ARA Archive Volunteering Award for 2025
The 2025 award is another opportunity to thank our volunteers for all their continued support and to acknowledge and celebrate best practice around volunteering in the recordkeeping sector.
The award welcomes projects which demonstrate how archives have supported volunteers through the past year and have adapted projects to suit their circumstances whether remotely or in new ways of working together.
Winners have a national platform to celebrate their volunteers’ contribution to the service and gain publicity for their archive’s role in supporting individuals and community through volunteering programmes.
Eligibility
The award recognises work involving volunteers within an institutional archive service in the UK or Ireland
Work must have taken place in 2023/24 (but can be part of an ongoing programme of activity)
Evaluation must include some feedback from the volunteers involved in the project (i.e. not just view of the organisation)
The 2024 Award was awarded to the Alberta Research project at Mapperton House
The Archives and Records Association seeks to celebrate the role of volunteers in supporting archive services, and to collect good practice case studies to inform the wider sector. This award is a key strand of the work of ARA’s Volunteering in Archives, Action Plan, bringing to life the recommendations the ARA report Volunteering in Archives. The award is also supported by The National Archives, the Welsh Government’s Museums, Arts, Archives and Libraries Division, and the Scottish Council on Archives.
This award which is made in June each year is open to archives across the United Kingdom and Ireland. Awards will be publicised widely throughout and beyond the sector.
Nominations are now open. Please use the nomination form for here to enter. The nomination form includes guidance. The deadline for nominations is 28th March 2025
Organisations may nominate projects, or ongoing volunteer programmes, that ran during (and across) the 12 months up to the nomination date.
If you have any queries about the award please contact Deborah Mason, Volunteering Awards Administrator, (01823 327077) or via volunteeringaward@archives.org.uk
Information on the award is available in Welsh here.
Case Studies and Award Announcements from previous awards
2024 Award
Alberta Research Project, an American Heiress Archive at Mapperton House, Dorset
The Judges citation: “This was a well-rounded and well run virtual volunteer project and demonstrated good reflections through a detailed ‘lessons learned’ section. Plans for future developments and the use of AI and the ongoing relationship of the volunteers with the project also impressed.”
About the project
The Alberta (Sturges) Research Project (ARP) initially aimed to preserve Alberta Sturges Montagu’s, 9th Countess of Sandwich, correspondence at Mapperton House, Dorset. Its scope expanded as additional archives emerged, leading to a fundraising campaign on Buy Me a Coffee. The primary objective was to renovate Mapperton's muniment room for proper archival storage and recruit virtual volunteers to transcribe the letters.
Thirty volunteers formed teams named after White Star Line Ships to transcribe the scanned letters. The letters were categorised and organised on Google Drive. Team Leads monitored this process, maintaining a master spreadsheet tracking each letter's details and ensuring searchable text versions were created.
As the project progressed into 2023, more letters were scanned and distributed to teams. Volunteers collaborated virtually, transcribing, reviewing, and editing letters. The ARP thrives on volunteer dedication in every aspect, which will ensure the preservation and sharing of Alberta Sturges Montagu’s historical legacy.
This research project at Mapperton House delves into the extensive correspondence of Alberta Sturges Montagu, 9th Countess of Sandwich, offering a rich tapestry of history from the Gilded Age to the aftermath of World War II. As they navigate Alberta's letters, the team at Mapperton have identified various target audiences who share a common interest in UK history and significant historical events of the 20th century. From history enthusiasts to academic researchers, educators, students, local community members, tourists, heritage organisations, cultural institutions, media, and special interest groups, the project aims to provide valuable insights and primary source materials that resonate with diverse audiences.
The project's main goal is to digitally preserve and make accessible the extensive correspondence archive of Alberta Sturges Montagu, 9th Countess of Sandwich, illuminating the historical impact of Gilded Age American Heiresses on England's historic houses, society, and philanthropy. This initiative opens private and historically significant collections to a wider audience through meticulous digitisation and transcription, enriching narratives of British and American history.
Previously scattered at Mapperton House and relocated from Hinchingbrooke in the 1960s, the archive urgently requires preservation to prevent further instability and potential loss. Digitising facilitates public access, offering insights into aristocratic life during the Gilded Age, pivotal historical events, and Alberta's life since 1887.
The long-term objective includes annual exhibitions at Mapperton House, showcasing data and historical objects related to Alberta Sturges Montagu. The project explores integrating AI software to create a comprehensive database, envisioning an "AI Alberta" capable of interacting with visitors, providing insights into her life and the Gilded Age. Leveraging AI aims to offer an engaging and educational experience, unravelling the wealth of information in Alberta's letters.
