Organising Records
At TOCAH (Treasury of Country Australian History Inc), we collect, protect, and organise community history so it can be found, trusted, and shared—now and into the future. This page explains how we manage records that are donated, contributed, or created through our projects.
What we collect
TOCAH’s collection includes a wide range of historical material, such as:
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Photographs and albums
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Letters, diaries and documents
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Oral histories and interviews
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Obituaries, wedding stories, and family histories
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Artefacts and memorabilia (where appropriate)
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Digital files (scans, PDFs, audio, video, images)
We focus on material that supports local and regional history, family stories, and community heritage.
Intake and review
When TOCAH receives a contribution, we follow a simple intake process so nothing is lost or misattributed.
We record:
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Who contributed the item (and any preferred attribution)
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What the item is, and any story or context that came with it
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The date range (if known)
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Any restrictions or permissions (privacy, publishing, cultural sensitivity)
Where required, TOCAH may consult with the contributor to clarify details before publishing or archiving.
Accessioning and identification
Each accepted item is assigned an internal reference so it can be tracked through its lifecycle (intake → cataloguing → storage → publication).
This helps TOCAH:
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avoid duplicates
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maintain provenance (where it came from)
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confidently link records to stories, people, places, and events
Cataloguing and metadata
TOCAH organises records so researchers and community members can discover them easily.
We catalogue items using consistent information such as:
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Title / short description
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Names (people, families, organisations)
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Places and properties
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Dates (exact, estimated, or “circa”)
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Record type (photo, document, interview, artefact, etc.)
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Keywords / themes (e.g., farming, wartime, schools, community events)
This “metadata” is what makes records searchable across our website and internal archive.
Classification and grouping
Where possible, records are grouped into logical collections, such as:
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Family or individual collections
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Community groups, clubs, and organisations
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Themes (e.g., weddings, obituaries, historical events, artefacts)
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Geographic areas and localities
This approach helps maintain context so records aren’t just “files”—they remain part of a story.
Digital records and publishing workflow
Many records are shared through TOCAH’s online archive and story categories. Before publishing, we check:
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That names and details are respectful and accurate
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That permissions are clear (especially for living people)
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That sensitive information is handled appropriately
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That credit/attribution aligns with the contributor’s wishes
Some content may be archived internally and not publicly published, depending on contributor instructions and privacy requirements.
Privacy, permissions and cultural sensitivity
TOCAH is committed to handling records with care and respect.
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We take privacy seriously, particularly for records involving living people
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We follow contributor guidance around attribution and use
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We recognise that some historical material may be sensitive or distressing
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Aboriginal and Torres Strait Islander people are advised that our website may contain images, voices, or names of deceased persons
Where needed, TOCAH may restrict access, apply warnings, or withhold publication.
Corrections and updates
History evolves—new details emerge, names are corrected, dates become clearer, and stories expand.
If you notice an error or have additional context for an item, we welcome updates so the record becomes more accurate for future generations.
Want to contribute material?
If you have photos, stories, documents, or historical information you’d like to share with TOCAH, please reach out to the committee. We’ll guide the intake process and discuss permissions, attribution, and the best way to preserve and share your contribution.