as, design, writing, making of display support, concept and photography, all of which involved team work. The team work developed cohesiveness and instilled a sense of ownership. It was also very motivating to have senior management working hand in hand with operational staff.

I did some research to facilitate my writing of the text. The research equipped me with knowledge on conservation, preservation and repository management topics. Having a better understanding of the challenges faced by NAS for paper based records, and how conservation addresses these, I am able to understand the interdependence of each division’s work in preserving heritage for our future generations. This was an excellent ‘On the Job’ learning opportunity, which has allowed me to commit and contribute more to the organisation.

Preservation is an important action after conservation for documents. Both have to go hand-in-hand to prolong the life span of the documents. Working on this project has allowed me to gain a deeper understanding of preservation and conservation.

I have learnt about the different challenges (both inherent and external) faced in preserving and conserving our collections in different media and measures taken to tackle these problems. Apart from all these, setting up the showcase for ACL under a repository environment has further impressed upon me the importance of proper handling, storage methods and environmental factors which are crucial in prolonging the lifespan of our records.

Through the project, I have come to realise that every factor surrounding the documents may cause deterioration be it the materials/solvents used during treatment, handling and the environment in which documents are stored. Documents are "silent patients" and their "sickness" are most likely discovered only when signs of deterioration are obvious.

I also learnt of the important role of NAS in education through dissemination and promoting the use of archival resources. I have benefited from the work put in by colleagues in putting together the various showcases which have in a very tangible, interesting and lively manner explained the role of NAS.

My direct involvement in the set up of OHC panel/showcases in MOFF gave me the opportunity to learn about showcase design and presentation. I learnt how to present dry facts with interesting exhibits and anecdotes to liven up the presentation and engage the audience.

My personal experience in engaging the 4R principles included re-using information compiled previously for the oral history manual published in 2007 in scripting the panel/showcases text and the guide text. The guide text will reduce the time spent by future officers who have to brief visitors on the panels/showcases. The comprehensive information compiled in the guide text also provides context to future guides who may not be oral history trained.

I also learnt about the conservation and preservation of other records in NAS by working closely with fellow colleagues in other divisions. The strong team work also enabled me to get things done efficiently. Regular sharing sessions in conceptualising the showcase design also allowed me to bounce off ideas with colleagues and learn from their experiences.

It is both encouraging and motivating to see that what we do and learn in our daily work, has potential and long-term value including sharing our work with visitors both local and international. This makes my skills and knowledge acquired through work more meaningful. The project is a very good hands-on experience and it has helped me shape my ability in the following areas:

1) anticipation of problems

2) contingency planning

3) skills to efficiently obtain the best resources in challenging environments.