The project commenced through the collaboration of Julie Montagu (MA candidate in Country House Studies, Buckingham University) and Lucy Beall (MPhil candidate, MA in Art History, BA in Art History & Classics), leveraging their expertise to transcribe Alberta Sturges Montagu's vast correspondence. Michelle Jones (MA in Museology, BA in Art History) provided critical advice on preventive conservation and archival organisation.
Julie initiated volunteer recruitment via a YouTube Live presentation on her American Viscountess channel, resulting in the selection of 30 individuals. The focus shifted to conserving the letters, prompting Mapperton's muniment room renovation. Julie categorised and stored the letters, and volunteers received comprehensive transcription guidelines.
The project’s approach uniquely integrates digital recruitment platforms, conservation measures, and transparent communication channels, ensuring project success and establishing a strong foundation for future archival endeavours. This comprehensive strategy underscores their commitment to preserving Alberta Sturges Montagu’s legacy for generations.
The ARP project profoundly impacts volunteers, fostering personal growth, friendship, and a profound connection to history. Volunteers contribute to meaningful historical preservation efforts, enriching their lives through camaraderie, learning, and a newfound appreciation for the past.
Volunteers reflect on six months of transcribing letters, highlighting the project's sense of community and team dynamic. Their camaraderie is evident in their quotes. The project also benefits the Mapperton community, providing additional content and enhancing visitor experiences with upcoming exhibitions.
The Montagu family is touched by the project, evidenced by a collective book gift to Lord Sandwich. This gesture increases interest in preserving the archive, affirming the project's impact on family heritage.
The project's societal impact is substantial, granting access to the largest American Heiress correspondence archive. The opening of the first Alberta Sturges Montagu exhibition in May 2024 will offer unprecedented access to historical materials, enriching public understanding of the Gilded Age and American heiresses' influence.
House Tour Guide volunteers will share insights and stories with exhibition visitors, enhancing the project's educational and cultural value to society.
Volunteer experiences include:
Tami Crandall, Team Britannica Team Leader, who expressed how transcribing the letters has expanded her world and allowed her to form friendships with fellow volunteers, feeling as though Alberta has become a dear friend.
Emma Westover, a transcriber on Team Britannica, says, “My life and Alberta’s life could not be more different, and yet we share a love of so many of the same things including family, music, literature, and our faith. More than volunteering, this project has felt like getting to know a new friend and I am excited to continue to learn about Alberta and the life she led.”
Bethany Vickerman, Team Leader Regina, reports finding transcribing a fun and rewarding experience, enjoying the challenge and constantly learning something new while also cherishing the friendships formed with fellow volunteers.
Rebecca Spindler, a transcriber on Team Adriatic, describes transcribing as akin to solving a jigsaw puzzle, with the reward of seeing Alberta's words come together. Still, she values the friendships formed through the project most.
Deb Nichols, a transcriber on Team Queen Mary, highlights, "Becoming a transcriber for the Alberta Project came at a perfect time for me! After raising 4 children, we are soon to be empty nesters, and I was having a difficult time with that transition. This project has given me a new adventure to focus on, and has already taught me so much!”
Laura Palomino, a transcriber from Team Adriatic, says that it is “serendipity [that] two American women (Alberta and Julie) from Chicago, marr[ied] into aristocracy 100 years apart. Alberta's letters have proven these women to have as many differences as there are similarities. Both women leave their own country and identity behind in order to become a part of the Montagu family, and all that it symbolizes.”
Laura Laclede from team Queen Mary says, “This project is an experience that truly brings history to life and brings the past forward for us to encounter today. To be a part of sharing Alberta’s voice with her descendants is a unique privilege. I believe Alberta meant for her family to have insight into her world and provided the path by preserving and organizing her documents.”
Throughout the project, Julie and the Team Leads have continuously evaluated the processes implemented for virtual volunteers. As the project expanded from digitising a small historic home archive to one of the largest private archive endeavours focused on an American Heiress, they have adapted and refined their methods to optimise volunteer engagement and ensure adherence to industry standards in archiving.
Key areas of focus during the evaluation process included:
Mastery of CZUR scanner operations and skill development to efficiently scan and digitise archival materials.
Proficiency in deciphering cursive handwriting, a crucial skill for accurately transcribing historical documents.
Acquisition of technical skills for project organisation on Microsoft One Note and Google Drive, encompassing proficiency in documents, spreadsheets, and other tools for document formatting, citation development, incorporating images into text documents, and utilising numbered lists.
Capability in reviewing and revising the work of others, along with providing constructive feedback to maintain accuracy and consistency in transcriptions.
Understanding the significance of metadata and its role in archive management, emphasising the importance of comprehensive metadata for efficient retrieval and utilisation of archival materials.
Proficiency in organising historical archives for future accessibility and research, implementing preventative conservation measures to preserve existing archives for posterity.
