For smaller collections

If you are considering putting your collection online, there are multiple cloud-based services you can use to organise and display your collections. Using these cloud-based services is the easiest way for us to help you get your collection into Trove.

As you update your records or add records to your online collection, they will automatically update in Trove. For some platforms, this will happen every six hours, while some update once a week. Contact us to specify if you would like a particular update schedule, or to be notified when your records are updated.

For many of these services, we can automatically add your records into Trove. You just have to allow us access to your collection. Just remember to let us know if you change or upgrade the cloud-based service you are using.

Mandatory information for collection records

Each record contributed to Trove must include these three mandatory fields:

  • Identifier (including a linktype). These are often systems generated.
  • title
  • type – such as book, photograph, object

An annotated record in Trove with highlighted green and yellow fields.

if known, it is highly recommended that these six fields are included:

  • contributor
  • creator
  • date
  • description
  • subject
  • rights
  • free_to_read
  • license_ref

If known, it is best practice to also include the following:

  • coverage
  • format
  • language
  • publisher
  • relation
  • source

If your records are in MARC format, and your organisation is a member of Libraries Australia, your records will be coming into Trove via Libraries Australia.

For eHive

eHive is a web-based cataloguing system that many people and organisations use to manage their collections. Trove can automatically harvest from eHive collections.

To allow Trove access to your collection, go to: My eHive > Account Settings > Preferences and Data Access, then check the “Allow access to records from 3rd party sites using the Application Programming Interface (API)?” Box. 

“Allow access to records from 3rd party sites using the Application Programming Interface (API)?” box in eHive.

Then follow these steps:

  1. Print out the Memorandum of Understanding, sign it, scan it, and email it to us.
  2. Contact us, using the link on the top right of each page in Trove. Attach the signed Memorandum of Understanding form and that you’ve already allowed us access to your records. Include a link to your collection on eHive. 
  3. We'll work with you to make the best of your records in Trove, and when we're all happy, they will be added to Trove.

For Victorian Collections

Victorian Collections is a collection information management system for organisations within Victoria. Trove can automatically harvest records from Victorian Collections. To get access you need to tick a box in the Victorian Collections system.

Then follow these steps:

  1. Print out the Memorandum of Understanding, sign it, scan it, and email it to us.
  2. Contact us, using the link on the top right of each page in Trove. Attach the signed Memorandum of Understanding form and that you’ve already allowed us access to your records. Include a link to your collection. 
  3. We'll work with you to make the best of your records in Trove, and when we're all happy, they will be added to Trove.

For Civica Spydus

Ensure you have the ‘Picture Australia’ add-on and your vendor has enabled external access.

Then follow these steps:

  1. Print out the Memorandum of Understanding, sign it, scan it, and email it to us.
  2. Contact us, using the link on the top right of each page in Trove. Attach the signed Memorandum of Understanding form and that you’ve already allowed us access to your records. Include a link to the Picture Australia add on your vendor enabled.
  3. We'll work with you to make the best of your records in Trove, and when we're all happy, they will be added to Trove.

For Flickr

Flickr is one of the easier ways to get your collections into Trove. Trove has its own Flickr group, and if you add photos to the group, they will be automatically harvested into Trove at 6am, 12 midday and 6pm each day.

Follow these steps:

  1. Go to www.flickr.com
  2. Sign in to Flickr, or sign up if you are not already a member
  3. To activate your Flickr account you will need to load at least 5 photos
  4. Visit the Trove: Australia in Pictures group, by searching for ‘Trove’ under the ‘groups’ tab in Flickr, or by following this link: Trove: Australia in Pictures
  5. Click on the ‘Join this group’ link and follow the prompts
  6. Read through the group descriptions for guidelines about contributing to Trove, including information on captions, tags and licences
  7. Upload your images to Flickr
  8. If you flag your photos ‘hide this photo from public searches’ your photos cannot be transferred into Trove
  9. Add your images to the Trove group by clicking on the ‘send to group’ icon located above each of your images in your personal pool
  10. Remember to add accurate tags and descriptions to your photos because those are what the search is based on.

Pictures added into Trove via Flickr do not become part of the National Library of Australia’s collection.

If you have an extensive collection, for which adding each photo to the Trove: Australia in Pictures group would be too time-consuming, you can follow these steps:

  1. Print out the Memorandum of Understanding, sign it, scan it, and email it to us.
  2. Contact us, using the link on the top right of each page in Trove. Attach the signed Memorandum of Understanding form. Make sure you include your Flickr username. 
  3. We'll work with you to make the best of your records in Trove, and when we're all happy, they will be added to Trove.

For Wikimedia Commons:

Ensure your collection is all within one ‘category’ on Wikimedia Commons.

Then follow these steps:

  1. Print out the Memorandum of Understanding, sign it, scan it, and email it to us.
  2. Contact us, using the link on the top right of each page in Trove Attach the signed Memorandum of Understanding form and that you’ve already allowed us access to your records. Include a link to your category.
  3. We'll work with you to make the best of your records in Trove, and when we're all happy, they will be added to Trove.

Other services

If you are using a simple, cloud-based collections service that isn’t mentioned above, contact us to how we can best aggregate your records into Trove. If your collection is not maintained in a cloud-based service, please read our page for larger collections.