Case study: Adapting the way we work to strengthen IKC collections

Overview 

State Library of Queensland’s First Nations and Access and Discovery branches have collaborated to update collection processes that support Indigenous Knowledge Centres (IKCs). This work responds to opportunities identified through IKC Action Plans, Council engagement and State Library’s First Nations Strategy, and strengthens our partnerships with Aboriginal and Torres Strait Islander councils. 

Two practical changes underpin this work: 

• Simplifying collection exchange processes and streamlining returns of physical collections to State Library when no longer in use 
• Targeted, community‑driven building of IKC collections

The opportunity

IKC’s identified that maintaining and refreshing physical collections could be challenging within existing processes. 

Specific areas raised included: 

• Dependence on online library management systems with variable connectivity. Scanning each incoming and outgoing collection item  relied on stable connectivity and access to and capability in using the library management system, which could be difficult to maintain due to staff turnover, weather and remote operating environments. 
• Large collections. Collections had grown over time and, in many IKCs, become difficult to manage, with some materials no longer reflecting current local interests.
• Backlogs and workload pressures. The scale of collection reduction needed in some IKCs created pressure for staff, and incoming collections were temporarily paused while right-sizing work to reduce collections was carried out. 
• Standing-order procurement in a First Nations context. While standing‑order procurement is effective and efficient for mainstream library environments, IKCs identified that complementing this approach with a stronger First Nations lens would better reflect each community’s languages, cultural interests and priorities. 

Actions taken 

Simplifying collection, exchanges and returns 

• Collection exchanges were temporarily paused while IKCs focused on right‑sizing their collections. 
• Staff at State Library’s Cannon Hill facility complete incoming and returning processing on behalf of IKC staff. 
• IKC staff pack and send items to Cannon Hill without needing to Use the library management system, ensuring the work is more efficient for IKCs. Annual stocktakes now in place help to maintain collection integrity. 

Community-driven collection development

• Introduction of a bespoke procurement approach, informed by IKC staff insights and First Nations branch knowledge. 
• Prioritised culturally relevant topics, such as music, cooking, culture and language. 
• Access and Discovery dedicated additional staffing and adapted established workflows to support this tailored model, complementing efficiency‑focused mainstream processes with a flexible, community-specific approach for IKCs. 

Outcomes 

These changes have delivered meaningful benefits for First Nations councils, through IKCs and their communities: 

• Improved collection relevance: IKCs receive more resources tailored to cultural and community needs and interests. 
• Enhanced efficiency: Streamlined processes have reduced the time and effort required for managing incoming collections and returns, enabling IKC staff to focus on community engagement. 
• Stronger partnerships: Collaborative efforts have strengthened the partnership between State Library and First Nations councils, fostering trust and mutual understanding. 

Early impact 

• Exchanges up 0 → 15 IKCs 
• Cherbourg: 95% First Nations content 
• TSIRC local history items elevated: 3 → 154 recorded 
• Collections reduced; significant changes include: 
  • Hammond Island (Kirirri) ↓ 67% 
  • Badu & Kubin ↓ 61% 
  • Bamaga ↓ 54% 
  • Erub ↓ 51%