Developing spreadsheet management skills to create comprehensive databases seamlessly integrating with other platforms, such as AI and cloud-based collection management systems.
The evaluation process has provided tangible evidence of the beneficial impact of these efforts, as demonstrated by the increased efficiency and accuracy in archival digitisation and transcription.
Moreover, the project's success has laid the groundwork for future initiatives, including exploring AI integration and developing cloud-based collection management platforms.
Looking ahead, the project will continue to evolve and expand, driven by the lessons learned and successes achieved thus far. Recognition and opportunities stemming from the project's accomplishments further underscore its significance and potential for continued growth and impact in archival preservation and historical research.
The project leads offer the following tips from their learning on this project:
As we progressed with transcription, we realised the need for a refined organisational structure. We shifted to categorising letters by dates, themes, individuals, locations, and historical events, enhancing efficiency and accuracy.
Rather than distributing letter bundles randomly, we strategically assigned themed bundles to teams, forming expert groups. Teams focused on specific individuals or topics, like George Montagu, Besse Sturges, and Josephine MacLeod.
Team collaboration proved invaluable. Teams deciphered illegible words together, fostering camaraderie on WhatsApp despite members being spread across the USA, Canada, and the UK.
Team Leads facilitated collaboration beyond their groups, sharing resources and expertise. This approach improved transcriptions, strengthened cohesion, and boosted morale.
Reflecting on their journey they say: “We see room for improvement. More structured communication and training sessions on palaeography and historical context could enhance volunteers' preparedness. Yet, our adaptability and collaboration ensured the project's success, impacting Alberta's legacy preservation.”
Tips for that other projects may find useful:
Establish clear communication channels: Maintaining open lines of communication among volunteers, Team Leads, and project coordinators is essential for ensuring smooth collaboration and addressing any issues promptly.
Provide ongoing training and support: Regular training sessions and resources can help volunteers develop necessary skills, such as deciphering handwriting or using archival tools effectively, enhancing the quality and efficiency of project outcomes.
Foster a sense of ownership and pride: Encourage volunteers to take ownership of their assigned tasks and recognise their contributions to the project's success. Celebrating milestones and achievements can boost morale and motivation.
Implement quality control measures: Regularly review and verify transcriptions for accuracy and consistency. Establishing quality control processes, such as peer review or spot-checking, can help maintain high standards throughout the project.
Utilise technology effectively: Explore the use of AI tools for automating repetitive tasks, such as transcription or metadata tagging. Integrating technology can streamline workflows and enhance productivity, allowing volunteers to focus on more complex tasks.
By incorporating these tips into their projects, organisations can optimise volunteer engagement, improve project outcomes, and achieve greater success in archival preservation endeavours.
Looking to the future The Alberta Research Project is poised for exciting developments, focusing on the following:
Integration of Artificial Intelligence (AI): Exploring AI technology to create a comprehensive database of Alberta's letters, aiding visitor interaction and automating transcription processes.
Ongoing care and prevention within the archive: Prioritising long-term preservation with preventative conservation measures like climate control and proper storage.
Preparing the archive for future use: Enhancing metadata standards, developing user- friendly interfaces, and promoting archival literacy.
Generating more interest in Mapperton House and the archive: Organising exhibitions, public events, and educational programs.
Sharing archive information: Collaborating with other historic homes to foster partnerships and broader research.
Writing a book about Alberta’s life: Documenting her life and legacy in a comprehensive narrative.
Exploring other projects: Considering additional initiatives aligning with archival preservation, historical research, and public engagement.
As well as achieving its core aims, The Alberta Research Project yields diverse social benefits:
Community Cohesion & Inclusion - New History within Dorset: Fosters community cohesion by preserving local history, promoting shared identity, and strengthening community bonds.
Celebrating Local Identity: Celebrates Mapperton House's significance, deepening appreciation for the Montagu heritage.
Local Economy: Boosts the economy by attracting visitors to historic sites, supporting local businesses, and creating job opportunities.
Health & Well-being: Enhances health and well-being through social engagement, intellectual stimulation, and a sense of purpose, particularly for vulnerable groups.
Learning & Skills: Provides learning and skills development opportunities in archival research, transcription, and conservation techniques.
Local Infrastructure & Regeneration: Contributes to the regeneration of local infrastructure and historic sites, revitalising communities and preserving heritage.
Tourism: Attracts history and heritage tourists to Dorset through exhibitions, guided tours, and educational programs.
Community Empowerment & Active Citizenship: Empowers community members to preserve local history and fosters a sense of ownership and responsibility for cultural heritage.
Positive Outcomes for Vulnerable Groups: Provides social connections and a supportive community for vulnerable groups, enhancing their quality of life.
The Alberta Research Project also enriches interdisciplinary learning for UK students:
Early Years/Foundation Stage:
Understanding the Past: Introduce basic history concepts through simplified ARP narratives, exploring artefacts and images of Alberta Sturges.
