When Barker College’s existing archival content management system was identified for retirement as part of a school-wide security review, I saw an opportunity to do more than simply replace software. It was a chance to reimagine how the College’s history could be preserved, accessed and shared for future generations.
Working closely with DatacomIT, Barker implemented Recollect and commenced the migration of its archival collections into the new platform, creating a modern, secure and highly customised system that has transformed the way the Archives manages and delivers information.
Over recent years, Barker has invested significantly in digitisation, making thousands of photographs, records, publications and memorabilia available in digital form. However, digitisation alone was not enough. The College also needed a solution that would improve accessibility, protect privacy, and support the long-term management of its growing collection.
Recollect has delivered on all three fronts. While parts of the collection are now available online, access is provided through a controlled login process. Prospective users request access to the site, and each account is reviewed and verified by the Archives team before permission is granted. This approach has enabled Barker to significantly improve access to archival material while continuing to meet its privacy, security and records management obligations.
One of the platform’s greatest strengths has been its flexibility. By bringing together records, photographs, news clippings, research files, biographical registers and other collections into a single integrated system, Recollect has streamlined archival workflows while preserving the professional standards required for archival management.
What made the system particularly successful was its high level of customisation. Recollect has given archivists, researchers, student volunteers and staff greater access to the collection while adapting to the unique needs of a school archive.
The system’s powerful linking capabilities have been particularly valuable. Archivists can connect records to people, events, locations, accessions, year groups, sporting teams, research files and more. These connections make it easier for researchers, staff, students, volunteers and members of the Barker community to discover related material, even without specialist archival knowledge.
In a school environment, these connections have been transformative. For reunions and significant milestones, we can now follow a student’s journey from Pre-Kindergarten through to Year 12, bringing together photographs, reports, awards, artworks, uniforms and other records in ways that would previously have required hours of research.
The platform has also delivered significant efficiencies behind the scenes. Bulk editing and large-scale data ingestion have enabled the Archives team to improve metadata, streamline workflows and manage collection growth more effectively.
Beyond collection management, Recollect has become an important community engagement tool. Former students and staff regularly explore the collection at school events, reconnecting with friends, teachers and memories from their time at Barker. Volunteers have also been able to contribute remotely by enriching metadata, identifying people in photographs and sharing recollections that add valuable context to the historical record.
Another key benefit has been the implementation of Recollect’s Digital Preservation module. The Archives team can now actively monitor the health of digital assets, report on preservation risks and support Barker’s long-term recordkeeping and retention obligations, helping to ensure that the school’s heritage remains accessible for future generations.
Throughout the implementation, the Barker ICT and Archives teams worked closely with DatacomIT to adapt the system to Barker’s requirements and make the most of Recollect’s capabilities.
The specialist knowledge of the DatacomIT team helped us make informed decisions throughout the implementation and provided valuable guidance as we migrated and expanded the collection. The result is a platform that has improved access, strengthened preservation, increased efficiency and created new opportunities for community engagement.
Today, Recollect serves as the central hub for Barker’s archival collections, bringing together records, memories and digital assets in a single, secure platform.
Rachel Byrne (Senior Archivist, Barker College, NSW)