Communication and Language: Develop language skills through storytelling and discussions about historical events.
Primary (Key Stage 1 and 2):
History: Explore Victorian and Edwardian Britain, emphasising American heiresses' impact on society, using primary sources like letters and photographs.
Literacy: Enhance skills through reading, transcribing, and creative writing inspired by Alberta Sturges' life.
Digital Literacy: Introduce basic digital skills using online archives and resources from the Alberta project.
Secondary (Key Stage 3 and 4):
History: Deepen understanding of Gilded Age themes, analysing primary sources for social, political, and cultural insights.
Research Skills: Develop research skills through independent projects on topics like American heiresses' role in British society.
Citizenship: Explore identity, diversity, and belonging by studying American heiresses' experiences in Britain.
Further Education (FE):
History and Heritage Studies: Integrate the Alberta project into FE history courses, encouraging in-depth research and analysis.
Cultural Studies: Investigate the project's cultural significance in British and American history.
Higher Education (HE):
Archival Studies: Offer specialised courses using ARP as a case study to explore archival management, digitisation, and access strategies.
Public History: Examine public history initiatives' role in engaging communities and preserving cultural heritage through exhibitions and digital platforms.
In conclusion:
The Alberta Research Project aims not only to preserve and digitise Alberta Sturges Montagu's correspondence but also to revolutionise archives and collection management. It entails creating open-source project plans tailored for historic homes, encouraging them to care for, digitise, and share their archives with the public. These plans establish standards of care and guide accessibility while respecting privacy and copyright.
Our project serves as a model for historic homes, providing insights for those with or needing archivists. By sharing our methodologies, we strive for a uniform approach to archival preservation across UK historic homes, preserving cultural heritage and facilitating access for researchers and the public.
Historic homes are ideal for presenting archival libraries, enriching visitors' understanding of history. We can collectively elevate archival preservation standards through collaboration, enhancing these institutions' cultural significance for future generations.
Further links:
Buy Me A Coffee Campaigns: https://www.buymeacoffee.com/juliejmontagu
American Viscountess YouTube Live streams featuring ARP: https://www.youtube.com/@AmericanViscountess/streams
American Viscountess main YouTube channel: https://www.youtube.com/@AmericanViscountess/
American Viscountess Instagram: https://www.instagram.com/americanviscountess/ Julie’s/American Viscountess
Mapperton Live YouTube Channel: https://www.youtube.com/@MappertonLive
Mapperton Live YouTube Live Streams (some featuring ARP or conservation of the archives): https://www.youtube.com/@MappertonLive/streams
Mapperton Live Patreon: https://www.patreon.com/mappertonlive/about
2023 Award
RHS Digital Dig project was the winner of the ARA Archive Volunteering Award 2023
The Digital Dig project was set up to help uncover and document hidden horticultural history through three distinct volunteer projects. It centres on a rare and unique collection of more than 28,000 plant nursery catalogues representing over 2,000 individual nurseries, dating back to 1612. This collection is a fascinating environmental and social history archive, tracking the changing face of gardening infrastructure over time. The Digital Dig volunteers have all created digital resources that will make this previously fairly inaccessible collection widely available to users online.
Further information on the project can be found at: https://www.rhs.org.uk/education-learning/libraries-at-rhs/news-projects/digital-dig
And our case study on this project can be found here
The judging panel also Highly Commended two other entries:
Queer Norfolk
And
Life with the Lionesses: Twenty-Five Years of Women’s International Rugby League (later more generally known as the Women in Rugby League Project) by Heritage Quay in Huddersfield
They also made a special commendation for the two volunteers at Queer Norfolk:
Adam Baker and Beau Brannick for their amazing contribution to the project.
2022
2021
Case Study: Winner - Pride in Suffolk’s Past
Case Study: Winner - WOVeN (Warwickshire Online Volunteer Network) with Mining the Seams
2020
Case Study: Winner - Anne Lister Diaries Digitisation Project - WYAS
2019
Case Study: Winner - Bigger, Better, Stronger - Gloucestershire Archives
Previous winners:
2021: Pride in Suffolk's Past project and Warwickshire County Record Office’s Warwickshire Online Volunteer Network’s (WOVeN) Mining the Seams project. (Joint winners)
2020: Anne Lister Diaries Digitisation Project – WYAS
2019: Bigger, Better, Stronger – Gloucestershire Archives
2018: Lancashire Archives
2017: London Metropolitan Archives
2016: National Library of Wales
2015: GM1914, Greater Manchester
2014: St Mark and St John, Plymouth
2013: Hull History Centre
2012: Wolverhampton City Archives
2011: Manchester Chinese Archive
2010: Suffolk Record Office